HomeMy WebLinkAbout2024-157ENGINEERING SERVICES WORK ORDER 05
This Work Order Number 05 is entered into as of this 2nd day of July ,2024 ,
pursuant to that certain Continuing Contract Agreement, dated May 2, 2023 (referred to as the
"Agreement"), by and between INDIAN RIVER COUNTY, a political subdivision of the State of Florida
("COUNTY") and AtkinsR6alis USAAMC. ("Consultant").
The COUNTY has selected the Consultant to perform the professional services set forth on
Exhibit A (Scope of Work), attached to this Work Order and made part hereof by this reference. The
professional services will be performed by the Consultant for the mutually agreed upon lump sum or
maximum amount not -to -exceed professional fee. Any additional costs must be approved in writing,
and at a rate not to exceed the prices set forth in Exhibit B (Rate Schedule) of the Agreement, made a
part hereof by this reference. The Consultant will perform the professional services within the
timeframe more particularly set forth in Exhibit A (Time Schedule), attached to this Work Order and
made a part hereof by this reference all in accordance with the terms and provisions set forth in the
Agreement. Pursuant to paragraph 1.4 of the Agreement, nothing contained in any Work Order shall
conflict with the terms of the Agreement and the terms of the Agreement shall be deemed to be
incorporated in each individual Work Order as if fully set forth herein.
IN WITNESS WHEREOF, the parties hereto have executed this Work Order as of the date first
written above.
CONSULTANT:
By:
Print Name: C" 2,i S�AEJ�-
Title: ill CGS. ? 12 5 i AF N r
BOARD OF COUNTY COMMI
OE-MIBh4"IVER COUNU'
J
BCC Approval Date: July 2, 2024
Attest: Ryan L. Butler, Clerk of Court and Comptroller
By: \.�
By:
Jr., County Administrator
/P
to form nA:cy:
illiam K. DeBraal, ounty ttorney
AtkinsRealis
i k • • •r 1 •
Collection System Action Plan
Scope of Services
Background
The Indian River County Department of Utilities Services (COUNTY) owns and operates four sewer
service areas: North, West, Central and South. Within these areas there are public facilities,
private facilities, and septic systems. The North and Central Service Areas are served by the
Central Wastewater Treatment Facility (WWTF). The West and South Service Areas each contain
a dedicated WWTF.
On June 28, 2023, Rule 62-600.705(2) F.A.C. became effective. This rule requires all domestic
wastewater facility permittees to develop a pipe assessment, repair, and replacement action plan
for the facility's collection system. The goal of a Collection System Action Plan is to prevent
sanitary sewer overflows (SSOs) and leakages that may endanger public health and the
environment. The plan requires a proactive approach of assessing the condition of the collection
system to identify and plan for needed maintenance, repairs, and rehabilitation of the system.
This Rule was activated upon the COUNTY's submission for the Central WWTF permit renewal in
Spring of 2024. The COUNTY has commissioned AtkinsRealis (CONSULTANT) to assist the COUNTY
with creating a Collection System Action Plan that meets the Rule's requirements and can be
utilized by COUNTY staff for annual reporting purposes.
Scope of Services
This Scope of Services is for technical services associated with the creation of a Collection
System Action Plan (Action Plan) and Annual Report Template for the collection/transmission
systems in all four service areas under the COUNTY's control. Upon Notice to Proceed,
CONSULTANT shall proceed with the following tasks:
Task 01 Project Management & Meetings
1.1 General Project Management
This task consists of overall management of the PROJECT including contract
administration, budget management, invoicing, monthly status reports, and project
scheduling and coordination. CONSULTANT shall prepare and submit progress reports
1
ExhibitA
Collection System Action Plan Scope of Services
0"AtkinsR6afis
and invoices to the COUNTY, on a monthly basis, to advise and highlight the overall
progress and incurred expenses of the PROJECT.
