Loading...
HomeMy Public PortalAbout18-9499 Exetention of Agreement with 300 Engineering Sponsored by: City Manager RESOLUTION NO. 18-9499 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING AN EXTENSION OF THE AGREEMENT WITH 300 ENGINEERING GROUP, P.A., PROVIDING WATER DISTRIBUTION OPERATIONS ASSESSMENT & OPTIMIZATION, IN AN AMOUNT NOT TO EXCEED $74,860.00; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Opa-Locka ("City") requires an assessment of its current water distribution procedures and system to bring its operations into compliance with the Florida Department of Environmental Protection and the Florida Department of Health; and WHEREAS, 300 Engineering Group, P.A. was previously engaged pursuant to Resolution 17-9417 to provide these services as outlined in their Scope of Work attached hereto as Exhibit A; and WHEREAS, the City Commission finds that it is in the best interest of the City to approve an extension of the Agreement with 300 Engineering Group, P.A to provide a Water Distribution Operations Assessment and Optimization; and NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Section 1. RECITALS ADOPTED. The recitals to the preamble herein are incorporated by reference. Section 2. AUTHORIZATION The City Commission hereby authorizes the City Manager to extend the City's Agreement with 300 Engineering Group, P.A, in a form acceptable to the City Attorney, for a Water Distribution Operations Assessment & Optimization in an amount not to exceed $74,860.00. Section 3. SCRIVENER'S ERRORS. Sections of this Resolution may be renumbered or re-lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of public hearing, by filing a corrected copy of same with the City Clerk. Resolution No. 18-9499 Section 4. EFFECTIVE DATE. This Resolution shall take effect immediately upon adoption and is subject to the approval of the Governor or his designee. PASSED AND ADOPTED this 13th day of June, 2018. Z(4 yra L. Taylor Mayor Attest to: Approved as to form and legal sufficiency: Jo.+ na Flores THE BROWN LAW GROUP, LLC City Clerk City Attorney Moved by: VICE MAYOR KELLEY Seconded by: COMMISSIONER RILEY Commissioner Vote: 5-0 Commissioner Holmes: YES Commissioner Riley: YES Commissioner Pigatt: YES Vice Mayor Kelley: YES Mayor Taylor: YES (i9 City of Opa-Locka Agenda Cover Memo Department Airia Austin Department —� Director: Director Signature: .0) • Budget Ernesto Reyes Budget Administrator: Administrator/ACM Signature: Finance Director: Bryan Hamilton FD Signature: Department Acting City Manager: Newall J. Daughtrey CM Signature: Commission 06/13/2018 Item Type: Resolution • dinan • Othe Meeting Date: X (EnterXin box) Fiscal Impact: Ordinance Reading: 1St Reading 2nd Reading (Enter X in box) Yes No (Enter X in box) x Public Hearing: Yes No Yes No (EnterXin box) X X (Enter Fund Advertising Requirement: Yes No &Dept) (EnterXin box) x Funding Source: Ex: Account#: $74,860.00 64-533312 Contract/P.O. Yes No RFP/RFQ/Bid#: Required: (EnterXin box) Strategic Plan Yes No Strategic Plan Priority Area: Strategic Plan Obj./Strategy: (list Related x Enhance Organizational 0 the specific objective/strategy this item will (EnterXin box) Bus.&Economic Dev 0 address) Public Safety Quality of Education 0 Qual.of Life&City Image 0 Communication 0 Sponsor Name City Manager Department: City Manager Short Title: Water Distribution Operations Assessment And Optimization-Phase II Staff Summary: It is in the best interest of the City to enter into an additional term under the original agreement with 300 Engineering Group, P.A. to perform ongoing assessment to be in compliance with the Florida Department of Health for the provision of a water system operator and to certify repairs to the water distribution system. Proposed Action: Staff recommends the approval of this addendum. Attachment: 1. Agenda 2. Previous Contract "THE GREAT CITY" v> °rkQ gpkridit MEMORANDUM TO: Newall J. Daughtrey, Acting City Manager FROM: Airia Austin, Public Works Director RA DATE: May 24, 2018 RE: Water Distribution Operations Assessment& Optimization—300 Engineering The intent of this item is to have 300 Engineering Group (300 Engineering) continue providing Water Distribution Operations Assessment & Optimization to ensure compliance with the Florida Department of Environmental Protection (FDEP) and the Florida Department of Health (FDOH), and avoid public safety issues. The FDEP requires the City of Opa-Locka (City) to have a licensed water distribution system operator and to maintain an Operations & Maintenance (O&M) log that tracks any work done to the system that could affect water quality, as dictated in the Florida Administrative Code (FAC), Chapter 62-699. Due to the size of the City and the number of water connections, FDEP requires the City to keep a Certified Level 2 Water Distribution System Operator. Currently, the City sustains a maintenance and repair crew, none of which possesses the required certification. Through the approval of this item, 300 Engineering will continue providing the City with a Certified Water Distribution System Operator to certify repairs that would require reporting to the FDOH — i.e., water main ruptures. Additionally, 300 Engineering will assist the City with the implementation of high priority items which are required by the FDEP and Miami-Dade County and/or may lead to public safety issues. These items include: conducting an as-built verification of water mains on rail road crossings; developing a fire hydrant inspection and repair