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HomeMy WebLinkAbout2012-05-08 WSB AGENDAWATER& SEWER BOARD AGENDA TUESDAY, MAY 8, 2012 COMMUNITY DEVELOPMENT CONFERENCE ROOM 1. MINUTES OF THE APRIL 10, 2012 MEETING . (ATT. 1) **** EXECUTIVE SESSION -DISCUSSION OF WATER LITIGATION WITH THE WATER ATTORNEY PURSUANT TO CRS24-6-402-4(b). **** 2. SOUTHGATE SUPPLEMENT #167. (ATT . 2) 3. ALLEN PLANT ULTRA VIOLET SYSTEM DESIGN -AMENDMENT #3. (ATT . 3) 4 . ALLEN PLANT ULTRA VIOLET SYSTEM DESIGN -AMENDMENT #4. (ATT. 4) 5. DROUGHT MANAGEMENT PLAN. (ATT. 5) 6. CHANGES IN COLIFORM PROCEDURES. (ATT. 6) 7. UNSCHEDULED VISITORS. 8. OTHER. WATER & SEWER BOARD MINUTES TUESDAY, APRIL 10, 2012 ·fill R II C .-::.. o all Present: Clyde Wiggins, Jo Lay, Chuck Habenicht, Tom Bums, Wayne Oakley, Kells Waggoner, Linda Olson, Jim Woodward, Stewart Fonda, Cathy Burrage Absent/Excused: Randy Penn, John Moore ;~ 1. MINUTES OF THE MARCH 13, 2012 MEETING. Motion: Approve the Minutes of the March 13 , 2012 Water and Sewer Board meeting. Moved: Bums Seconded: Habenicht Abstain: Woodward Motion passed unanimously. :Q 2 . LETTER FROM STATE OF COLORADO DATED MARCH 28, 2012 RE: ALLEN FILTER PLANT RESIDUALS DISPOSAL. The Board received a letter from the State of Colorado dated March 28, 2012 regarding the City of Englewood's Allen Water Filtration Plant residuals disposal. Stu discussed the potential cost and approved disposal sites. K1\ I ~ 3. SOUTHGATE SUPPLEMENT #166. The Board received a request from Gareth and Natalie Nichol for inclusion of Supplement #166 to include a parcel of 2.5 acres into the Southgate Sanitation District for residential use. The purpose of the inclusion is to install a sewer line and connect to the existing sewer main in the street. J -I -.. Motion: Waggoner Seconded: Habenicht Motion passed unanimously. ~ 4 . INTRODUCTION OF YASSER ABOUAISH-UTILTIES ENGINEER IV AND THE WATER CONSERVATION PLAN. Mr. Fonda introduced Yasser Abouaish, the new Utilities Engineer IV to the Board. Mr. Abouaish discussed the Water Conservation Plan project. ~ 5 . UNSCHEDULED VISITORS. Ryan Laird appeared as an unscheduled visitor. Mr. Laird noted that the Water Board Minutes and audio portion has not been posted on the City website. He also requested that agenda attachments also be posted on the website. Staff noted that they will make sure they are posted. Mr. Laird also requested an index of past Water Board meetings be part of the web site. 5. OTHER Stu reviewed discussions between David Hill, water attorney for Englewood and Jim Lockhead, with the Denver Water Board, regard ing a proposal. City Council, at the April 9, 2012 study session, approved up to $7 million for GO bonds for water system projects . Total amount of various projects will be forthcoming. Meeting adjourned 5:25 p.m. The next Water and Sewer Board meeting will be May 8, 2012 at 5:00 in the Community Development Conference Room. Respectfully submitted, Cathy Burrage Recording Secretary I .. Z Date May 21, 2012 INITIATED BY Utilities Department COUNCIL COMMUNICATION Agenda Item Subject Southgate Supplement #167 STAFF SOURCE Stewart H. Fonda, Director of Utilities COUNCIL GOAL AND PREVIOUS COUNCIL ACTION None. RECOMMENDED ACTION The Water and Sewer Board, at their May 8, 2012 meeting, recommended Council approval of a Bill for an Ordinance approving Southgate Supplement #167. BACKGROUND, ANALYSIS, AND ALTERNATIVES IDENTIFIED The City of Englewood provides sewage treatment to approximately 32,000 accounts outside the City through contracts with numerous connector districts. The area is defined by the natural drainage and extends south a'nd east from Broadway to the Valley Highway and from Hampden to Lincoln Ave. excluding Highlands Ranch . By contract the City of Englewood must approve any additions of land to be served by the districts. These are usually in-fill situations that are within what the City considers to be the area it has committed to serve. Adequate capacity has been provided in the treatment plant to accommodate all such future inclusions. Annexation of this parcel of land will not increase the tap allocation of the Southgate Sanitation District. A request was made by the Southgate Sanitation District representing the owner, Carla G. Shankle, for inclusion of Supplement #167 consisting of a parcel totaling 2.39 acres into the Southgate Sanitation District for residential use. The property is currently zoned Residential. The purpose of the inclusion is to install a sewer line and connect to the existing sewer main in the street. The legal is attached as Exhibit "A". The property is located on the north side of E. Garden Avenue, west of Colorado Blvd. FINANCIAL IMPACT None. LIST OF ATTACHMENTS Bill for Ordinance Southgate Sanitation District Supplement #167 SGSUPP167 2 -1 SUPPLEMENT NO. I~ 7 TO CONNECTOR'S AGREEMENT THIS AGREEMENT, made and entered into by and between the CITY OF ENGLEWOOD, acting by and through its duly authorized Mayor and City Clerk, hereinafter called the "City," and SOUTHGATE SANITATION DISTRICT, Arapahoe and Douglas Counties, Colorado, hereinafter called the "District," WITNESS ETH: WHEREAS, on the 20th day of June, 1961, the City and the District entered into an Agreement in which the City agreed to treat sewage originating from the District's sanitary sewer system within the area served by the District, which Agreement was renewed by Connector's Agreement dated November 16, 1988 and Amended April 20, 2009 ;and WHEREAS, said Connector's Agreement provides that the district may not enlarge its service area without the written consent of the City ; NOW, THEREFORE, in consideration of the mutual covenants and undertakings herein set forth, the parties agree as follows : 1. The City hereby consents to the inclusion of certain additional area located in Arapahoe County, Colorado, owned by Carla G. Shankle and more fully described on Exhibit A attached hereto and incorporated herein by reference, into Southgate Sanitation District. The City agrees that said additional area may be served with the sewer facilities of the District, and that the City will treat the sewage discharged into the City's trunk line from said additional area, all in accordance with the Connector's Agreement dated November 16, 1988 and Amended April 20, 2009. Accordingly, Exhibit A referred to in Paragraph 1 of the Connector's Agreement dated November 16, 1988 and Amended April 20, 2009, is hereby amended to include such additional area . 