HomeMy WebLinkAboutItem 10 NOVAC Industries- Comp FlowAGENDA ITEM SUMMARY Meeting Date: 4/18/2022
Meeting Type: Regular Meeting
Staff Contact/Dept.: Amanda Clinton
Jeff Paschall
Staff Phone No: 541-726-3825
541-726-1674
Estimated Time: Consent Calendar
SPRINGFIELD Council Goals: Maintain and Improve
CITY COUNCIL Infrastructure and
Facilities
ITEM TITLE: REQUEST TO AWARD THE COMPREHENSIVE FLOW MONITORING
PLAN, BASED ON PROPOSAL #2950 RECEIVED ON MARCH 9TH, 2022.
ACTION
REQUESTED:
Approve or reject the following motion:
TO AWARD THE SUBJECT CONTRACT TO NOVAC INDUSTRIES, BASED
ON PROPOSAL FOR $408,000.
ISSUE
STATEMENT:
Two proposals were received for the Comprehensive Flow Monitoring Project; a
Contract award is now necessary to enable work to proceed.
Proposers included:
MURRAY SMITH
NOVAC INDUSTRIES
ATTACHMENTS:
1. Contract
DISCUSSION/
FINANCIAL
The Comprehensive Flow Monitoring project will maintain and advance the city
IMPACT:
wastewater collection system hydraulic model and flow monitoring program. Under
this proposal, the monitoring will continue for three years. The scope of work
includes engineering and related services including:
• Coordination with Operations staff for placement of flow monitors and data
collection
• Data analysis and advancement of the wastewater system hydraulic model
• Coordination with Engineering staff to identify capital rehabilitation
projects to support the Capacity, Management, Operations, and
Maintenance (CMOM) Program
Novac Industries had the highest scoring proposal. Funding for this project will
come from the Wastewater Capital Fund.
CITY OF SPRINGFIELD
CONTRACT FOR SERVICES
Contract #2893
Dated: April 19th, 2022
Parties: City of Springfield "CITY"
A Municipal Corporation of the State of Oregon
225 5th Street
Springfield, OR 97477
and
Novac Industries, LLC "Contractor"
Additional Contractor Information:
a) Type of Entity: ❑ Sole Proprietorship ❑ Partnership
® Limited Liability Comp ❑ Corporation
b) Address: 4175 Somerset Dr. NE, Albany, OR 97322
c) Telephone: 541.990.9950
d) SSN or Fed. ID No.: 82-3727101
e) If Applicable, Listed among the Parties Excluded from Federal Procurement or Non -
Procurement Programs found at: https://www.sam.gov/portal/public/SAM/: ❑Yes ❑ No
City Account Number(s) To Be Charged (Include Percentages):
Account Number Percentage
611-07600-8800-800005-P41064 100%
In consideration of the mutual covenants contained herein, the parties agree to the following terms,
provisions, and conditions, in addition to the terms and conditions in any attached addenda:
1. Services to be Delivered. Contractor shall perform the Services and deliver to the City the
Deliverables specified in Attachment 1. The Statement of Work (Attachment 1) includes the
delivery schedule for each phase/year of Deliverables and Services. In addition, the Contractor will
perform the Services in accordance with the terms and conditions of this Contract.
2. Payment by City. The maximum, not -to -exceed compensation payable to Contractor under this
Contract, which includes any allowable expenses for three years, totaling $408,000 (four hundred
and eight thousand).
2:1
Attachment 1, Page 1 of 17 REV JAN 2022
2.1. The Fee schedule, which includes an hourly rate of $100 will increase by $5.00 each year of
the contract. 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 $10,000 and are included in the
annual not -to -exceed amount in Attachment #2 (Pages 1-3, 1.3 on each page), 1.3. City will
not pay Contractor any amount in excess of the not -to -exceed compensation of this Contract
and will not pay for Services performed before the Effective Date or after the expiration or
termination of this Contract. If the maximum compensation is increased by amendment of
this Contract, the amendment must be fully effective before Contractor performs Services
subject to the amendment. City will pay Contractor for only for completed Deliverables and
Services performed according to the schedule and rates in Attachment 1.