program; and updating the water system atlas. Not moving forward with this item may lead to a permit moratorium (the City is currently incompliant with FDEP and FDOH) and hefty penalties to the City. 780 FISHERMAN STREET,OPA-LOCKA,FLORIDA 33054(305)953-3058 AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF HANDICAP Efficient.Responsive. Innovative. May 17th, 2018 Mr.Airia Austin Public Works Director/Director of Capital Improvement Programs City of Opa-Locka 780 Fisherman Street,4'h Floor Opa-Locka, FL 33054 Re: Water Distribution Operations Assessment & Optimization Phase 2: Implementation of High-Priority Items Identified on Phase 1 —Scope of Work As requested, 300 Engineering Group, P.A. (300 Engineering) is pleased to provide this scope of work and fee proposal for services related to the City's water distribution system optimization. The intent of this proposal is to provide funding for this project identified herein. Work will be performed as a project under the Professional Service Agreement between the City of Opa- Locka and 300 Engineering. We look forward to working with the City of Opa-Locka on this important assignment. If there are any questions, please do not hesitate to contact us. Regards 300 Engineering Group, P.A. (2/14;4 Omar J. Herrera Vice President Attachments: As stated cc: Franklin A.Torrealba, PE/300 Engineering Aracelis Urieta/300 Engineering Email:info @300engineering.com PH:305-602-4602 I Fax:305-675-2373 I 3850 Bird Road 1 Suite 601 Miami,Florida 33146 I Web:www.300engineering.com CITY OF OPA-LOCKA Water Distribution Operations Assessment & Optimization Phase 2: Implementation of High-Priority Items Identified on Phase 1 SCOPE OF WORK May 17, 2018 Prepared for: CITY OF OPA-LOCKA y, lUt'Y r $ u, e ryi.. n1r Prepared by: 300 Engineering Group, P.A. 3850 Bird Road, Suite 601 Miami, Florida 33146 Table of Contents INTRODUCTION 2 DESCRIPTION OF SERVICES 2 1 On-site and On-call Water Operations Optimization and Assistance 3 2 Update Water System Atlas, including Valve Inventory(Pilot Project for Nichols Area) 3 A. Data Collection and Public Works Staff Interviews 3 B. Field Verification of System Assets Location 4 C. Updates to Water System Atlas 4 3 Develop a Fire Hydrant Inspection and Repair Program 5 4 As-Built Verification of Rail Road Crossings 5 SCHEDULE 5 INVOICING 6 COMPENSATION 6 ASSUMPTIONS 6 1 .v CITY OF OPA-LOCKA Water Distribution Operations Assessment & Optimization Phase 2: Implementation of High-Priority Items Identified on Phase 1 SCOPE OF WORK INTRODUCTION The City of Opa-Locka (City) has a large user agreement with Miami-Dade County Water and Sewer Department (WASD), who supplies the City's potable water through three metered connections, located at: NW 151st Street and NW 37th Avenue, NW 135th Street and NW 22nd Avenue and NW 135th Street and NW 42nd Avenue. In addition, the City also has three emergency interconnections: one with the City of North Miami, one with the City of North Miami Beach and one with the City of Hialeah. The City's water distribution system is comprised of approximately 471,000 linear feet of pipeline ranging from 2 inches to 24 inches in diameter, constructed in different materials including: CIP, AC, PVC, DIP, among others. The aging infrastructure presents a high quantity of unaccounted- for water losses and system failures. In addition, the City needs to bring their operations into compliance with the Florida Department of Environmental Protection (FDEP) and the Florida Department of Health (FDOH), which have requested the City to have licensed water distribution system operators and to maintain an Operations & Maintenance (O&M) log that tracks any work done to the system that could affect water quality, among others. DESCRIPTION OF SERVICES The City of Opa-Locka is seeking assistance for an overall assessment of their current procedures and system, as well as advising to bring their operations into compliance with the FDEP and the FDOH. The project"Water Distribution Operations Assessment&Optimization" has been divided into the following four(4) phases: 1. Data Collection, Operations Assessment and On-site and On-call assistance (On going) 2. Implementation of High-Priority Items Identified on Phase 1 (This Scope of Work) 3. Implementation of Next-Priority Items Identified on Phase 1 (Future Phase) 4. Preventive Maintenance and Monitoring (Future Phase) 300 Engineering Group(300 Engineering) executed Phase 1 of the project, which consisted of: a preliminary assessment to evaluate the water distribution system and formulate recommendations for the enhancement and improvement of the system operation, and providing assistance for water operations optimization to comply with the Florida Administrative Codes (FAC) and FOH requirements. The findings and recommendations originated from Phase 1 have been ranked according to the City's immediate needs and "High-Priority" items for Phase 2 have been identified. 300 Engineering is hereby presenting a scope of services to provide the City of Opa-Locka with Water Distribution Operations Assessment & Optimization, Phase 2: Implementation of High- Priority Items Identified on Phase 1, and continuation of On-site and On-call Assistance to 2 ensure compliance with FDOH requirements. 