Item 4J Final CITY OF
SOUTHLAKE Item 4J
MEMORANDUM
(October 17, 2017)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Authorize expenditures with Wachs Water Services, a Division of
Pure Technologies U.S., Inc. for the annual Water Valve
Assessment Program in an amount not to exceed $79,000
Action
Requested: Authorize expenditures with Wachs Water Services, a Division of
Pure Technologies U.S., Inc. for the annual Water Valve
Assessment Program in an amount not to exceed $79,000.
Background
Information: The City of Southlake has over 7,350 water valves of which 4,510
are in-line water valves. The City also has approximately 3,000 fire
hydrants in the water distribution system. In FY 2017, the City
contracted with Wachs Water Services, a Division of Pure
Technologies U.S., Inc. to perform a water valve assessment pilot
program.
The purpose of assessing the condition of City water valves is for
emergency preparedness to ensure their proper operation in the
event of a possible crisis. Being able to quickly locate and operate
water valves allows Public Works to isolate and shut off the flow of
water in a particular line segment that may otherwise cause
flooding and property damage during an emergency.
The program also audits the City's GIS database and verifies
location accuracy, and evaluates the operability of valves and
hydrants in the water distribution system through hands on field
activity. This program documents and integrates operational
physical information. In addition, a preliminary leak survey is
performed at each valve to minimize water loss.
As part of the FY 2017 program, Wachs inspected and operated
604 City water valves in a high density commercial area identified
by Public Works as a critical area. Of the 604 water valves
inspected, 73% were classified in good condition; 1% were fair;
none were found to be in poor condition; and 26% were identified
as inaccessible post-construction. In many cases, these become
Page 1 of 2
Item 4J
buried under landscaping or sidewalks. Water Division personnel is
currently taking corrective action on these.
The FY 2018 proposal includes the assessment and operation of
1,050 water valves. This assessment supports the Fire
Department's Insurance Service Offices (ISO) ranking of Class 1
which is the highest level of fire protection for the community.
Financial
Considerations: Funding for the FY 2018 water valve assessment program is
available in the annual Public Works Water Division budget in the
amount of $79,000.
Strategic Link: The authorization of expenditures with Wachs for this program links
to the City's strategy map relative to the strategic focus area of
Safety & Security and Infrastructure. The specific corporate
objectives that are met by this agreement include: (Cl) Achieve the
highest standards of safety and security and (F2) invest to provide
and maintain high quality public assets.
Citizen Input/
Board Review: N/A
Legal Review: None
Alternatives: The City Council may authorize or deny this contract award.
Supporting
Documents: Attachment A - Proposal for Valve Assessment Program Phase II
Staff
Recommendation: Authorize expenditures with Wachs Water Services, a Division of
Pure Technologies U.S., Inc. for the annual Water Valve
Assessment Program in an amount not to exceed $79,000.
Staff Contact: Rob Cohen, Director of Public Works
Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public
Works/Operations
Page 2 of 2
Attachment A
ivi%WachsWater
SERVICES
A Division of P u re Technolog ies Ltd
September 22, 2017
City of Southlake
Kyle Flanagan
1950 E. Continental
Southlake, TX
Subject: Valve Assessment Program— Phase II
Wachs Water Services (V\/WS) is pleased to submit our amended proposal to the City of Southlake
for valve and hydrant assessments in the City of Southlake's water distribution system. We believe
that our experience performing similar services successfully in more than 200 utilities, uniquely
qualifies the Wachs Water Services team as the most experienced and the right choice to deliver
these important services to the City of Southlake. Wachs Water Services submits the following
information regarding our company:
Company Name: Pure Technologies US Inc. dba Wachs Water Services
Company Tax ID No: 86-0853190
Company Address: 801 Asbury Drive, Buffalo Grove, IL, 60089
Local Address: 8708 South Congress, Suite A-150, Austin, TX
The Wachs Water Services Team stands ready to perform the services outlined in Attachment A,
We are confident that we will deliver the successful completion of the and we want to thank you for
the opportunity to submit our proposal on this very important project, and we look forward to a
favorable decision on behalf of Wachs Water Services. The pricing breakdown is:
i -
Mobilization 1 Included in Unit Pricing
Valve Assessments<16" 1050 $ 75.00 $ 78,750
The remaining 2,860 in-line valves in the Southlake water distribution system can be completed
over the next two fiscal years for a little over$100K/year. You would then have an inventory and
initial assessment of your entire water distribution system, along with valuable attribute data with
which to populate and update the City's Geographical Information System.
