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Item 4ECity of Southlake, Texas MEMORANDUM March 18, 2008 To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Subject: Approve a professional services agreement (PSA) with RJN Group, Inc., in the amount of $342,947, for Phase I of the sanitary sewer evaluation study (SSES). Action Requested: Approve a professional services agreement (PSA) with RJN Group, Inc., in the amount of $342,947, for Phase I of the sanitary sewer evaluation study (SSES). Background Information: Sanitary sewer collections systems are, by design, primarily non - pressurized, gravity -flow pipe networks. For that reason, defects in pipes and other system components are not readily apparent as they are in water distribution systems. In order to take advantage of the natural terrain, these gravity systems often follow creeks and other drainage ways. This placement makes them vulnerable to external groundwater pressure resulting in the infiltration of significant amounts of water where defects are present. Another source of inflow into the system results during rain events when manholes, cleanouts and other structures are subjected to flooding and standing water. Southlake's sewer collection system consists of 168 miles of pipe, 3,000 manholes, 12 lift stations and 6,700 service connections. While the majority of the system is less than 25 years old, data from TRA sewer billing meters and our lift station run -times indicate that waste water flows increase by about 50% during wet weather in some areas of town. If allowed to continue these sources of inflow and infiltration (I. & I.) have the potential to cause backups in to customers' property and in to the waterways. On January 11 the city received proposals from four firms in response to an RFQ advertised for this project. Staff interviewed three firms and finally chose RJN Group, Inc. to perform a comprehensive study of the sewer system over the next three years. In addition to identifying sources of I. & I., Freese and Nichols, Inc., RJN's partner on the project will develop a dynamic computer model of the sewer system to assist in economic development strategies and build -out analysis for planning wastewater capital improvement projects. Projected costs for the various elements of the analysis are shown in detail in the professional services contract. First year costs are projected to be $342,948, followed by $246,995 and $198,346 in FY 2009 and 2010 respectively. Funding for future years will be requested through the waste water operations budget. Financial Considerations: First year funding for the PSA is provided in the FY -2008 waste water operations budget in the amount of $350,000. Citizen Input/ Board Review: None Legal Review: None Alternatives: The City Council may approve the professional services agreement or deny it. Supporting Documents: Standard Professional Services Agreement Attachment I - RJN Group, Inc. Scope of Services Project Schedule Staff Recommendation: Approve a professional services agreement (PSA) with RJN Group, Inc., in the amount of $342,947, for Phase I of the sanitary sewer evaluation study (SSES). Staff Contact: Robert H. Price, P.E., Public Works Director Chuck Kendrick, Deputy Director /Operations AGREEMENT FOR ENGINEERING SERVICES THIS AGREEMENT is made this 18 day of March, 2008 by and between the City of Southlake, Texas (hereinafter referred to as "CITY ") and RJN Group, Inc. hereinafter referred to as "ENGINEER "). WHEREAS, CITY contemplates the need to make improvements to the Wastewater Collection System Assessment Project. This project is to be known as the and hereinafter referred to as the "Project ". WHEREAS, ENGINEER is qualified, able, and desirous of performing the necessary engineering work upon which the Project is based and is willing and able to work with CITY staff to organize and coordinate the professional services necessary to complete the Project. NOW, THEREFORE, CITY engages ENGINEER to perform, and ENGINEER agrees to perform, the engineering work for the Project, as more fully described herein below, and CITY agrees to pay as compensation, and ENGINEER agrees to accept as compensation, the payments on the dates and in the amounts herein specified, all in accordance with the terms more fully set out below and as provided in Attachment which is attached hereto and incorporated by reference as if fully set forth herein. 1. ARTICLE ENGINEERING SERVICES A. Scope of Work ENGINEER will provide the supervision, direction, personnel and equipment to perform the engineering Services outlined in Attachment I in accordance with the terms set forth in this Agreement and in Attachment I. B. Definitions. Services refers to the professional services performed by ENGINEER pursuant to this Agreement. C. Changes. CITY, without invalidating the Agreement, may order changes within the general scope of the work required by the Agreement by altering, adding to and /or deducting from the work to be performed. If any change causes an increase or decrease in ENGINEER's cost of, or the time required for, the performance of any part of the Services under the Agreement, an equitable adjustment will be made by mutual agreement and this Agreement shall be modified in writing accordingly. Page 1 D. Coordination With Owner. The CITY shall make available to ENGINEER for use in performing Services hereunder all existing plans, maps, field notes, statistics computations and other data in the CITY's possession relative to existing facilities and to the Project. E. Site and Local Conditions. ENGINEER has the right to examine the site in order to become acquainted with local conditions and accepts conditions at the site unless otherwise noted in writing to the CITY. Any coordination or scheduling of work by CITY shall not relieve ENGINEER from its responsibilities specified hereunder. Necessary arrangement for access to any site by ENGINEER's employees will be made with CITY. F. Assignment and Subcontractors /Third Party Rights. The rights and obligations covered herein are personal to each party hereto and not to any third party and for this reason neither this Agreement nor any contract hereunder shall be assigned by either party in whole or in part; nor shall ENGINEER subcontract any of its obligations under this Agreement without the prior consent of CITY. G. Independent Contractor. ENGINEER