300 Engineering intends to undertake these tasks on a Time and Materials effort with staff as requested and approved by the City. Phase 2: Implementation High-Priority Items Identified on Phase 1, and continuation of On-site and On-call assistance has been divided into the following tasks: Task Description 1 On-site and On-call Water Operations Optimization and Assistance 2 Update Water System Atlas, including Valve Inventory (Pilot Project for Nichols Area) 3 Develop a Fire Hydrant Inspection and Repair Program 4 As built Verification of Rail Road Crossings 1 On-site and On-call Water Operations Optimization and Assistance 300 Engineering will continue assisting, as needed, with emergencies, such as water main ruptures or other type of repairs that would require reporting to the FDOH. 300 Engineering will also work with the City of Opa-Locka crew(on the job)during routine operations and maintenance and will offer guidelines and suggestions to assist on compliance with the Florida Administrative Codes(FAC).The on-site and on-call services described herein are anticipated to be a team effort as the City's field crew shall be present accompanying the 300 Engineering staff at all times. It is the responsibility of the City's staff to notify 300 Engineering of any break and/or repair to be made in the water system, as soon as possible, for 300 Engineering's staff to sign off the work on the O&M log book. 2 Update Water System Atlas, including Valve Inventory (Pilot Project for Nichols Area) The updates to the Water System Atlas will be executed in stages. 300 Engineering will initiate this task with a pilot project at Nichols Area, which is part of Service Zone 5, consists of 0.11 square miles and possesses approximately 22 water valves and 6 fire hydrants. The area was considered a high priority due to the presence of lead services and undersized alley water mains. The updates to the water atlas entails the following sub-tasks. A. Data Collection and Public Works Staff Interviews 300 Engineering will perform data collection services on the City's water system, to resolve gaps of information and clarify discrepancies identified during Phase 1. These gaps of information/discrepancies include, but are not limited to: service area map, interconnections with WASD and other utilities, assets location, number, material and diameter of water mains, among others. Services to be performed under this sub-task may include the following items: • Collection of available system records, including GIS Shapefiles, AutoCAD files from previous water atlas versions, As-builts, record drawings or other engineering drawings 3 @@ • Interviews with the City's staff to collect information on the actual layout of the City's water distribution system • Documentation of water distribution system modifications(past, current and planned)from the City's staff records, knowledge and experience. B. Field Verification of System Assets Location Based on the information collected from the previous sub-task, 300 Engineering will perform field visits to the pilot project area to verify the location of above ground system assets (fire hydrants and valves). The information collected during the field verifications will be included in the updated Water System Atlas. Locations of such assets will be documented in terms of North, East, South, and West measurements from a known point, such as roadways center lines (C/L). The size of each valve and number of turns will also be documented. If necessary,estimation of buried assets using above ground infrastructure as guide (i.e., isolation valves) may be used to estimate the location of water mains. The field verifications contemplated under this scope of work will consist of above-ground visual inspection only. No survey will be performed under this scope of work. 300 Engineering will not operate valves. C. Updates to Water System Atlas Based on the information gathered in the two previous sub-tasks, 300 Engineering will update the Water Distribution System Atlas for the pilot project to include latest available data on the service area, water mains, valves and fire hydrants. The new Atlas will include a valve inventory with location, size and number of turns for each valve. 300 Engineering will digitize the Water System Atlas and Valve Inventory Data into the City's existing GIS Waster Database. 300 Engineering may include the following attributes, as available from the City's records and collected information: • Pipeline diameter • Pipeline material • Valve location, size and number of turns for each valve • Fire hydrant location It is the responsibility of the City's staff to provide 300 Engineering with the latest available GIS shapefiles. Deliverables 300 Engineering will provide the City of Opa-Locka with the following deliverables under Task 2: • Compiled data collected electronically • Field Verification Forms—these forms shall contain a summary the information collected on above ground water system assets, as described above • Water System Atlas sheets for the pilot project in 24"X 36"format—this Atlas shall include: updated service area map and valve inventory for Nichols Area only • Updated Water System GIS Database for the pilot project(.gdb) 4 3 Develop a Fire Hydrant Inspection and Repair Program 300 Engineering will work alongside the City of Opa-Locka staff on the development of an annual Fire Hydrant Inspection and Repair Program. The Fire Hydrant Inspection and Repair Program may include the following items: • Procedures to perform General Appearance Assessments • Leaks Detection Protocol • Hydrant Flushing and Operation • Inspections and Nut Replacements Protocol • Fire Flow Testing Protocol • Communications and Repair Coordination Protocols with corresponding Fire Department Deliverables 300 Engineering will provide the City of Opa-Locka with the following deliverables under Task 3: • Fire Hydrant Inspection and Repair Program — this report shall include: inspection frequency, procedures, check list and responsibilities; fire flow testing planning, procedures, responsibilities and record keeping; hydrant repairs and maintenance protocols and responsibilities 4 As-Built Verification of Rail Road Crossings During Phase 1 (Data Collection, Operations Assessment and On-site and On-call assistance), 300 Engineering identified eight (8) rail road water lines crossings. However, it is unknown whether the water mains have proper casings at these locations. 