2.2. The obligation of the City to make payments in fiscal years 2023 and 2024 is subject to
annual appropriation. To the extent that funds are appropriated to make those payments for
a given fiscal year, the full faith and credit of the City is pledged to the payments for such
fiscal year. The obligation of the City to make those payments is not secured by the unlimited
taxing power of the City and is not a general obligation of the City. The City's obligation to
make those payments in any year is subject to future appropriation of funds by the City
Council for the fiscal year in which the payment is due. In the event that funds are not so
appropriated, this agreement will be terminated. The failure to make a payment due to non -
appropriation shall not constitute a default under this Agreement.
3. Expenses. City will not pay or reimburse any expenses incurred by Contractor during the
completion of the Services except as authorized in the Statement Work or elsewhere in this
Contract.
4. Term. This Agreement is effective as of the date first set forth above and will continue until April
30, 2025, unless earlier terminated in accordance with the provisions of this Agreement or by
mutual consent of the parties.
S. Invoice. City will pay Contractor's invoices on Net 30 day terms upon City acceptance of Services
performed and Goods delivered as stated in section 7. Contractor must send invoices to: Amanda
Clinton, Contracts Analyst - City of Springfield, 225 Th Street, Springfield, OR 97477 or email to
aclinton@springfield-or.gov. The invoice must reference this contract #2893 and approval code
#760.
6. Overdue Charges. Contractor may assess overdue account charges to City on unpaid invoices
only as stated in this section. Overdue account charges must be the same as the usual overdue
account charges to the general clientele of the vendor. Overdue claims are only those claims that
have not been paid within 45 days of: the date of the City's receipt of the invoice, the date of the
initial billing statement if there is no invoice, or the date the claim is made certain by agreement
of the parties or by operation of law. However, no overdue account charges will accrue on any
purchases made by City during time of civil emergency or in the event of a natural disaster which
prevents the timely payment of accounts. In such instances accounts shall be paid in as timely a
manner as possible. The date of the check or automatic funds transfer in payment of the claims
will be used to determine if the claim has been paid in a timely manner. It is a rebuttable
presumption that the check was correctly dated.
7. Rejection of Deliverables. If City determines that a Deliverable does not have the
characteristics or otherwise meet the acceptance criteria set forth in the Statement of Work in all
material respects, City will notify Contractor in writing of City's rejection of the Deliverable(s), and
describe in reasonable detail in such notice the City's basis for rejection of the Deliverable(s).
Within 21 days of receiving notice of non-acceptance, the Contractor must modify or improve the
Deliverables at Contractor's sole expense so that the Deliverable(s) meets the acceptance criteria
in all material respects, notify the City in writing that it has completed such modifications or
?3612:11
Attachment 1, Page 2 of 17 REV JAN 2022
improvements, and re -tender the Deliverables to City. Within 21 days of Contractor's re -tender of
the Deliverable(s), City will review the modified or improved Deliverable(s). Failure of the
Deliverables to meet the acceptance criteria in all material respects after the second submission
will constitute a default by Contractor. In the event of such default, Agency may either, (i) notify
Contractor of such default and instruct Contractor to modify or improve the Deliverables as set
forth in this Section, or (ii) notify Contractor of such default and pursue its remedies for default
provided for by law or the terms of this Contract.
8. Contractor's Representations. Contractor represents that:
8.1. Contractor has the authority to enter into and perform according to this Contract, and that
this Contract, when executed and delivered, is a valid and binding obligation of Contractor
that is enforceable according to its terms;
8.2. Contractor has the skill and knowledge possessed by well-informed members of its industry,
trade or profession and Contractor will apply that skill and knowledge with care and diligence
and perform Services in a timely, professional, and skillful manner according to standards
applicable to Contractor's industry, trade, or profession; and
8.3. Contractor is, and must be at all times during the term of this Contract, qualified,
professionally competent, and duly licensed to perform Services.
9. Sourcing. RFP #S2950, Comprehensive Flow Monitoring RFP, Dated March 9th, 2022
10. First Point of Contact.
CONTRACTOR: Sam Novac, Ph#541.990.9950, samuel@novacs.com. CITY: Jeff
Paschell, Ph#541.726.1674 jpashchell@springfield-or.gov.
11. Indemnification and Hold Harmless.
11.1. Contractor agrees to indemnify, defend, and hold harmless the City and its officers,
agents and employees from and against all claims, actions, liabilities, loss, and costs including
attorney's fees and costs of defense, arising in whole or in part from the acts or omissions of
Contractor, and Contractor's subcontractors, officers, agents, and employees, in performance
of this contract.
