HomeMy WebLinkAboutTask Order No 4 - Stantec Consulting Services Inc - LTCP Tasks1316 COUNTY-CHT BUILDINU PIIONra" 574/235-9251
227 W. JEFFERSON BOULEVARD PFACE
P'AX 574/ 235-9171
Sourii BEND. INDIANA 46601-1830
CITY OF SOUTH BEND PUM BUFFIGIEG, MAYOR
BOARD OF PUBLIC WORKS
WMEMIRM
Joe Johnson
Stantee Consulting Services, Inc.
350 N. Orleans Street, Suite 1301
Chicago, IL 60654
RE: Task Order No, 4
Dear Mr. Johnson:
The Board of Public Works, at its meeting held on April 24, 2018, approved the: above
referenced agreement regarding preparation for regulatory meetings and other Long Term
Control Plan tasks in the amount of $188,920.
Enclosed please find a copy of the agreement for your records.
If you have any further questions regarding this matter, please call this office at (574) 235-
9251.
Sincerely,
T-V(
Linda M. Mai -tin, Clerk
Enclosure
c: Kieran Fahey, Engineering
GARY A. GILOT SUGAR NA M. FRITZBERG EIAZABETjj A. MARADIK JAMEs A. MUELLER TuwRESE J. DORAU
Attachment A
TASK ORDER 04
2018 CSO LTCP NEGOTIATIONS SUPPORT
This Task Order is made this the) tk day of !- � , 2011, by and between the Board of Public
Works, City of South Bend, Indiana ("CLIENT") a d Stantec Consulting Services Inc. ("CONSULTANT")
pursuant to the terms and conditions set forth in the Master Services Agreement executed between the
parties on the 11th day of April, 2017, ("Agreement"), which incorporated this Task Order by reference.
1. The CONSULTANT Job Number for this Task Order is 173440_. The CONSULTANT
Contract Number and Job Number shall be referenced in each invoice submitted by CONSULTANT to
CLIENT under this Task Order.
CLIENT seeks consultant team support for ongoing analyses, communications, and meetings related to
the pursuit of modifications to the City's current Combined Sewer Overflow (CSO) Long-term Control
Plan (LTCP). All deliverables prepared under this task order will be submitted to the CLIENT in digital
format (Microsoft Word or Adobe PDF) unless otherwise specifically noted.
2. The Services to be provided under this task order are described below:
Task 4.1: LTCP Negotiation Support ---- CONSULTANT will provide technical and consulting support to
CLIENT for analyses related to the ongoing discussions with regulatory agencies regarding potential
modifications to the City's current combined sewer overflow (CSO) long term control plan. Support
services are anticipated to include:
- Preparation of updated documentation of the basis for opinions of probable construction costs for
remaining projects included in Phase 2 of the current LTCP (Lead: American Structurepoint);
- Expanded documentation of the City's current smart sewers system including the number, type,
location, and status of current and proposed future sensors, as well as recommendations for
enhanced analysis of data gathered from the smart sewers system (Lead: EmNet);
- Expanded documentation of the basis for modifications and updates to the CLIENT's wastewater
collection system model and the approaches adopted to simulate proposed modifications to the
existing LTCP (Lead: Stantec);
- Development of additional details related to specific infrastructure improvements considered as
potential modifications to the CLIENT's LTCP (Lead: American Structurepoint);
- Performance and documentation of up to four (4) additional collection system model simulations
to support the CLIENT's proposed approach to more cost-effectively achieving LTCP goals
(Lead: Stantec);
- Performance and documentation of up to four (4) additional water quality model simulations to
support the CLIENT's proposed approach to more cost-effectively achieving LTCP goals (Lead:
LimnoTech) and
- Refinement of documentation of the Financial Capability Assessment (FCA) update prepared for
the CLIENT (Lead: Stantec).
CONSULTANT will prepare and submit to CLIENT an interim deliverable summarizing initial results
from these activities. The interim deliverable will be reviewed with CLIENT staff and CLIENT's legal
team and revised for transmittal to regulatory representatives prior to their scheduled May 2018 visit to
South Bend. CONSULTANT will prepare ten (10) printed copies of the interim deliverable for
distribution to participants during the May 2018 regulators' visit to South Bend. Following the
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regulators' May 2018 visit, CONSULTANT will prepare and submit to CLIENT a final version of the
updated deliverable.
Task 4.2: Post -Phase 1 Monitoring Support — CONSULTANT will provide technical and consulting
support to CLIENT related to the planning of the 12-month post -Phase 1 Monitoring Program required
under the CLIENT's existing LTCP. Two phases of activities are proposed. CONSULTANT will
perform Task 4.2.1 and review the results of the task with the CLIENT before proceeding with Tasks
4.2.2, 4.2.3, and 4.2.4. CONSULTANT will only perform Tasks 4.2.2, 4.2.3, and 4.2.4 upon CLIENT
authorization.
