HomeMy Public PortalAboutTO 2024-03 Jacobs Engineering Compliance SupportTask Order 2024-03
THIS TASK ORDER IS ISSUED PURSUANT TO THE STANDARD MASTER AGREEMENT FOR PROFESSIONAL SERVICES DATED
MAY 3, 2021 (AGREEMENT) AS AMENDED, FOR THE CITY OF CRESTVIEW, FLORIDA, WHICH IS INCORPORATED HEREIN BY
THIS REFERENCE, WITH RESPECT TO
Lead and Copper Rule Revisions (LCRR)
Compliance Support Services
Article A. Purpose
The LCRR at 40 CFR 141.84 requires community and non -transient non -community public
water systems to be in compliance with the new requirements by October 16, 2024. The
purpose of this Task Order is to provide consulting support services to assist the City of
Crestview (The City) implement LCRR Requirements. The following sections detail the
support services. All services provided will follow the compliance requirements in the LCRR
as well as any direction or additional requirements set forth by the Florida Department of
Environment Protection (FDEP) and the forthcoming federal Lead and Copper Rule
Improvements. Support services and recommendations may vary due to changes in the rule.
To streamline the implementation of the LCRR support services for The City and incorporate
the evolving federal and state -specific requirements, the program will follow a mufti -year
iterative approach. This Scope of Services is for Year 1 of The City's program. It will establish
a roadmap for meeting regulatory requirements. This will include development of plans and
procedures related to the Tasks described below. It is expected the plans will serve as 'living
documents' that will be updated as unknown service lines related to the inventory are
resolved and evolving regulatory requirements are confirmed.
Article B. Scope of Services
Task 1 — Lead Service Line Inventory Development
Jacobs will develop a plan for lead service line (LSL) inventory development including
recommendations and industry best practices for service line material identification and
Geographic Information Systems (GIS) functionality. The inventory will include both City -
owned portion of the service line and the customer -owned portion. The plan will comply with
the LCRR and include identification criteria for the following service line materials:
• Lead
• Galvanized requiring replacement (GRR)
• Non -lead
• Lead status unknown
The City can specify the materials that are non -lead, such as copper or plastic piping, but is
not required to disclose the specific materials to the customer per the revisions. The plan will
detail various service line material identification methods outlined in the LCRR, FDEP, from
the literature and/or by other water systems that have developed service line material
inventories. Jacobs will provide a list of documents for review to The City to assist with the
initial desktop records review. Jacobs will provide implementation support, and up to 10
days onsite between the City of Crestview and Okaloosa County to assist with records review
and desktop analysis.
Jacobs will use the desktop analysis to recommend areas in the distribution system for field
identification efforts to be completed by The City. Field identification efforts will be
recommended by Jacobs and implemented by The City and can include, but are not limited
to, visual inspections, customer self -reporting, profile water quality sampling, and/or
excavation. Jacobs will work collaboratively with The City to confirm the field identification
methods and LSL inventory requirements with the FDEP and prioritize the most efficient and
cost-effective strategies to identify service line materials. Field identification can be
incorporated into The City's routine maintenance and operations activities as well.
Jacobs will also support The City with development and implementation of a GIS and data
management strategy as part of the inventory plan. This can include development of tools
such as Survey 123, dashboards, and other GIS functions to support compliance and data
management as well as implementation support to update the GIS platform based on the
records review and field identification efforts. Upon request by The City, and as additional
service, Jacobs can develop an online portal for the inventory; The City will be required to
provide data to customers upon request, but only water system serving over 50,000 people
are required to make the inventory publicly available online per the LCRR. Jacobs' and The
City's GIS team will work collaboratively to update the inventory as lead and GRRs are
identified, removed, or verified with the goal of using the GIS data as the primary system of
record.
Assumptions:
• Jacobs will provide up to 10 days of onsite support to assist with the records review
and desktop review of existing data.
• The City will provide Jacobs with electronic access to existing data and records as well
as remote GIS access for support activities as needed.
• Jacobs will rely on the accuracy and completeness of the source information and data
provided by The City without independent verification.
• Jacobs will provide guidance on methods for field identification. Others to perform
the actual field verification such as meter box inspections.
• Jacobs will provide guidance on GIS tools for data management and provide
implementation support for GIS.