2. Each and every other provision of the said Connector's Agreement dated November 16, 1988 and Amended April 20, 2009, shall remain unchanged . IN WITNESS WHEREOF, the parties have set their hands and seals this __ day of , 201_. ATTEST: CITY CLERK (SEAL) CITY OF ENGLEWOOD By : ________ _ MAYOR SOUTHGATE SANITATION DISTRICT, ARAPAHOE AND DOUGLAS COUNTIES, COLORADO 2 -2 EXHIBIT A (Legal Description) Lot 6, Sierra Vista, County of Arapahoe, State of Colorado 2 -3 . ' . VICINITY MAP ------ 3701 E. GARDEN AVEl'-JUE .. GREENWOOD VILLAGE, CO ~'""' w, ) Y AVE. S) ARAPAHOE ESTA TES WATER DISTRICT 779-9589 RD. (6700 S) ,_ LLJ ~68W ....._ HANOVER PLACE DISTRICT BOUNDARY . ~ ffi ~ 0 i-.i 0 "1//\~ <( ct: 0 1 "=2000' 4000 5 2000 0 2000 u scale feet -------------- R67W ,........ w 0 0 0 ~ ....._ 2 .. !/ Southgate Water and Sanitation District 3 722 East Orchard Road Centennial, CO 80121 RE: Request for Inclusion-Water and Sanitary Sewer 3701 E. Garden Ave, Greenwood Village, CO To Whom It May Concern: February 23, 2012 Please find the attached documentation to request inclusion in the Southgate Water and Sanitation District for the subject lot. The existing 2.39 acre lot is located on the north side ofE. Garden Avenue just west of the intersection with Colorado Blvd. in the City of Greenwood Village. The parcel includes an existing single family house with out building. The District has recently installed water distribution mains and sewer collection mains within the E. Garden right of way and adjacent to this lot. The lot is zoned R-2.5 and that zoning will not change. The entire area of the parcel will be included in the inclusion area. The use will not change from single family, however there will be some remodeling, finishing of the basement, expansion of a part of the home and installation of a swimming pool. The house and out-building cover approximately 6% of the lot. It is anticipated the home will require a domestic tap in the %" to l" range, a 4" sewer service that will accept pumped discharge and a 2" R-13 type sprinkler line. The required documents and submittal fees are included with this transmittal, including a copy of the checklist provided by the District. We look forward to your review of our request and inclusion into the District. Respectfully Submitted, (}_Cvt (a_ )}. ~lie 2. '.'" s Date June 18, 2012 INITIATED BY Utilities Department COUNCIL COMMUNICATION Agenda Item Subject Allen Plant Ultraviolet System Design -Amendment #3 STAFF SOURCE Stewart H. Fonda, Director of Utilities COUNCIL GOAL AND PREVIOUS COUNCIL ACTION Council approved a contract with COM, Ramey Environmental Compliance and NEI for engineering and construction management services on April 19, 2010 for the design of the ultraviolet disinfectin (UV) system. RECOMMENDED ACTION The Englewood Water and Sewer Board, at their May 8, 2012 meeting, recommended Council approval, by motion, of the contract for additional engineering and design services to Camp, Dresser & McKee in the amount of $53,240.00 for design of electrical upgrades to the plant load center. BACKGROUND, ANALYSIS, AND ALTERNATIVES IDENTIFIED The Long Term Two Enhanced Surface Water Treatment Rule was adopted by Congress on January 5, 2006. In this rule, the Environmental Protection Agency required that water systems meet additional cryptosporidium (crypto) removal requirements. The system must be operational by October 1, 2013 . UV operates with a band of light that disinfects water at a certain wavelength in the ultraviolet light spectrum . Water at the Allen Filter Plant will be treated by the UV system after the filtration process and before chlorination, then pumped into the distribution system. The UV process will reduce sodium hypochlorite (chlorine) use, is an extremely fast process to inactivate crypto, is proven technology, requires the smallest footprint and is the most cost effective. COM , the selected engineer consultant, has completed several other UV systems throughout the United States, and they are also familiar with the Allen Water Treatment Plant, having consulted on other water treatment plant projects. They have designed modifications to the old clearwell, the clearwell roof, the UV system, and the electrical upgrades. During an overall electrical system evaluation by NEI, an audit revealed that the existing main electrical load center was becoming obsolete, with repair parts at a premium. The load center is vital for powering the entire plant, including the pumps and treatment processes. It was determined that additional plant electrical upgrades to the load center are required and would be cost effective to include this in the UV construction project. At this time it is roughly estimated that the load center modifications will cost $800,000. This will be bid with the UV construction project. 3 -1 FINANCIAL IMPACT CDM's proposal is for $53 ,240 .00. LIST OF ATTACHMENTS Letter from NEI dated Ap[ril 27 , 2012 Re : Allen Water Treatment Plant Electrical Switchgear Replacement 3 -'2 THIRD AMENDMENT TO AGREEMENT This AMENDMENT made this 24th day of April , 2012 between the City of Englewood , Colorado ("OWNER") and Camp Dresser & McKee Inc. ("ENGINEER") modifies the AGREEMENT between the OWNER and the ENGINEER dated April 21 , 2010 . The AGREEMENT is modified by this AMENDMENT to add to the Design Phase Services . Specifically, the following additions to the AGREEMENT are agreed to : I . Add the following Exhibits: Exhibit A -Scope of Work for Allen WTP Switchgear replacement (includes scope and project schedule). 