We look forward to providing our valve inventory and assessment services. Please advise if you
have any questions regarding this proposal and scope.
Sincerely,
Wayne Pratt
Vice President, Business Development
847-946-5907
Wachs Water Services 1 801 Asbury Drive I Buffalo Grove, IL USA 60089 1 Tel: +1 (800)525-5821 1
wachsws.com
ATTACHMENT A-SCOPE OF SERVICES
VALVE ASSESSMENT PROGRAM-PHASE II
GENERAL
Overall Summary
The City of Southlake desires to initiate this professional services agreement for a Valve and
Hydrant Assessment Program which serves four primary purposes:
• To evaluate and improve the operability of valves and hydrants in the water distribution
system through hands on field activities.
• To document, integrate and analyze location, operational and physical information of
valves and hydrants in the water distribution system through professional services
activities.
• To define and refine the scope and value of an ongoing system wide program through
consulting activities.
• To perform a preliminary leak survey by "sounding" each valve and hydrant assessed in
the program.
Program Description
The City of Southlake desires Wachs Water Services (WWS) to develop, plan and execute a
program to locate, inspect, clean out, assess, exercise, operationally test, mark, record mapping
grade GPS data,document attribute characteristics, create a deliverable database and create work
orders for water distribution system valves and hydrants. This program will address approximately
4500 valves, 3000 fire hydrants in the City of Southlake distribution system. WWS will analyze the
results of the program and deliver a summary and final asset report to the City of Southlake. The
results of this program will be used to evaluate the value of a system wide program.
SPECIFIC FUNCTIONS OF WACHS WATER SERVICES
Locate Valves and Hydrants
The City of Southlake will provide WWS with a minimum of two copies of the most current water
distribution maps for the project area. WWS will locate all water distribution assets(mainline valves
and fire hydrant isolation valves and fire hydrants) using the following guidelines:
• WWS will search for all assets visually using the maps provided.
• WWS will search for water assets shown, but not identified by visual inspection, using a
magnetic locator, probing rods and other tools.
• If the asset cannot be located after searching for fifteen minutes, it will be identified in the
database as"CANNOT LOCATE",documented as a work order, creating a mapping grade
GPS position at the location where searched and otherwise treated as a standard
assessment.
Identify Assets
Each water distribution asset record will be identified by its corresponding City of Southlake
identification number. In cases where Asset ID's are not available, WWS will create a temporary
asset identification number that will be agreed upon before field operations commence.
Access Valves
The valve cover shall be removed by WWS in order to access the valve. If, after attempting to
remove the valve cover, it is clear that the cover is "stuck" the cover will be broken, the valve
accessed and the cover replaced. Covers will be provided by the City of Southlake.
2
ATTACHMENT A-SCOPE OF SERVICES
VALVE ASSESSMENT PROGRAM-PHASE II
Clean Out Valve Box/Vault
VVWS will vacuum out debris or pump out water from the box/vault in order to allow access to the
valve operating nut and bonnet bolts where possible. In every case the operating nut must be
exposed and clearly visible (not under water or debris) when the valve is exercised. In order to
provide this service VVWS must provide a vacuum and water pump with every work crew. The City
of Southlake will provide a location for discarding materials vacuumed out of the valve structures.
Inspection
VVWS will execute a visual inspection of the asset. This inspection will be conducted from street
level and is intended to discover discrepancies that are readily visible from above ground. At the
project start up VVWS will review a detailed list of observations (i.e. attribute data) to be made and
collected at valve and hydrant assets during this program.
Operational Testing
VVWS will be required to operate all assets — valves - fully exercising them and performing minor
work order repairs while making numerous observations about the condition, operability and
functionality of each asset. Observations are to be meticulously documented electronically while
linking them directly to earth coordinates via GPS. VMS will operate underneath the guidelines
set forth in this agreement. Due to the potential condition or deterioration of assets that may or
may not have been maintained, WWS will not be held liable for any assets that fail or break or the
consequences of such failures during the operating procedures due to pre-existing conditions. Any
assets that fail or break during operation will be repaired or replaced by the utility.
