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HomeMy Public PortalAboutORD14427 BILL NO. 2008-81 • SPONSORED BY COUNCILMAN Penfold ORDINANCE NO. I �'�� AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH GREDELL ENGINEERING RESOURCES, INC. FOR BIOSOLIDS STUDY. WHEREAS, Gredell Engineering Resources, Inc., has been selected as the firm best qualified to provide professional services related to the Biosolids Study project; NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. Gredell Engineering Resources, Inc., is hereby approved as the best qualified firm to provide professional services and its proposal is hereby accepted. Section 2.The Mayor and City Clerk are hereby authorized to execute an agreement with Gredell Engineering Resources, Inc., for Biosolids Study. • Section 3. The agreement shall be substantially the same in form and content as that agreement attached hereto as Exhibit A. Section 4. This Ordinance shall be in full force and effect from and after the date of its passage and approval. Passed: ry, ) d� Approved: /���/• �g �C�� P esiding Officer Mayor A ST: AP 1OV D S TO FORM: ity GlerX City Counselor CONTRACT FOR PROFESSIONAL SERVICES for Biosolids Management Plan THIS AGREEMENT,made and entered into this,�gaayof November 2008,by and between the City of Jefferson, Missouri, a municipal corporation, hereinafter referred to as the "City" with offices at 320 East McCarty, Jefferson City, Missouri, 65 10 1, and Gredell Engineering Resources, Inc., l 1570 S East High Street, Jefferson City, Missouri, 65101, hereinafter referred to as the "Consultant". WITNESSETH: THAT,WHEREAS,the City desires to engage the Consultant to render certain technical and professional planning services hereafter described in Exhibit A - Biosolids Management Plan. WHEREAS, the Consultant made certain representations and statements to the City with respect to the provision of such services and the City has accepted said proposal to enter into a contract with the Consultant for the performances of services by the Consultant. NOW,THEREFORE,for the considerations herein expressed,it is agreed by and between the City and the Consultant as follows: 1. Scope of Services. The City agrees to engage the services of the Consultant to perform the services hereinafter set forth in connection with the project described in Exhibit A - Biosolids Management Plan. • 2. Additional Services. The City may add to consultant services or delete therefrom activities of a similar nature to those set forth in Exhibit A,provided that the total cost of such work does not exceed the total cost allowance as specified in paragraph 6 hereof. The consultant shall undertake such changed activities only upon the direction of the City. All such directives and changes shall be in written form and approved by the Director of Community Development and shall be accepted and countersigned by the Consultant or its agreed representatives. 3. Existing Data. All information, data and reports as are existing, available and necessary for the carrying out of the work, shall be furnished to the Consultant without charge by the City, and the City shall cooperate with the Consultant in every reasonable way in carrying out the scope of services. The Consultant shall not be liable for the accuracy of the information furnished by the City. 4. Personnel to be Provided. The Consultant represents that Consultant has or will secure at its expense all personnel required to perform the services called for under this contract by the Consultant. Such personnel shall not be employees of or have any contractual relationship with the City except as employees of the Consultant. All of the services required hereunder will be performed by the Consultant or under the Consultant's direct supervision and all personnel engaged in the work shall be fully qualified and shall be authorized under state and local law to perform such services. None of the work or services covered by this contract shall be subcontracted except as provided in Exhibit A without the written approval of the City. is UAContract ReslProtessional ServiceslGredell EngineeringlBiosolids Mgt Plan.wpd 5. Notice to Proceed. The services of the Consultant shall commence as directed in the Notice to Proceed and shall be undertaken and completed in accordance with the schedule contained in • Exhibit A. 6. Compensation. The City agrees to pay the Consultant in accordance with the terms set forth in Exhibit A,which shall constitute complete compensation for all services to be rendered under this contract. The final payment will be subject to receipt of a requisition for payment and a statement of services rendered certifying that the Consultant fully performed all work to be paid for in such progress payments in conformance with the contract. It is expressly understood that in no event will the total compensation and reimbursement to be paid to the Consultant under the terms of this contract exceed the sum of Forty-Two Thousand Dollars ($42,000.00)for all services required unless specifically and mutually agreed to in writing by both the City and Consultant. Such compensation will be paid in progress payments, as specified in Exhibit A, except ten percent (10%) shall be withheld from each phase until it is satisfactorily completed and the finished product for that phase delivered to the City. No change in compensation shall be made unless there is a substantial and significant difference between the work originally contemplated by this agreement and the work actually required. 