11.2. In the event any such action or claim is brought against City, upon tender by City,
Contractor will defend the same at Contractor's sole cost and expense, promptly satisfy any
judgment adverse to City or to City and Contractor, jointly, and reimburse City for any loss,
cost, damage or expense, including attorney fees, suffered or incurred by City. City shall
notify Contractor, within a reasonable time, of any claim, threat of claim or legal action.
11.3. Notwithstanding subsections 11.1 and 11.2, neither Contractor nor any attorney engaged
by Contractor will defend any claim in the name of the City, nor purport to act as legal
representative of the City, without the prior written consent of the City Attorney's Office.
CITY may, at any time and at its election, assume its own defense and settlement of any
claims. City reserves all rights to pursue any claims it may have against Contractor if the City
elects to assume its own defense.
11.4. This Section 11 does not include indemnification by Contractor for losses, claims, or
actions resulting from the sole negligence of City or its officers, agents, and employees,
whether within the scope of the Contract or otherwise.
12. Insurance.
12.1. Required Coverages. Contractor must obtain at Contractor's expense, and require its
first tier contractors and subcontractors, if any, to obtain the insurance specified in this
exhibit prior to performing under this Contract, and must maintain it in full force and at its
own expense throughout the duration of this Contract, as required by any extended reporting
period or tail coverage requirements, and all warranty periods that apply. Contractor must
obtain and require its first-tier contractors and subcontractors, if any, to obtain the following
2:1
Attachment 1, Page 3 of 17 REV JAN 2022
insurance from insurance companies or entities acceptable to City and authorized to transact
the business of insurance and issue coverage in Oregon. Contractor acknowledges that
insurance specified in this section does not limit indemnification responsibilities specified in
section 11 Indemnification.
12.1.1. General Insurance. Commercial general liability insurance covering bodily
injury and property damage in a form and with coverage that are satisfactory to City.
This insurance must include personal and advertising injury liability, products and
completed operations, contractual liability coverage for the indemnity provided under
this Grant, and have no limitation of coverage to designated premises, project or
operation. Coverage must be written on an occurrence basis in an amount of not less
than $2,000,000 per occurrence. Annual aggregate limit may not be less than
$3,000,000.
12.1.2. Automobile Liability Insurance. Automobile liability insurance covering
Contractor's business use including coverage for all owned, non -owned, or hired vehicles
with a combined single limit of not less than $1,000,000 for bodily injury and property
damage. This coverage may be written in combination with the commercial general
liability insurance (with separate limits for commercial general liability and automobile
liability). Use of personal automobile liability insurance coverage may be acceptable if
Contractor provides evidence that the policy includes a business use endorsement.
12.1.3. Professional Liability. Contractor shall maintain a professional liability
insurance policy reflecting limits of not less than $2,000,000 for claims for professional
acts, errors or omissions arising from the Work. The policy may be written on a "claims
made" form. Contractor shall maintain the professional liability insurance coverage for at
least one year after the completion of the work. The policy shall contain an endorsement
entitling the City not less than 60 days prior written notice of cancellation of such policy
12.1.4. Workers' Compensation. Contractor must provide and maintain workers'
compensation coverage with limits not less than $500,000 for its employees, officers,
agents, or partners, as required by applicable workers' compensation laws as defined in
ORS 656.027 and ORS 701.035(5). If Contractor is exempt from coverage, a written
statement signed by Contractor so stating the reason for exemption must be provided to
the City.
12.2. Excess/Umbrella Insurance. A combination of primary and excess/umbrella insurance may
be used to meet the required limits of insurance.
12.3. Additional Insured. All insurance, except for workers' compensation, professional liability,
and network security and privacy liability (if applicable), required under this Contract must
include an additional insured endorsement specifying the City and its officers, employees and
agents as Additional Insureds, including additional insured status with respect to liability arising
out of ongoing operations and completed operations, but only with respect to Contractor's
activities to be performed under this Contract. Coverage must be primary and non-contributory
with any other insurance and self-insurance. The Additional Insured endorsement with respect to
liability arising out of Contractor's ongoing operations must be on ISO Form CG 20 10 07 04 or
equivalent and the Additional Insured endorsement with respect to completed operations must be
on ISO form CG 20 37 04 13 or equivalent.