Valve Exercising
VVWS will exercise each valve a minimum of two full cycles and operations and exercising will
continue until operating torque stabilizes without measurable decreases and valve turn count
stabilized without measurable increases. Exercise is defined as a full cycle, from open to shut to
open again. All valves will be exercised at the lowest operational torque. More explicitly, torque
will be reduced immediately following initial movement of the valve to the lowest foot-pound
required to continue moving the valve.
Valve Marking
Valve lid covers will be marked, as the inspection and exercising process is completed, with blue
marking paint.
Equipment and Software
VVWS agrees to furnish to the City of Southlake all necessary materials, equipment, labor to
complete the Valve and Hydrant Assessment Program. V\/WS will use an industrial vacuum with
at least a 12-cu. ft. holding capacity and a water pump with a minimum pumping capacity of 100
GPM.
GPS Data
All the water assets encountered in this program are to be GPS mapped within sub-meter accuracy.
Attribute data will be delivered in a geodatabase feature class compatible with the City of
Southlake's existing data schema. Coordinate data shall be field collected with autonomous GPS
readings and subsequently differentially corrected via post-processing. V\/WS shall further refine
positions through filtering and inspection to eliminate noise, problematic satellite geometry and
multi-path degradation. Point features shall be collected at an epoch of 1 second with a minimum
occupation of 20 seconds. Specific parameters include:
• Elevation mask: 15 degrees above the horizon
• Coordinate system: as agreed with the City of Southlake
• Satellites: >= 4
• Position Dilution of Precision (PDOP): <6
• Horizontal Dilution of Precision (HDOP): <4
• Minimum number of raw positions collected: 20
3
ATTACHMENT A-SCOPE OF SERVICES
VALVE ASSESSMENT PROGRAM-PHASE II
In addition to database attribute requirements, the following coordinate data items shall be
generated as a result of this process.
• PDOP value
• HDOP value
• Correction Status
• Date Recorded
• Time Recorded
• Total Positions
• Filtered Positions
• Horizontal Precision
• Vertical Precision
• Standard Deviation
• cor File Name
• X-coordinate
• Y-coordinate
Documentation
Data will be documented at each asset and will be agreed upon in advance of work startup with the
City of Southlake.
Water Valves
• Physical data
o Asset ID number, map number, valve size, type of valve, use of valve, valve
structure, depth of valve, if clean out was necessary, valve discrepancies
(categories and details), boxivault discrepancies (categories and details),
document leak sounds and additional physical information as necessary
• Location data
o GPS position and coordinate data items as noted above
• Operational data
o Turns to fully close,torque, close direction,torque chart for larger valves or valves
that are initially difficult to turn, specific operational discrepancies (categories and
details), additional operational comments as necessary
• Leak Sound
o Strong, possible or none
• Discrepancies
o Detail on discrepancies so that a work order(as described below)can be concisely
created
Deliverable Database
WWS will provide applicable valve data in a spatially accurate format compliant with the City of
Southlake's existing data structure. The database shall contain the information agreed with the
City of Southlake.
Before field operations commence, a meeting to be attended by WWS and the City of Southlake
will be held to reach alignment on specific data schemas to be employed. It is at this juncture that
WWS and the City of Southlake will reach agreement on which specific features will be collected,
the format this feature data will conform to,and the final resting place for all collected and calculated
information within the City of Southlake's data infrastructure so that it can be appropriately mapped
and accessed by the City of Southlake staff.
4
ATTACHMENT A-SCOPE OF SERVICES
VALVE ASSESSMENT PROGRAM-PHASE II
Evaluation Presentation and Deliverables
WWS will evaluate and analyze the results of the program and develop an evaluation presentation
for the City of Southlake. This evaluation presentation will include an analysis of the results of the
program, findings, learning's, suggestions and recommendations for the City. At a minimum, the
following deliverable reports will be presented to the City;
• Valve Operability — a detailed summary of operability before and after asset inspection
and exercising was performed. Accompanying this report will be a map record of
inoperable and /or broken valves.
• Frozen Valve — a detailed summary accompanied by a map depicting frozen valves.
WWS will recommend threshold size, torque and turn discrepancies constituting the
frozen valve = "YES" attribute.