2. The schedule for performance of ENGINEER's services in the AMENDMENT is as follows: As described in Exhibit A to this AMENDMENT. 3 . Payment of Services Rendered by the ENGINEER. Time and materials payment with a not to exceed value listed in Exhibit A. The terms and conditions are listed in the April 21st, 2010 agreement. 4. Reason of AMENDMENT The OWNER seeks additional design services to replace the switchgear at the OWNER's Allen Water Treatment Plant. All other terms and conditions of the AGREEMENT of April 21 , 2010 , as amended , remain in full force and effect. C:\Projects\E nglewood\UV\PM\A mendme nt\A mend ment 3\Englewood UV Ame nd 3 _Final.doc Page 1 of 2 .s -3 . IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT to the AGREEMENT to be effective as of the date first above written . OWNER: ENGINEER: City of Englewood B: B: Stewart Fonda Title : Utilities Director Title : Vice President Address for giving notices: Address for giving notices: City of Englewood -Utilities Department 555 17th Street Suite 1100 1000 Englewood Parkway Denver, Colorado 80202 Englewood, Colorado 80110 C.\Projects\Englewood\UV\Pt\.1\A mend ment\A rn end me nt )\Englewood UV Amend )_f inal.doc Page 2of2 3 -L/ r-c::J li~ll electric power engineering April 27th, 2012 Tim Rynders COM Smith 555 1 ylh Street, Suite 1100 Denver, Colorado 80202 P.O Box 1265 •Arvada, CO 80001 Phone (303) 431-7895 •Fax (303) 431-1836 www.neiengineering.com Ref: City of Englewood, Allen Water Treatment Plant Electrical Switchgear Replacement Dear Tim: Thank you for the opportunity to provide you with a professional engineering services cost estimate for this project. This proposal is based on locating new 480V switchgear for the Allen Plant outside near the existing transformers and transferring loads from the existing switchgear to the new switchgear while the Allen Plant is in operation. The estimate is broken down with the scope of work below: ESTIMATED TASK COST: Field Investigation $4,400.00 Switchqear Research $4,710.00 Load Shedding Scheme lnvestiqation $2,860.00 Coordination Study $2,690.00 Arc-Flash Study $1,010.00 SCADA lnvestiQation $5,420.00 Sing I e Lines $1,850.00 Equipment Elevations & Details $1,010 .00 Site Plan $840.00 Schematics $3,320.00 Demo Plan $1,850.00 Conduit RoutinQ & Duct Bank Details $5,590.00 Conduit/Cable Schedule $1,010.00 Specifications $3,030.00 Meetinqs, COM and City Review Chanqes $5,960.00 Sequence of Construction $2690.00 Civil and Structural Engineerinq $5,000.00 Total: $53,240.00 3 -~ Engineering/Design Deliverables: The list of proposed deliverables NEI will provide includes the following (but not necessarily limited to): Drawings: Single Line Diagram Switchgear Elevations & Details Schematic Drawings Site Plan Demo Plan Conduit Routing & Duct Bank Details Conduit/Cable Schedule Communication Schematic Drawings Switchgear Foundation Plan Reports: Coordination Study and Breaker Settings Arc Flash Study Specifications: Switchgear Specifications Sequence of Construction Please note that the cost proposal takes into account the difficulties associated with working in an existing facility that must be kept in operation while the work is performed. This proposal does include civil and structural engineering associated with the switchgear building foundation and demo work. This proposal does not include construction services and submittal review. As requested, NEI is providing this estimate in a separate proposal. Please feel free to let me know if you have any questions or comments. Thank you for the opportunity, and we look forward to working with you again. Best Regards, Andrew Humphrey, PE NEI Electric Power Engineering 3 -(p Date June 18, 2012 INITIATED BY Utilities Department COUNCIL COMMUNICATION Agenda Item Subject Allen Plant Ultraviolet System Design -Amendment #4 STAFF SOURCE Stewart H. Fonda, Director of Utilities COUNCIL GOAL AND PREVIOUS COUNCIL ACTION Council approved contract to COM, Ramey Environmental Compliance and NEI for engineering and construction management services on April 19, 2010 for the design of the ultraviolet (UV) disinfection system. RECOMMENDED ACTION The Englewood Water and Sewer Board, at their May 8, 2012 meeting, recommended Council approval, by motion, of the contract for additional engineering and construction management services to Camp, Dresser & McKee in the amount of $272,814.00 for construction management services. BACKGROUND, ANALYSIS, AND ALTERNATIVES IDENTIFIED The Long Term Two Enhanced Surface Water Treatment Rule was adopted by Congress on January 5, 2006. In this rule, the Environmental Protection Agency required that water systems meet additional cryptosporidium ( crypto) removal requirements. The system must be operational by October 1, 2013. UV operates with a band of light that disinfects water at a certain wavelength in the ultraviolet light spectrum . Water at the Allen Filter Plant will be treated by the UV system after the filtration process · and before chlorination, then pumped into the distribution system. The UV process will reduce sodium hypochlorite (chlorine) use, is an extremely fast process to inactivate crypto, is proven technology, requires the smallest footprint and is the most cost effective. COM, the selected engineering consultant, has completed several other UV systems throughout the United States, and they are also familiar with the Allen Water Treatment Plant, having consulted on other water treatment plant projects. They have designed modifications to the old clearwell, the clearwell roof, the UV system, and the electrical upgrades . The scope of construction activity was not established in the original contract for UV in 201 O because the construction services that would be required were unknown. Construction services were finalized after the 95% design plans were completed . Now that the true scope of work has