1.2 Kick-off Meeting
CONSULTANT will prepare for and attend a full day in-person project kick-off
workshop with all associated staff members, including COUNTY engineering and
operations staff, to discuss the PROJECT goals and objectives, clarify team roles and
assignments, review and establish PROJECT schedule objectives and discuss data
requirements and collection needs. An agenda, Microsoft PowerPoint presentation
and meeting minutes will be prepared and distributed to all participants.
1.3 Progress Meetings
CONSULTANT will attend biweekly virtual progress meetings, up to ten (10) total.
Meetings will be combined with Weekly Supplemental Staff meetings when
appropriate. Agenda and meeting minutes will be prepared and distributed to all
participants.
Deliverables: Invoices, Project Status Reports, Meeting Agendas and Minutes.
Task 02 Data Collection & Review
Once authorized, CONSULTANT will prepare and submit a data request memo to the
COUNTY to provide available collection system data such as assessment reports,
maps, GIS data, infiltration studies, flow data, maintenance records, ordinances,
inventory, odor complaints, project records and Standard Operating Procedures
(SOPs) that may be pertinent to execution of the PROJECT. Any information provided
by the COUNTY in hardcopy form will be scanned for project use. The hardcopy along
with an electronic version will be returned to the COUNTY for their records.
CONSULTANT will review available data provided by the COUNTY and identify data
and records that may be missing or should be collected in the future for the COUNTY'S
benefit. The results of this analysis will be documented in a Missing & Future Data
Needs Memo.
Deliverables: Data Request Memo. Electronic versions of all hard copy data. Missing
& Future Data Needs Memo.
Task 03 Collection System Action Plan & Annual Report Template
3.1 FDEP Meetings
CONSULTANT will prepare for and attend up to two (2) virtual meetings with FDEP
and associated COUNTY staff. Meetings will likely include one kick-off meeting and
one progress meeting approximately midway through preparation of the Action Plan.
The objective of these meetings is to closely collaborate with FDEP to better
understand and meet the new Action Plan requirements. Agendas and meeting
minutes will be prepared and distributed to all participants.
2
ExhibitA
Collection System Action Plan Scope of Services
IIIXAtkinsRealis
3.2 Draft Action Plan
CONSULTANT shall prepare a pipe assessment, repair, and replacement action plan in
accordance with Rule 62-600.705(2) F.A.C. to demonstrate how the COUNTY will
mitigate sanitary sewer overflows and underground pipe leaks to the extent
technically and economically feasible. Plan will include a 5 -year outlook for all
collection/transmission systems under the COUNTY's control including, but not
limited to, gravity sewers, manholes, lift and vacuum stations, force mains and
vacuum lines and tanks.
3.2.1 Collection /Transmission System Description, Inventory & Data
Action Plan will contain background information, including but not limited to current
and projected future flows, population served, management and personnel, assets,
and relevant geologic and climatic data. Additional system information including GIS
details, overflows, bypasses, odor complaints and corrosion data will also be noted.
COUNTY GIS staff will prepare a map and inventory of the system.
3.2.1 Record Keeping
CONSULTANT will assist COUNTY staff to establish clear recordkeeping procedures for
all content associated with the Action Plan. Procedures will be detailed in the Action
Plan and shared with the appropriate staff members.
3.2.2 System Inspections/Evaluations
Action Plan will include details of recent inflow and infiltration studies and leakage
surveys conducted on the system. Details of historic evaluations will be included
where available and appropriate. CONSULTANT will document the COUNTY's current
standard procedures for completing system inspections, evaluating results and
identifying areas of improvement and projects to be completed. Procedures will be
evaluated based on industry best practices and any potential improvements, if noted,
will be presented to the COUNTY for consideration. CONSULTANT will assist COUNTY
staff with preparing an inspection schedule.