12.4. Waiver of Subrogation. Contractor waives and must require its first tier contractors and
subcontractors waive, rights of subrogation which Contractor, Contractor's first tier
contractors and subcontractors, if any, or any insurer of Contractor may acquire against the
City by virtue of the payment of any loss. Contractor must obtain, and require its first tier
contractors and subcontractors to obtain, any endorsement that may be necessary to affect
this waiver of subrogation, but this provision applies regardless of whether or not the City has
received a waiver of subrogation endorsement from the Contractor or the Contractor's
insurer(s).
12.5. Tail Coverage. If any of the required insurance is on a claims made basis and does not
include an extended reporting period of at least 24 months, Contractor must maintain, and
require its first tier contractors and subcontractors, if any, maintain, either tail coverage or
continuous claims made liability coverage, provided the effective date of the continuous
2:1
Attachment 1, Page 4 of 17 REV JAN 2022
claims made coverage is on or before the Effective Date of this Contract, for a minimum of
24 months following the later of (i) Contractor's completion and City's acceptance of all
Goods and Services provided under this Contract, or, (ii) City or Contractor termination of this
Contract, or, (iii) the expiration of all warranty periods provided under this Contract.
12.6. Evidence of Insurance Coverage. Evidence of the required insurance coverages
issued by an insurance company satisfactory to the City shall be provided to the City by way
of a City approved certificate of insurance before any work or services commence.
12.7. Notice of Cancellation or Material Change in Coverage. The certificate of insurance
shall contain a requirement that the Insurance company notify the City 30 days prior to any
cancellation or material change in coverage. If the approved insurance company will not
provide this 30 day notice, the Contractor shall provide written notice to the City contract
manager within two days after the Contractor becomes aware that their coverage has been
canceled or has been materially changed. The Contractor shall either fax 541-726-3782 said
notice or email it directly to City Finance Department at purchasing@springfield-or.gov.
Regardless of what circumstances cause Contractor's insurance coverage to cease or be
modified, it is the Contractor's responsibility to notify the City. Failure to maintain proper
insurance or provide notice of cancellation or modification shall be grounds for immediate
termination of this contract. (Contractor initials)
12.8. Equipment and Material. Contractor shall be responsible for any loss, damage, or
destruction of its own property, equipment, and materials used in conjunction with the work.
13. Independent Contractor Status, Tax duties and Liabilities.
13.1. Contractor will perform all Services as an independent contractor. Although City may (a)
determine and modify the delivery schedule for Goods to be delivered and Services to be
performed and (b) evaluate the quality of the completed performance, City cannot and will
not control the means or manner of Contractor's performance. Contractor is responsible for
determining the appropriate means and manner of performing any Services required under
this Contract. Contractor is not an "officer," "employee," or "agent" of City as those terms
are used in ORS 30.265.
13.2. Contractor shall be responsible for all federal, state, and local taxes, if any, applicable to
any payments received pursuant to this Agreement, including but not limited to income tax,
payroll tax, social security and self-employment tax. City will not withhold, pay, or in any
other manner be responsible for payment of any taxes on behalf of Contractor. Contractor is
not eligible for any social security, unemployment insurance, or workers' compensation
benefits from compensation or payments paid to Contractor under this Contract.
14. Legal Representation. This Agreement was prepared by the City. Contractor has had the
opportunity to have this Agreement reviewed by its own legal counsel prior to its execution.
15. Venue and Choice of Law. Venue for litigation concerning this Agreement rests exclusively with
the court of the State of Oregon for Lane County. Any dispute arising under this Agreement will be
governed by the law of the State of Oregon.
16. Force Majeure. If Contractor is delayed by reason of weather, fire, riot, strikes, acts of God or
other circumstances beyond Contractor's reasonable control, City may terminate this Agreement in
writing to Contractor after determining such delay or default will unreasonably prevent successful
performance of the Contract. If City elects not to terminate the Contract, Contractor will be
entitled to additional time to complete the Contract equal to that lost by an or all of the above
causes.
17. Severability. If any provision of this Agreement is declared by a court to be illegal or in conflict
with any law, the validity of the remaining terms and provisions will not be affected; the rights
2:1
Attachment 1, Page 5 of 17 REV JAN 2022
and obligations of the parties will be construed and enforced as if the Agreement did not contain
the particular provision held to be invalid.
18. Access to Records. City and its duly authorized representatives shall have access to books,
documents, papers and records of Contractor which are directly pertinent to this Agreement for
the purpose of making audit, examination, excerpts and transcripts.
19. Confidentiality. During the course of performance hereunder, Independent Contractor or its
agent, employees, or contractors, may receive confidential information. Independent Contractor
agrees to use its best efforts to maintain the confidentiality of such information and to inform each
agent and employee performing services of the confidentiality obligation that pertains to such
information.
