HomeMy WebLinkAboutItem 08 Wastewater Flow Monitoring and Analysis (P41041) Contract AGENDA ITEM SUMMARY Meeting Date: 3/19/2018
Meeting Type: Regular Meeting
Staff Contact/Dept.: Jeff Paschall/DPW Staff Phone No: 726-1674
Estimated Time: 5 minutes
S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Maintain and Improve Infrastructure and
Facilities ITEM TITLE: WASTEWATER FLOW MONITORING AND ANALYSIS (P41041)
CONTRACT TO SUPPORT THE CAPACITY, MAINTENANCE, OPERATIONS, AND MANAGEMENT (CMOM) PROGRAM
ACTION REQUESTED:
By Motion:
AUTHORIZE NEGOTIATION AND EXECUTION OF A SOLE SOURCE
CONTRACT WITH NOVAC INDUSTRIES NOT TO EXCEED $240,000.
ISSUE STATEMENT:
As part of the CMOM Program, the City has a requirement to complete the analysis
of flow monitoring data and development and calibration of a wastewater system
hydraulic model. Staff has determined that the most efficient and cost effective approach to complete this project is to negotiate a contract with Novac Industries
ATTACHMENTS: 1. Draft Scope of Services
2. Draft fee schedule
3. Sole Source Justification
DISCUSSION/ FINANCIAL
IMPACT:
During the summer of 2017, an Intergovernmental Agreement (IGA) was
negotiated with Eugene to complete analysis of the wastewater collection system
flow data and develop a hydraulic model. This model is critical for identifying future rehabilitation needs, updating the City’s Wastewater System Master Plan, and analyzing the inflow and infiltration (I/I) impacts of private laterals on the
collection system.
Through the IGA, key Eugene staff were identified to complete the critical data
analysis and build and calibrate the hydraulic model, as this work requires a very specialized skill set. The assigned staff recently resigned from the City of Eugene
to relocate to the Portland area and begin work as an independent contractor (Novac
Industries) specializing in system flow monitoring and hydraulic modeling. With this development, it is unlikely that Eugene will be able to fulfill the scope of the
IGA under the original schedule, and discussions have begun to dissolve the agreement.
In the meantime the City still has a requirement and a need to complete the analysis of flow monitoring data and development and calibration of a wastewater system hydraulic model. It is proposed that the City enter into an agreement with Novac
Industries to complete development of a wastewater hydraulic model. This is seen as the most efficient and cost effective way to complete the project as Novac
Industries has a unique knowledge of the City’s wastewater collection system and
basin characteristics that are critical in developing a sound model. Mr. Novac was a key contributor to the development and completion of Eugene’s wastewater
hydraulic model and began work on the City of Springfield’s hydraulic model, and
has been working closely with City of Springfield Operations staff in flow monitor selection, installation, and data collection.
This City has negotiated the same hourly rate as the original IGA, and the level of effort is in line with original expectations. Sufficient wastewater capital funds are
programmed to negotiate and execute a contract not to exceed $240,000 with Novac
Industries.
EXHIBIT A
Scope of Work
City of Springfield Wastewater Model
Purpose:The purpose of the Scope of Work is to outline the major phases required to
successfully create an accurate and functional hydraulic model of Springfield’s wastewater
collection system.Also included is a breakdown of tasks,along with any resources that will be
required,to complete each phase.An estimated timeline is provided for completion of each
phase and the overall project.
Assumptions:Successful completion of every phase,and the project as a whole,depends upon
the following:
Definitions:
Springfield GIS Database –includes wastewater information stored in the City’s Infor
Public Sector Asset Inventory System and other spatial data sets maintained by the City
of Springfield as required in support of the project.
New Information –includes new information developed as a result of field work,new
information generated by use of the modeling software and external reference
information pull in from other sources,all of which currently does not exist in
Springfield GIS Databases.
Modeling Software –includes DHI MIKE URBAN and the MOUSE simulation engine
software.
Modeling Software Database –includes all information required to support modeling
efforts and generate Key Model Outputs.
Key Model Inputs–includes information such as Springfield GIS Database information,
New Information,and other information required to produce Key Model Outputs.
Key Model Outputs –includes paper and electronic products generated to support
desired outcomes that the City of Springfield determines to be of value.
City of Springfield Responsibilities:
Perform field work such as:
o Install and troubleshoot flow monitors and perform weekly maintenance to
ensure quality of flow data obtained.
o Gather measurements of manhole depths,invert elevations and pipe diameters.
o Enter information into the Springfield GIS Database.