been established, Amendment #4 will authorize construction management services necessary. This amendment includes funding for engineering services during construction. The resident COM project rep will be on site 20 hours a week to conduct site visits, specialty inspections and design clarifications. For cost efficiency, City staff will cover the remainder of construction observation. COM will be providing training to City staff for the major processes , systems and operating equipment installed. '-/ -I Exhibit A defines the engineering services during construction . Exhibit B defines the construction design observation . FINANCIAL IMPACT CDM's proposal is for $272 ,814.00. LIST OF ATTACHMENTS Fourth Amendment to Agreement Exhibit A-Amendment No. 4 Scope of Work -Allen Water Treatment Plant Ultraviolet Disinfection System Construction Services Exhibit B -Duties, Responsibilities and Limitation of Authority of the Resident Project Representative - Engineering Consulting Services during Construction, City of Englewood UV Disinfection Project, Allen Water Treatment Plant '-/ -2 FOURTH AMENDMENT TO AGREEMENT This AMENDMENT made this 26th day of April , 2012 between the City of Englewood, Colorado ' ("OWNER") and C amp Dresser & McKee Inc. ("ENGINEER") modifies the AGREEMENT between the OWNER and the ENGINEER dated April 21 , 2010. The AGREEMENT is modified by this AMENDMENT to add to the Design Phase Services. Specifically, the following additions to the AGREEMENT are agreed to: 1. Add the following Exhibits: Exhibit A-Scope of Work for the Allen Water Treatment Plant Ultrav iolet Disinfection System Construction Services (includes scope and project schedule). Exhibit B -Duties, Responsibilities and Limitations of Authority of the Resident Project Representative 2. The schedule for performance of ENGINEER's services in the AMENDMENT is as follows: As described in Exhibit A to this AMENDMENT. 3. Payment of Services Rendered by the ENGINEER. Time and materials payment with a not to exceed value listed in Exhibit A. The terms and conditions are listed in the April 21st, 2010 agreement. 4. Reason of AMENDMENT The OWNER seeks additional services for ENGINEER to provide construction services during the construction of the OWNER's UV Disinfection Project at the Allen Water Treatment Plant as described in Exhibit A. All other terms and conditions of the AGREEMENT of April 21, 2010 , as amended, remain in full force and effect. C:\Docume nts and Settingsltbrennan\Local Settings\Temporary Int ernet Files\Cont ent.Outlook\BSGKV 2Y3\Eng lcwood UV Amend 4_Fi nal.doc Page 1 of2 LJ -3 IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT to the AGREEMENT to be effective as of the date first above written. OWNER: ENGINEER: City of Englewood B: Stewart Fonda Title: Utilities Director Title: Vice President Address for giving notices: Address for giving notices: City of Englewood -Utilities Department 555 17th Street, Suite 1100 l 000 Englewood Parkway Denver, Colorado 80202 Englewood, Colorado 80110 C:\Projects\E nglewood\UV\PM\Amendment\Amendrnent 4\Englewoo d UV Amend 4_Final.d oc Page 2of2 L} _, L/ 351Scope Item No. 1.4.16 1.4.17 1.4.18 1.4.19 1.4.20- 1.4.22 Revised Task 1.4 SUMMARY OF SCOPE AND FEE ESTIMATE AMENDMENT4 Engineering Services During Construction City of Englewood UV Disinfection System Description Scope of Work Summary Conformed Documents • Incorporate addenda, clarifications into Contract Documents Pre-Construction • Conduct pre-construction meeting with Conference Contractor • Prepare Agenda and Minutes Resident Project • Provide RPR to observe progress of the work Representative (RPR) for nine months at an average of 20 hours per week Record Drawings • Incorporate field changes into Drawings and prepare five ( 5) paper copies and one (1) electronic copy. Start-up, Training and • Assist with startup, testing, and refining O&Mmanual equipment operations • Conduct operator training • Prepare electronic O&M Manual Engineering Support • Conduct site visits and specialty inspections Services • Review/issue design clarifications • Review change orders and work changes • Review/approve shop drawings, submittals, and substitutes • Review contractor completion documents • Observe functional demonstration tests • Conduct substantial and final completion inspections Total Amendment Upper Limit Percent of Construction Management fees from estimated $4.5 million Construction Cost 1 LJ -5° Total Fee $7,630 $3,484 $92,866 $10,400 $25,112 $133,322 $272,814 6.1% ...... ·. EXHIBIT A-AMENDMENT NO. 4 Scope of Work Allen Water Treatment Plant Ultraviolet Disinfection System Construction Services This is an Amendment made a part of the Professional Services Agreement dated April 19, 2010, between City of Englewood, Colorado (City, also referred to as Owner) and Camp Dresser & McKee Inc. (Consultant also referred tq as Engineer) for consulting services associated with the design and construction of the City's Ultraviolet (UV) Disinfection System (Project) at the Allen Water Treatment Plant. The scope of these facilities is defined in draft (95 percent complete) contract documents (Plans, Specifications, and Contract Documents) prepared by Consultant dated February 2012 and has changed substantially from what was intended in the original Agreement to include a new building to house UV equipment, demolition of an adjacent abandoned pump station and site work As a result, the original design budget was exceeded and consumed funds budgeted for engineering services during construction. This amendment therefore includes funding for the additional design services as well as an updated fee for engineering services during construction. The scope of services of the Consultant described in Section 2 and Exhibit A of said Agreement are supplemented and amended as follows: Exhibit A, add the following new paragraphs: 1.4.16 Conformed Documents Upon completion of the Bid Phase, Consultant will incorporate addenda