20. Waiver. Failure of City to enforce any provision of this Agreement shall not constitute a waiver or
relinquishment by City of the right to such performance in the future nor of the right to enforce
any other provision of this Agreement.
21. Amendments. The terms of this Agreement shall not be waived, altered, modified,
supplemented or amended in any manner whatsoever, without prior written approval of City. No
modification of this Agreement shall bind either party unless reduced to writing and subscribed by
both parties, or ordered by a Court.
22. Termination. The performance of work under this Agreement may be terminated by City, in
whole or in part, whenever for any reason City shall determine that such termination is in the best
interest of City. Any such termination shall be effected by delivery to the Contractor of a Notice of
Termination specifying the extent to which performance of the work under the Agreement is
terminated and the date on which such termination is effective. Upon delivery to the Contractor
of a Notice of Termination under this paragraph, the Contractor and City shall, by agreement,
make an appropriate written modification to this Agreement governing completion of portions of
the Contractor's work and payment therefore by CITY.
23. Assignment/Subcontract. Contractor shall not assign, sell, transfer, subcontract or sublet
rights, or delegate responsibilities under this Agreement, in whole or in part, without the prior
written approval of City. No such written approval shall relieve Contractor of any obligations of
this Agreement, and any transferee or subcontractor shall be considered the agent of Contractor.
Contractor shall remain liable as between the original parties to this Agreement as if no such
assignment had occurred.
24. Compliance with All Government Regulations. Contractor shall comply with all Federal,
State and local laws, codes, regulations and ordinances applicable to the work performed under
this Agreement. Failure to comply with such requirements shall constitute a breach of contract
and shall be grounds for termination of this Agreement. Damages or costs resulting from
noncompliance shall be the sole responsibility of Contractor. This section includes, but is not
limited to, compliance with all applicable requirements of Federal and State civil rights statutes,
rules, and regulations, and all applicable provisions of the Americans with Disabilities Act of 1990,
42 USC Section 12101 et seq. and Section 504 of the Rehabilitation Act of 1973.
25. Attorney Fees. Except for defense costs and expenses pursuant to section 11, neither City nor
Contractor is entitled to recover attorney's fees, court and investigative costs, or any other fees or
expenses associated with pursuing a remedy for damages arising out of or relating to this
Contract.
26. Construction of Agreement. This Contract shall not be construed more favorably to City due
to the preparation of this Contract by City. The headings and subheadings in this Contract are for
convenience, do not form a part of this Contract, and shall not be used in construing this Contract.
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Attachment 1, Page 6 of 17 REV JAN 2022
27. Entire Agreement This Agreement signed by both parties is the parties` final and entire
Agreement and supersedes all prior and contemporaneous oral or written communications
between the parties, their agents and rc presentatiyes. There are no representations, promises,
terms, conditions or obligations other than those contained herein.
CITY OF SPRINGFIELD., CONTRACTOR:
By: By: /"'AovAL /Nl1 aio, Lv,
Name: Name: 64mVf� No
Title: Title: ow
Date: Date: 4/1112?
REVIEWED & APPROVED
AS TO FORM
DATE:
SPRINGFIELD CITY ATTORNEY'S OFFICE
a
REV JAN 2022
Attachment 1, Page 7 of 17
City of Springfield Public Contract Addendum
Required Contract Terms Under ORS 2796 — Goods, Services, and Personal Services
Pursuant to Oregon law, this public contract includes the following terms and conditions, when applicable:
1. The contractor must make payment promptly, as due, to all persons supplying to the contractor labor or material for
the performance of the work provided for in the contract. ORS 27913.220(1).
2. The contractor must pay all contributions or amounts due the Industrial Accident Fund from the contractor or
subcontractor incurred in the performance of the contract. ORS 279B.220(2).
3. That contractor must not permit any lien or claim to be filed or prosecuted against the state or a county, school
district, municipality, municipal corporation or subdivision thereof, on account of any labor or material furnished. ORS
279B.220(3).
4. The contractor must pay to the Department of Revenue all sums withheld from employees under ORS 316.167. ORS
279B.220(4).
5. If the agreement is for lawn and landscape maintenance, Contractor must salvage, recycle, compost or mulch yard
waste material at an approved site, if feasible and cost-effective. ORS 27913.225.