covenants and agrees that it will perform the work hereunder as an independent contractor, and not as an officer, agent, servant, or employee of CITY; that ENGINEER shall have exclusive control of and exclusive right to control the details of the work performed hereunder, and all persons performing same, and shall be solely responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors, and consultants; that the doctrine of respondent superior shall not apply as between CITY and ENGINEER, its officers, agents, employees, contractors, subcontractors, and consultants, and nothing herein shall be construed as creating a partnership or joint enterprise between CITY and ENGINEER. H. Disclosure. By signature of this contract, ENGINEER warrants to CITY that it has made full disclosure in writing of any existing conflicts of interest or potential conflicts of interest, including personal financial interests, direct or indirect, in property abutting the proposed Project and business relations with abutting property owners. ENGINEER further warrants that it will make disclosure in writing of any conflicts of interest that develop subsequent to the signing of this contract and prior to final payment under the contract. Finally, Engineer warrants that it has submitted to the City a completed Conflicts of Interest Questionnaire as required by Chapter 176 of the Texas Local Government Code. Page 2 I. Approval by CITY. Approval by CITY of this Agreement shall not constitute or be deemed to be a release of the responsibility and liability of ENGINEER, its officers, agents, employees, and subcontractors for the accuracy and competency of the Services performed under this Agreement, including but not limited to surveys, designs, working drawings and specifications and other engineering documents. Such approval shall not be deemed to be an assumption of such responsibility and liability by CITY for any negligent act, error, or omission in the performance of ENGINEER's professional services or in the conduct or preparation of the subsurface investigations, surveys, designs, working drawings and specifications or other engineering documents by ENGINEER, its officers, agents, employees and subcontractors, it being the intent of the parties that approval by CITY signifies the CITY's approval of only the general design concept of the Improvements to be constructed. J. Indemnification. ENGINEER SHALL AND DOES HEREBY AGREE TO INDEMNIFY AND HOLD HARMLESS CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FROM ANY AND ALL DAMAGES, LOSS OR LIABILITY OF ANY KIND WHATSOEVER, BY REASON OF DEATH OR INJURY TO PROPERTY OR PERSON CAUSED BY ANY OMISSION OR NEGLIGENT ACT OF ENGINEER, ITS OFFICERS, AGENTS, EMPLOYEES, INVITEES, OR OTHER PERSONS FOR WHOM IT IS LEGALLY LIABLE, WITH REGARD TO THE PERFORMANCE OF THIS CONTRACT, AND ENGINEER WILL, AT ITS COST AND EXPENSE, DEFEND, PAY ON BEHALF OF, AND PROTECT CITY AND ITS OFFICERS, AGENTS, AND EMPLOYEES AGAINST ANY AND ALL SUCH CLAIMS AND DEMANDS. K. No Third Party Beneficiary. For purposes of this Agreement, including its intended operation and effect, the parties specifically agree and contract that: (1) this Agreement only affects matters /disputes between the parties to this Agreement, and is in no way intended by the parties to benefit or otherwise affect any third person or entity, notwithstanding the fact that such third person or entities may be in a contractual relationship with CITY and ENGINEER, or both; and (2) the terms of this Agreement are not intended to release, either by contract or operation of law, any third person or entity from obligations they owe to either CITY or ENGINEER. Page 3 L. Successors and Assigns. CITY and ENGINEER each bind themselves and their successors, executors, administrators and assigns to the other party to this Agreement and to the successors, executors, administrators and assigns of such other party with respect to all covenants of this Agreement. Neither CITY nor ENGINEER shall assign or transfer its interest in this Agreement without prior written consent of the other. II. ARTICLE CITY'S RESPONSIBILITIES CITY will: 1. Provide full information as to CITY's requirements for the Project; 2. Assist ENGINEER by placing at ENGINEER's disposal all information in CITY's control or knowledge which is pertinent to the Project, including executed right -of -way easements and final field survey data; 3. Examine all work presented by ENGINEER and respond within reasonable time and in writing to the material submitted by ENGINEER; 4. Pay all costs incident to advertising for obtaining bids or proposals from Contractors; 5. Give prompt written notice to ENGINEER whenever CITY observes or otherwise becomes aware of any defect in ENGINEER's work or in Contractor's work; 6. Designate in writing a person to act as its representative with respect to this Agreement, such person having complete authority to transmit instructions, receive information, and make or interpret the CITY's decisions; 7. Provide all information and criteria as to the CITY's requirements, objectives, and expectations for the Project including all numerical criteria that are to be met and all standards of development, design, or construction. 8. Provide to the ENGINEER all previous studies, plans, or other documents pertaining to the Project and all new data reasonably necessary in the ENGINEER's opinion, such as site survey and engineering data, environmental impact assessments or statements, zoning or other land use regulations, etc., upon all of which the ENGINEER may rely; and 9. Arrange for access to the site and other private or public property as required for the ENGINEER to provide its services. 