300 Engineering will reach out to the railroad owners and perform an investigation on the data available on their records, specifically 300 Engineering will request as-built information. The data collected during this task will be included in the updated Water System Atlas, to be developed under Task 2 of this Scope of Work. Deliverables 300 Engineering will provide the City of Opa-Locka with the following deliverables under Task 4: • Rail Road Crossing As-Built Verification Report—this this report shall include the results of the data verification as described above and shall be no longer than five (5) pages SCHEDULE The Project Schedule is approximately three (3) months from NTP. 5 INVOICING Invoicing will be monthly as per Contract for this project BETWEEN THE CITY OF OPA-LOCKA AND 300 ENGINEERING. The City of Opa-Locka shall pay 300 Engineering invoices within 30 days of invoice submittal. COMPENSATION The services described herein will be performed on a "Time and/or Material" fee basis as per Contract for this project BETWEEN THE CITY OF OPA-LOCKA AND 300 ENGINEERING. ODCs are to be paid as presented and approved. An estimated fee schedule is presented in Appendix A. ASSUMPTIONS This Scope of Services is based on the following assumptions: • The tasks presented in this scope of work are ongoing efforts and may not be completed with the estimated number of hours presented herein. The completion of these tasks is subject to the availability and cooperation of the City of Opa-Locka's staff. • 300 Engineering will conduct the activities described under Task 2: Update Water System Atlas, including Valve Inventory by stages. This effort will start with the pilot project at Nichols Area. • The City of Opa-Locka will provide 300 Engineering with the AutoCAD files of the two versions of the Water System Atlas. • The City of Opa-Locka will provide 300 Engineering with the available GIS shapefiles to integrate the Water Atlas data. • The City of Opa-Locka's staff will work cooperatively with 300 Engineering staff in an understanding that this project involves a team effort to update the water system atlas. • The City of Opa-Locka's staff will be available to perform interviews with 300 Engineering and collect data of the actual system layout that is not currently documented in the City's records. • It is assumed that City of Opa-Locka's staff will be available to accompany 300 Engineering's staff during field verification visits. 300 Engineering will not operate the valves during field verification visits and this will be responsibility of City's staff. • 300 Engineering will not perform surveying services under this scope of work. • Identification of other utilities is not included as part of this scope of work. • The City of Opa-Locka and its crew will keep an open line of communication with 300 Engineering staff. • 300 Engineering shall not be liable for ruptures, collapses or any other malfunction on the City of Opa-Locka's infrastructure (roads, water and sewer assets, drainage assets, or other utilities). • 300 Engineering shall not be liable for any penalties from the FDEP, FDOH, FAC, or any other agency related to non-compliance on the water system of the City of Opa-Locka • Services for Phases 3, and 4 are future services and, therefore, are not included in fee schedule presented herein. • In consideration of this Project, unrestricted access to data and information sources is made available to the 300 Engineering. 300 Engineering shall comply fully with all security 6 procedures, and shall not divulge to third parties all confidential Data Information obtained from the City of Opa-Locka during performing consulting services, including, but not limited to, security procedures, business operations information or proprietary information in the possession of the City of Opa-Locka. 300 Engineering shall not be required to keep confidential information or material that is publicly available through no fault of 300 Engineering, material that the 300 Engineering developed independently without relying on the State's or Customer's confidential information, or material that is otherwise obtainable under State Law as a public record. 7 8 88888 8 88 8 / § k§#4N & ,4242# & 44 4 $ o 8 88888 8 5 ° k§##q 2 2---a o ■ | 8 v 8 8 8 § 8: 2 � ( ) Q) 2 ■ �.0nm , K! # o;I- - # gir I - �m . ° ©- ° ! s C § ` -- C } i ( §° °°e ! a. k- .5 , ,,,V A < z. W■ / o = , E IL . W< 1- C § ° k o - , ,00, E2 ® ` o - ■ ■ . 8 O.WV, , -1 o 4 a. ` ' k % IliggiE f! |;e o | B v r -Ee o g 2g2/gm 48 " ti k k k gt / 0 , , | k : I& A 281 |! a \. ! §\ H 1-111113 ;!% Ok! 8 £ | 1 !`| i! l | | l_ : ;!