6. The contractor must promptly, as due, make payment to any person, co -partnership, association or corporation
furnishing medical, surgical and hospital care services or other needed care and attention, incident to sickness or
injury, to the employees of the contractor, of all sums that the contractor agrees to pay for the services and all
moneys and sums that the contractor collected or deducted from the wages of employees under any law, contract or
agreement for the purpose of providing or paying for the services. All employers shall comply with ORS 656.017.
ORS 27913.230.
7. A person may not be employed for more than 10 hours in any one day, or 40 hours in any one week, except in cases
of necessity, emergency or when the public policy absolutely requires it, and in such cases, except in cases of
contracts for personal services designated under ORS 279A.055, the employee shall be paid at least time and a half
pay:
a. For all overtime in excess of eight hours a day or 40 hours in any one week when the work week is five
consecutive days; or
b. For all overtime in excess of 10 hours in any one day or 40 hours in any one week when the work week is four
consecutive days, Monday through Friday; and
c. For all work performed on Saturday and on any legal holiday specified in ORS 27913.020.
8. An employer must give notice in writing to employees who work on a public contract, either at the time of hire or
before commencement of work on the contract, or by posting a notice in a location frequented by employees, of the
number of hours per day and days per week that the employees may be required to work. ORS 27913.235(1)-(2).
If the agreement is for personal services, the contract shall contain a provision that the employee shall be paid at
least time and a half for all overtime worked in excess of 40 hours in any one week, except for individuals under
personal services contracts who are excluded under ORS 653.010 to 653.261 or under 29 U.S.C. 201-209 from
receiving overtime. ORS 279B.235(3).
10. If the contract is for services, persons employed under contracts shall receive at least time and half pay for work
performed on the legal holidays specified in a collective bargaining agreement or in ORS 279B.020(1)(b)(B)-(G) and
for all time worked in excess of 10 hours in any one day or in excess of 40 hours in any one week, whichever is
greater. Contractor shall give notice in writing to employees who work on a contract for services, either at the time
of hire or before commencement of work on the contract, or by posting a notice in a location frequented by
employees, of the number hours per day and days per week that the employees may be required to work. ORS
279B.235(5).
Attachment 1, Page 8 of 17
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Attachment #1 - Phase 1-4, Maps, Final Deliverables and Additional Services.
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The screenshot above displays the original monitor install locations for the city of Springfield's sanitary sewer
system that were used for the creation of the skeletal model by Novac Industries, LLC in 2018. The install locations
now act as the control points for further investigation using the micro -modeling methodology described.
Phase 1
After a project area has been chosen for further investigation, monitor install locations need to be
chosen and field verified for practicality and safety. As stated above, previous micro -modeling
study areas will be considered when deciding where to install monitors next in the system. Up to
date, there have been two rounds of micro -modeling that have alreadv been performed. The
screenshots below depict where these studies have taken place:
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The locations above depict where monitors were installed during the 2019 micro -modeling cycle performed by
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The locations above depict where monitors were installed during the 2019 micro -modeling cycle performed by
Novac Industries_ LLC.
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i uc iocatnons auove aepict wnere monitors were mstauea during the Lulu micro -modeling cycle performed Dy
Novac Industries, LLC.
The data obtained from the skeletal model, created by Novac Industries, LLC in 2018, shows a
trend of higher I&I rates in the eastern most portions of the sanitary system and makes for a
compelling argument to continue the yearly cycle of investigates in the nearby area. The area to
the south of the previous micro -modeling studies would be recommended for the next study area.
Once the study area is agreed upon, recommendations for install locations will be made to field
crews. The install locations are placed in a way to capture all the flow entering and leaving the
study area to obtain a complete look at the hydraulics present.
However, field investigations of each install location will have to be made to assess the
practically of entering the system and installing the flow monitoring equipment. Often, some
locations are deemed impractical due to the physical characteristics of the pipes, the presence of
turbulent flows that would hinder accurate flow data collection, or the lack of safety for field
crews to perform their work. Field crews would then be expected to investigate nearby nodes that
could serve as alternate install locations. These locations would be evaluated and if the alternate
location is valid for modeling, that new location would then be the final install location for that
monitor. This process would repeat until all monitors are installed in the proper areas.