10. Provide any other information or assistance as outlined in Attachment 1 hereto. Page 4 III. ARTICLE COMPENSATION FOR ENGINEERING SERVICES The CITY shall compensate ENGINEER for services rendered under this Agreement, in accordance with the following: For the completion of the work contemplated in Article I, the ENGINEER shall be paid on an hourly basis plus expenses (as outlined in Attachment 1) with a total for all three Phases not to exceed cost ceiling of $788,288.50 as billed monthly by ENGINEER. Funding for future phases of this agreement are projected but not guaranteed under this agreement. Should the CITY's governing body decide not to fund the project beyond Phase I, the CITY may chose to invoke Article VIII — Termination. IV. ARTICLE TIMES OF BILLING AND PAYMENT The ENGINEER shall bill CITY monthly for costs incurred in accordance with the work performed provided the limits set out in Article IV hereof have not been exceeded. Payment shall be due within thirty (30) days of receipt by CITY of a properly prepared and correct invoice from ENGINEER. ENGINEER's invoices shall be accompanied by such records or other written proof as CITY deems necessary to verify the billings. Remittances shall be made to ENGINEER's office at 12160 Abrams Road, Suite 400, Dallas, Texas 75243. If CITY fails to make payment due ENGINEER within thirty (30) days of the day when payment for services and expenses is due under the terms of this Agreement, ENGINEER shall be entitled to interest on such unpaid sums at the rate provided in Chapter 2251 of the Texas Government Code. V. ARTICLE ADDITIONAL ENGINEERING SERVICES In addition to performing the engineering services set out in Article I, hereof, ENGINEER agrees to perform additional services as requested by CITY from time to time and CITY agrees to compensate ENGINEER for such services in accordance with ENGINEER's standard hourly fee (see Attachment 1) as determined by the actual costs incurred and by actual time expended, such services to be one or more of the following: 1. Make or prepare detailed description of sites, maps, or drawings related thereto and outside the scope of the Project; 2. Appearances before courts or boards on matters of litigation or hearings related to the Project; 3. Preparation of environmental impact assessments or statements for any governmental agency; Pate 5 4. Miscellaneous engineering work for CITY not related to the Project; 5. To provide resident project construction inspection, unless such inspection is not required, in writing, by the CITY; 6. Preparation of environmental impact assessments or statements for any governmental agency; and 7. Miscellaneous engineering work for CITY not related to the Project. 8. Other services agreed to by the parties in writing attached hereto as Attachment II and incorporated herein. VI. ARTICLE STANDARD OF CARE In performing its professional services, the ENGINEER will use that degree of care and skill ordinarily exercised, under similar circumstances, by reputable members of its profession in the same locality at the time the services are provided. No warranty, express or implied, is made or intended by the ENGINEER's undertaking herein or its performance of services, and it is agreed that the ENGINEER is not a fiduciary with respect to the CITY. VII. ARTICLE PERIOD OF SERVICE This Agreement shall be effective upon execution by CITY and ENGINEER, and shall remain in force until work is completed on the Project or until terminated under the provisions hereinafter provided in Article IX. VIII. ARTICLE TERMINATION The CITY may terminate this Agreement at any time for convenience or for any cause upon ten (10) days written notice to the ENGINEER. Upon receipt of such notice the ENGINEER shall immediately discontinue all services and work and the placing of all orders or the entering into contracts for supplies, assistance, facilities, and materials in connection with the performance of this Agreement and shall proceed to cancel promptly all existing contracts insofar as they are chargeable to this Agreement. The ENGINEER, upon termination, shall be paid for all services rendered through the date of termination together with any additional reimbursable expense then due. IX. ARTICLE OWNERSHIP OF DOCUMENTS 1. All completed or partially completed reports prepared under this Agreement, including the original drawings in both paper and electronic formats, shall become the property of CITY if this Agreement is Pate 6 terminated. Upon completion and payment of the contract, the final design, drawings, specifications and documents in both paper and electronic formats shall be owned by CITY. 2. Reuse, change or alteration by CITY or others acting by or on behalf of CITY of such documents without the permission of ENGINEER shall be at CITY's sole risk. X. ARTICLE INSURANCE ENGINEER shall carry and maintain at all times relevant hereto, at ENGINEER's expense, insurance of the type and of minimum coverage limits as follows: 1. Workers Compensation - Statutory Employer's Liability - Limits as required by the State of Texas. 2. Comprehensive General Liability, Bodily Injury and Property Damage including contractual liability in a combined single limit - $500,000 per occurrence. 3. Comprehensive Automotive Liability, Bodily Injury and Property Damage in a combined single limit - $1,000,000 per accident. Certificates of insurance for the above coverage in a form acceptable to CITY, evidencing the coverage required above, shall be provided to CITY upon execution of this Agreement. Such certificates shall provide that the insurer will give CITY not less than ten (10) days notice of any material changes in or cancellation of coverage. In the event any subcontractor of ENGINEER, with or without CITY's consent, provides or renders services under this Agreement, ENGINEER shall ensure that the subcontractor's services are covered by the same insurance limits as set forth above. ENGINEER shall not commence work under this Agreement until it has obtained Professional Liability (Errors and Omissions) Insurance as required hereunder and such insurance coverage has been approved by CITY. Such insurance shall be in the minimum amount of $1,000,000 and shall include coverage of Contractually Assumed Liability. The insurance coverage prescribed herein shall be maintained until one (1) year after CITY's acceptance of the construction project and shall not be canceled without prior written notice to CITY. In this connection, upon the signing and return of this Agreement by ENGINEER, a Certificate of Insurance shall be furnished to CITY as evidence that the insurance coverage required herein has been obtained by ENGINEER, and such certificate shall contain the provision that such insurance shall not be cancelled or modified without thirty (30) days prior written notice to CITY. ENGINEER shall notify CITY within ten (10) days of any modification or alteration in such Professional Liability (Errors and Omissions) Insurance. Pabe 7 XI. ARTICLE AUTHORIZATION, PROGRESS AND COMPLETION CITY and ENGINEER agree that