• Opened Work Orders — a detailed summary of work orders opened in the City of
Southlake's asset management system that could not be completed during the initial pass
of inspection and repair by the field crew. This report will be accompanied by a map
document showing location detail
• Wrong Position Valves—detailed map document showing where valves were:
o Found Closed Left Closed
o Found Closed Left Open
• Validated database compliant with ESRI ArcGIS
ADDITIONAL PROGRAM OBJECTIVES
GIS QA/QC Plan
WWS has a QA/QC plan which had quality checkpoints throughout the program lifecycle. At the
program start up WWS will describe review our methods for developing mapping grade horizontal
accuracy and accurate attribute data with the City of Southlake.
Work Orders
WWS will create work orders for all required repairs that are needed in order to bring the valves in
the system up to 100%operability. These work orders will be captured and managed in a database
to be provided by WWS. Work orders will specifically note the discrepancy of the valve and the
repair activity required to return the valve to full operability. Work orders will contain the following
information:
• Valve ID
• Map number
• Specific valve or hydrant discrepancy (category and details)
• Specific repair activity required to return the valve or hydrant to full operability
Scheduling
WWS will propose an overall schedule of work to be approved by the City of Southlake. The City
of Southlake shall approve the work schedule before allowing WWS to proceed.
Safety
WWS will abide by all OSHA safety regulations in the fulfillment of this scope of services. WWS
shall provide all traffic control services necessary to ensure a safe working environment for the
fulfillment of the contract. As a requirement to perform this scope of work safely each truck crew
will have a minimum of two workers. All work vehicles will be equipped with amber warning
lights, strobe lights, directional arrow board lights, communications equipment and will clearly
identify WWS.
5
ATTACHMENT A-SCOPE OF SERVICES
VALVE ASSESSMENT PROGRAM-PHASE II
Professionalism
VVWS will ensure that all activities are conducted in a professional manner. At a minimum VVWS
will ensure all personnel are in an approved uniform; all field equipment is maintained clean and
neat; all trucks are clearly identified with WWS's name and contact phone number and written
procedures for field operations and information management processes are contained within the
vehicle in an operations manual.
Pricing
cope of Work 141111MFy' Unit Price Total
Mobilization 1 Included in Unit Pricing
Valve Assessments<16" 1050 $ 75.00 $ 78,750
6
ATTACHMENT B
CONDITIONS OF ENGAGEMENT FOR THE PROVISION OF SERVICES
The Proposal is issued upon and is subject to these Conditions of Engagement, which will be
sought in the Contract to be executed between the Client and Wachs Water. If the Proposal is
accepted by the Client, these Conditions of Engagement and the Proposal will be the substantive
basis for the Contract between the Client and Wachs.
1. DEFINITIONS
In these Conditions of Engagement, the following definitions apply:
Client means any person or persons, firm or company engaging Wachs to provide the
Services.
Contract means the professional services agreement to be executed between Wachs as a
result of the Proposal.
Proposal means Wachs Water's offer to carry out the Services and includes all related
correspondence plus agreed written variations or amendments thereto.
Services means those services of whatever nature to be supplied by Wachs under the
Contract.
Site means the facility, land, installation or premises to which Wachs is granted
access for the purposes of the Contract and may include any combination of the
foregoing.
Wachs Water Services, Wachs Water or Wachs means
Pure Technologies US Inc. dba Wachs Water Services or any of their affiliates,
as the case may be, which submitted the Proposal and is a party to the Contract.
2. WACHS' OBLIGATIONS
2.1 Wachs will perform the Services in accordance with the procedures described in the
Proposal, using reasonable skill, care and diligence and consistent with industry
standards.
2.2 Wachs Water will ensure that the equipment used in performing the Services is in a
good and functional state.
3. CLIENT'S OBLIGATIONS
3.1 The Client will provide to Wachs Water full, good faith co-operation to assist Wachs
Water in providing the Services. Unless otherwise specified in the Proposal and without
limiting the generality of the foregoing, the Client will at its own expense:
(i) ensure, if required, access to private land will be given to Wachs and that
any official permits or permissions required for Wachs to have access to
the Site or carry out the Services are obtained and are in force for the
duration of the Services;
(ii) inform Wachs Water in writing of any special circumstances or danger
which the execution of the Services may entail or which are inherent in the
Site, including the existence and identity of any known hazardous
substance or material;
(iii) perform such additional duties and responsibilities and provide such
information and resources as are described in the Proposal.