■ ;! ! ; !,| ai; Sponsored by: City Manager RESOLUTION NO. 17-9417 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, RETROACTIVELY APPROVING THE HIRING OF 300 ENGINEERING GROUP, P.A. AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR A WATER DISTRIBUTION OPERATIONS ASSESSMENT & OPTIMIZATION IN AN AMOUNT NOT TO EXCEED $48,700.00; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Opa-Locka ("City") requires an assessment of its current water distribution procedures and system to bring its operations into compliance with the Florida Department of Environmental Protection and the Florida Department of Health;and WHEREAS, 300 Engineering Group, P.A. has been engaged to provide these services as outlined in their Scope of Work attached hereto as Exhibit A at a cost not to exceed$48,700.00; and WHEREAS, the City Commission fmds that it is in the best interest of the City to approve the hiring of 300 Engineering Group, P.A to provide a Water Distribution Operations Assessment and Optimization; and NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA,FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission retroactively approves the hiring 300 Engineering Group, P.A. and authorizes the City Manager to enter into an agreement, in a form acceptable to the City Attorney, for a Water Distribution Operations Assessment & Optimization in an amount not to exceed$48,700.00. Section 3. This Resolution shall take effect immediately upon adoption, and is subject to approval of the Governor or Governor's Designee. PASSED AND ADOPTED this 27th day of September, 2017. Resolution No. 17-9417 4 L. aylor Mayor A I o: Approved as to form and legal sufficiency r :&L _ J•: 1 Flores Vincent T.Brown,Esq. City erk The Brown Law Group,LLC City Attorney Moved by: COMMISSIONER HOLMES Seconded by: COMMISSIONER RILEY Commissioner Vote: 5-0 Commissioner Holmes: YES Commissioner Riley: YES Commissioner Pigatt: YES Vice Mayor Kelley: YES Mayor Taylor: YES CITY OF OPA-LOCKA Water Distribution Operations Assessment & Optimization SCOPE OF WORK January 26, 2017 Prepared for. CITY OF OPA-LOCKA Aft.:Yvette Harrell, Esq./City Manager 780 Fisherman Street Opa-Locka, FL 33054 C ` •V 9 • Prepared by: 300 Engineering Group,P.A. 3850 Bird Road,Suite 601 Miami,Florida 33146 3eauggnalmeraw Table of Contents INTRODUCTION ... ....„.........„».....2 DESCRIPTION OF SERVICES......„...»....»...„ .....»... ..........„......»„.„.......„„»..2 100 DATA COLLECTION............„.......„„.........»......„..»....».. ....„........_ 3 200 WATER SYSTEM OPERATIONS ASSESSMENT.„..........„...„...........»....... „_„„......»...3 300 ON-SITE AND ON-CALL WATER OPERATIONS OPTIMIZATION AND ASSISTANCE 3 DELIVERABLES .„ 3 SCHEDULE .4 INVOICING INVOICING 4 COMPENSATION.... ,,,,.,„ .„.....»....4 ASSUMPTIONS .»„............»..„.......„.4 FUTURE TASKS(NOT INCLUDED ON THIS SCOPE OF WORK)..........„ „.»,..„,„„,,,,,,5 CITY OF OPA-LOCKA Water Distribution Operations Assessment& Optimization SCOPE OF WORK INTRODUCTION The City of Opa-Locka's Water Distribution serves an area of approximately 3 square miles and has approximately 5,000 service connections. The City currently purchases water from the Miami-Dade Water & Sewer Department, hereinafter referred to as WASD, through three metering stations. In addition, the City also has two emergency interconnections: one with the City of North Miami and one with the City of North Miami Beach. Presently,the City of Opa-Locka sustains one maintenance and repair crew consisting of three (3) employees. In 2011, the Florida Department of Environmental Protection (FDEP) required that all water distribution system operators must be licensed and are requested to maintain an Operations&Maintenance(O&M)log that tracks any work done to the system that could affect water quality. In this sense and due to the size of the City of Opa-Locka's system and number of connections, their operators are then required to keep a Level 2 Water Distribution System Operators Certification. DESCRIPTION OF SERVICES The City of Opa-Locka is seeking assistance for an overall assessment of their current procedures and system,as well as advising to bring their operations into compliance with the FDEP and the Florida Department of Health(FDOH). The City is also in need of a licensed operator to assist them when needed for certification of the repairs to the water distribution system, along with offering expert guidance as required. 300 Engineering Group, PA (300 Engineering) is hereby presenting a scope of services to provide the City of Opa-Locka with Water Distribution Operations Assessment& Optimization. 300 Engineering intends to undertake this effort on a Time and Materials effort with staff as requested and approved by the City. This will be a team effort between the City operators and 300 Engineering staff. This project, 'Water Distribution Operations Assessment& Optimization" has been divided into the following three(3)sub-tasks: Subtask Description 100 Data Collection 200 Water System Operation Assessment 300 On-site and On-call Water Operations Optimization and Assistance 2 4 C •>daatcneNCII6Na P. P.A. V 100 DATA COLLECTION 300 Engineering will perform data collection services on the City's water system. Services to be performed under this sub-task may include the following items: • Introductory meeting with key City staff to gather information regarding procedures in Place • Available system records and previous job photo logs • Interviews and/or follow up meetings with the City's staff to identify operation issues • Documentation of present suggestions/recommendations from the City's staff as to how to optimize their procedures • Follow up meetings in the field with the City's staff to gather information regarding their current practices 200 WATER SYSTEM OPERATIONS ASSESSMENT Based on the information collected from the previous sub-task,300 Engineering will evaluate the operation of the City of Opa-Locka's water system, staff performance, and current procedures. 