7. Failure to Perform, Cancellation. If,through any cause,the Consultant shall fail to fulfill in timely and proper manner its obligations under this contract,or if the Consultant shall violate any of the covenants, agreements,or stipulations of this contract,the City shall thereupon have the right to terminate this contract by giving written notice to the Consultant of such termination and specifying the effective date thereof, at least five (5) days before the effective day of such termination. The Consultant may without cause terminate this contract upon 30 days prior written notice. In either such • event all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs,and reports or other materials prepared by the Consultant under this contract shall,at the option of the City,become its property,and the compensation for any satisfactory work completed on such documents and other materials shall be determined. Notwithstanding the above,the Consultant shall not be relieved of liability to the City for damages sustained by the City by virtue of any such breach of contract by the Consultant. 8. Assi n� The Consultant shall not assign any interest in this contract, and shall not transfer any interest in the same(whether by assignment or novation), without prior written consent of the City thereto. Any such assignment is expressly subject to all rights and remedies of the City under this agreement, including the right to change or delete activities from the contract or to terminate the same as provided herein, and no such assignment shall require the City to give any notice to any such assignee of any actions which the City may take under this agreement,though City will attempt to so notify any such assignee. 9. Confidentiality. Any reports, data or similar information given to or prepared or assembled by the Consultant under this contract which the City requests to be kept as confidential shall not be made available to any individual or organization by the Consultant without prior written approval of the City. • U.-Contract ReslProfessional ServiceslGredell EngineeringOdsolids Mgt Plan.wpd 2 10. Nondiscrimination. The Consultant agrees in the performance of the contract not to discriminate on the grounds or because of race,creed,color,national origin or ancestry,sex,religion, • handicap,age or political affiliation,against any employee of consultant or applicant for employment and shall include a similar provision in all subcontracts let or awarded hereunder. 11. Independent Contractor. The Consultant is an independent contractor and nothing herein shall constitute or designate the Consultant or designate the Consultant or any of its employees as agents or employees of the City. 12. Benefits not Available. The Consultant shall not be entitled to any of the benefits established for the employees of the City not be covered by the Workmen's Compensation Program of the City. 13. Liabilily. The parties mutually agree to the following: a. In no event shall the City be liable to the Consultant for special, indirect, or consequential damages, except those directly or approximately caused by the City arising out of or in any way connected with this contract. b. The Consultant shall defend,indemnify,and hold the City harmless from and against all claims, losses, and liabilities arising out of personal injuries, including death, and damage to property which are caused by the Consultant arising out of or in any way connected with this contract. • 14. Documents. That reproducible of tracings and maps prepared or obtained under the terms of this Contract shall be delivered upon request to and become the property of the City upon termination or completion of work. Copies of basic survey notes and sketches, charts, computations and other data prepared or obtained under this Contract shall be made available,upon request,to the City without restrictions or limitations on their use. When such copies are requested,the City agrees to pay the Consultant its costs of copying and delivering same. 15. Nonsolicitation. The Consultant warrants that he had not employed or retained any company or person, other than a bona fide employee working solely for the Consultant, to solicit or secure this Contract, and that he has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this Contract. For breach or violation of this warranty,the City shall have the right to annul this Contract without liability,or,in its discretion,to deduct from the Contract price or consideration,or otherwise recover the full amount of such fee, commission,percentage,brokerage fee,gifts, or contingent fee. 16. Books and Records. The Consultant and all his subcontractors shall maintain all books, documents,papers, accounting records and other evidence pertaining to costs incurred in connection with this Contract,and shall make such materials available at their respective offices at all reasonable times during the Contract and for a period of three(3) years following completion of the Contract. UAContract ReslProfessional ServiceslGredell EngineeringOosolids Mgt Plan.wpd 3 17. Delays. That the Consultant shall not be liable for delays resulting from causes beyond the reasonable control of the Consultant; that the Consultant has made no warranties, expressed or implied, which are not expressly set forth in this Contract; and that under no circumstances will the Consultant be liable for indirect or consequential damages. 