3.2.3 Adaptive Maintenance & Repair Plans
Action Plan will summarize general programs and protocols regarding routine
maintenance, cleaning activities and emergency repairs. CONSULTANT will review
and update up to 15 SOPs associated with routine maintenance, cleaning activities
and emergency repairs of the collection/transmission system. Procedures will be
evaluated based on industry best practices and improvements will be recommended,
as needed. Associated capital improvement and R&R projects identified within this
Action Plan, in the current Capital Improvement Plan along with the current Master
Plan will be listed.
3.2.4 Sewer Programs
CONSULTANT will review and describe COUNTY's current fats, oils and grease (FOG)
program, root control program and any other program in place to limit the presence
of debris and blockages in the collection/transmission system. Programs will be
3
ExhibitA
Collection System Action Plan Scope of Services
0"AtkinsR6afis
evaluated based on industry best practices and improvements will be recommended,
as needed.
3.2.5 Individual Service Connections & Sanitary Sewer Laterals
CONSULTANT will review and describe COUNTY's current sewer ordinances and/or
programs associated with minimizing inflow and infiltration from sanitary sewer
laterals.
3.2.6 Satellite Systems
Action Plan will include details on all satellite collection systems connected to the
COUNTY's collection system.
3.2.7 Resiliency
Action Plan will describe the resiliency of the system, in respect to sea -level rise, based
on previously completed evaluations. All flood mitigation and stormwater control
actions associated with reducing the potential for inflow and infiltration into the
collection/transmission system, both completed and planned, will be identified, and
documented.
3.3 Draft Annual Report Template & Guidance Document
CONSULTANT will prepare a Report Template for the COUNTY's use to meet the
required annual reporting under Rule 62-600.705(2) F.A.C. The template will seek to
summarize the Action Plan's implementation over the previous year including facility
revenues, expenditures, expansions, repairs, and assessments conducted. A
Guidance Document will be created to provide the user detailed steps on how to
complete the Annual Report. This will help ensure consistency of use and allow the
Report to easily be assigned to different employees, as needed.
3.4 Review Meeting
CONSULTANT will prepare for and conduct an in-person Review Meeting with
COUNTY staff to discuss and understand comments associated with the Draft Action
Plan. CONSULTANT will summarize the comments received during the Draft Action
Plan Review Meeting along with the actions for incorporating or resolving the
comments received.
3.5 Final Action Plan
CONSULTANT will incorporate comments as summarized from the Review Meeting
into a Final Action Plan. Final Action Plan will be certified by a professional engineer
registered in the State of Florida. Up to three (3) hardcopies along with a digital copy
will be submitted to the COUNTY.
3.6 Final Annual Report Template & Guidance Document
CONSULTANT will incorporate comments as summarized from the Review Meeting
into a Final Report Template and Guidance Document. Up to three (3) hardcopies
along with a digital copy will be submitted to the COUNTY.
Deliverables: FDEP Meeting Agendas & Minutes. Draft Action Plan. Draft Annual
Report Template & Guidance Document. Review Meeting Agenda and
IV,
ExhibitA
Collection System Action Plan Scope of Services
OmAtkinsRealis
Meeting Minutes. Comment Matrix. Final Action Plan. Final Annual
Report Template & Guidance Document.
Task 04 Requests for Information (RFI)
CONSULTANT will consider written questions from FDEP related to the PROJECT and
prepare all responses and addenda as required to interpret, clarify, or expand the
Final Action Plan. CONSULTANT will submit addenda to the COUNTY in a timely
manner.
Deliverables: RFI Responses, Action Plan Addenda and Annual Report Template &
Guidance Document (if needed).
Task 05 Expenses
Expenses include cost of staff travel and meals for in-person meetings in addition to
final prints.