items into the Contract Documents to create a conformed set of Contract Documents. The Drawings and Specifications are to be identified as "Conformed Documents-Final for Construction." Consultant shall provide the City two paper copies and one electronic copy and provide the Contractor with two paper copies and one electronic copy of the Conformed Documents 1.4.17 Pre-Construction Conference · Consultant will facilitate and participate in a half-day Pre-Construction Conference with the Contractor and provide clarifications and interpretations of the Contract Documents as appropriate to assist with construction related issues. The pre-construction conference will address the following: • Correspondence procedures and contact persons • Shop drawing submittal procedures • Progress meetings with the District, Consultant and Contractor • Scheduling procedures • Payment procedures • Change order and time extension procedures • Coordination of utilities and contact persons • Contractors safety and emergency procedures Englewood UV Amend 4 Page 1of4 LJ -~ • Storage of materials and special work activities or conditions • Record drawing maintenance and submission requirements • General review of construction sequence • Communications procedures Consultant will prepare minutes of the pre-construction conference and address follow-up questions as necessary. 1.4.18 Resident Project Representative (RPR) RPR means the authorized representative of Consultant who will be assigned to assist Consultant at the Project site during the Construction Phase. The RPR will be Consultant's agent or employee and under Consultant's supervision. As used herein, the term RPR includes any assistants of Resident Project Representative agreed to by City. The duties and responsibilities of the RPR are set forth in Exhibit B, "Duties, Responsibilities, and Limitations of Authority of Resident Project Representative." For the purposes of this Agreement, the Consultants level of effort is based on 9 month construction period including start-up, testing, commissioning (substantial completion) and close-out (final completion). During this period, the Consultant will provide an RPR for an average of 20 hours per week for a total of 784 hours. The City will provide inspection and coordination of civil related items including but not limited to site work, repaving, storm drains, inlets and conveyance systems, site access and security, as well as construction staging and storage. 1.4.19 Record Drawings At the completion of construction, Consultant shall prepare reproducible Record Drawings indicating those changes made during the construction process based on construction records provided by the Contractor and the RPR. The construction records shall indicate construction changes, site observations, drawings, and other data, which the City considers significant and desires to have included on the Record Drawings. Consultant will not be responsible for any errors in or omissions in the information provided by Contractor that is incorporated in the record drawings or other record documents. Record Drawings shall be prepared in digital format in AutoCAD Version 2008 and submitted in conformance with City's current standards . In addition, the Consultant shall provide the City with three (3) full size and five (5) half size paper sets of Record Drawings as well as one electronic set. 1.4 .20 Start-Up Assistance Consultant will provide assistance with the start up, refining, and adjusting ofequipment and/or systems and will perform the following: • Observation and documentation of equipment functional demonstration testing. Engl ewood UV Amend 4 Page 2of4 '-} ,.... 7 ,. ,.. .. -.. • Observation and documentation of Project facilities startup and shutdown procedures provided and performed by the Contractor. • Interface with Contractors System Integrator as required for verification of instrumentation and SCADA functionality. • Assist City in developing forms and procedures for control of Project facilities operation and maintenance, and record keeping. In company with City, v isit the Project to observe any apparent defects in the completed work, assist City in consultations and discussions with Contractor concerning correction of such defects, and make recommendations as to replacement or correction of defectiv e work. 1.4.21 Operator Training. Consultant will provide training to City staff for major processes, systems, and equipment installed as part of this Project. Training shall consist of a one-day session focused on the overall operation of the plant. Training shall discuss process theory; performance goals and operational expectations of the UV disinfection system. Major system components, equipment installed, operational requirements , safety considerations, and control system logic/operation shall be addressed during the training. New and updated O&M manuals chapters developed under Paragraph 1.4.23 will be used and distributed at Project training sessions. 1.4.22 Operations and Maintenance Manual Consultant will prepare an electronic operations and maintenance (O&M) manual for the Project. A draft manual will be delivered in paper format and the final manual will be delivered in electronic format. The O&M manual will generally include the following information about the facility and its operations: • Applicable regulations associated with the systems. • A functional overview of the equipment and description of the flow sequence through the systems . • List of equipment components necessary for the operation of the system. • Description of systems explaining the operation and the purpose for the system. • Equipment control descriptions. • Lists of important contacts and phone numbers, and procedures to follow in the event of an emergency. Englewood UV Amen d 4 Page 3 of 4 The electronic O&M manual Web will be created and managed in Microsoft FrontPage and will be designed for viewing in Microsoft Internet Explorer version 