3.2 The description of the Services and related compensation amount set out in the
Proposal will be based upon information that the Client shall have provided to Wachs,
and assumptions that Wachs shall have identified in the Proposal. The Client
acknowledges that if any such information provided by Client is materially incomplete
7
ATTACHMENT B
CONDITIONS OF ENGAGEMENT FOR THE PROVISION OF SERVICES
or inaccurate, or if the assumptions identified by Wachs Water are not correct, then the
parties will modify the Proposal to reflect the actual information, assumptions, and
Services required, and the compensation to Wachs Water will be adjusted accordingly
using the change order process set out in the Contract, or if there is no such process,
on an equitable basis.
4. PROPRIETARY AND CONFIDENTIAL INFORMATION
4.1 All reports generated in the performance of the Services and delivered by Wachs Water
to the Client will become the property of the Client.
4.2 Wachs Water's equipment which is made available to the Client in connection with the
Contract and the raw data generated in the performance of the Services will remain the
sole and exclusive property of Wachs Water. The Client will not acquire any proprietary
rights in Wachs Water's equipment,systems,software,technology, inventions (whether
or not patentable), patents, patent applications,documentation,specifications,designs,
data, databases, methods, processes or know-how ("Wachs Technology"). Any
modifications or improvements to the Wachs Technology made during the performance
of the Services will be the sole and exclusive property of Wachs Water.
4.3 Both parties agree to keep confidential all documentation and information provided by
the other during the performance of the Contract. The obligations set out in this clause
4.3 will remain in full force and effect after any termination or expiry, as the case may
be, of the Contract.
5. LIABILITY AND WARRANTIES
5.1 Wachs Water will indemnify the Client against any expense, demand, liability, loss,
claim or proceeding whatsoever in respect of personal injury to or the death of any
person, or any loss, destruction or damage to any tangible property and arising directly
or indirectly from the negligence of Wachs Water, its employees, servants or agents
except to the extent caused by the negligence of the Client or any person for whom the
Client is responsible. The Client will similarly indemnify Wachs Water.
5.2 Wachs Water will not be liable for any loss of production, loss of use of property, loss
of revenue or profit, equipment downtime, business interruption, loss of goodwill, loss
of anticipated savings, cost of procurement of substitute goods or services, or for any
consequential, indirect, incidental, or special loss or damage suffered by the Client or
any third party, or for any punitive damages, even if advised of the possibility thereof
and notwithstanding the failure of essential purpose of any remedy.
5.3 Wachs Water cumulative liability under the Contract,whether in contract,tort(including
negligence), or otherwise, will in no event exceed the aggregate consideration paid by
the Client to Wachs Water for the portion of the Services that gave rise to the liability,
provided, however, that this clause 5.3 shall not limit Wachs Water's indemnification
obligations under these Conditions of Engagement.
5.4 The report(s) and any other recommendations or advice made by Wachs Water relating
to the pipeline or the Services will be made in accordance with the procedures
described in the Proposal, using reasonable skill, care and diligence consistent with
industry standards, but do not and will not constitute a warranty of the pipeline's quality,
capacity, safety or fitness for purpose. Wachs Water will not be liable to the Client for
any liability or damages that arise from the Client's reliance upon or application or use
of such final report or recommendations or advice made by Wachs Water in relation to
the pipeline or Services.
5.5 Wachs Water's warranties for the Services will be set out in the Contract. Wachs Water
disclaims all implied or statutory warranties or conditions, including of merchantability,
merchantable quality, durability, or fitness for particular purpose to the extent allowed
by applicable law.
8
ATTACHMENT B
CONDITIONS OF ENGAGEMENT FOR THE PROVISION OF SERVICES
Signing this Letter of Agreement, by each party, constitutes an agreement to provide and perform the
services summarized within and is subject to the conditions of engagement. The initial term of this
agreement is one year and shall commence as of the Effective Date. The Parties may, by mutual consent,
in writing, extend the Term of this Agreement one or more times.
This Agreement is entered into this, the_day of 20___(the "Effective Date").
THE CONSULTANT THE OWNER
WACHS WATER SERVICES CITY OF SOUTHLAKE
BY: BY:
(NAME) (NAME)
Print Name Print Name
TITLE: TITLE:
DATE: DATE:
9