Deliverables
Task Deliverable
1.0 Project Administration
Invoices and Project Status Reports
Meeting Agendas and Minutes
2.0 Data Collection & Review
Data Request Memo
Electronic versions of all hard copy data
Missing & Future Data Needs Memo
3.0 Collection System Action Plan & Annual Report Template
FDEP Meeting Agendas & Minutes
Draft Action Plan
Draft Report Template & Guidance Document
Review Meeting Agenda and Minutes
Comment Matrix
Final Action Plan
Final Report Template & Guidance Document
4.0 Requests for Information
RFI Responses, Action Plan Addenda, Annual Report Template & Guidance
Document (as needed)
5
bitA
Collection
IXAtkinsRealis
Collection System Action Plan Scope of Services
Quality Control
CONSULTANT will be responsible for the professional quality of all deliverables. This shall include
an internal Quality Assurance Plan that, as a minimum, provides review of all deliverables and
significant calculations by qualified professionals who are not responsible for project execution.
Schedule
The anticipated schedule shown below is based on the weeks after the formal issuance of the
signed Work Order and a Notice to Proceed (NTP) by the COUNTY. The COUNTY's deadline to
submit the Action Plan to FDEP is 1 -year from effective date of permit. The effective date of
permit is May 10, 2024.
Task
Project Kick -Off Meeting
Data Collection and Review
Draft Action Plan & Report Template
Draft Action Plan Review Meeting
Final Action Plan & Report Template
FDEP Review & RFIs
Assumptions
Duration from NTP
4 weeks
6 weeks
32 weeks
35 weeks
38 weeks
TBD
The following assumptions have been made in the development of this scope of work, schedule,
and fee.
• Design efforts are not needed for this PROJECT.
• Start date of 1 -year Action Plan deadline begins May 10, 2024.
• The project will comply with all federal, state, and local codes in effect when NTP is given.
• Data requested under Task 02 is available and will be furnished to CONSULTANT within
two weeks of request.
• Attendees of the Kick-off and Review meetings are designated as decision makers.
• Oliver and Erika will charge their travel and expenses for the Kickoff and Review Meetings
to Work Order 3 Supplemental Staff. In the event that either of these meetings become
a stand alone meeting and are not accompanied by a standard 3-4 day in -office visit for
Supplemental Staff work then all costs will be charged to this work order.
• CONSULTANT will sign and seal Final Action Plan.
• COUNTY already performs evaluations on at least 5% of the system each year using one
of the approved methods.
2
ExhibitA
Collection System Action Plan Scope of Services
0"AtkinsR6alis
• COUNTY has recently performed inflow/infiltration studies and/or leakage surveys and
can provide documentation on the details and results of these studies and studies
historically completed.
• COUNTY has a FOG program in place at the time of this scope approval.
• COUNTY has a root control program in place at the time of this scope approval.
• COUNTY has an established and thorough GIS system that identifies
collection/transmission system components and their attributes. This system can
produce a map and inventory of the collection/transmission system.
• All additional work to complete a full inventory of the collection/transmission system
within GIS will be performed by COUNTY staff.
• CONSULTANT will not be summarizing results of all recent and historical CCTV data but
rather using the most recent data to assist COUNTY staff with setting up a system of
evaluating this data and recommending improvements where needed.
• COUNTY has an established Maintenance System (Cartegraph) used to schedule and track
maintenance work orders and records. This system is used regularly and in good standing.
• COUNTY is contracting an Engineer to complete a Master Plan that includes wastewater
and collections systems along with a resiliency evaluation. The Action Plan may refer to
work to be completed in the Master Plan.
Exclusions
The following items are not included in the scope of this project:
• Permitting services
• Preparation of bidding documents
• Bidding services
• Construction services
• Survey services
• Preparation of Record Drawings
• GIS services & data input
• Public Meetings
• Resiliency evaluation
7
Exhibit A
Collection System Action Plan Scope of Services
Compensation
IXAtkinsRealis
CONSULTANT proposes to perform the work on a Lump Sum basis with budgets between the sub -
tasks and expenses being interchangeable upon approval by the COUNTY. The estimated total
engineering fee including labor and expenses associated with the scope of work is $155,229.20
as summarized in the table below and presented in detail in Exhibit B.
Task No. Task
1 Project Management & Meetings
2 Data Collection & Review
3 Action Plan & Annual Report Template
4 Requests for Information
5 Expenses
Total Fee
I.