Task 4.2.1: Review Consent Decree Post -Phase 1 Monitoring Requirements — CONSULTANT
will review the CLIENT's existing Consent Decree and develop a list of the specific Post -Phase 1
Monitoring tasks that must be completed to satisfy the requirements of the Consent Decree as
well as potential opportunities for using the monitoring program to support CLIENT's efforts to
obtain modifications to the Consent Decree. Where the CLIENT's existing Consent Decree is
unclear regarding the Post -Phase I monitoring requirements, CONSULTANT will provide
additional guidance from the USEPA's CSO Post Construction Compliance Monitoring Guidance
issued in 2012, other industry guidance. CONSULTANT will draft and distribute a technical
memorandum summarizing the Consent Decree requirements for Post -Phase I water quality
monitoring, and the recommended water quality data collection to both meet the Consent Decree
requirements, and to further the CLIENT goal of LTCP modification to the CLIENT and the
CLIENT's legal team for review. CONSULTANT will schedule and facilitate a meeting in South
Bend to review the memorandum and achieve consensus regarding the water quality monitoring
tasks. At that point, CLIENT will advise CONSULTANT whether services under Tasks 4.2.2,
4.2.3, and 4.2.4 are required. Following the meeting, CONSULTANT will provide an updated
technical memorandum to the CLIENT for transmittal to the Indiana Department of
Environmental Management (IDEM) and the United States Environmental Protection Agency
(USEPA) for review.
Task 4.2.1 Deliverable: Technical Memorandum — Post Phase 1 Water Quality Monitoring
Requirements and Recommendation.
Task 4.2.2: Assess Existing Monitoring Programs and Resources — If authorized by CLIENT,
CONSULTANT will coordinate the collection of information related to existing water quality
monitoring efforts and assess the adequacy of the programs for meeting the requirements of the
Post -Phase 1 Monitoring program. The CONSULTANT will review and evaluate CLIENT's
existing river water quality monitoring program, and other related programs identified by the
CLIENT. CONSULTANT will attend a meeting coordinated by the CLIENT, the Cities of
Elkhart and Mishawaka, and other agencies currently engaged in monitoring of conditions in the
St. Joseph River to assess existing regional water quality monitoring efforts. Key factors to be
considered in the assessment of the existing programs will include:
o Site location and configuration
o Type and frequency of data collected
o Quality of historic data collected
o Reliability of data collection system
o Suitability of data relative to the requirements for the monitoring program
o Modifications required to support the required data collection needs
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Based on this review, CONSULTANT will identify existing resources that can be used for the
Post -Phase 1 water quality monitoring program -- both to satisfy Consent Decree requirements,
and to further the goal of LTCP modification - as well as additional resources needed to fully
satisfy the program requirements. Results of the task will be documented in a brief technical
memorandum including a general description and map of the existing and additional resources
required, along with budgetary estimates of the costs for procurement of equipment, performance
of monitoring, and analysis and reporting of data. The memorandum will also include an updated
plan for Quality Assurance/Quality Control of the data to be collected.
Task 4.2.2 Deliverable: Technical Memorandum — Existing and Additional Resources Needed
for Post -Phase 1 Water Quality Monitoring
Task 4.2.3: Feasibility Study of Real -Time Continuous E. Coli Monitoring Technology — If
authorized by CLIENT, CONSULTANT will perform an evaluation of the potential for using
new technologies for real-time, continuous measurement of E. coli within the St. Joseph River. A
part of the evaluation will include investigation of field locations in South Bend for potential
installation and deployment of the technology with CLIENT staff. CONSULTANT will prepare
a brief technical memorandum summarizing the available technologies, applicability for
monitoring E. coli in South Bend, recommended locations for deployment, and a budgetary cost
estimate for the City of South Bend to implement this technology. CONSULTANT will present
key findings of the feasibility study to CLIENT staff at a meeting in South Bend.
Task 4.2.3 Deliverable: Technical memorandum on feasibility of real-time continuous E. coli
measurement technology in the City of South Bend.
