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Exh 8CAGENDA ITEM #8C APRIL 28, 2003 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Engineering Contract for Well Rehabilitation and Replacement for Well Nos. 2, SN, 1N, 2S, and 6S, Phase I SUBMITTED BY: Donna Kaluzniak, CEP, Utility Directo DATE: April 16, 2003 BACKGROUND: As part of the consumptive use permitting process, the St. Johns River Water Management District (SJRWMD) required the City to conduct geophysical and video logging of the production wells. Based on the results of the logging, as well as the results of laboratory. analysis on the well .water, SJRWMD required rehabilitation, replacement or abandonment of some of the City's wells. On February 10, 2003 the City Commission authorized staffto negotiate a contract for engineering with CH2M Hill. As part of the negotiation process, CH2M Hill met with staff, completed site visits and performed a fairly extensive review of the existing well logs, data, and records. A$er discussion, City staff and CH2M Hill agreed to complete the design work in two phases. Phase I will include the engineering work for Well Nos. 2 and 5N, as this work must be completed by the end of the year. Phase II will include the design for work on Well Nos. 1N, 2S, and the new Well No. 6S. Staffhas negotiated a contract with CH2M Hill for Phase I in the amount of $42,890. This phase includes additional detailed review of existing records, design work and specification development, meetings with staff and SJRWMD, and bidding services. In addition, feld services, including construction engineering and inspection aze part of the contract. Field service for this type of work is extremely important to avoid damage to the wells. Critical field decision making is often required, and well testing/documentation for the SJRWMD is essential. The contract amount represents slightly less than 10% of the estimated construction cost. BUDGET: A total of $430,000 was budgeted for Phase I in the Water Treatment Fund, in account number 400-SS02-S33-6300. RECOMMENDATION: Award a contract for Engineering for Well Rehabilitation and Replacement for Well Nos. 2, SN, 1N, 2S, and 6S, Phase I, to CH2M Hill in the amount of $42,890. ATTACHMENTS: 1. Proposal from CH2M Hill AGENDA ITEM #8C APRIL 28, 2003 CH2M HILL Scope of Services City of Atlantic Beach Wellfield Program Purpose The purpose of this Scope of Services is to authorize CH2M HILL to provide the City of Atlantic Beach with professional consulting services related to City wellfield improvements and modifications. Part of this scope is intended to be an alternate to the abandonment and replacement of Well No. 2. Scope of Services Phase I This Scope of Services includes the following tasks: 1. Site Visit/Limited Data Review. 2. Preparation of Backplugging Plan, Design and Specifications for Well No. 2. 3. Preparation of Modification Plan for Well No. 5N Vertical Turbine Pump. 4. Bidding and Field Services During Backplugging of Well No. 2 and Well No. 5N Turbine Pump. These services are described in further detail below. Task 1: Site VisitlData Review This task includes the following: • Wellfield and office.site visits to discuss potential wellfield problems and corrective objectives with key City personnel. • Acquire, review, and limited evaluation of existing available relevant wellfield testing data, reports, water quality trends, etc., from City and SJRWMD files. Deliverables The following deliverables will be submitted to the City as part of this task: - Provide verbal recommendations regarding direction of future monitoring of raw water quality produced from the various City wellfields. Meetings- - Meeting with Utility Director to discuss overall project scope and potential wellfield improvement alternatives. JAX/ATL-BCH SCOPE OF WORK FINAL.DOC AGENDA ITEM #8C ' APRIL 28, 2003 SCOPE OF WORK FOR BACKPLUGGING OF WELL N0. 2 AND MODIFICATIONS TO PUMP IN WELL N0. 5N - Wellfield site visit with City Operations and Maintenance Staff Assumptions 1. City will produce, duplicate, and provide to CHZM HILL existing relevant wellfield testing data, reports, etc., to be used in evaluation of existing wells, pumping equipment, and other relevant systems. 2. City will assign a Project Manager to be responsible for coordination and decision making abilities. 3. No formal scheduled progress meetings. Task 2: Preparation of Draft Backplugging Plan, Design, and Specifications for Well No. 2. This task includes the following: • Provide analysis of available geophysical logs and water quality trends of Well No. 2. • Prepare Draft Backplugging Plan to be reviewed by the City and the SJRWMD delineating target Backplugging zone. It is anticipated that the Draft Backplugging Plan wilt include the following tasks: - Preliminary selection of production interval(s) to be plugged (to be revised in the field after evaluation of additional geophysical logging). - Procedure for redevelopment of open borehole. - Procedure for disinfecting the well. - Procedure for performing a final short-term performance testing of Well No. 2 to evaluate and document the backplugged condition of the well. • Preparation of design plans and specifications for the City to procure a Contractor for the following: - Short-term performance testing on Well No. 2. - Geophysical logging of the well. - Backplugging of the well based on recommendations in the Draft Backplugging Plan. Deliverables The following deliverables will be submitted to City as part of this task: - Well No. 2 Draft Backplugging Plan (actual Backplugging interval to be determined after additional field testing). - Technical Specifications with Drawings. Meetings - One meeting with City personnel to discuss Draft Backplugging Plan. - One meeting with SJRWMD to discuss Draft Backplugging Plan and objectives. JAXIATL-BCH SCOPE OF WORK FINAL.DOC AGENDA ITEM #8C APRII., 28, 2003 SCOPE OF WORK FOR BACKPLUGGING OF WELL N0. 