• Jacobs and The City will update the GIS platform with information from the desktop
records review and field identification efforts. Jacobs will provide up to 120 hours of
support to update the GIS platform.
• Jacobs can develop, as an additional service, an online portal for the inventory upon
request by The City.
2
The City will review and provide feedback to Jacobs on the LSL inventory plan.
Deliverables:
• Draft and final. LSL Inventory Development Plan.
• LSL inventory database in GIS and field data collection form(s) to capture service line
material. by City staff.
• Draft LSL Inventory in EPA/FDEP template populated from GIS.
• Draft of the required communications to customers for lead, galvanized requiring
replacement and lead status unknown.
• Draft of the required communications to customers for disturbances to lead status
unknown, LSL or GRRs (e.g., during main replacements or service line replacements
from leaks)
Task 2 — Schools and Childcare Facility Sampling Plan
Jacobs will develop a sampling plan for schools and licensed childcare facilities served by
The City. This will include a list of schools and licensed childcare facilities provided by The
City. The list will include physical address, contact, phone number, and email address. Jacobs
will also assist with the determination of schools or licensed childcare facilities that may be
omitted due to participation in the FDEP's Voluntary Lead Testing Program for Schools and
Childcare Facilities program or other initiatives where the schools and/or childcare facilities
are assumed to be currently tested.
Jacobs will also prepare workflow, water quality sampling, and communication plans for the
schools and licensed childcare facilities. The water quality sampling plans will follow the
EPA's Training, Testing and Taking Action (3Ts) for testing and will include 5 samples per
school and 2 samples per childcare facility. Additionally, Jacobs will prepare sampling
instructions to be provided to the schools and childcare facilities.
Assumptions:
• The City will provide Jacobs with a list of schools and licensed childcare facilities
within the service area for integration into the plan. Jacobs can perform this task if
requested by The City.
• The City will review and provide feedback on the sampling plan.
• Others to perform the actual sampling, sampling handling, lab analysis and reporting.
Deliverables:
• Draft and final School and Childcare Facility Sampling Plan.
• Samples and templates for required pre -test communications to schools and
childcare facilities.
Task 3 — Stakeholder & Project Coordination
Jacobs will perform project management and quality assurance required for efficient delivery
of the support services. Project management will include monthly status reports on
completed work, project costs, scheduled work, and observed changes or opportunities.
Jacobs will also hold monthly meetings with The City to address priorities for the project,
data needs, coordination of the work in -progress, and review of project deliverables.
3
In addition, Jacobs will attend and participate in meeting(s) with FDEP at the request of The
City. These meetings will be to confirm interpretations of the revisions with FDEP, confirm
any additional requirements set forth by the state, and present and discuss draft and final
compliance deliverables.
Assumptions:
• Coordination meetings will be held virtually.
• Jacobs will attend and participate in up to 6 meetings with the FDEP at the
request/coordination of The City.
• Jacobs will attend and participate in monthly progress meetings with The City as well
as other meetings with key personnel from The City on specific tasks.
• The City will provide remote GIS access to the GIS specialist for support activities.
Deliverables:
• Task kickoff meeting agendas and summaries.
• Draft and final presentation materials and notes for periodic coordination meetings.
• Monthly (12) status meetings, reports, and invoicing.
Task 4 — Lead Service Line Replacement Plan
Jacobs will review current City LSL replacement plans, if applicable. If LSL replacement plans
are available, these will be modified for compliance. If plans are not available, Jacobs will
develop both full and partial LSL replacement plans. These plans and replacement rates are
contingent on the number of LSLs identified from the LSL inventory.
The LSL replacement plans will include the following:
• Customer communications before a full or partial LSL replacement.
• LSL replacement goal rate and prioritization strategies.
• Pitcher/filter distribution, tracking and maintenance system.
• Customer communications on Lead risks and flushing and filter use.
• Operating procedures for replacing Lead goosenecks, pigtails, or connectors.
These plans will be developed to include the LCRR compliance requirements and will be
submitted to The City for review.
Assumptions:
• The City will provide all LSL replacement plans if applicable/available.
• The City will review and provide feedback on the LSL replacement plan.
• Actual replacements and observations of that work will be performed by others.
Deliverables:
• Draft and final LSL Replacement Plan.