300 Engineering will provide a preliminary assessment report which will include recommendations for the enhancement and improvement of the City's water system operation procedures(current). The implementation of the recommendations included on this report shall help bring the City of Opa-Locka into compliance with the FDOH requirements. 300 ON-SITE AND ON-CALL WATER OPERATIONS OPTIMIZATION AND ASSISTANCE 300 Engineering will assist as needed with emergencies, such as water main ruptures or other type of repairs that would require reporting to the FDOH. 300 Engineering will also work with the City of Opa-Lorca crew (on the job) during routine operations and maintenance and will offer guidelines and suggestions to assist on compliance with the Florida Administrative Codes(FAC). The on-site and on-call services described herein are anticipated to be a team effort as the City's field crew shall be present accompanying the 300 Engineering staff at all times. DELIVERABLES 300 Engineering will provide the City of Opa-Locka with the following deliverables under this scope of work: • Compiled data collected electronically(sub-task 100) • Preliminary Water System Operations Assessment report — this report shall include recommendations, as listed above, to the City's current water system operation procedures and shall be no longer than 5 pages(sub-task 200) • Documentation of the on-site and on-call emergency activities—this documentation will consist of a 1-2 page summary of activities performed for emergency repairs (sub-task 300) 3 C + 4iea2 GROUP"P.A. SCHEDULE The Project Schedule is approximately three(3)months from NTP. INVOICING Invoicing will be monthly as per Contact for this project BETWEEN THE CITY OF OPA-LOCKA AND 300 ENGINEERING. The City of Opa-Locka shall pay 300 Engineering invoices within 30 days of invoice submittal. COMPENSATION The services described herein will be performed on a 'Time and/or Material" fee basis as per Contract for this project BETWEEN THE CITY OF OPA-LOCKA AND 300 ENGINEERING.ODCs are to be paid as presented and approved. An estimated fee schedule is presented in Appendix ASSUMPTIONS This Scope of Services is based on the following assumptions: • The City of Opa-Locka will provide copies of available system records,to include system drawings,atlases,and previous job photos needed to make an accurate assessment. • The City of Opa-Locka's crew will work cooperatively with 300 Engineering staff in an understanding that this project involves a team effort to assist them with meeting FDOH requirements. • Insurance requirements are in place. • The FDOH does recognize that City of Opa-Locka's operators with Level C Water Treatment Operators license will be equal to a Level 2 Water Distribution Operator License and will be accepted for compliance with the Florida Administrative Code(FAC). • The City of Opa-Locka and its crew will keep an open line of communication with 300 Engineering staff. • 300 Engineering shall not be liable for ruptures,collapses or any other malfunction on the City of Opa-Locka's infrastructure(roads,water and sewer assets,drainage assets, or other utilities). • 300 Engineering shad not be liable for any penalties from the FDEP, FDOH,FAC,or any other agency related to non-compliance on the water system of the City of Opa-Locka. • In consideration of this Project,unrestricted access to data and information sources is made available to the 300 Engineering. 300 Engineering shall comply fully with all security procedures,and shall not divulge to third parties all confidential Data Information obtained from the City of Opa-Locka during performing consulting services, including,but not limited to,security procedures,business operations information or proprietary information in the possession of the City of Opa-Locka. 300 Engineering shall not be required to keep confidential information or material that is publicly available through no fault of 300 Engineering,material that the 300 Engineering developed independently without relying on the State's or Customer's confidential information,or material that is otherwise obtainable under State Law as a public record. 4 �, i�we.s exist, tlur.r.A • w FUTURE TASKS (NOT INCLUDED ON THIS SCOPE OF WORK) • After completion of the described services, it is recommended that the City of Opa-Locka considers the following future tasks: • Operational and Compliance Assessment,Analysis and Recommendation Report • Development of'Standard Operating Procedures' • Development of Electronic O&M Logs • GIS Development • Metering • Preventive Maintenance Protocols(CMOM Type) • Records Update r I I \ § ■ . . . ! § § R o h l 11 ! � 111 s ` ! 3 1 1 k ■ ■ ■ I § ® t ■ ■ . � i ! ' g , ■ , a - � E[1.1 rkr . td L » [� | mr . $ .