18. Notices. All notices required or permitted hereinunder and required to be in writing may be given by first class mail addressed to the Department of Community Development, 320 East McCarty, Jefferson City, Missouri, 65101, and the Consultant, at Gredell Engineering Resources, Thy' East High Street, Jefferson City Missouri, 65101. The date and delivery of any notice shall be the date falling on the second full day after the day of its mailing. EXECUTED THIS _DAY OF November, 2008. IV MY\c_ CITY OF JEFFERSON GREDELL ENGINEERING RESOURCES, hEe May Title: Fmsi ae oc AT ATTEST: b4KC' lerk(/- Title: QZ� �Yl c�ncl�e r Wounslor ORM: • WContract Fil eslPro(essional ServiceslGredell EngineeringOosolids Mgt Plan.wpd 4 EXHIBIT A SCOPE OF SERVICES, COST ESTIMATE AND SCHEDULE for CONSULTING SERVICES BIOSOLIDS MANAGEMENT PLAN Prepared for: City of Jefferson Public Works Services 320 East McCarty Street Jefferson City, Missouri 65101 OCTOBER 15, 2008 Prepared by: GREDELL Engineering Resources, Inc. 1505 East High Street Jefferson City, Missouri 65101 Phone: (573) 659-9078 Fax: (573) 659-9079 • SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES BIOSOLIDS MANAGEMENT PLAN OCTOBER 15,2008 1 .0 Project Overview The City of Jefferson has selected GREDELL Engineering Resources, Inc. (Gredell Engineering) and their project team to assist the City with the development of a long-term biosolids management plan for the Jefferson City Regional Water Reclamation Facility(RWRF). The requested services include: evaluation of the existing biosolids plan; evaluation of future biosolids regulations; evaluation of alternatives to meet future regulations; evaluation of future treatment, processing, handling and beneficial reuse of biosolids;recommendations for infrastructure improvements;cost estimates for new infrastructure;and assistance with pilot or in-situ processing of biosolids. The City has indicated that its goal is to have a range of infrastructure cost estimatesfnalized by February 2009 for review by City staff andbbiusWIn theFSewerage MasterPlanUpda#e �. Gredell Engineering's project team consists of two subconsultants with exceptional expertise to assist in this project:Boone Consulting,Payson, Illinois;and Resource Enterprises, LLC, Jefferson City. Gredell Engineering's project team held meetings with City staff to further discuss specific tasks and issues related to the development of a detailed Scope of Services and associated cost estimate for purposes of entering into a professional services contract with the City of Jefferson. • This document Is submitted#o;protin Scope,ofiSemces antl asso„dated cost estimate thatwill'form thebasissfor axcontiractuatagreementpbtwteenfheCityof JeffersonandGREDELL n,3 .. u Engmeenng Resou" ma e 1ofthisprotect �h°is document includes: a general description of the project broken down into three (3)project phases; a detailed description of the Phase 1 project scope of services, a generaldes`cnption ofavprelimmary';'scopeaf seivlcesfo'r Phase2,a'fee proposal'for Phase`1 of�the protect,and an a d protect<s he a for Phase 1' ,... . � ._... sttmate c dul` Attachments A, B antl CYare provued'to provitle,Gredell 1=ngeenng's�rete scdule;Pltiase'i,cx�s# . ..0 estimate,(by task)and Phase1projectYschedule 1.1 Project Description The City currently processes their wastewater biosolids through a treatment process that results in a 'Class B'biosolids[as defined by 40 CFR 503.32(b)]. The treated biosolids are then land applied to farmland located north of the Missouri River. Based on meetings with City staff,we understand that there is a potential national trend that could result in a long-term transition away from the land application of Class B biosolids. The City would like to evaluate and consider Class A biosolids and potential market outlets for the biosolids as a fertilizer or soil amendment. In addition, future regulatory requirements to further remove phosphorus from the City's wastewater streams may lead to an increased concentration of phosphorus in the RWRF biosolids. An increased concentration in phosphorus may lead to 'phosphorus'becoming the limiting nutrient in the City's current land application process,resulting in • the need for significantly more land (acreage) to continue the current land application process. Printed on Recycled Paper 1 . SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES BIOSOLIDS MANAGEMENT PLAN OCTOBER 15,2008 There are also federal regulatory trends that seek to limit the release of phosphorus into waters of the state from land application of biosolids. City staff would like to implement a 10-year biosolids management plan. A Gredell Engineering's project team will evaluate a wide variety of end use options as the first step in upgrading the RWRF biosolids management system to prepare for future regulatory,environmental and societal trends in biosolids management. The end use options to be considered will include: agricultural re-use; horticultural re-use;commercial re-use;industrial re-use;energy recovery;and direct disposal. The criteria to be used.in making an evaluation of end use options will include: treatment requirements; technical feasibility; marketability; regulatory requirements; operational flexibility;physical requirements;opportunities for waste consolidation;and engineering estimateW capital and operating costs suitable for b4d'99. ry purposes: The project team will evaluate the real or potential opportunities to serve as a regional biosolids treatment facility and accept biosolids from other mid-Missouri communities. The project team will also evaluate potential opportunities for the City to consolidate other waste materials generated within the community for beneficial reuse. Following an initial evaluation of a broad range of biosolids management altematives,we will reduce • the list of options for further evaluation to three(3)options with the input and approval of City staff. Once a reduced list of options is established, we will complete a more detailed evaluation of the three selected options using the same criteria described above. In addition,we will evaluate these three options for staffing requirements and develop engineering estimates of capital costs and operating costs. Ultimately, one option will be evaluated in field-scale pilot projects and final design and permitting will be completed for the most attractive option chosen by the City. Funding for the final, selected option may have to come from future bond issues,depending on final capital costs and/or operating costs. 