the Project is planned to be completed by April 30, 2010. ENGINEER shall employ manpower and other resources, and use professional skill and diligence to meet the schedule; however, ENGINEER shall not be responsible for schedule delays resulting from conditions beyond its control. By mutual agreement, CITY and ENGINEER may modify the Project schedule during the course of the Project and if such modifications affect ENGINEER's compensation, it shall be modified accordingly, subject to CITY's approval. It is understood that this Agreement contemplates full and complete engineering services for this Project, including any and all Services necessary to complete the work. For additional Engineering Services, the authorization by CITY shall be in writing and shall include the definition of the services to be provided, the schedule for commencing and completing the services, and the basis for compensation as agreed upon by CITY and ENGINEER. XII. ARTICLE NOTICE Any notice required under this Agreement will be in writing and given either personally, by registered or certified mail, return receipt requested, or by a nationally recognized overnight courier service, addressed to the parties as follows: If to CITY: Shana Yelverton City Manager City of Southlake 1400 Main Street, Suite 460 Southlake, Texas 76092 Phone: 817 - 748 -8400 Fax: 817- 748 -8010 If to ENGINEER: RJN Group, Inc. 12160 Abrams Road, Suite 400 Dallas, Texas 75243 Phone: 972 - 437 -4300 Fax: 972 - 437 -2707 All notice shall be effective upon the date of receipt. XIII. ARTICLE SEVERABILITY In the event that any provision of this Agreement shall be found to be void or unenforceable, such finding shall not be construed to render any other provisions of this Agreement either void or unenforceable. All provisions, which are void or unenforceable, shall not substantially affect the rights or obligations granted to or undertaken by either party. Page 8 XIV. ARTICLE VENUE -LAW Venue of any suit or cause of action under this Agreement shall lie exclusively in Tarrant County, Texas. This Agreement shall be construed in accordance with the laws of the State of Texas. IN WITNESS WHEREOF the parties have caused this Agreement to be executed in two equal originals on the date and year first above mentioned. CITY OF SOUTHLAKE: By: Andy Wambsganss, Mayor ATTEST: By: City Secretary ENGINEER: By: Hugh M. Kelso, Vice President Page 9 THE STATE OF TEXAS § COUNTY OF TARRANT § Before me on this day personally appeared known to me [or proved to me on the oath of or through (description of identity card or other document)] to be the person whose name is subscribed to the foregoing instrument and that he /she is the duly authorized of , and acknowledged to me that he /she executed the same for the purposes and consideration therein expressed. Given under my hand and seal of office this day of A.D. 2008. (SEAL) Notary Public, State of Texas Notary's Name Printed Page 10 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project RJN Group, Inc.'s responsibilities include field services, analysis, reporting and assistance to the City of Southlake. Phase 1: 1. Project Administration: Prepare final schedule of work activities Meet with CITY staff on a periodic basis, to update completed investigative work, to coordinate upcoming work, and to receive any input from staff. Meetings will be held at significant project milestones with written documentation of each meeting provided Perform general consultation with appointed CITY representative on an as- needed basis. Provide opportunities for CITY personnel to observe regularly scheduled field inspection and testing activities. Perform CONSULTANT's internal project control procedures on a monthly basis including schedule and budget control, quality control review, and monthly progress reports. Deliverables: Meeting Agendas and Minutes, Monthly Progress reports, and Project Schedule 2. Data Management /Mapping: Collect and review existing information including maps, flow records, and other pertinent information. Perform review of sewer maps to delineate preliminary boundaries of sub drainage basins and locations of flow monitoring sites. City will provide maps of the wastewater system. Number all manholes found during the investigation not shown on the maps provided Update the maps and provide them to the City. Updates shall include new lines and manholes, and hydraulic network changes. Prepare preliminary field maps for project use from existing maps provided by the CITY. All drainage areas, sewers, manhole numbers will be shown on the maps. Establish a data management system and maintain collected data throughout project duration. Prepare data for use in analysis and report generation. Deliverables: Updated maps and shape files 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project 3. Evaluate Flow Monitoring Sites RJN will evaluate the TRA Meter site for possible use in this project. Evaluations will include: a review of the flow data provided by the City and TRA, discussions with the TRA, and a site inspection of each of the 6 sites. RJN will provide a letter report to the City with recommendation for the suitability of each site for flow data to be used in this project. Deliverables: Letter Report with recommendations 4. Flow /Rainfall Monitoring Hydraulic analysis shall be performed using a total of eighteen (18) flow meters. The flow monitoring shall be conducted over a sixty (60) day period. The results of the monitoring will be used to identify extraneous Inflow and Infiltration (1 /1) within each sub - basin. Specific task include: Delineate wastewater drainage sub - basins and identify flow monitoring locations. Perform field investigations to finalize location of flow meters. Should field investigations determine that locations require cleaning, notify the CITY to clean sewer lines as required. Install, service, and calibrate flow meters at locations in the wastewater collection system for 60 days. Flow meters will be serviced weekly and servicing of flow meters will be performed at different times of day to ensure a representative sample of flows and accuracy of data. It is assumed that adequate dry and wet - weather conditions will be observed during the flow monitoring period such that a minimum of six storm events of different rainfall intensities are monitored which do not result in surcharge conditions. Meters shall have a manufacturer's stated accuracy of +0.5% of depth measurement and ±2% of velocity measurement Install and service a minimum of 4 rain gauges with 0.01 inch accuracy in the study area to obtain a continuous record of rainfall conditions during the monitoring period. Analyze flow data for sub - drainage basins and develop average daily dry weather flow diurnal curves and base flow peaking factors. Develop hydrographs for dry and wet weather flow conditions. Prepare flow data for modeling. Determine peak inflow rate for selected rainfall events and determine corresponding rainfall intensity for areas tributary to all flow monitoring locations. 