7.0 or higher. The manual will include hyperlinks to figures and photographs of the equipment and will include up to 300 letter- sized pages of scanned manufacturer service manuals in Adobe PDF format and up to 40 photos of the UV facility and associated equipment. The City will provide the necessary computer hardware. The Consultant will provide on-site training for editing and use of the manual. Exhibit A, Paragraph 3.0, change Construction Phase time period of performance to "October 15, 2012 to July 1, 2013". Exhibit A, Paragraph 4.0, delete entire paragraph and replace with the following:" For RPR services, City agrees to pay Consultant at actual direct labor cost times a multiplier of 2.30; all other labor City agrees to pay Consultant at actual direct labor cost times a multiplier of 3 .10. Direct Project expenses will be paid at cost. The services of outside professionals sub-contracted by Consultant will be paid at actual cost times a multiplier of 1.10. Total Agreement upper limit is not to exceed $803,558 without prior City authorization." Englewood UV Amend 4 Page 4of4 EXHIBITB DUTIES, RESPONSIBILITIES, AND LIMITATIONS OF AUTHORITY OF THE RESIDENT PROJECT REPRESENTATIVE Engineering Consulting Services During Construction City of Englewood UV Disinfection Project, Allen Water Treatment Plant Camp Dresser & McKee Inc. This is an Exhibit attached to, made a part of and incorporated by reference with the Agreement made on August 26, 2010 between The City of Englewood (City) and CDM Smith Inc. (Consultant) providing for professional engineering services. Consultant shall furnish a Resident Project Representative ("RPR"), assistants, inspectors and other field staff to assist Consultant in observing progress and quality of the work of Contractor. Through more extensive onsite observations of the work in progress and field checks of materials and equipment by the RPR and assistants, Consultant shall endeavor to provide further protection for City against defects and deficiencies in the work of Contractor. However, Consultant shall not, during such visits or as a result of such observations of Contractor's work in progress, supervise, direct, or have control over Contractor's work nor shall Consultant have authority over or responsibility for the means , methods, techniques, sequences or procedures selected by Contractor, for safety precautions and programs incident to the work of Contractor, for any failure of Contractor to comply with laws, rules, regulations, ordinances, codes or orders applicable to Contractor's performing and furnishing the work, or responsibility of construction for Contractor's failure to furnish and perform the Work in accordance with the Contract Documents. The duties and responsibilities of the RPR are limited to those of Consultant in Consultant's Agreement with the City and in the construction Contract Documents, and are further limited and described as follows: A. General RPR is Consultant's agent at the site, will act as directed by and under the supervision of Consultant, and will confer with Consultant regarding RPR's actions. RPR's dealings in matters pertaining to the on-site work shall in general be with Consultant and Contractor, keeping City advised as necessary. RPR's dealings with subcontractors shall only be through or with the full knowledge and approval of Contractor. RPR shall generally communicate with City with the knowledge of and under the direction of Consultant. B. Duties and Responsibilities ofRPR 1. Schedules: Review the progress schedule, schedule of Shop Drawing submittals and schedule of values prepared by Contractor and consult with Consultant concerning acceptability. 2. Conferences and Meetings: Attend meetings with Contractor, such as preconstruction conferences, progress meetings, job conferences and other project-related meetings. 3. Liaison: DRA IT _Ex hibi t D-Du tiesO fRPR doc L/ -I() Page 1of5 -... ~ .... a. Serve as Consultant's liaison with Contractor, working principally through Contractor's superintendent and assist in understanding the intent of Contract Documents b . Assist in obtaining from City additional details or infonnation, when required for proper execution of the Work. 4. Shop Drawings and Samples : a . Record date of receipt of Shop Drawings and Samples . b . Receive Samples that are furnished at the site by Contractor, and notify Consultant of availability of Samples for ex amination. c. Advise Consultant and Contractor of the commencement of any Work requiring a Shop Drawing or Sample if the submittal has not been approved by Consultant. 5. Review of Work, Rejection of D efective Work, Inspections, and Tests: a. Conduct on-site observations of the Work in progress to assist Consultant in detennining if the Work is in general proceeding in accordance with the Contract Documents. b. Report to Consultant whenever RPR believes that any Work will not produce a completed Project that conforms generally to the Contract Documents or will prejudice the integrity of the design concept of the completed Project as a functioning whole as indicated in the Contract Documents, or has been damaged, or does not meet the requirements of any inspection, test or approval required to be made; and advise Consultant of Work that RPR believes should be corrected or rejected or should be uncovered for observation , or requires special testing, inspection or approval. c. When on site accompany visiting inspectors representing public or other agencies having jurisdiction over the Project, record the results of these inspections and report to Consultant. 6. Interpretation of Contract Documents: Report to Consultant when clarifications and interpretations of the Contract Documents are needed and transmit to Contractor clarifications and interpretations as issued by Consultant. 7 . Modifications : Consider and evaluate Contractor's suggestions for modifications in Drawings or Specifications and report with RPR's recommendations to Consultant. Transmit to Contractor in writing decisions as issued by Consultant. 