1.2 Definition of Project Phases Due to the broad nature of the project objectives, Gredell Engineering has divided the overall project scope into three Phases. The three Phases are: 1. Evaluate Current and Future Siosolids Management Options. This phase of the. project will begin the development of a brief overview of regulations for biosolids management, including known or anticipated regulatory trends. We will work with City staff to document the current biosolids management process. We also will evaluate the potential volumes of biosolids available within a 50 mile radius of Jefferson City and use this information to evaluate the potential available biosolids for use in developing a Printed on Recycled Paper 2 • SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES BIOSOLIDS MANAGEMENT PLAN OCTOBER 15,2008 regional biosolids management facility. During the initial steps of this phase, we will develop a database of existing biosolids parameters for use in evaluating the feasibility of various end use options. This database will utilize existing City data on the RWRF biosolids,as well as new data from additional sampling and analysis of biosolids samples completed as a part of Phase 1 to fill in required or desired parameters. During this project phase,we will identify a broad range of end use options (up to eight individual options)and utilize the list of key criteria described in Section 1.1 for preliminary consideration. All but the most attractive options will be eliminated from further consideration. In consultation with City staff,we will eliminate the majority of these options from further evaluation. Subsequently,a detailed evaluation of three(3)options will be completed using the same criteria following factors listed in Section 1.1. In addition, engineering cost estimates for capital and operating costs(OEM)will be developed. A summary report including recommendations will be prepared and presented to City staff for final approval. 2. Implement Pilot Scale Demonstration Projects. Following approval by City staff and presentation to the City Council, Gredell Engineering's project team-will assist the City in • further developingsone or morepdot piofetts Proposed assistanceto theClty Includes` final develo ment of the blasollds oce s tin P . _ § .«n trea#ment pr < s �s reptual,desigrt and�layautjof .� . . pllgt fac1116es assrsttng rnnWye gulat©;ry approvals anct%rpetrrlts, c+ ortlinat�onwith �:. vendorsontractors,data n"' e of a, lnmaryevaluat±on report: A preliminary;xgeneralscope�ofsen+lrss forPhase 2,�s�pm�nde�tl the�naldetailed scope uf`servlces and cost estimate for Phase 2 of the prot-be-f--ill jbe +eweloped and approvedby1ho City at the:±conclusion ofaPhase 1 3. Final Program Development and Implementation. Following the successful completion of a pilot project and the selection of a final option by City staff and/or the City Council, Gredell Engineering will prepare engineering designs, secure final environmental permits or approvals and develop operational plans and prepare the final Biosollds Management Plan (BMP). We will also finalize a Comprehensive Nutrient Management Plan(CNMP)during this stage, if warranted by the final selected end use option, This third and final phase of the project will and with the successful bidding, purchase, installation and start-up of the necessary equipment for this final BMP. Alternatively at the City's discretion, Gredell Engineering's project team could continue to assist City staff With operational management issues, monitoring and marketing for a timeframe to be determined at a later date. The final A detarled scope of servic sAfid,cost estimate for • Phase 3 of the project will be developed at the conclusion of Phase 2. Printed on Recycled Paper 3 . SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES BIOSOLIDS MANAGEMENT PLAN OCTOBER 15,2006 As indicated above,only Phase 1 can be defined sufficiently at this time to develop a detailed Scope of Services and detailed cost estimate at this time Howeverya peel urinary general Scope of Semces for Phase 2 IS iprovlded;at1thls tlrrie Following completion of Phase 1, the prelrmmary general scope of servlces for Phase 2 shauit be revewedandrevlsed,as app►apnate todevelap a defailed�scope ofyserviceandasso�catetltletailetl cost estlmateforrapp al bytheCtty: Atthe completion of Phase 2 an e�aluabonreport willbe pfeparedsumrnarizingth conclusionsofthe pitotproject ;;The City will utilize the Phase 2 report to determine the biosolids treatment option for which to pursue final design and implementation. At the completion of Phase 2,a detailed scope of services for Phase 3 (and associated cost estimate) can be defined sufficiently for contractual purposes. Section 4.0, Project Schedule, provides the anticipated timing for the completion of Phases 1, 2 and 3. Printed on Recycled Paper 4 • SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES BIOSOLIDS MANAGEMENT PLAN OCTOBER 15,2008 2.0 Proposed Scope of Work The proposed scope of work presented below further defines and refines-the approach to the project described in Gredell Engineering's Statement of Qualifications submitted on August 15, 2008. Discussions with City staff(specifically, Eric Seaman and Dave Erwin) have helped identify the initial scope of this project 6sdiscussetllnSe12;'aietailed Soopof