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project A. Establish the relationship between peak inflow and rainfall intensity (Q vs 1) for each area tributary to a monitoring location. B. Determine peak infiltration rates during high groundwater conditions, if possible. C. Develop a prioritized ranking of each monitored sub -basin based on infiltration rates and inflow rates. A guarantee up -time of 90% of all meters concurrently in the system throughout the monitoring period will be mandatory. This will be inclusive of dry- and wet - weather periods. Should this up -time not be met by CONSULTANT, the monitoring period will be extended at no additional cost to the CITY to capture the dry- or wet - weather missing data. The guarantee up -time applies to meter mechanical malfunctions and does not apply to actions beyond the control of the ENGINEER such as acts of vandalism, debris in sewer lines, etc. Deliverables: Up -time charts, Site location information 5. Manhole /Structure Numbering Determine a numbering system to be used to number the City's wastewater collection system. Get approval from the City before numbering. Number each structure (manholes and line segments) based on the system approved by the City. Enter each number into the City's GIS system and use the new numbering system throughout the project. Deliverables: Updated map and shape files 6. Manhole Inspection Utilizing industry standard safety procedures and appropriate traffic control, all subsurface manhole components will be inspected. Each manhole will be physically descended and visually inspected with the exception of manhole constructed within the last 5 years that are less than 8 feet deep. All subsurface manhole components including the frame seal, walls, manhole bench and trough will be inspected. Potential maintenance problems are also recorded and provisions to repair the problems are included in the recommendations. Depth and velocity measurements will be estimated at each line segment to identify any possible restrictions in the lines. All pipes entering or exiting the manhole structures will be inspected for defects and restrictions. The manhole rim to invert dimension will be recorded for all connecting lines. Flow rates are estimated for major sources of 1/1 in each of the manholes inspected. Any major 1/1 sources or defects will be immediately reported to the City. The recorded data includes the following: 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project • Location and identification number • Potential for surface water ponding on manhole cover • Cover type, fit, distance above or below grade, evidence of inflow • Frame adjustment, type and condition of seal, evidence of inflow • Corbel construction, condition, evidence of inflow • Wall construction, condition, evidence in infiltration • Bench /trough construction, condition, deposition, evidence of infiltration • Pipe seal condition, evidence of infiltration • Step and rung condition • Inside diameter • Surcharging or evidence of surcharging • Indication of groundwater level at time of inspection • Maintenance problems • Line segment diameter and direction • Line segment observations from the manhole RJN manhole inspection crew will determine X and Y coordinates at each structure inspected using GPS equipment measuring to the sub - meter. Any structures found to be inaccessible or buried will be submitted to the City for assistance. Once the CITY has located or provided access to these manholes (within 30 days of notification) the CONSULTANT will complete all necessary inspections at no additional cost to the CITY. The data management /computer model will be used to process and analyze the inspection data. Cleanouts will not be inspected. Deliverables: Lists of manholes that are inaccessible or buried and immediate notification of any serious problems found during the inspections 7. Report Prepare a letter report, including, but not limited to: A. Flow monitoring activities summary B. Flow component summary tables C. Basin prioritization based off of the 1/1 rates determined from flow monitoring and analysis D. Hydraulic analysis computer output reports Deliverables: all information pertaining to flow monitoring activities and mapping information, and reports as defined above 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project Phase 2: 1. Project Administration: Prepare final schedule of work activities Meet with CITY staff on a periodic basis, to update completed investigative work, to coordinate upcoming work, and to receive any input from staff. Meetings will be held at significant project milestones with written documentation of each meeting provided. Perform general consultation with appointed CITY representative on an as- needed basis. Provide opportunities for CITY personnel to observe regularly scheduled field inspection and testing activities. Perform CONSULTANT's internal project control procedures on a monthly basis including schedule and budget control, quality control review, and monthly progress reports. Deliverables: Meeting Agendas and Minutes, Monthly Progress reports, and Project Schedule 2. Data Management /Mapping: Prepare preliminary field maps for project use from existing maps provided by the CITY. All drainage areas, sewers, manhole numbers will be shown on the maps. Establish a data management system and maintain collected data throughout project duration. Prepare data for use in analysis and report generation. Deliverables: Updated maps and shape files 3. Manhole Inspection: Utilizing industry standard safety procedures and appropriate traffic control, all subsurface manhole components will be inspected. Each manhole will be physically descended