2 AND MODIFICATIONS TO PUMP IN WELL N0. 5N Assumptions - Well is currently flowing into reservoir with no pumping equipment. At this time, it is assumed that no pump will be required after backplugging. If a new pump and wellhead appurtenances are required, design services and hydraulic modeling may be required and these services can be supplied for additional compensation. - The City will provide front-end contract documents for the plans and technical specification packages produced by CH2M HILL. - No CUP permitting services are included or anticipated under this scope. - City will contract and pay for Contractor services for testing and logging. - CH2M HILL will provide recommendations on the actual backplugging zone within 24 hours of conducting additional geophysical logging of the well. The City and SJRWMD will provide confirmation on CH2M HILL's recommended backplugging plans within 24 hours of receiving recommendations. - All testing and backplugging of the well will be performed with one mobilization of the Contractor. Task 3: Preparation of Modification Plan for Well No. 5N Vertical Turbine Pump The purpose of this task is to conduct limited pump testing of Well No. 5N in order to make recommendations for modifications to be made to the existing pump system to increase production from the well. This task includes the following: • Prepare a brief testing plan to perform ashort-term pumping test to evaluate production rate and pressure provided by the existing pump. • A limited evaluation of the existing data on the turbine pump in Well No. 5N will be performed to include horsepower, electrical, and pump bowl modifications to increase flow from the well. • Make recommendations on modifications to be made to the existing pump to increase production from the well. Deliverables - Brief well performance testing plan with the objective of evaluating pump performance. Plan will include anticipated flow rate and duration of pumping test and parameters (i.e. pressure, flow, etc.) to be monitored. - Report of findings and recommendations resulting from field testing. The report will provide performance requirements of the modified pump to include flow, head, and horsepower, and can be used by the City during bidding. Meetings - CH2M HILL will coordinate field activities under this Task with the City Pxoject Manager. JAX/ATL-BCH SCOPE OF WORK HNALDOC AGENDA ITEM #8C APRIL 28, 2003 SCOPE OF WORK FOR BACKPLUGGING OF WELL N0. 2 AND MODIFlCAT)ONS TO PUMP IN WELL N0. 5N Assumptions 1. No permitting is required by SJRWMD or FDEP. 2. No electrical design or modifications will be necessary. If electrical modifications aze necessary that require electrical design services, these services can be provided for an additional cost. 3. No piping system hydraulic calculations/analyses are included. It is assumed that pressures monitored during the pumping tests can be used to estimate head conditions for the pump selections. 4. The City will allow access to the site and contract with a Contractor for testing of the pumping system in Well No. 5N. Task 4: Provide Bidding and Field Services During Backplugging of Well No. 2 and Well No. 5N Turbine Pump This Task includes providing field services during backplugging of Well No. 2 and field testing and modifications to the pumping system in Well No. 5N. CH2M HILL's services for this task include the following: • Provide assistance during bidding including review of submitted bids from Contractors in accordance with contract docwnents and provide recommendations to the City as to the lowest responsive responsible bidder. • Permitting assistance to the Contractor during SJRWMD well construction/modification permitting. • Provide Resident Project Representative (RPR) during field work. • Coordinate and attend one (1) pre-construction conference, which includes City staff, the Contractor, the Contractor's subcontractors, key permitting agencies and other applicable representatives. • Review shop drawings, diagrams, illustrations, catalog data, schedules and samples, the results of tests and inspections and othex data which the Contractor is required to submit. These shall be reviewed for general conformance with the design concept of the project and general compliance with the information given in the contract documents. • Provide technical interpretations of the drawings, specifications and contract documents and evaluate requested deviations from the approved design or specifications. Requests for Clarifications will be issued by the Contractors to CH2M HILL. • Assist the City in construction contract change order negotiations with the Contractors. • Review and make recommendations to the City for the approval or rejection of the Contractors' monthly payment applications. • Perform a final review of construction to determine, in general, if the work has been completed in conformance with the intent of the contract documents and assist the City in negotiating final payment for construction. The City and appropriate regulatory JAXIATL-BCH SCOPE OF WORK FINAL.DOC d AGENDA ITEM #SC APRIL 28, 2003 SCOPE OF WORK FOR BACKPLUGGING OF WELL N0. 