8. Records: a. Maintain at the job site orderly files for correspondence, reports of job conferences, Shop Drawings and Samples, reproductions of original Contract Documents including all Work Change, Addenda, Change Orders, Field Orders, additional Drawings issued subsequent to the execution of the Contract, Consultant's clarifications and interpretations of the Contract Documents, progress reports , Shop Drawing submitfals received from and delivered to Contractor and other Project related documents. DRAFT _Exhibit B-D utiesOfRPR.doc LI -11 Page 2of5 b. Prepare a daily report or keep a diary or log book, for the days when the RPR is present, recording Contractor's hours on the job site, weather conditions, data relative to questions of Work Change Directives, Change Orders or changed conditions, list of job site visitors, daily activities, decisions, observations in general, and specific observations in more detail as in the case of observing test procedures; and send copies to Consultant. c. Record names, addresses, and telephone numbers of all Contractors, subcontractors and major suppliers of materials and equipment. 9. Reports: a. Furnish to Consultant periodic reports as required of progress of the Work and of Contractor's compliance with the progress schedule and schedule of Shop Drawing and Sample submittals. b. Consult with Consultant in advance of scheduled major tests, inspections, or start of important phases of the Work. c. Draft proposed Change Orders and Work Change Directives, obtaining backup material from Contractor and reconunend to Consultant Change Orders, Work Change Directives, and Field Orders. d. Report immediately to Consultant and City the occurrence of any accident. 10. Payment Requests: Review Applications for Payment with Contractor for compliance with the established procedure for their submission and forward with recommendations to Consultant, noting particularly the relationship of the payment requested to the schedule of values, Work completed and materials and equipment delivered at the site but not incorporated in the Work. 11. Certificates, Maintenance and Operation Manuals: During the course of the Work, verify that certificates, maintenance and operation manuals and other data required to be assembled and furnished by Contractor are applicable to the items actually installed and in accordance with the Contract Documents, and have this material delivered to Consultant for review and forwarding to City prior to final payment for the Work. C. Limitations of Authority by RPR Resident Project Representative: 1. Shall not authorize any deviation from the Contract Documents or substitution of materials or equipment (including "or-equal" items), unless authorized by Consultant. 2. Shall not exceed limitations of Consultant's authority as set forth in the Agreement or the Contract Documents. DRAFT_Exhibit B-DutiesOIR.PR.doc LI -I 2. Page 3 of 5 3 . Shall not undertake any of the responsibilities of Contractor, Subcontractors, Suppliers, or Contractor's superintendent. 4 . Shall not advise on, issue directions relative to, or assume control over any aspect of the means , methods , techniques , sequences or procedures of construction unless such advice or directions ar e specifically required by the Contract Documents. 5. Shall not advise on, issue directions regarding or assume control over safety precautions and programs in connection with the Work. 6 . Shall not accept Shop Drawing or Sample submittals from anyone other than Contractor. 7 . Shall not authorize City to occupy the Project in whole or in part. 8. Shall not participate in specialized field or laboratory tests or inspections conducted by others except as specifically authorized by Consultant. D . Services to be provided by the City Staff City of Englewood Engineering Staff 1. Attend meetings with Contractor, such as preconstruction conferences, progress meetings, job conferences and other project-related meetings, prepare and circulate minutes thereof. 2. Inspect the installation of all buried piping and utilities. 3. Inspect the demolition of the existing pump station and clearwell . 4. Inspect all earthwork, sidewalk, curb and gutter, roadway and street pavement construction . 5. Verify that tests, equipment and systems start-ups and operating and maintenance training are conducted in the presence of appropriate personnel , and that Contractor maintains adequate records thereof; and observe , record and report to Consultant appropriate details relative to the test procedures and start-ups. 6. Inspect all electrical work, including but not limited to demolition of existing equipment, installation of switchgear, wiring, conduits, ductbank, boxes, transformers, lighting and circuitry. 7. Witness all factory and field acceptance tests of Instrumentation and Control equipment and systems that are required . 8. Before the Consultant issues a certificate of substantial completion, submit to the Contractor a list of observed items requiring completion or correction. 9. Observe whether Contractor has had performed inspections required by laws, rules regulations, ordinances ; codes or orders applicable to the work , including but not limited to those to be performed by public agencies having jurisdiction over the work. 10. Conduct a final inspection in the company of the Consultant and the Contractor and prepare a final list of items to be completed or corrected. 