• - ■ \ ! , I 1� ! $ , � ■ ■ § C , •: P e.Are City of Opa-locka Water Distribution Operations Assessment&Optimization Efficient. Responsive. Innovative. AGENDA Water Distribution Operations Assessment& Optimization/Kick-off Meeting Date: Apr 06, 2017 Time: 01:00 PM—02:00 PM Location: 780 Fisherman Street,4th Floor, Opa-locka, FL. 1. Introduction 2. Overall Project Phases 3. Phasel —Data Collection a. Meeting/Interview with Key Staff b. O&M Log Book c. System Maps 4. Phase 1 —Water System Operations Assessment a. Preliminary assessment report 5. Phase 1 — On-Site and On-Call Water Operations Optimization and Assistance. a. Team effort(assistance of Opa-locka's field crew) b. Key staff contacts/communications plan for emergency events c. Boil water and other notices d. Minimum charge time for on-site emergency calls e. Senior operator(Daniel Mathews)back up 6. Others • v a► CITY OF OPA-LOCKA Water Distribution Operations Assessment & Optimization SCOPE OF WORK — Rev. 2 March 1, 2017 Prepared for. CITY OF OPA-LOCKA Att.:Yvette HarreN, Esq./City Manager 780 Fisherman Street Opa-Locka, FL 33054 16 °r waan Prepared by: 300 Engineering Group,P.A. 3850 Bird Road, Suite 601 Miami, Florida 33146 C> G4v-iiie: Table of Contents INTRODUCTION 2 DESCRIPTION OF SERVICES(PHASES) 2 1 Data Collection,Operations Assessment and On-Site and On-Call Assistance 3 A. Data Collection 3 B. Water System Operations Assessment 3 C. On-site and On-call Water Operations Optimization and Assistance 3 Deliverables 3 2 Data Implementation of High-Priority Items Identified on Phase 1 (Future Phase) 4 3 Implementation of Next-Priority Items Identified on Phase 1 (Future Phase) 4 4 Preventive Maintenance and Monitoring(Future Phase) 4 SCHEDULE 4 INVOICING 5 COMPENSATION 5 ASSUMPTIONS 5 v CITY OF OPA-LOCKA Water Distribution Operations Assessment & Optimization SCOPE OF WORK INTRODUCTION The City of Opa-Locka's Water Distribution serves an area of approximately 3 square miles and has approximately 5,000 service connections. The City currently purchases water from the Miami-Dade Water & Sewer Department, hereinafter referred to as WASD, through three metering stations. In addition, the City also has two emergency interconnections: one with the City of North Miami and one with the City of North Miami Beach. Presently,the City of Opa-Locka sustains one maintenance and repair crew consisting of three (3) employees. In 2011, the Florida Department of Environmental Protection (FDEP) required that all water distribution system operators must be licensed and are requested to maintain an Operations&Maintenance(O&M) log that tracks any work done to the system that could affect waiter quality,In this sense and due to the size of the City of Opa-Lodca's system and number of connections, their operators are then required to keep a Level 2 Water Distribution System Operators Certification. DESCRIPTION OF SERVICES (PHASES) The City of Opa-Lodca is seeking assistance for an overall assessment of their current procedures and system, as well as advising to bring their operations into compliance with the FDEP and the Florida Department of Health (FDOH). The City is also in need of a licensed operator to assist them when needed for certification of the repairs to the water distribution system, along with offering expert guidance as required. 300 Engineering Group, P.A. (300 Engineering) is hereby presenting a scope of services to provide the City of Opa-Lodca with Water Distribution Operations Assessment & Optimization. 300 Engineering intends to undertake this effort on a Time and Materials effort with staff as requested and approved by the City. This will be a team effort between the City operators and 300 Engineering staff. This project, "Water Distribution Operations Assessment&Optimization" has been divided into the following four(4)phases: Phase Description 1 Data Collection,Operations Assessment and On-site and On-call assistance 2 Implementation of High-Priority Items Identified on Phase 1 (Future Phase) 3 Implementation of Next-Priority Items Identified on Phase 1 (Future Phase) I4 I Preventive Maintenance and Monitoring(Future Phase) 1 Data Collection, Operations Assessment and On-Site and On-Call Assistance A. Data Collection 300 Engineering will perform data collection services on the City's water system. Services to be performed under this sub-task may include the following items: • Introductory meeting with key City staff to gather information regarding procedures in Place • Available system records and previous job photo logs • Interviews and/or follow up meetings with the City's staff to identify operation issues • Documentation of present suggestions/recommendations from the City's staff as to how to optimize their procedures • Follow up meetings in the field with the City's staff to gather information regarding their current practices B. Water System Operations Assessment Based on the information collected from the previous sub-task,300 Engineering will evaluate the operation of the City of Opa-Locka's water system, staff performance, and current procedures. 300 Engineering will provide a preliminary assessment report which will include recommendations for the enhancement and improvement of the City's water system operation procedures(current). The implementation of the recommendations included on this report shall help bring the City of Opa-Locka into compliance with the FDOH requirements. C. On-site and On-call Water Operations Optimization and Assistance 300 Engineering will assist as needed with emergencies, such as water main ruptures or other type of repairs that would require reporting to the FDOH. 300 Engineering will also work with the City of Opa-Locka crew (on.the job) during routine operations and maintenance and will offer guidelines and suggestions to assist on compliance with the Florida Administrative Codes(FAC). The on-stie and on-call services described herein are anticipated to be a team effort as the City's field