Services has been rearedfor Phase 1 and a "rellriina Scope"ofServices ties b en pr�epared�forPhase 2�iD�,etailed�cost estimatesare�pm�r►fde 'fha. 1A tleta �„�scope:Fof � r sen�nce` s.andiassociateddetalled,,cost$esttnate�foPhase2�,eannot�bedefinetlt��iGentlyfor '""' trdctual�purpos sass u tll�th`_ p 1.1 Scope of Services for Phase 1 The Phase 1 scope of services will identify biosolids treatment, processing, handling, storage and operational alternatives for the city to consider. We will evaluate a wide variety of alternatives including, but not limited to: agricultural re-use; horticultural re-use; commercial re- use; industrial re-use; energy recovery;and direct disposal. As a part of this scope, Gredell Engineering's project team will: quantify the current biosolids management system; evaluate • current regulations and future regulatory trends;evaluate the need for a regional biosolids management facility in mid-Missouri;and review the City's current Biosolids Management Plan (BMP). Phase 1 is broken down into 7 specific tasks outlined to complete the project. Gredell Engineering's project team proposes to complete the following tasks: TASK 1. BACKGROUND INFORMATION. A thorough outline of current biosolids management is necessary for development of the long term management of the RWRF's biosolids. The outline will include not only physical quantities, but also qualitative parameters, limitations and standards that have to be met: Gredell Engineering's project team will: A. Evaluate the City's current Biosolids Management System. Gredell Engineering will review the current, qualitative and quantitative data the city has documented for the RWRF's current Biosolids management system. This will include: projecting biosolids quantities relative to population growth;projecting potential changes due to treatment processes; and projecting qualitative data for metals, inorganic constituents, nutrients and pathogens. Further physical and chemical testing of representative biosolids • Printed on Recycled Paper 5 • SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES BIOSOLIDS MANAGEMENT PLAN OCTOBER 15,2008 samples may be required to provide a complete profile for evaluation of treatment processes and/or end uses. B. Evaluate current, applicable state and federal regulations. The current state and federal regulations will be assessed for application in evaluating options for the Biosolids Management System. Environmental areas for which regulations will be considered include:air emissions;water discharges;biosolids re-use,including land application;and solid waste disposal. C. Forecast future state and federal regulatory trends. Real or potential regulation changes that may affect the Biosolids Management System will be assessed. This will include: current draft state and federal regulations; current state philosophical environmental trends; and national philosophical environmental trends. TASK 2. REGIONAL FACILITY OPTIONS The potential need for a mid-Missouri regional biosolids management facility will be evaluated. The opportunity to market a biosolids management facility to neighboring communities within a 50 mile radius and other potential biosolids producers will be estimated with the emphasis on identifying the volume and characteristics of biosolids that are being generated in mid-Missouri currently or in the next 5 to 10 years. This task will also evaluate the potential for incorporating waste consolidation into a biosolids management system for the purpose of recycling the biosolids and other community-generated waste materials, particularly with regard to end use product volume requirements. Finally,we will examine possible fee structures and estimate a range of possible revenue that such a facility might generate. TASK 3. DEVELOPMENT OF END USE OPTIONS A broad spectrum of end use options will be considered with the selection of eight(8)options to be evaluated using criteria for practicality. The categories of end use options currently identified are: agricultural re-use;,horticultural re- use; commercial re-use; industrial re-use; energy recovery; and direct disposal. One or more end use option may be identified for each category, with a maximum of eight (8) end use options being evaluated. The evaluation criteria identified for evaluating each option are: treatment requirements; technical feasibility, marketability, regulatory requirements; operational flexibility, physical requirements; costs; and the ability to accept biosolids from other mid-Missouri communites. Opportunities for waste consolidation;and/or reduction will be considered antl'discussedw . p --f Printed on Recycled Paper 6 • SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES SIOSOLIDS MANAGEMENT PLAN OCTOBER 15,2008 potent e eusers ®rl�aPproprrate waste consoh a#lonopportunitles wilt`belnc utled in the dlscusslon'of Oo i ntial,nentl�us sx TASK 4. MEETING WITH CITY TO SELECT OPTIONS FOR FURTHER STUDY Gredell Engineering will initiate a meeting to provide City staff with information on the progress of the first three tasks. City staff will have the opportunity to review the preliminary evaluation of the eight (8) end use options from Task 3. City staff will be asked to concur with the recommendations of the project team with regard to the three (3)options that will be further evaluated in Task 5. TASKS. DEVELOPMENT OF PROJECT ALTERNATIVES. This task further evaluates the three (3) end uses that appear to be most attractive, as determined in Tasks 3 and 4. This task will provide an in-depth evaluation into factors that may impact the practicality of specific end uses. The following factors will impact the practicality of pursuing each end use. A. Biosolids