Ensure continued collection of flow data from MWMC owned flow monitor installed in
the East Bank Interceptor where Springfield’s wastewater enters the City of Eugene
before flowing to the wastewater treatment plant.
Provide rainfall data from rain gauges maintained by the treatment plant.
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Provide pump station information including:wet well dimensions,pump operating
levels,pump curves,etc…
Provide tools for Springfield employees to enter information into the Springfield GIS
Database.
Electronically push Springfield GIS Database information to support modeling efforts.
Novac Industries Responsibilities:
Provide personnel for modeling and support desired outcomes and timelines identified
below.
Provide to Springfield needed information to clarify model data and flow design data as
required to support the project.
Perform imports and exports of Springfield GIS Database information as required to
assure synchronize between Springfield GIS Database information the Modeling
Software Database.
Retain unique identifiers for assets features fromSpringfield GIS Database and maintain
relationships between these features and New Information in Modeling Software
Database,i.e.,which do not preclude the ability to integrate New Information into the
Springfield GIS Database.
Share model outputs with the City of Springfield,including Springfield Database
Information,New Information and modeling data to replicate key model outputs.
Provide monthly progress reports outlining work performed during invoice period as
well as upcoming work to be performed during next invoice period.
Present completed model to City of Springfield demonstrating functionality and
accuracy.
Desired Outcomes and Timeline:
The following phases will be undertaken and completed:
Phase 1:Physical update of model,addition of missing assets and dry weather flow analysis:
The methodology utilized to develop the existing model has been evaluated and the
following determinationswere made:
o The input data used to create the model is significantly outdated and is not
representative of current flow conditions.
o Since model development,Springfield’s collection system has undergone
significant changes that have not been integrated into the model.
o The existing dry weather flows will be replaced with data collected during August
of 2017 and verified with data to be collected in August of 2018.
Every pipe segment that is 10 inches or greater in diameter will be modeled with
accurate slope,material,shape and size.This includes gravity and pressure lines.
Pump stations present in the 10 inch system will also be modeled.
o Physical characteristics of each pump station will be obtained including:
geometry of wet well,number of pumps,pump operating curves,etc.
Analyze and compile 2017 dry weather data to generate average dry weather flow
curves for input into model.
Depending upon the amount of information missing from the Springfield GIS database,this
phase could take approximately 2 to 3 months to complete.
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Phase 2:Flow monitoring and model dry weather calibration:
A minimum of 3 isolated rainfall events are required for wet weather calibration.
o Isolated rain events are when approximately dry weather flows precede rainfall
for a few days and no rainfall occurs for a week after.This allows for proper
calibration of soil saturation,peak flow and regression across the system.
o 4 captured events are optimal,where the 4th event is not used to calibrate the
model,rather it is used as a check to ensure that flows are simulated accurately
compared to measured values.
o Flow data will be continuously analyzed for the remainder of the 2017 2018 wet
weather season.
o If less than 3 isolated events are recorded during the 2017 2018 wet weather
season,then the remaining rainfall events will be recorded during the 2018 2019
wet weather season.
Perform a dry weather calibration of the model to ensure that flows are routing
downstream as measured by flow monitors.
o Dry weather flow data will be collected and analyzed during the 2018 dry
weather season and used to verify averages compiled from 2017 dry weather
flow data
Wet weather flow monitoring will continue for the remainder of the season to capture the
required isolated rainfall events.The dry weather calibration of the model will take
approximately 3 to 4 months of complete.
Phase 3:Model wet weather calibration:
As stated above,a minimum of 3 isolated rain events are required for a comprehensive
wet weather calibration.
This phase is entirely dependent upon weather and frequency of rainfall.Most isolated
storms occur during the months of March through May,but events could happen
anytime during the wet weather season.
o It is even more important to ensure proper functionality of flow monitoring
equipment during the wet weather season.This can be accomplished by more
frequent site visits to ensure proper flow monitor calibration.
Rainfall will be measured by 3 rain gauges installed across the City of Springfield that
will be used for wet weather calibration.These gauges are maintained by crews at the
wastewater treatment plant.
This phase is the most time consuming requiring approximately 1.5 to 2 weeks to calibrate a
single monitoring point in the model to the isolated rainfall events.This phase is also climate
dependent and will require an additional wet weather season if at least 3 rainfall events do not
occur in the 2017 2018 season.The phase will take approximately 6 8 months to complete.