and visually inspected with the exception of manhole constructed within the last 5 years that are less than 8 feet deep. All subsurface manhole components including the frame seal, walls, manhole bench and trough will be inspected. Potential maintenance problems are also recorded and provisions to repair the problems are included in the recommendations. Depth and velocity measurements will be estimated at each line segment to identify any possible restrictions in the lines. All pipes entering or exiting the manhole structures will be inspected for defects and restrictions. The manhole rim to invert dimension will be recorded for all connecting lines. Flow rates are estimated for major sources of 1/1 in each of the manholes inspected. Any major 1/1 sources or defects will be immediately reported to the City. The recorded data includes the following: 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project • Location and identification number • Potential for surface water ponding on manhole cover • Cover type, fit, distance above or below grade, evidence of inflow • Frame adjustment, type and condition of seal, evidence of inflow • Corbel construction, condition, evidence of inflow • Wall construction, condition, evidence in infiltration • Bench /trough construction, condition, deposition, evidence of infiltration • Pipe seal condition, evidence of infiltration • Step and rung condition • Inside diameter • Surcharging or evidence of surcharging • Indication of groundwater level at time of inspection • Maintenance problems • Line segment diameter and direction • Line segment observations from the manhole RJN manhole inspection crew will determine X and Y coordinates at each structure inspected using GPS equipment measuring to the sub - meter. Any structures found to be inaccessible or buried will be submitted to the City for assistance. Once the CITY has located or provided access to these manholes (within 30 days of notification) the CONSULTANT will complete all necessary inspections at no additional cost to the CITY. The data management /computer model will be used to process and analyze the inspection data. Cleanouts will not be inspected. Deliverables: Lists of manholes that are inaccessible or buried and immediate notification of any serious problems found during the inspections 4. Model Selection and Development Meet with the City to discuss the pro and cons of different types of models and software. Assist the City in selecting a model. Build a hydraulic network based on GIS maps and data provided by the CITY, updated using as -built data and data collected in the field during manhole inspection activities. Perform quality control to ensure network data is correct based on the data provided. Discuss any unusual conditions with the CITY. 5. Calibration and Existing System Analysis Perform hydraulic analysis at base flow or dry weather conditions using a computer model. Perform hydraulic analysis at wet weather conditions at two (2) storm frequencies for existing conditions. Identify sewer segments that are overloaded 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project during wet - weather periods. Determine level of capacity improvements that would be necessary. 6. Buildout Analysis Perform hydraulic analysis at ultimate buildout conditions. A. Utilizing the City of Southlake Zoning Maps, North Texas Council of Government projections, and other data; develop population and employment projections by future service area for ultimate buildout. B. Using population and employment projections and existing flow data, project future wastewater flow rates on a per capita and /or acreage basis by future service area. C. Utilizing flows projected under previous tasks and the hydraulic computer model; determine the existing collection system's capability to function under ultimate build -out flow conditions. Through model simulation, determine additional system improvements needed from major collectors to interceptors that may be required for future conditions. These improvements will be ranked according to priority. Deliverables: A meeting /workshop discussing the findings of the model and the completed model in electronic format. The software will not be provided. 7. Data Analysis RJN will review the manhole inspection forms to determine most cost - effective method of rehabilitation. RJN will develop rehabilitation and improvement costs for various types of infiltration /inflow defect repairs including, but not limited to • Grade Adjustments • Frame seal • Replace frame and or cover • Seal Manhole • Repair Pipe seals • Repair Bench and /or Trough RJN will also review the Visual Pipe inspection forms to determine any possible problems in the lines to include: • Maintenance issues • Broken pipe • Cracked Pipe • Separated /broken joints 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project ■ Sags in Pipe Issues involving pipe repair or maintenance will be analyzed and prioritized recommendations for repair or further investigation will be made. RJN will review the model results along with the 1/1 rates determined during flow monitoring and make recommendation for basins to study in Phase 3. Deliverables: Deliverables in this task will be included in the final report. 8. Report The Consultant shall prepare and submit three (3) copies of a draft report, which includes results of the manhole inspection and flow monitoring and modeling. The report will include: investigation activities, findings, cost estimates, recommended plan to reduce 1/1 and a preliminary schedule of implementation for repairs. The report will also include the results of the modeling and recommendations for capacity improvements. A prioritization of flow monitoring basins that may need additional investigation (phase III) will be included. The draft report will be presented and discussed with CITY staff. After comments are received, a final report will be prepared and submitted to the CITY. CONSULTANT will provide five (5) copies of the final report. The CONSULTANT shall compile all findings, reports and field cataloging into a hard copy form and on CD -ROM. The CONSULTANT shall deliver to the CITY, as outlined in the Scope of Work, all information pertaining to the investigation and final analysis of the SSES project. All documentation and reports shall be delivered as outlined above and herein to be access with MS Windows XP Word 2003 and Excel 2003 and Access 2003. All data collected during the investigation will be provided in Microsoft Access, Excel, and /or ArcView. Data includes manhole inventory and condition information, line segment inventory and condition information. Hard copies of the field inspection forms will also be provided. Final report will also include: A. Recommendations for improvements necessary, to eliminate the capacity issues that are determined for ultimate build -out conditions. B. Recommendations to eliminate restrictions caused by maintenance problems. C. Recommendations to eliminate 1/1 defects in manholes. All documentation and reports shall be delivered as outlined above and herein to be access with MS Windows 95 Word v7.0, Excel v7.0, and Access v7.0. 