11. Observe whether items on the final list have been completed or corrected and make recommendations to Consultant concerning acceptance and issuance of the Notice of Acceptability of the Work. 12 . Prepare a daily report or keep a dairy or log book, for the days when City Staff is observing the Work recording Contractor's hours on the job site , weather conditions, daily activities, DRAFT _Ex hibit B-DuticsOIRPR .doc '-I -13 Page4of5 observations in general, and specific observations in more detail as in the case of observing test procedures ; and send copies to Consultant. DRAFT _Exhibit B-DutiesOIRPR .doc LJ -JL/ Page 5 of 5 WATER CONSERVATION VS. DROUGHT PLANNING Vasser Abouaish, .Utilities Engineer May 1, 2012 Englewood Utilities Department is developing a comprehensive Water Conservation Plan (WCP) in the next six (6) months in accordance with the Water Conservation Act of 2004 (HB04-1365) and to meet the provisions of Colorado Revised Statutes (CRS) section 37-60-126 . A State-approved Plan will qualify Englewood for loans , grant funding and other forms of financial assistance from the Colorado Water Conservation Board (CWCB) and the Colorado Water Resources and Power Development Authority for water supply , treatment or delivery projects. We are seeking up to $50,000 planning grant to fund WCP, after which we will also qualify for a variety of implementation grants. The City of Englewood's Water Conservation Plan will guide the effective and responsible use of its water resources, including during periods of drought. While the Drought Mitigation Plan Guidelines gives CWCB authority to review the City's Plan, nothing in the statute shall be construed as mandating that entities must have an approved drought mitigation plan on file with the State . However, due to current drought "threat" conditions, the City is accelerating the development of its drought plan. Water conservation planning involves strategies for reducing demand (i.e., improving water use efficiency and/or increasing reuse), its main objective is to achieve lasting, long-term improvements in water use efficiency while reducing overall water demands . THE HYDROLOGICAL CYCLE In contrast, a drought management plan focuses on mitigation and response strategies that can provide short-term relief from temporary drought-related water supply shortages. Its response measures often achieve temporary savings through changes in customer behavior during a drought. This may involve mandatory water restrictions for certain types of water use on a temporary basis . Drought mitigation generally applies to measures taken prior to, to avoid or reduce impacts during a drought. While drought planning is an essential component of an overall water conservation planning, it is common for the public, and even for water providers , to confuse drought mitigation planning and water conservation planning: The goal of water conservation planning is to achieve lasting, long-term improvements in water use efficiency. Water conservation measures can include managing landscape irrigation, implementing conservation water rate structures, replacing or retrofitting water fixtures and similar efforts. The goal of drought mitigation planning is to ensure an uninterrupted supply of water in an amount sufficient to satisfy essential needs. Drought response measures can include mandatory restrictions on certain water uses, water allocation or the temporary use of an alternative water supply. These measures are intended to be temporary responses to water supply shortages . I THE I HYDRO·ILLOGICAI. I CYCLE I (AWAUWUSJ s-1 TO: FROM: DATE: RE: MEMORANDUM Water and Sewer Board Englewood City Council Stewart Fonda, Director of Utilities April5 ,2012 Changes in Total Coliform procedures The State Health Department requires that Allen Water Treatment Plant personnel to collect 50 water samples every month for testing to detect the presence of bacteria in drinking water. These samples must be representative of the Englewood's distribution system water quality. Englewood draws their samples exclusively from outside faucets at private residences. This is a practical method for collecting samples because it does not require the resident to be present. Regulations require that 95% of the samples show negative results , meaning no bacteria is present. For every 50 samples, the State has allowed one sample to be positive. Out of 600 samples in 2011, three positive samples were also positive in the resample. The cause of the positive was investigated and found to be an interior plumbing problem. These samples were retested and came back safe, which is considered a false positive. This means the first test was contaminated in some manner, which could have been due to sampling techniques, contaminated bottles or the faucet could have been exposed to contaminants . In the past, the State has allowed these samples to be invalidated, and did not count toward the 95% safe sample requirement. With the new State policy, they do not allow samples from outside faucets to be invalidated. This means that even though we are allowed a 5% positive rate, it is possible that this may be exceeded in the future because of the new Health Department policy. l> ·-I The Allen Filter Plant has never experienced a maximum contaminant level violation for bacteria in the last 30 years. With the new policy, what is now considered a violation will be more possible than in past years. This does necessarily mean that the distribution water quality is unsafe, but that the new policy will not discount samples taken with mitigating circumstances. While Englewood has not had a violation in the past, with the new policy, it is important to be aware of the possibility. A violation requires public notification within 24 hours. This time frame restricts the methods of this public service announcement to notification to radio or television. The reverse 911 phone notification system is also a possibility. To help prevent false positive results in the future, testers are now disinfecting outside faucets and not sampling under contaminating circumstances, for example windy days or precipitation events. All samplers have also been retrained in sampling procedures. Safe water quality continues to be the highest priority at the Allen Filter Plant, with all State mandated procedures and testing protocols being followed and monitored at all times.