crew shall be present accompanying the 300 Engineering staff at all times. Deliverables 300 Engineering will provide the City of Opa-Lodca with the following deliverables under this scope of work: • Compiled data collected electronically(Phase 1,A) • Prelimiinary Water System Operations Assessment report — this report shall include recommendations, as fisted above, to the City's current water system operation procedures and shall be no longer than 5 pages(Phase 1, B) 3 ,, F E C "w • Documentation of the on-site and on-call emergency activities—this documentation will consist of a 1-2 page summary of activities performed for emergency repairs(Phase 1,C) 2 Data Implementation of High-Priority Items Identified on Phase 1 (Future Phase) 300 Engineering will work alongside the City of Opa-Locka staff on the implementation of the critical items identified on the Preliminary Water System Operations Assessment report developed on Phase 1, B of this project. These items may include, but are not limited to, the following: • Operational and Compliance Assessment,Analysis and Recommendation Report • Development of"Standard Operating Procedures" • Development of Electronic O&M Logs • GIS Development • Metering • Preventive Maintenance Protocols(CMOM Type) • Records Update Services for this phase are not included in the fee schedule presented herein. 3 Implementation of Next-Priority Items Identified on Phase 1 (Future Phase) 300 Engineering will work alongside the City of Opa-Locka staff on the implementation of the remaining or next-priority items identified on the Preliminary Water System Operations Assessment report developed on Phase 1,B of this project Services for this phase are not included in the fee schedule presented herein. 4 Preventive Maintenance and Monitoring (Future Phase) 300 Engineering will work alongside the City of Opa-Locka staff on preventive maintenance and monitoring activities for their Water System,including the development of preventive maintenance protocols. This Phase may include the development of standard operating procedures, as well as,training to current staff. Services for this phase are not included in the fee schedule presented herein. SCHEDULE The Project Schedule is approximately three(3)months from NTP. 4 '4 „a=.Itv;E.-GAM4p. :0 A .r INVOICING Invoicing will be monthly as per Contract for this project BETWEEN THE CITY OF OPA LOCKA AND 300 ENGINEERING. The City of Opa-Lodca shall pay 300 Engineering invoices within 30 days of invoice submittal. COMPENSATION The services described herein will be performed on a "Time and/or Material" fee basis as per Contract for this project BETWEEN THE CITY OF OPA-LOCKA AND 300 ENGINEERING.ODCs are to be paid as presented and approved. An estimated fee schedule is presented in Appendix A. ASSUMPTIONS This Scope of Services is based on the following assumptions: • The City of Opa-Lodca will provide copies of available system records,to include system drawings, atlases,and previous job photos needed to make an accurate assessment. • The City of Opa-Lodca's crew will work cooperatively with 300 Engineering staff in an understanding that this project involves a team effort to assist them with meeting FDOH requirements. • Insurance requirements are in place. • The FDOH does recognize that City of Opa-Locka's operators with Level C Water Treatment Operators license will be equal to a Level 2 Water Distribution Operator License and will be accepted for compliance with the Florida Administrative Code(FAC). • The City of Opa-Locka and its crew will keep an open line of communication with 300 Engineering staff. • 300 Engineering shall not be liable for ruptures,collapses or any other malfunction on the City of Opa-Lodca's infrastructure (roads, water and sewer assets, drainage assets, or other utilities). • 300 Engineering shall not be liable for any penalties from the FDEP, FDOH, FAC, or any other agency related to non-compliance.on the water system of the City of Opa-Lodca. • Services for Phases 2,3,and 4 are future services and,therefore,are not included in fee schedule presented herein. • In consideration of this Project, unrestricted access to data and information sources is made available to the 300 Engineering. 300 Engineering shall comply fully with all security procedures,and shall not divulge to third parties all confidential Data Information obtained from the City of Opa-Locka during performing consulting services,induding,but not limited to, security procedures, business operations information or proprietary information in the possession of the City of Opa-Locka. 300 Engineering shall not be required to keep confidential information or material.that is publicly available through no fault of 300 Engineering, material that the 300 Engineering developed independently without relying on the State's or Customer's confidential information, or material that is otherwise obtainable under State Law as a public record. 5 r: :.: p: .., . . . • CRT of oPMLOCICA Maw owmlroen Owasso ArrrewrA0,0-.11 PEE u ULE ApWlxA Seder 1.1341.‘ w,reew....w 11016114.3 �... 011.3140 p,n' p n.w� nm,r11 MOD 11//.00 ' 117a1/ Sir + .rC.rwaomn.i..7f..n.w1.!/on4101001 nagadMl... 8 1 40 - 4 40 ..1:MENNEi6=m, 1.S i1r•rior a0r1101nanw.nila • 1 .:!. ri1. . -! -110 "tf"'..., c-T . to onaY.rrererffrdwr11.n.ar11lrr.•rlw14w1. 7 4 fa 4 11 LE:rSiINSi 7/i7 1-1: . 1 10 .fU. $ 1M -- UafrM , oae,.11rwa , . am'a -I.� t_• :: •111404 w4rY/a Mww/hiMwwr/w.we1 Weft �..___ .A.1 11.1 IP . . . . . _ , . •1 . . . . •, . . , „ - .",