Task 5 — Lead and Copper Compliance Tap Sampling Plan
Jacobs will review current LCR compliance sampling sites as well as identify appropriate
compliance sites as required per the LCRR. These sites will use the revised sampling tiers as
follows:
4
• Tier 1: Single family structures served by a LSL
• Tier 2: Multi -family structures served by a LSL
• Tier 3: Galvanized currently or previously, downstream of a lead service line or lead
gooseneck
• Tier 4: Copper with lead solder
• Tier 5: Locations representative of the distribution system
The site list will be selected by The City with guidance from Jacobs. This list will include
information for standard monitoring and reduced monitoring. The list will include the
property address, property owner, contact phone number, and zip code.
Jacobs wilt review current City lead and copper compliance sampling plans and update plans
to meet the LCRR requirements. These plans will include specifications for sampling
including fifth liter sample collection where LSLs are present, stagnation requirements,
bottle requirements as well as requirements for no flushing or aerator removal. These
samples will be collected from the cold water tap in either a kitchen or bathroom.
Additionally, the sampling plans will include chain of custody forms and workflow processes.
The workflow processes will detail the entire sampling process and customer
communications in the case of a sample exceedance (greater than 15 pg/L lead or 1.3 mg/L
copper). Additionally, Jacobs will develop plans and instructions for customer driven
sampling, if requested by The City.
Communication samples for tap sampling when performed by residents or by others will be
drafted to satisfy EPA and FDEP requirements. Draft communications for use if the lead or
copper action levels are exceeded. These draft(s) will be provided to the City for review.
Assumptions
• The City will provide all lead and copper sampling data and sampling plans to Jacobs
for review.
• The City will select the sites for compliance sampling based on input from Jacobs.
• The City will review and provide feedback on the sampling plan.
• Others to perform the actual sampling, sampling handling, lab analysis and reporting.
Deliverables:
• Draft and final Lead and Copper Tap Sampling Plan complete with communication
templates and drafts.
Article C. Schedule
Work will begin upon execution of this task order. A preliminary milestone schedule is shown
below. The schedule for this project is assumed to be 12 months following the Notice to
Proceed. Tasks 1-5 will begin upon Task Order authorization with all deliverables described
herein completed within that timeframe. Implementation of all tasks will continue beyond the
12-month duration of the task order and Jacobs will provide continued support in subsequent
task order agreements as requested by The City.
5
Table 1— Preliminary Schedule
Milestone Completion Time
Notice to Proceed
Task 1-5
9 months after the current NTP or September 30, 2024,
whichever is earlier with minor follow up thru December 30,
2024, to respond to any FDEP questions.
Article D. Compensation
Compensation for providing the services described in Article B. Scope of Services in this task
order amendment shall be $149,000. Compensation for services and expenses under this Task
Order shall be on a time and materials basis with budgets between task being interchangeable
as needed. Invoicing shall be monthly. The estimated breakdown of fees is shown in the Table
2 below.
Table 2 — Summary of Costs
Milestone Fee Amount
Task 1— LSL Inventory Development — Plan & Implementation $90,000
Task 2 — Schools & Childcare Facility Sampling Plan $22,000
Task 3 — Stakeholder & Project Coordination $9,000
Task 4 — LSL Replacement Plan (Does not include implementation) $15,000
Task 5 — Lead and Copper Compliance Tap Sampling Plan (Does not include implementation) $13,000
Total $149,000
Article E. Authorized Representative
The Authorized Representatives designated below are authorized to act with respect to Task
Order 2024-03. Communications between the City and Jacobs shall be through the Authorized
Representatives:
For the City of Crestview, Florida
Name: Tim Bolduc
Address: P.O. Drawer 1209
Crestview, Florida 32536
Telephone: (850) 682-6134
For Jacobs Engineering Group Inc.
Name: Greg Terry
Address: 25 W. Cedar Street, Suite 350
Pensacola, FL 32502
Telephone: (850) 444-6144
6
Article F. Authorization:
Task Order 2024-03 is effective as of 2024
I Accepted for CLIENT by:
Accepted for Jacobs Engineering Group Inc. by:
Name: Tim Bolduc Name: Scott Jernigan, P.E.
Title: City Manager Title: Principal Project Manager
7