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3. Approve Amendment #1 - WWTP Design Task OrderCity of Kalispell.Public Works Department Fast Office Box 1997, Kafispeli, Montana 59903-1997 - Telephone (406)758-7720, Fax (406)758-7831 REPORT TO: Mayor and City Council FROM: James C. Hansz, P.E., Director of Public Works SUBJECT: WWTP Expansion Design Task Order, Amendment #1 MEETING DATE: 20 June 2005 (Reviewed: Work Session 7 June 2005) BACKGROUND: The expansion of the wastewater treatment plant will involve extensive work to correct the odor problem. Much of this work had originally been programmed to occur as future expansion phases were initiated. However, during a City Council work session on the progress of the design effort it was agreed that the initial design phase of expansion should be modified to include a comprehensive analysis of the odor problem in order to provide specific facility recommendations and the cost to address odors in the most comprehensive way for the entire plant. The intent is to implement these recommendations in the initial phase of expansion /construction if economically feasible. Our consultant team has moved steadily forward with their design work. They have also reviewed the design work previously programmed for the future. From that review they have prepared an amended Task Order for design TO ## 1. The purpose of the amendment is to collect all future odor remediation design tasks into one amendment which will address the odor problem as requested by City Council and will provide the facility design and cost data requested. The value of the amendment is $37,701.00. This change is not an increase in the total work planned for this program. It reflects the cost of performing work now in the current year that was originally planned for future expansion phases. In order to meet the odor control goal set by City Council staff recommends the City Manager be authorized to execute the amended Task Order. RECOMMENDATION: Authorize City Manager to execute WWTP Task Order #1, Amendment 91. June 20, 2005 WWTP Task Order # I Amendment # Ldoc ACTION REQUESTED: AT CITY COUNCIL MEETING OFDUNE 20 — MOTION TO AUTHORIZE CITY MANAGER TO EXECUTE WWTP TASK ORDER #1, AMENDMENT #1. FISCAL EFFECTS: Expenditure of waste treatment funds totaling approximately $37,701,00, ALTERNATIVES: As suggested by the City Council Respectfully James,K. Hansz, P.E. ,Dlre66r of Public Works t Attachment: Task Order #1, June 2D, 2005 W WIT 'Task Order 4 1 Arnendmeot4 I .doe #1 7 "es�ie City Manager IL N ON MORRISON-MAIERLE, INC. E� TASK ORDER NO. 1 Amendment No. 1 For MASTER AGREEMENT Between OWNER, City of Kalispell and the ENGINEER, Morrison -Ma ierle, Inc. MMI Project No. 0387.043.01 In accordance with paragraph 1,01 of the Master Agreement Between OWNER and ENGINEER for Professional Services dated November 15, 2004 („Agreement"), OWNER and ENGINEER agree as follows - Specific Project Data A. Title: City of Kalispell AWWTP Phase 'I Expansion Comprehensive Odor Control Evaluation B. Description: The work shall consist of professional services as later described in this task order that will result in a comprehensive odor control study. The study will be incorporated into the Basis of Design Report that completely describes the Phase 1 expansion of the Kalispell AWWTP and serves as the foundation for the detailed design of the same project. The results of the work resulting from this �.n.-I..� enf � Vill hn nrci nnfe.A in n 7nnhninnl hAmm-rnrli im +knf utill f- n innnrn^rnfn.d info the Yete�r,.,,+e C3€11(:iE [t,.11jEVlil YY tFi NV I-Il lrr34FFV41, 4 F yVllF Fiv41 £YFV3FFVFt.IV u,FI Gii4i vv 111 UV s,FV Vit.JVFWSS:iII I6t 1,31C-r 1GFriI G314iri� design report. 