Deliverables:It is important to note that the finished model will incorporate approximately
20%of Springfield’s entire collection system.Pipes that are less than 10 inches in diameter
should be added into the model over time.Ongoing model maintenance and timely updates
will have to be performed to ensure current and accurate flows across the system.The timeline
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for a completed model is estimated to take about 18 months,with a small contingency for
unforeseen circumstances.
The 18 month schedule includes time for monthly progress reports,technical support for City
flow monitor crews,presentations and any other administrative work required to fully
complete the hydraulic model.
Phase 4 (Optional add on):Micro monitoring of first focus area for Inflow &Infiltration rehab
identification:
The skeletal model is projected to be completed in September of 2019 but the first
round of micro monitoring data collection should start in August of 2019.
Wet vs.dry weather flow data analysis can be performed for each monitor location to
rate where the worst I&I exists in the system.
A report and presentation will be provided to City of Springfield representatives to
discuss which area should be the focus of the first round of micro monitoring
investigation.
o Monitor locations will then be selected to break down the focus area into micro
basins that better match the I&I rehab budget available.
o Monitors should be installed by the end of July of 2019 to ensure proper dry
weather flow data collection for each micro basin.
Average dry weather flow curves can be generated for each micro basin for use in
model expansion and micro basin flow studies.
The collection of dry weather flow data in these micro basins can be used to expand and
calibrate the model to include smaller diameter pipes and provide a baseline for flow
comparisons once wet weather data is collected in these same locations.A wet vs.dry weather
flow data comparison of these micro basins will provide a breakdown of I&I severity for rehab
purposes.This phase would take place concurrently with phase 3 and add approximately 1 2
months to the total project timeline.
Proposed Budget:This project will be billed on an hourly basis with a technical consultant rate
of $75.00 per hour,total not to exceed $225,000.The total includes miscellaneous expenses
that are required to perform the work needed to complete this project including upkeep for a
dedicated modeling license and computer use.Miscellaneous expenses will not exceed
$12,000,see fee schedule.
Optional Budget:If Phase 4 is added into the scope of work immediately or later during the
contract,it will also be billed on an hourly basis with a technicalconsultant rate of $75.00 per
hour,total not to exceed $15,000.Please note that this phase does not include any expansion
of the model,only recommendations on monitor locations for micro monitoring purposes as
well as generation of average dry weather flow curves for each micro basin.
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ATTACHMENT#2FeeProposalHydraulicModelerDirectExpenses1Total/Hours Total/NTECostStaffName SamuelNovacHourlyrate $75.00TaskTaskDescription2#ofhours1 Physicalupdateofmodel&dryweatherflowanalysis1.1 Additionofmissingassetsintomodel150150 $11,2501.2 Pumpstationsaddedintomodel150150 $11,2501.3 Compileandinput2017averagedryweatherflowcurves280280 $21,000Initialmodelsetup$2,500 0 $2,5002 Flowmonitoringandmodeldryweathercalibration$02.1 Continuousanalysisofwetweatherflowdata8080 $6,0002.2 Modeldryweathercalibration320320 $24,0002.3 2018dryweatherflowmonitoringandaveragedryweatherflowcurves280280$21,0003 Modelwetweathercalibration$03.1 Compileandinputrainfalldataintomodel8080 $6,0003.2Wetweathercalibrateeachlocation(xx)to3isolatedrainfallevents15001,500 $112,5004 Miscellaneousupkeepandfees4.1 DedicatedMIKEURBANsoftwarelicense(18months)$7,500 0 $7,5004.2$2,000 0 $2,0005 MicromonitoringforInflow&Infiltrationrehabprojectidentification (Optional)5.1 Monitorlocationrecommendations2020 $1,500.005.2 Compilemicrobasinaveragedryweatherflowcurves180180 $13,500.00TotalHours2,840CostSubtotal$225,000Optional200 $15,000TotalCostwithOptional3,040 $240,000Notes 1.Pleasedescribewhateachspecificdirectexpenseisfor.2.Subtasksareprovidedasanexample,ifadditionalsubtasksarenecessarypleaseinclude.3.Includethetitles,staffnamesandhourlyratesforanyadditionalservices.$225,0004.Donotsubmitwithyourproposal.Mustbereadytosubmittocitywithin24hoursoftheissuanceoftheIntenttoAward.DRAFTAttachment 2
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