Task 4.2.4: Develop a Post -Phase 1 Water Quality Monitoring Program Implementation Plan — If
authorized by CLIENT, CONSULTANT will use outputs from'rasks 4.2.1, 4.2.2 and 4.2.3 along
with comments received from the CLIENT as the basis for developing a detailed Post -Phase I
Monitoring Program Implementation Plan, including a Sampling and Analysis Plan (SAP) and a
Quality Assurance Plan (QAP), prepared in accordance with USEPA guidance. The SAP will
function as an operation manual for the Post Phase I Monitoring program. It will include detailed
monitoring equipment specifications, sampling logistics, samples handling, and chain of custody
procedure, sampling location details, field forms, criteria for initiating sampling, and contact
information for key participants. The QAP will document the planning, implementation, and
analysis procedures for the sampling elements in this program, including specific quality
assurance and quality control goals and activities. These documents will define specific plans
and estimated costs for collection of rainfall, sewer flow monitoring, and water quality data,
including descriptions of:
o Location, type, frequency of monitoring and/or sampling
o Configuration of monitoring, sampling equipment
o Equipment or materials that need to be procured
o Site modifications required to support installation, use, maintenance of equipment
o Monitoring program schedule and responsibilities matrix
o Data QA/QC Procedures
o Data Analysis/Reporting Plan
o Collection System Model Calibration Plan
o Health, Safety, Security, and Environment (HSSE) Protocols
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A draft of the Implementation Plan, including the SAP and QAP will be submitted to the
CLIENT for review. CONSULTANT will meet with CLIENT staff to discuss the draft plan and
identify needed modifications/revisions. Following the meeting, CONSULTANT will prepare
and submit a final Post -Phase 1 Monitoring Program Implementation Plan to the CLIENT.
Following the meeting, CONSULTANT will provide a copy of the Post -Phase 1 Water Quality
Implementation Plan to the CLIENT for transmittal to the Indiana Department of Environmental
Management (IDEM) and the United States Environmental Protection Agency (USEPA) for
review. When the CLIENT receives comments from USEPA and/or IDEM on their proposed
Implementation Plan, CONSULTANT will review and assist CLIENT in preparing a response,
including modifications to the Implementation Plan documents where necessary.
Task 4.2.4 Deliverable: Post -Phase I Water Quality Monitoring Program Implementation Plan
(Draft and Final versions, plus revisions after review by USEPA and/or IDEM)
Task 4.3: Meetings and Coordination with Regulatory Agencies — CONSULTANT will coordinate with
CLIENT to plan, schedule, prepare for, participate in, and document two (2) meetings with regulatory
agencies. It is assumed that one meeting will occur South Bend. The second meeting will occur either in
Indianapolis or Chicago. Services under this task may include, but are not limited to:
- Coordination of schedules, distribution of invitations for meetings,
- Preparation/distribution of agendas for meetings
- Coordination of meeting preparation calls between CONSULTANT team members, CLIENT
legal team, and/or CLIENT staff
- Preparation of presentation slides or other documents for use in meetings
- Participation in meetings in person or via conference call
- Preparation and distribution of written meeting notes
- Follow-up response to questions or action items resulting from meetings.
Project Management: CONSULTANT will manage and monitor the delivery of services under this task
order and communicate progress with the CLIENT on a regular basis. CONSULTANT will track project
progress using earned value management tools and provide a summary of progress to the CLIENT with
each invoice.
The Project Schedule is as follows:
Services under Task Order 04 will begin upon receipt of authorization to proceed from the CLIENT and
continue through October 31, 2018. Schedule milestones for individual activities are listed on the
following page.
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Deliverable
Completion Target
(weeks after Notice to Proceed —
Assumed to be A ril 24, 2018
Task 4.1 Updated Approach to Implementation of the USEPA
2 weeks
Combined Sewer Overflow Control Policy —Interim Submittal
Task 4.1— Updated Approach to Implementation of the USEPA
8 weeks
Combined Sewer Overflow Control Policy Final Submittal
Task 4.2.1 - TM — Post -Phase 1 Monitoring Requirements &
2 weeks
Recommendations Draft
Task 4.2.1 - TM — Post -Phase I Monitoring Requirements &
4 weeks
Recommendations Final
Task 4.2.2 - TM — Existing and Additional Resources Need for the
I I weeks
Post -Phase 1 Monitoring Program
Task 4.2.3 -- TM — Feasibility of Continuous, Real-time Monitoring
11 weeks
of E. coli in South Bead
Task 4.2.4 - Post -Phase I Monitoring Program Implementation
16 weeks
Plan Draft
Task 4.2.4 - Post -Phase 1 Monitoring Program Implementation
20 weeks
Plan (Final)
(Dependent upon timely review by City, USEPA and IDEM)
4. The Compensation to be paid to CONSULTANT for the performance of the Services under this
Task Order is set forth in Appendix I (Compensation), attached hereto and incorporated herein by
reference. Effort associated with the tasks outlined above will be tailored to the available budget.
CONSULTANT is not responsible for performance of services that would result in charges greater than
the authorized budget for this task order. CONSULTANT will notify CLIENT if effort required to
complete specified tasks will exceed the authorized budget and suspend activities until provisions for
increased compensation are established.
[Signature Page Following]
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ISTANTEC CONSULTING SERVICES, INC.