9. Services of ENGINEER Services shall be in accordance with Paragraph A 1.01 and Attachment A to this Task Order Amendment 2. OWNER's Responsibility Shall be in accordance with Exhibit B. 3. Times for Rendering Services KalispelffaskOrder3 Task Order Fill-in — E-505 Oct 2001 Page I of 4 Revised 10101 ' MORRISON-MAIERLE, INC. i1 4. Payments to ENGINEER A. Method(s) of Payment by Phases OWNER shall pay ENGINEER for services within each phase as follows: Phase at 'No MQRRISQN-MAIERLE, INC. ■ wis 9. Approval and Acceptance: Approval and Acceptance of this Task Order, including the attachments listed above, shall incorporate this document as part of the Agreement. ENGINEER is authorized to begin performance upon its receipt of a copy of this Task Order signed by OWNER. The Effective Date of this Task Order is May _ , 2005_ ENGINEER: Morrison Malerle Inc. Signature Terence W. Richmond, P.E. Name Vice President Title DESIGNATED REPRESENTATIVE FOR TASK ORDER: Scott B. Murphy, P.E., DEE Name Project Manager/Supervising Engineer Title P.O Box 6147, Helena, MT 59604 Address smurphy@m-m.net E-Mail Address 406-495-3437, 406-431-4744 (cell) Phone 406-442-6233 Fax OWNER: City of Kalispell 11 Signature Date Name Title DESIGNATED REPRESENTATIVE FOR TASK ORDER: James C. Hansz, P.E. Name Director of Public Works Title P.O. Box 1997, Kalispell, MT 59903-1997 Address jhansz@katispell.com E-Mail Address 406-758-7720 Phone 406-758-7831 Fax Date KalispellTaskorder3 Task order Fill-in — E-505 Oct 2001 Page 4 of 4 Revised 10101 MORRISON-MAIERLE, INC. i1 5. Consultants. r S. other Modifications to Master Agreement. none 6. Attachments: A - Detailed Scope of Service B - Detailed Fee Estimate Spreadsheet C - Standard Hourly Rate Schedule and Reimbursable Expenses Schedule - same as T01 (not attached) 8. Documents Incorporated by Reference: City of Kalispell Wastewater Facilities Plan - March 2004 (MMI/HDR/Stantee) Kalispell Advance Wastewater Treatment Facility Design Plans (Vol 1 and 2) Sept. 1990 KalispellT2skOrder3 Task Order Fill-in - EZ05 Oct 2001 Page 3 of 4 Revised 10/01 City of Kalispell, Montana Kalispell AWWTP Expansion Task Order 1 Amendment - Odor Control Study Exhibit A Scope of Services TASK 100. PROJECT MANAGEMENT Objectives: Plan and execute the water and wastewater facility plan update in accordance with an established schedule and budget while exceeding quality expectations. Subtasks: 101 Project Management. The ENGINEER will identify the level of work effort and assess the project needs; update the City's project manager on a monthly basis (at a minimtun) as to project status and action items; manage internal staff and subconsultants; prepare monthly invoices; and prepare a monthly progress report. 102 Quality Control. Review all work activities and project deliverables for conformance with quality control requirements and project standards. Monitor project activities for potential changes, anticipate changes whenever possible, and with the City's approval, modify project tasks and approach to keep the overall project within budget and on schedule. Deliverables: • Memoranda and meeting notes as required. • Project status reports and invoices. City Involvement: • Participate in telephone calls and meetings. • Review project status reports and approve invoices. • Review and approve modifications to approach, schedule and deliverables as appropriate. Engineering Services Agreement - Exhibit A Task Order 3 — odor Control Study 1 of 5 April 13, 2005 TASK 200. BACKGROUND Objectives: This task will summarize information on the current situation. Work completed in the Preliminary Engineering Report will be expanded to include characterization of typical wastewater odor sources, present findings from odor testing, describe local conditions impacting odor dispersion, summarize historical odor complaints, present results from stakeholder interviews, discuss current odor control practices and review design considerations. Subtasks: 201 Existing Facilities. The goal of this subtask is to fortify understanding of existing conditions. A complete description of the liquid and solids treatment processes will be developed in consideration of odor contribution. Wastewater odor sources will be characterized, historical odor data will be summarized, meteorological conditions affecting odor distribution will be reviewed, surrounding land use will be assessed including odor sources in the vicinity other than the WWTP and historical odor complaints summarized. A Stakeholder panel will be developed comprised of representatives of Homeowner Associations, City Council, Business Owners, and community groups. A stakeholder workshop will be conducted to identify the type location and severity of odors at and in the vicinity of the W WTP. Regulatory