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project Graphical /Mapping computer data shall be compatible with the format provided by the CITY at the start -up of the project. Phase 3 Task in Phase III will be performed in Basins with excessive 1/1 as determined from flow monitoring conducted in Phase I. The basins with the highest priority will be evaluated in Phase III. Basins included in Phase III will be approved by the City of Southlake. 1. Project Administration: Prepare final schedule of work activities Meet with CITY staff on a periodic basis, to update completed investigative work, to coordinate upcoming work, and to receive any input from staff. Meetings will be held at significant project milestones with written documentation of each meeting provided Perform general consultation with appointed CITY representative on an as- needed basis. Provide opportunities for CITY personnel to observe regularly scheduled field inspection and testing activities. Perform CONSULTANT's internal project control procedures on a monthly basis including schedule and budget control, quality control review, and monthly progress reports. Deliverables: Meeting Agendas and Minutes, Monthly Progress reports, and Project Schedule 2. Data Management /Mapping: Collect and review existing information including maps, flow records, and other pertinent information. Perform review of sewer maps to delineate preliminary boundaries of sub drainage basins and locations of flow monitoring sites. City will provide maps of the wastewater system. Prepare preliminary field maps for project use from existing maps provided by the CITY. All drainage areas, sewers, manhole numbers will be shown on the maps. Establish a data management system and maintain collected data throughout project duration. Prepare data for use in analysis and report generation. 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project 3. Public Relations CONSULTANT will prepare and deliver notices necessary for the performance of smoke testing. Every reasonable effort will be made to distribute notices two (2) days prior to smoke testing. CONSULTANT may distribute notices up to a maximum of seven (7) days prior to smoke testing. If conditions do not allow smoke testing to be performed during this period, CONSULTANT will redistribute notices. If redistribution of smoke notices is required, testing may be performed within one (1) day of noticing. Assist the City in performing meeting to inform citizens of the field activities. Provide information formats and visual aids to be used at the meeting (s). Deliverables: Smoke Notices for approval and meeting information and visual aids. 4. Smoke Testing This task will specifically identify sections of sewer lines and sources where excessive infiltration and inflow may be expected to occur during wet - weather periods including locations of stormwater transfer into the sanitary sewer system. A dual blower intensified smoke testing technique will be utilized to test sewer lines in the selected study areas. This enhanced method uses two smoke blowers for each test segment instead of the conventional technique of one blower, and partial plugging of the segment. The objective is to provide the maximum amount of smoke pressure to identify connections from sources such as catch basins, roof leaders, yard drains, area drains, and detectable main line and lateral defects. Smoke testing will be performed only during dry periods to maximize the effectiveness of the smoke testing program. The Consultant will perform dual blower smoke testing with partial plugging of 12 -inch diameter and smaller lines, secure photographs of defects, and record results on computerized data form. The consultant may skip flow thru manholes up to 500 linear feet. All defects that are accessible will be located and recorded by the use of an electronic GPS system. The consultant will perform computerize analysis of smoke testing data and select dyed water flooding locations. Deliverables: Smoke testing results and justification and location of sites selected for dyed water flooding 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project 5. Dyed Water Flooding Inflow sources will also be identified by means of dyed water flooding of storm sewer sections and suspected overflows, stream sections, ditch sections, and ponding areas that may be contributing to inflow. Positive dye tests are quantified for leakage rate. Field inspection data are input to the computerized data management system and analyzed. A water meter and water for dyed water flooding will be provided by the CITY at no charge to the CONSULTANT. Dyed water flooding shall be conducted prior to television inspection to verify the existence of inflow and infiltration sources. Dyed water flooding will also be conducted in conjunction with televised inspection to quantify the magnitude of 1/1 sources and to identify the specific nature of the defect. Backflow prevention will be used during dye testing. Deliverables: Dyed water flooding results 6. Cleaning /CCTV Inspection Perform analysis of field investigations for TV inspection recommendations. Prepare a letter report summarizing the justification and location of sewers to be TV inspected with concurrent dyed water flooding. Submit and discuss the report with the CITY. Perform cleaning and internal TV inspection of selected sewer lines and record findings. Sanitary sewer lines will be lightly cleaned in order to view the condition of the pipe. Heavy cleaning and root cutting is not a part of this contract. During cleaning operations, all sludge, debris, etc. shall be removed from the sewer and disposed of properly. The City of Southlake will not accept any debris. Concurrent dyed water flooding will be performed with TV inspection to verify locations of inflow defects.) Backflow prevention will be used during cleaning and CCTV inspection. Data will be collected on DVD or CD -ROM formats using the Pipeline Assessment Certification Program (PACP) guidelines. The TV Inspection is to be color and the camera will have pan and tilt capabilities. Deliverables: TV justification report and CCTV results 7. CCTV Supervision /Tape Review RJN will supervise all CCTV inspection performed by the Subconsultant. A trained field technician will be in the field with the subconsultant during CCTV inspection activities. RJN Engineers will review the TV tapes, CDs, and logs to verify all CCTV is complete. 