Treatment • Treatment options will be evaluated to address volume reduction, stabilization of biosolids and vectors. Treatment options will be considered for the processing of fat, oils and grease, if these are anticipated or desirable to receive from commercial waste. B. Processing Biosolids to Meet'Class A'Standards Technologies to achieve'Class A' biosolids end products will be considered.The need for Class A biosolids processing will defined by the potential end use product under consideration. C Biosolids Storage The capacity for storage of biosolids will be considered at different points within the process to identify the most critical storage requirements. The need for storage of both for inbound biosolids from other facilities as well as final product between market demands will be considered. D. Materials Handling The mechanics of moving biosolids within the RWRF,,as well as to the end user will be evaluated. Seasonal demands and conditions, manual versus automated • handling, and scale equipment will be considered. Printed on Recycled Paper 7 • SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES BIOSOLIDS MANAGEMENT PLAN OCTOBER 15,2008 E. Market Outlets Market outlets to be considered will include agricultural, horticultural, commercial, industrial and residential. Specific end uses may require the identification of primary, secondary and overflow markets. F. Physical Facilities The type of physical facilities required for each end use option will be identified. G. Engineering Cost Analysis. A engineering cost analysis for a maximum of THREE (3) biosolids management and end use options vinlltpreparefarcomparative and/ortiudge#ary ,usrposes All�assumptlons�rriade�to�arnve a,,�;the eng�neenng ros�t�esfimatesinnl��b�e�wtle"ntlfied and±the'accuracy�of�tte�ccasttest tmate��n�tattie�qua wed, D,uring��the�aluat on;;�of the_ ,�, �� .w..Finanagemento"pllons' estimates will�be prepared ford • C petal Costs(excluding I' d" ostsj: • Operattbnal Costs(Includmgenduser#eesor;potant�al reyenuesti) • Staffing Requirements. TASK 6. PREPARE DRAFT REPORT AND SOLICIT FINAL INPUT FROM CITY. Utilizing the final research information and feedback obtained from Tasks 1 through 5, a DRAFT report will be prepared. The DRAFT report will be submitted to City staff to receive final input. A working meeting with City representatives will be held to review the content and recommendations of the report. TASK 7. FINALIZE REPORT AND PRESENT TO CITY. Taking the input and Comments obtained from Task 6, the final report will be prepared and submitted to the City of Jefferson's technical and administrative staff. A subsequent presentation will be made to the City Council, if requested. Important to the proposed Scope of Services is the list of assumptions used to prepare the individual tasks and the resulting cost estimate. These assumptions are listed below: • Task 1 reviews will primarily include a review of currently available data and regulations. Review will include searches of the city files and of state and federal regulatory files that allow public access in Jefferson City or through the internet. • Printed on Recyded Paper g SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES BIOSOUDS MANAGEMENT PLAN OCTOBER 15,2008 • The City records and interviews with City personnel will be used extensively to prepare Phase 1, Tasks 1 through 4. Some analyses of the city sludge are provided in Task 5. These analyses will be used to clarify process factors or end user needs. • All cost estimates and revenue projections will be in current 2008 dollars(2008$)and will not be adjusted for future inflationary impacts. • The City will provide Gredell Engineering with site access, as necessary, to complete the scope of services. • The City will provide Gredell Engineering with access to past information from their files,as available,to complete the scope of services. • The,Citystaff#will pro nde}the On Or Iligalrarynw a gtheiranterest in parttapafing m a Mregional brosol�is treatmant#ac p, • A maxlmum:of$4QOOhas t�eenbudgetedti#ortravel costs(timesandexpense)to biosolids i. ... ... _ x„..,a.. .a..,.w.wh .ter rsa....e..n..rtx .. ., ...,..,.„.. .«..... ......Y...s... ,_ ...-Y. facilities in other communities/cities within the lower 48 states are provided in this scope and cost estimate. • : A maxtmtim of{$2;500 ofgoutsitletesbngnnll beneces'sarytocompletePhasel - Conclusions antlrecom endatlo sn oftt'eevalua rasp,rtwlll`be osedonengmeering judgment, techrilcalconsiYderahons�andfinanclte�raluattoias;abutvsnll�ngtprovideiegal interpretation nor nepresent`thevalties'of Jeffe'icanxCsresrdet�ts' 1.2 Preliminary Scope of Services for Phase 2 Following Phase 1, one;or moreopaons will be evaluated in field-scale pilot project. City staff will test the chosen option with assistance from Gredell Engineering and Boone Consulting. Assistance to the City will include finaldeelopment of�tt�e-tiiasollds;�teatmentprss(es,) conceptual engineering design and facility layout,ass±st�wlthregulatorarapprovals orpermits;coordination with vendor(s)or contractor(s);data evaluation;and preparation of a summary evaluation report. Five(5) preliminary,general tasks have been identified for Phase 2. TASK I. PILOT PROJECT CONCEPTUAL DESIGN. L Using the results of investigations from Phase 1, Gredell Engineering will assist the City staff with the conceptual design and equipment selection for one field scale pilot test. This assistance may include specification of equipment, specification of tests to be performed (including frequency)and recommended parameters for operations or other activities necessary • to evaluate the selected option. Printed on Recycled Paper S • SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES BIOSOLIDS MANAGEMENT PLAN OCTOBER 15,2008 TASK 2. ASSIST WITH REGULATORYAPP OVAL(S). Gredell Engineering will assist the City in obtaining any necessary regulatory approvals from the Missouri Department of Natural Resources for the pilot project construction and/or operation. TASK 3. PERIODIC REVIEW AND OPTIMIZATION OF PILOT PROJECT. Gredell Engineering will provide periodic on-site reviews of the operation of the pilot project with the goal of optimizing the operations and data being obtained from the pilot project. These reviews will be scheduled no more than monthly. TASK 4. DATA EVALUATION. Gredell Engineering will provide data summaries and analysis for the pilot project. Staff observations of the ease and reliability of operation of the pilot projects)are important in final selection of the design parameters to be used Phase 3 design and specifications. TASK 5. PREPARE PILOT PROJECT REPORT. Following the successful completion of the pilot project,Gredell Engineering will assist the City staff and/or the City Council in the selection of a single option for use in the Phase 3 design and implementation. Utilizing data and evaluations from the pilot project,asummary rep oil will be prepared and submitted to the City of Jefferson's technical and administrative staff. A subsequent presentation will be made to the City Council, if requested. A';Ilstjofthe preUmrnary assumptions used to prepare the�ndiwdualtasksorrdentfiect as Impartantto tFeproposed Scope of Servlcesand the;resuf6ng cost estimate These'assumptions arellsted tsloiii , . .. . .. . • Noiblosolids eshng is anticipated to complete pilot testtngthet Is nat'cun?ently avaElable from :the Citj�s�RWRF�facilrbes;� (qty sttaff welt retalntFie pnmaryiresponsibllrty for the operation'antl collection of data during . _. Phase 2 field"scale,pilotproiect • Formal +ronstivctlon aril/ar,operahng�.perm�tsx from taleMissounDepartment of Natural s � a Resources'°envtnolay—i'tali sDt�MY rams ma Abe cared for the�Pk ase 2 ilot ecf .. i�!?9.. _�.._ prol_. .. Printed on Recycled Paper 10 • SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES BIOSOLIDS MANAGEMENT PLAN OCTOBER 15,2008 3.0 Consultant Fee Proposal The project costs have been estimated based on the stated approach to the project and the specific tasks identified above. Gredell Engineering's Standard Rate Schedule dated February 2008 is provided in Attachment A. In addition, a summary table detailing the estimated costs per task is included in Attachment B. Gt�ede/l EngJne$�ti�g;proposes�to coirrplete?U>I®�scope,�of services for Phase 1�(oudlned abo e In�Section"11j�fr:r�a�maxrmum�not�i�o=e�cceeil�f+ee�of�$42�00000: ry Fees will be billed monthly, based on time and expenses incurred during each calendar month for the duration of the project. Payment is requested within 30 days of the date of the invoice. However,alternative payment schedules can be considered during final contract negotiations. The final billing will be provided within four weeks following delivery of the final report. Gredell Engineering is committed to performing the work in an efficient and timely manner. It is noted that changes to the scope of work or schedule during the course of the project may cause changes to the overall project budget. We will negotiate changes to the project budget(if any)with • the City of Jefferson City prior to initiating any change-of-scope activities. • Printed on Recycled Paper 11 . SCOPE AND COST ESTIMATE FOR CONSULTING SERVICES SIOSOLIDS MANAGEMENT PLAN OCTOBER 15,.2008 4.0 Project Schedule Gredell Engineering is available to begin work on the project within 15 working days of finalizing a contract with the City of Jefferson and is committed to completing a DRAFT Phase 1 Report for the w project by early February 2008. Subject tonC approval acid concurren"cep"Phase2�sco�IdAbegtn iii April 2009 wlth completions bby theendof 9Phase3is: ariticlpatedto=take 12;monthsto complete following the Cltys approvet"affinab�solidsmar>agetton�andapraval of�fiuradmg A;p ffata=later date. Gredell Engineering has attached a4p�otectztlmelmehfor Phases 1 {reference Attachment C)that ... ...........n w.. ta: .. .. _ ., _4..w..,. outlines an updated project schedule by individual task that meets the stated final deadline. The overall anticipated project time frame includes practical time frames for appropriate and necessary review by City of Jefferson representatives or staff. Pdnted on Recyded Paper 12 ATTACHMENT A GREDELL Engineering Resources, Inc. • ENVIRONMENTAL ENGINEERING LAND - AIR - WATER Offices in Jefferson City, Rolla and St.Louis, Missouri 3460 Hollenberg Dr.,Suite 300 1505 East High Street 901 N.Pine St,Suite 304 Bridgeton,Missouri 63044 Jefferson City,Missouri 85101 Rolla,Missouri 65401 (314)344-3574 Telephone (573)659-9078 Telephone (573)426-6433 Telephone (314)770-1142 Facsimile (573)659.9079 Facsimile (573)42646466 Facsimile www.ger-inc.biz STANDARD FEE SCHEDULE February 2008 Staff Fee Rates: Hourly fees for staff services are indicated below: Position Hourly Rate Principal Engineer $ 125.00 Senior Project Engineer $ 115.00 Senior Civil Engineer $ 100.00 Civil Engineer $ 85.00 Senior Geologist $ 100.00 Environmental Geologist $ 90.00 Environmental Engineer III $ 90.00 Environmental Engineer II $ 80.00 Environmental Engineer 1 $ 70.00 Environmental Scientist $ 55.00 • CADD Technician II $ 70.00 CADD Technician 1 $ 55.00 Technician 11 $ 50.00 Technician 1 $ 40.00 CledcalIII $ 45.00 Clerical 11 $ 35.00 Clerical $ 25.00 Rates for In-House Services The following rates apply to services provided by GREDELL Engineering Resources,Inc. Full Size Plots(Plan Sheets) $ 10.001page Half Sete Plots(Plan Sheets) $ 2.50/page 