requirements will be assessed. Current odor control practices and operational issues will be evaluated as well as future considerations in light of the planned phased expansion of the facility. Deliverables. • Existing conditions report • Copies of stakeholder workshop minutes City Involvement: • Provide historical odor data including record of odor complaints • Take part in stakeholder workshop and assemble stakeholder group • Assist in defining existing odor control practices • Review and comment on existing conditions report TASK 300, IDENTIFICATION AND RANKING OF ODOR SOURCES Objectives: This task will identify odor sources within the WWTP and make recommendations for additional testing as outlined in Task 600. A summary and ranking of odor sources will be provided and foul air volumes requiring treatment estimated for each unit process. Subtasks: 301 Summary and Ranking of Odor Sources. ENGINEER under this subtask, will develop a summary and ranking of odor sources at the WWTP. Odor intensity, foul air volume, frequency of odor generation, and other impacts related to odor sources will be evaluated for each unit process. An on -site evaluation will be conducted and recommendations will be made with regard to confirmation odor testing as discussed in Task 600. Engineering Services Agreement- Exhibit A Task order 3 — Odor Control Study 2 of 5 April I3, 2005 302 Foul Air Estimates. Information gathered frorn task 301 and task 600 will be used to ooti nfP of fnij air to ha trPntPci frnm Path unit nrnracc CnntninT-nP71f nntinne will be evaluated as well as existing plant beating ventilating and air conditioning. Deliverables; • Odor summary and ranking report • Foul air volume estimate including containment options discussion and evaluation of existing plant HVAC system. City Involvement: • Provide information on existing HVAC facilities • Review and comment on reports TASK 400. AVAILABLE CONTROL ALTERNATIVES Objective: This task will identify available approaches to odor control for each unit process at the WWTP including containment, conveyance, and treatment. Subtasks: 401 Overview of General Odor Control Techniques. Work completed as part of the Preliminary F,ngineering Report will be expanded to include evaluation of containment, conveyance, and treatment options for all unit processes. 402 Alternatives Evaluation Process. A set of evaluation criteria will be developed based on feedback from the City Council, results of stakeholder interviews, and previous project experience. Odor control alternatives for each unit process will be listed. Deliverables: • Alternatives evaluation criteria and alternatives evaluation for each unit process. City Involvement: • Feedback on evaluation criteria. • Review and comment on alternatives available for each unit process. TASK 500. ALTERNATIVE ANALYSIS Objective: This task will provide analysis of alternatives available for each unit process using the evaluation criteria and listed alternatives for each unit process from Task 400. Subtasks: 501 Alternative Screening. Alternatives identified as part of task 400 will be evaluated against the criteria also developed as part of task 400. Alternatives that are unattractive or have low benefit -to -cost ratios will be eliminated from further study. A workshop will be held with plant staff to review and complete the final screening of alternatives, Engineering Services Agreement - Exhibit A Task Order 3 — Odor Control study 3 of 5 April 13, 2005 502 Recommended Alternative Evaluation. Alternatives selected as part of subtask 501 will be described in detail with regard to impact on odor, cost, implementation complexity, O&M, and worker safety. Deliverables: • Alternatives recommendation report. City involvement: • Participate in alternatives screening workshop • Review and comment on alternatives recommendation report. TASK 600. CONFIRMATION ODOR TESTING Objective: This task will provide on -site testing of odors to identify intensity and nature of on -site odors and refine design criteria. Subtasks: 601 On -site Odor Testing. Odor samples will be collected and analyzed for process units including solids handling, fermentation, digestion, headworks, influent pumping, primary clarification, and bioreactors. Budget