3/11/2008 ATTACHMENT I SCOPE OF SERVICES Wastewater Collection System Assessment Project The data will be Input into a database for quantification of defects. Engineers will prepare recommendations for repair of identified defects. Deliverables: CCTV Inspections logs and videos. 8. Analysis RJN will review the inspection forms and prioritize defects that need to be repaired and determine most effective method of rehabilitation. RJN will develop rehabilitation and improvement costs for various types of infiltration /inflow defect repairs including both public and private sector repairs. Deliverables: Deliverables will be included in the report 9. Report Prepare a report, including, but not limited to: A. Investigations and findings B. Recommendations to eliminate restrictions caused by maintenance problems. C. Recommendations to eliminate 1/1 defects in both the public and private sector. Submit five (5) copies of the draft report for review and comment and provide a presentation of results and recommendations. Prepare final report based on review comments and submit to the CITY. Five (5) copies of this report will be submitted in both hard copy and electronic (CD ROM) format. The ENGINEER shall deliver to the CITY, as outlined in the Scope of Work, all information pertaining to the investigation and final analysis of the project. Mapping information will be provided to the CITY in the same format as provided to the ENGINEER at project initiation. All documentation and reports shall be delivered as outlined above and herein to be access with MS Windows 95 Word v7.0, Excel v7.0, and Access v7.0. Graphical /Mapping computer data shall be compatible with the format provided by the CITY at the start -up of the project. 3/11/2008 Southlake - Collection System Assessment Phase 1 Phase 2 Scope Items Quantity Unit Unit Price Total Cost 1. Administration 1 LS $15,400.00 $15,400.00 2. Data Management/Mapping 1 LS $15,100.00 $15,100.00 3. Evaluate Flow Monitoring Sites /Data 1 LS $5,000.00 $5,000.00 4. Flow /Rainfall Monitoring 18 meters Street 670 EA $88.00 $58,960.00 Inspect sites 18 EA $200.00 $3,600.00 $16,800.00 Install Meter/Gauges 18 EA $267.00 $4,806.00 $2,250.00 4. Maintain Meters/Gauges 1080 MD $63.00 $68,040.00 5. Calibration and Existing System Analysis Remove Meters/Gauges 181 EA $133.00 $2,394.00 Buildout Analysis 1 Flow Analysis 18 EA $1,500.00 $27,000.00 1 LS Additional Meters 2 Meters 120 MD $98.00 $11,760.00 5. Manhole /Structure Numbering 2950 EA $2.37 $6,991.50 6. Manhole Inspection 2062 1 $246,995.00 Street 1462 EA $88.00 $128,656.00 Off - Street 400 EA $100.00 $40,000.00 Above Ground 200 EA $45.00 $9,000.00 7. Report 1 1 LS 1 $5,200.001 $5,200.00 TOTAL - Phase 1 (FY -08) $342,947.50 Phase 2 Scope Items Quantity Unit Unit Price Total Cost 1. Administration 1 LS $12,000.00 $12,000.00 2. Data Management/Mapping 1 LS $7,600.00 $7,600.00 3. Manhole Inspection 888 Street 670 EA $88.00 $58,960.00 Off - Street 168 EA $100.00 $16,800.00 Above Ground 50 EA $45.00 $2,250.00 4. Model Selection and Development 1 LS $31,487.00 $31,487.00 5. Calibration and Existing System Analysis 1 LS $34,998.00 $34,998.00 6. Buildout Analysis 1 LS $45,500.00 $45,500.00 7. Data Anal sis manhole 1 LS $17,600.00 $17,600.00 8. Report 1 LS $19,800.00 $19,800.00 TOTAL - Phase 2 (FY -09) I 1 1 $246,995.00 Phase 3 1. Administration 1 LS $9,200.00 $9,200.00 2. Data Management/Mapping 1 LS $10,100.00 $10,100.00 3. Public Relations 1 LS $4,500.00 $4,500.00 4. Smoke Testing Street 145,000 LF $0.41 $59,450.00 Off - Street 35,000 LF $0.46 $16,100.00 Large Estates 14,200 LF $0.83 $11,786.00 5. Dyed Water Flooding 20 EA $344.50 $6,890.00 6. Cleaning/CCTV Inspection 12,000 LF $2.60 $31,200.00 7. JCCTV Supervision/Tape Review 12,000 LF $1.56 $18,720.00 8 Analysis 1 LS $18,400.00 $18,400.00 9. Report 1 LS $12,000.00 $12,000.00 TOTAL - Phase 3 (FY -10) 1 $198,346.00 TOTAL (3 YEARS) I 1 $788,288.50 CITY RESPONSIBILITIES 1. Designate a person to act as OWNER'S representative with respect to the services to be rendered under this AGREEMENT. Such person shall have complete authority to transmit instructions, receive information, interpret and define OWNER'S policies and decisions with respect to ENGINEER'S services for the PROJECT. 2. Place at ENGINEER'S disposal all available pertinent information including previous reports and any other data relative to the wastewater collection system. 3. Provide GIS maps and attributes with all available as -built data. 4. Make available to ENGINEER, as required for performance of ENGINEER'S Services, data prepared by or services of others, including without limitations previous sewer system reports and wastewater flow records and other special data or consultations not covered in ENGINEER'S services; all of which ENGINEER may rely upon in performing his services. 5. Provide sewer line cleaning for pipes adjacent to flow monitoring sites if debris, etc. is causing flow restrictions. 6. Assist the ENGINEER when critical to arrange for access to and make all provisions for ENGINEER to enter upon public and private property as required for ENGINEER to perform services under this AGREEMENT. 7. Make accessible manholes and cleanout for inspection. 8. Give prompt written notice to ENGINEER whenever OWNER observes or otherwise becomes aware of any development that affects the scope or timing of ENGINEER'S services, or any defect or nonconformance in the work. 9. Provide water meter and water at no cost to the ENGINEER. 10. 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