11"x 1T Copies(BNW) $0.20/page 8.5°x 11"Copies(BN V) $ 0.151page Color Copies $ 0.30/page Mileage(for Project Use) $ 0.60/mile Other Direct Expenses: Other direct expenses are invoiced at actual costs times a 1.10 multiplier (10% Administrative Handling Charge). Direct expenses include,but are not limited tn: outside printing and reproduction;field equipment; transportation (other than mileage); subsistence outside of Jefferson City; laboratory fees; other vendor costs;and services subcontracted by Gredell Engineering performed by consultants or contractors. Invoices are due within 30 days of date of Invoice. Any amount not paid within 60 days of the date of the Invoice shall bear Interest from the date 10 days after the date of the invoice at a rate equal to the lesser of • 18 percent per annum or the highest rate allowed by applicable law. Unpaid balances 60 days or more may result in temporary or permanent cessation of services until payment issues are resolved. ® Printed on Recycled Paper ATTACHMENT B BIOSOLIDS MANAGEMENT PLAN FEE PROPOSAL City of Jefferson Public Works Services UNE ITEM TASK DESCRIPTION OF TASK TASK COMMENTS OR ASSUMPTIONS COST ESTIMATE PHASE I.-Evaluate Current and Future Biosolids Management Options 1 Background Information Evaluate data on existing facility and current regulations $2,300.00 2 Regional Facility Options Identify and evaluate data on mid-Missouri sludge quantities $2,100.00 3 Development of End Use Options Identify and evaluate EIGHT(8)and use options available $5,800.00 4 Meeting w/City to Select Options for Further Identify THREE(3)end use options for detailed evaluation $2,200.00 Study 5 Development of Project Alternatives Complete evaluation of selected options regarding to 7 factors $20,000.00 Prepare DRAFT report using final research data and City input. 6 DRAFT Report With Input From City includes working meeting with City staff to review DRAFT. $5,400.00 7 Finalize Report and Present to City Finalize Report to address final City input and comments $4,200.00 TOTAL PHASE 1 FEE PROPOSAL $42,000.00 NOTES: 1. Individual Task Line Item Cost Estimates are approximate only. 2. Fee Proposal includes a maximum of$4,000 for travel time and expense to biosolids facilities in other communities. 3. Fee Proposal includes a maximum of$2,500 for third party biosolids analysis. 4. Total Phase 1 Fee Proposal is'Maximum,not-to-exceed'value unless explicit approval is received from City of Jefferson. Prepared by GREDELL Engineering Resources,Inc. 10/11/2008 i • i ATTACHMENT C - Biosolids Management Plan Phase 1 Schedule for the City of Jefferson I November December_ I January i Febnia I March A _ _ (--rY Task Name i Duration Start f 0/211/2111/9, 1/1 1/2F 1/3[72JT 2/1?-2/2-'2/2�1/4!1/11i1/11/25 2/1 2/8 f2/1 '2/2?=C3/1 (31813/1031243/29 w..._ .... - — -- - City of Jefferson Approves Contract 1 day Tue 11/18/08 . 11118 Background Information 20 days Mon 11124!08 A.Evaluate the City's BMP 4 wks Mon 11/24/08 B.Evaluate current state f federal regulations 4 wks Mon 11/24/08 C.Predict future regulatory trends 4 wks Mon 11/24/08 l Regional Facility Options 4 wks Mon 11/24/08 Development of End Use Options 4 wks I Mon 11/24/08 Meet with City to Select Options for Further Study 2 wks Mon 12/22/08 , = Development of Project Alternatives 25 days Mon 115109 j A.Treatment Options 5 wits Mon 1/5109 L B.Class A Processing Options 5 wks Mon 115109 C.Storage Options 5 wks Mon 1!5/09 '' . .... ...:. D.Handling Options Mon 1/5109... 5 wits :::.:>:.::.:.........:<.:.• •-: E.Market Outlet Options 5 wits Mon 1/5109 F.Facility Options 5 wks Mon 1/5!09 G.Prepare Engineering Cost Analysis 5 wks Mon 115/09 Prepare DRAFT Report and Solicit City Input 30 days Mon 1119109 Prepare DRAFT Report Text&Documents 4 wks Mon 1119/09 City Staff review of DRAFT Report 2 wks Mon 2116109 ; Finalize Report and Present to City Staff 15 dmys Mon 312/09 Make Final Revisions,Copy&Bind 2 wks Mon 3/2/09 Present to City Council 1 wk ; Mon 3116109 i Task Milestone External Tasks Project:Biosolids Management Plan _ r _ City of Jefferson Split Summary External Milestone Date:Sat 10/11/08 Progress Project Summary Deadline Prepared by GREDELL Engineering Resources,Inc. Page 1 OPA"UCK WRITER`S FILE erson UU DEVELOPMENT 1 M e m o ra n d u m 9UI.lJVAN,ME,DRiCCTflR 320 East McCarty Street • Jefferson City, Missouri 65101 P: 573.634.6410 F: 573.634.6562 wwwjeffcitymo.org/cd Date: September 25, 2008 To: Steve Rasmussen, City Administrator Through: Pat Sullivan,.Director, Community Development From: Matt Morasch, Community Development Deputy Director Jor Public W Subject: Consultant Selection for Waste Water Division,Bio-Solid Disposal Study The standing consultant selection committee of the Community Development Department has completed their review of consultants to perform the above noted study and determined that Gredell Engineering Resources, Inc. of Jefferson City, is the most qualified to complete the project. The committee consisting of Pat Sullivan,Drew FElpert, Steve Schlueter, and myself met on August 20'�` with key personnel of the Waster Water Division(Eric Seaman and Dave Erwin)to review the submittals. wTwo firms, Gredell Engineering and Boone Consulting, submitted a letter of interest and quaiincataon documents, with Gredell being ranked as the most qualified. The City will now begin contract negotiations with Gredell Engineering. We anticipate a contract will be sent to the City Council for final approval within the next two months. If you have any questions please let us know. MM:mm C: Terry Stephenson,Purchasing(with submittals and rating forms) Eric Seaman, Waste Water UAPublicWorks\mmorasch\memo to SR on Waster Projects Consultant Selection.doc