Printed Name and 'Tilde
Date: 4
)z. lip a
350 N. Orleans Street
Street Address
Suite 1301
P.O. Box
Chicaao, IL 60654
City, State Zip
312.831.311.7 312.831.3999
telephone Fax
Engineer License or Finns Certificate number:
062.045393 State of. Illinois
Consultant Designated Representtative
tVrantet Joe Johnson
Add"-' 350 N, Orleans Street, Suite 1301
Chicago, Illinois, 60654
CITY OF SOUTH BEND, INIDIANA
BOARD OF PUBLIC WORKS
Cary Cilot, President
UZ
ller, Member
Elizabeth Maradik, Member
x
T ierese DOrau, Nfemrrber
Suzanna Fritzberg, Member
ATTEST:
Linda Martin, Clerk
Date; Z ,- <�lr�) b
City (Client) (Designated Representrctive:
Name: Kieran Fahey
Title: Director, Lang -term Control flan
20180417
TU 04 LTCP Negotiation Support 20180417.doex
Appendix I {Compensation}
TASK ORDER 04 COMPENSATION
COMPENSATION
1.1 CLIENT shall pay to CONSULTANT under this Task Order, a lump sum amount of
$111,270 as Compensation for the performance of the Base Tasks described in the Task
Order Scope of Services. If the Optional Tasks defined in the Task Order Scope of Service
are authorized by CLIENT, CLIENT shall pay to CONSULTANT a lump sum amount of
$77,650 for the performance of the Optional Tasks. Total compensation for services under
this task order will not exceed $188,920.
1.2 The portion of the compensation amount billed monthly for Engineer's services will be
based upon Engineer's estimate of the percentage of the total services actually completed
during the billing period. Table 1 provides a breakdown of the basis for the lump sum
amount by task.
Table 1
Lump Sum Billing Amounts by Sub -Task
Task Order 04 — 2018 CSO LTCP Negotiations Support
Task
Description
Lump Sum
Amount
4.1
LTCP Negotiation Support
$66,698
4.2
Post -Phase i Monitoring Support (Base Task)
4.2.1
- Review of Program Requirements
$9,250
4.3
Meetings and Coordiation with Regulatory Agencies
$29,662
Project Management
$5,660
Task Order 04 Total for Base Tasks
$111,270
4.2
Post -Phase 1 Monitoring Support (Optional Tasks)
4.2.2
- Assessment of Existing Monitoring Resources
$22,775
4.2.3
- Feasibility Study of Real-time E. Cali Monitoring
$16,300
4.2.4
- Post -Phase 1 Monitoring Program Implementation Plan
$38,575
Task Order 04 Total for Optional Tasks
$77,650
Task Order 04 Total for All Tasks
$188,920
MSA Lump Sum (Appendix I) (Rev. 01-01-2017)
1.3 Electronic payment may be made to the following address:
BANK NAME:
Bank of America
BANK ADDRESS:
100 North Tryon Street
Charlotte, NC 28202
ACCOUNT #:
3752096026
ACCOUNT NAME:
Stantec Consulting Services, Inc. - AIR Collection
ROUTING/TRANSFER NUMBER FOR ACH: 111000012
ROUTING/TRANSFER NUMBER FOR WIRES: 026009593
1.4 Mail / Lock Box
Stantec Consulting Services Inc.
13980 Collections Center Drive
Chicago, IL 60693
Attn: Accounts Receivable
MSA Lump Sum (Appendix D (Rev. 01-01-2017)
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date 4/17/2018
Name Kieran Fahey Department Engineerin
®
Agreement ❑ Contract U Proposal U Addendum
®
Professional Services ❑ Resolution
❑
Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet
❑
Quote Opening ❑ Quote Award
❑
Change Order No. ❑ C/O & PCA No. ❑ PCA
❑
Ease/Encroach. ❑ Traffic Control
I —I
Other:
Company or Vendor Name: Stantec Consulting Services Inc
New Vendor ❑ Yes ® No ❑ If Yes, Approved by Purchasing
MBE/WBE Contractor ❑ MBE ❑ WBE
MBE/WBE Contractor Requested ❑ No ❑ Yes Name of Company
Project Name LTCP Renegotiation support Task Order 4
Project Number 117-056.4
Funding Source Wastewater Professional Services Engineering
Account No. 641-0630-793.31-02
Amount $ 188,920
Terms of Contract A task order based on a previously approved Master Agreement which
was reviewed by legal and purchasing and approved by BPW
Purpose/Description Preparation for Regulatory meetings and other LTCP tasks
❑ Required Contractor's Certification Form Attached (Non -
Collusion, Non -Discrimination, Non -Debarment, E-Verify, , Iran, etc.)
Required For Chan" e Orders Onl
Amount of ❑ increase $
❑ Decrease $
Previous Amount $
Current Percent of Change:
New Amount $
Total Percent of Change: %
- Dispersal After Approval
Copy Original
❑ ❑
❑ ❑