Fee
$ 34,010.00
$ 12,456.00
$ 101,865.00
$ 5,336.00
$ 1,562.20
$ 155,229.20
AtkinsRealis
Cost Detail
'Cost Proposal - By Labor Category and Cost Type
Collection System Action Plan
Indian River County
(AtkinsRealis WO#5)
Labor Hours by Project Role
Bill Rate:
$ 131.00
$ 154.00
$ 290.00
$ 260.00
$ 260.00
$ 131.00
Submittal Date:
Jun -19-2024
d
Task11
Description
P
`
a m
t
v
c
Total Hours
Labor
Subcontract &
Equipment
Travel ODCs
Award/Fixed
Total Price
c o
°
0
W
W
Consultants
Fee
n
in
01
Project Management & Meetings
136.00
18.00
22.00
16.00
22.00
214.00
$
34,010.00
$
$
$ $
$
$ 34,010.00
02
Data Collection & Review
8.00
16.00
20.00
-
24.00
68.00
$
12,456.00
$
$
$ $
$
$ 12,456.00
Action Plan & Annual Report
03
Template
36.00
110.00
150.00
5.00
46.00
179.00
526.00
$
101,865.00
$
$
$ $
$
$ 101,865.00
04
Requests for Information
4.00
6.00
8.00
-
2.00
8.00
28.00
$
5,336.00
$
$
$ $
$
$ 5,336.00
05
Expenses
-
-
-
-
-
-
-
$
-
$
$
$ 1,362.20 $ 200.00
$
$ 1,562.20
Total
184.00
150.00
200.00
21.00
48.00
233.00
836.00
$
153,667.00
$
$
$ 1,362.20 $ 200.00
$
$ 155,229.20
Total Extended Price
$ 155,229.20
Contains sensitive information
Exhibit 2 - Standard Rates
ATKINS
Atkins North America, Inc
482 South Keller Road
Orlando, Florida 32810-6101
Telephone: +1.407.647.7275
www.atkinsgiobal.com/northamerica
Subject: Indian River County Continuing Engineering Services RFQ 2023015
As requested, the following is our information regarding proposed hourly rates for the subject contract.
These hourly billing rates will remain effective for the initial duration of this Agreement, and may
be renegotiated should an additional renewal period be exercised.
Labor Category_ *
Proposed Billing Rate
r. Project Manager
Project Manager
Principal Technical Professsional
t r Engineer IV
r Engineer III
r Engineer II
$260.00
$226.00
$290.00
$260.00
$208.00
$178.00
r Engineer 1
$154.00
En ineer II
$131.00
n ineer 1
$125.00
En ineer Intern
$95.00
hief Designer
$196.0
r Designer II
$166.0
r Designer 1
$154.001
AD Technician II
$113.001
r. GIS Analyst III
$172.0
IS Analyst
$143.0
r. Landscape Architect IV
r. Landscape Architect III
Landsca a Architect 1
$238.0
$172.0
$83.0
onstruction Estimation/Scheduling
$184.0
hief Scientist
$249.0
r. Scientist II
$184.0
r. Scientist 1
$148.0
§cientist 11
$113.0(
Scientist 1
$101.0
Administrative Assistant
$95.0
* Representative titles only - not intended to capture all titles necessary for as
Matthew Taylor, PE; Vice President
Printed Name and Title
Date: 21 -Apr -23
>ignments.
AtkinsRealis
Time Schedule
AtkinsRealis
Schedule
The anticipated schedule shown below is based on the weeks after the formal issuance of the
signed Work Order and a Notice to Proceed (NTP) by the COUNTY.
Task
Duration from NTP
Project Kick -Off Meeting
4 weeks
Data Collection and Review
6 weeks
Draft Action Plan & Report Template
32 weeks
Draft Action Plan Review Meeting
35 weeks
Final Action Plan & Report Template
38 weeks
FDEP Review & RFIs
TBD