will also be included to sample and test up to two off site odor sources. Samples will be analyzed by dynamic dilution olfactornetry using a trained and screened odor panel. Samples will be quantified in terms of dilution -to - threshold (DiT) ratio and odor intensity in accordance with ASTM Methods E-679-91 and E-544, respectively. Deliverables: + Confirmation odor testing; report including test results and evaluation of testing. City Involvement: • Review and comment on confirmation odor testing report. TASK 700. RECOMMENDATIONS Objective: This task will present overall recommendations for odor control at the Kalispell AWWTP for each unit process. Subtasks: 701 Recommended Plan. Based on background information, stakeholder input, odor testing, and evaluation of alternatives an overall recommended plan for odor control at the Kalispell AWWTP will be presented in technical memorandum form and incorporated into the Phase 1 expansion Basis of Design Report. Deliverables: • Recommended Plan Technical Memoradum City Involvement: • Review and comment on recommended plan report. Engineering Services Agreement - Exbibit A Task Order 3 Odor Control Study 4 of 5 April 13, 2005 TASK 800. PUBLIC PRESENTATIONS The estimated level of effort includes one workshop with stakeholders and one public presentation of the findings and recommendations of the odor control study. The public presentation will be planned for a City Council Session or workshop and will include the Stakeholder group. Engineering Services Agreement - Fxhihit A "Mask Order 3 — Odar Centro) Study 5 of 5 April 13, 2005 KALISPELL AwvTrP EXPANSION LEVEL OF EFFORT AND FEE TASK OR€3ER 1 - Amendment 1: Odor Control Study EXIBINT S TASK Ei£MEM Estimated Level ai EffdrE TOTAL HOltRS MMI ESTIMATED LEVEL OF EFFORT •STAFFHOURS TOTALXOORS PROJECT PICISENIOR PROJECT STAFF Cuel lg) MANAGER AOVt50tt ENGINEER ENGINEER- HOR ESTIMATED LEVEL OF EFFORT -STAFFHOURS TOTALNOORS PANCIPAL SENIOR PROJECT CLERICAL coati) ENGWEER EMG EER ENGINEER 101 P.Jl 0Mane9orment 22 480 4 4 1s90 is 10 8 102 O_,y Control 12 m 44 13m e 8 201 Eislin0 Facilities 35 491 4 4 4000 32 32 301 Summary and Rare M a On" Sources 2320 1a 8 8 302 FaW Ai, ESIlmeie6 14 - a taco 14 A 1a 4a1 0—im at General Odcr, Comtr04 Techniques 8 - 0 - 100o a B 402 AOemalives Evaluation P—os 8 0 830 8 2 4 5m Aller —o SaRI. IN 12 - 0 1500 12 12 502 Rnammended Alo-a-Evaluator 32 - 0 3720 32 24 8 601 0-ilo Otlor T-0 24 - 0 3000 2a 2b TG1 - mmenoep Plan 5iu a n 2050 18 2 12 4 am Preaant:Wans 32 120 8 e 2eT0 26 22 4 TpTAL HOVRS RE(BIJIRED 260 16 % 0 0 0. 214 24 Ise 8 18 #40uRLY LABOR RATE t20.00 125-00 95.00 70.00. 105.00 125.to s0.00 55.00 TOTAL COST OF LABOR }31� 20 _ $120 _ 50 _. by 30 2plo ;3900 $20,750 ST?0 5880 See-,Tpage rereupeeses dov*t wa T01,amerMmpntl OdorCon[rolfeeOtlar Contr015tutly 1 April 13. 2005 KALISPELL AWWiP EXPANSION LEVEL OF EFFORT AND FEE TASK ORDER 1 . Amendment 1: NOT OontTol Study EXHI$ST $ see prevlons page fprla6or costs MM101RECT EXP ENSE0.ESLR4PYION UNITS NUMBERONITS WITCM(St COSTJS{ ASSUMPTIONS Suhzidexe Per Oinm days 1 11. 30 Avloln¢bile Travel mils 000 050 504 Other Trave•1 each ISM 0 AgbmpbRe 0.enlaE days 45.00 0 General Printing shepts 910 0 ftepan Println9 sheets 010 U Plary PrInImO sheets 920 0 Egrr�pnwrA Rental ks 0 TecM1aalopy Charge hours 20 1.50 91 Specialized Stlftware Ig C nmuenanroas stipvlies Is 0 PeslagNFrei9111 each t5 C9 U TOTAL DIRECT EXPEN$ES ;-25 t10R DIRECT EXPENSE DESC. UNITS UNITS UNIT COST COST ASSUMPTI0NS 5ubsid— Per Oinm days a 30.00 150 3 lisps of Iwo people Aulpnroblle Travel (nlles 840 0.59 495 2S0 "..6p Other Travel exh t SMM 8001 plaaetnp Alton . Rental days 4 90.W 240 General Printing 0.0 200 0,10 20 Repun S=ein0Yx1 Ale, 1i706 D_10 t00 Ffan?fintinp 0 t 20 120 2d Eaulpmeot Rental 15 1 275.00 275 Teennolagy Chprge Mprs 214 4.90 577 MisCetlanrUa55upplies 1s 1 1M, DD 3000 PpslaOe(Fr¢I3h€ each 5 55,0.'1 1T554 pack, pes nvem�ghl TOTAL DIRECT EXPEN5E5 FS 60T 3 - ESTIMATED FEEBASE EXPENSE COST(ACTOR CEILINGLABOR$3,120 $3.t20l 60R S26.310 1.05 $27,52O E1Q),RDER3ER IRECTEXPENSES $5.937 1Q9 $6,28610E SERVICE EEXPEIBSES$525 1.00 $0IDEE 1.07 $800 TOTAL ENGINEERING FEE FORTASK ORDER i 537701 701.amen6nlc�13 QdofCtlplr¢If¢¢Odor CAnI(pl Sludy 2 Ap d 13 2005