2 ANO MODIFICATIONS TO PUMP IN WELL N0. SN agencies will furnish a representative to jointly make the final observation of the construction. • Preparation of a letter report after Well No. 2 is backplugged. The report will document the condition of Well No. 2 before and after backplugging, including changes in water quality and specific capacity. • Preparation of a letter report after modifications to the Well No. 5N pump are completed. The report will document the condition of pump before and after pump modifications are complete. The letter report also may provide additional recommendations as to other pumping-system related modifications that the City may implement to increase production from the well specific capacity. Deliverables The following deliverables will be submitted to City as part of this task: - Letter report documenting Well No. 2 backplugging activities. - Letter report documenting Well.No. 5N pump testing and modifications. - Copies of all correspondence related to this task. Meetings - CH2M HILL will coordinate and attend one pre-construction meeting with selected Contractor. Assumptions 1. One (1) bid package will be prepared for both wells. 2. All testing and backplugging of the Well 2 will be performed with one mobilization of the Contractor. 3. City will handle and administer bidding phase including document reproduction, distribution, planholders list and addenda distribution. 4. The City will contract directly with all Contractor performing construction ,and modification work. 5. Well construction/modification permits to be obtained by the Contractor. 6. Permit application fees will be paid by the City or the Contractor. 7. Water quality samples collected for aquifer characterization purposes (major ion analyses) will be collected and analyzed by CH2M HILL. 8. Water quality samples required for permit compliance, such as bacteriological or primary/ secondary drinking water, will be collected and analyzed by the City. 9. CH2M HILL will have access to the well sites as needed. 10. CH2M HILL will not be responsible for the Contractor's means, methods, techniques, sequences or procedures of construction or the safety precautions and programs incident thereto, and CH2M HILL will not be responsible for Contractor's failure to perform the work in accordance with the construction contract documents. JAXIATL-BCH SCOPE OF WORK FINAL.DOC AGENDA ITEM #8C APRIL 28, 2003 SCOPE OF WORK fOR BACKPLUGGtNG OF WELL N0. 2 AND MODIFICATIONS TO PUMP IN WELL N0. 5N 11. Onsite RPR construction or other field services will be provided for a maximum of 80 hours. Unanticipated delays causing the level of effort to exceed this number of hours may result in additional costs. Phase II The scope of work and compensation for Phase II will be further defined at the completion of Phase I. The scope of Phase II will generally consist of the following: Task 1 -Preparation of abandonment plan and construction documents for We(Is 1 N and 2S. Task 2 -Siting, design, permitting, construction documents and services during construction for a new Well. Payment for Services of CH2M HILL Compensation for this scope of services will be on a lump sum basis for the fee of $42,890. Invoicing will be monthly and based on percent complete of project. Changes in the scope of services, schedule, and lump sum amount will be negotiated and authorized in writing prior to performing the changed scope of services. Schedule The intent of the tasks identified in this scope is to backplug Well No. 2 and make necessary modifications to the pump in Well No. 5N as quickly as possible within the constraints of customer demands and reliability issues. The City's schedule for completion of the backplugging is by the end of 2003. The schedule for completion of work on Well No. 5N will depend on the required scope of work but is not planned to exceed 10 months. The work in this scope will be completed within 10 months of City authorization if no site acquisition, permitting, neighborhood or existing condition factors cause delays. The project scope and cost estimate are based on a typical work schedule and assumes that no extraordinary of#orts will be needed to complete the work in an accelerated manner. Extraordinary efforts include working any time other than daylight hours during weekdays and other activities not normally required. JAXIATL-8CH SCOPE OF WORK FINALDOC g AGENDA ITEM #8C APRIL 28, 2003 Table 1 Weiifieid Program Phase I City of Atlantic Beach Task Position Billing Rate Hours Cost Task Name: Site Visits/Data Review Project Manager $ 147 13 1,911.00 Design Engineer or Architect $ 93 13 1,209.00 Drafter & Project Assistant $ 64 18 1,152.00 Labor Sub-total 44 $ 4,272.00 Expenses $ 688.20 Subconsultants $ - Task 1 Total $ 4,960.20 2 Task Name: Backplugging Plan, Design and Specs for Well No, 2 Project Manager $ 147 31 Design Engineer or Architect $ 93 66 Drafter & Project Assistant $ 64 12 Labor Sub-total 109 Expenses Subconsultants Task 2 Total . .10 3 Task Name: Modification Plan for Well No. 5N Vertical Turbine Pump Principal $ 168 1 168.00 Project Manager $ 147 7 1,029.00 Design Engineer or Architect $ 93 44 4,092.00 Drafter & Project Assistant $ 64 8 512.00 Labor Sub-total 60 $ 5,801.00 Expenses $ 373.20 Subconsultants $ _ Task 3 Total $ 6,174.20 4 Task Name: Field Services Project Manager $ 147 19 2,793.00 Design Engineer or Architect $ 93 66 6,138.00 Designer or Technician & Field Inspector $ 80 94 7,520.00 Drafter & Project Assistant $ 64 4 256.00 Labor Sub-total 183 $ 16,707.00 Expenses $ 2,477.50 Subconsultants $ _ Task 4 Total $ 19,184.50 Labor 396 $ 38,243.00 Expenses $ 4,647.00 Subconsultant ~ $ _ 4,557.00 6,138.00 768.00 $ 11,463.00 $ 1,108.10 Total Cost $ 42,890.00