Proper data collection depends directly on weather patterns. To obtain proper dry weather how
data, monitors must be in the ground and collecting data by August 1St of each yearly cycle and
remain installed until August 31St at the earliest. Normally, flow monitors will be installed before
August 1" and are left in the ground until the end of the current cycle, usually in June of the next
year. Once the monitors are in the ground and collecting data, Novac Industries, LLC will
constantly compile and analyze the flow data on a weekly basis to ensure quality data is being
collected for modeling purposes. Springfield field crews will be required to calibrate each
monitor on a weekly basis to ensure proper functionality of all equipment. Part of the data
analysis will be the calculation of average dry weather flow curves for each monitor for both
Attachment 1, Page 10 of 17
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i uc iocatnons auove aepict wnere monitors were mstauea during the Lulu micro -modeling cycle performed Dy
Novac Industries, LLC.
The data obtained from the skeletal model, created by Novac Industries, LLC in 2018, shows a
trend of higher I&I rates in the eastern most portions of the sanitary system and makes for a
compelling argument to continue the yearly cycle of investigates in the nearby area. The area to
the south of the previous micro -modeling studies would be recommended for the next study area.
Once the study area is agreed upon, recommendations for install locations will be made to field
crews. The install locations are placed in a way to capture all the flow entering and leaving the
study area to obtain a complete look at the hydraulics present.
However, field investigations of each install location will have to be made to assess the
practically of entering the system and installing the flow monitoring equipment. Often, some
locations are deemed impractical due to the physical characteristics of the pipes, the presence of
turbulent flows that would hinder accurate flow data collection, or the lack of safety for field
crews to perform their work. Field crews would then be expected to investigate nearby nodes that
could serve as alternate install locations. These locations would be evaluated and if the alternate
location is valid for modeling, that new location would then be the final install location for that
monitor. This process would repeat until all monitors are installed in the proper areas.
Proper data collection depends directly on weather patterns. To obtain proper dry weather how
data, monitors must be in the ground and collecting data by August 1St of each yearly cycle and
remain installed until August 31St at the earliest. Normally, flow monitors will be installed before
August 1" and are left in the ground until the end of the current cycle, usually in June of the next
year. Once the monitors are in the ground and collecting data, Novac Industries, LLC will
constantly compile and analyze the flow data on a weekly basis to ensure quality data is being
collected for modeling purposes. Springfield field crews will be required to calibrate each
monitor on a weekly basis to ensure proper functionality of all equipment. Part of the data
analysis will be the calculation of average dry weather flow curves for each monitor for both
Attachment 1, Page 10 of 17
weekday and weekend flows. These average dry weather flow curves will be used in the dry
weather calibration of the model within the new project area. Simultaneously, Novac Industries,
LLC will also be working on adding all physical assets in the new project area. This includes
pipes of any diameter and any pump/lift stations that are present. Operational data for all pumps
within each pump station, if any, will be provided by city of Springfield personnel or the
wastewater treatment plant operators. Average dry weather flow curves for all monitors for both
weekdays and weekends will be sent to the city of Springfield for review once all are calculated
properly. This phase can be completed within 2 to 3 months depending on the amount of
physical data missing and needing to be measured in the field.
Phase 2
During phase 2 is where the modeling work really begins. The collection and compilation of dry
weather data allows for flow inputs into the model from each monitor in the form of dry weather
flow calibration. Once all the physical assets are added into the model, flow data can be
distributed into the system from each of the corresponding monitors. The overall goal is to make
sure that the dry weather model outputs exactly match what was measured in the field. The
model must be calibrated to both weekdays and weekends separately for each monitor location as
the flow patterns differ widely. Updates to the dry weather calibration of the model will be
regularly sent within monthly progress reports. Below is an example of a dry weather calibration
from a previous micro -modeling effort:
1031
0.60
0.55
0.50
0.45
0.40
0.35
0.30
0.25
23801_73786 (23801 -> 23786) 83.67 1 1 Result I value
........-*.........,,--------------------r-------.-f--------
z
....... _-1.-.-.._ -1-..-•----J--------- -------L--------
i 09:99:09 04:00:00 08:00:00 12:00:00 "&:09:00 20:09:09
16-8-2017
Model Serres
Oats Serres
— lower Cal- Threshold
0.0
0.2
0.4
0.6
0.8
1.0
Correlation coefrcient R2
Max positive difference
Max. negative difference
Volume observed
Volume modeled
Volume error
Peak observed value
Peak modeled value
Peak error
0.998
0.012 cfs
-0.021 cis
38525.828 CF
38133.980 CF.
-1.017 %
0.594 cta
0.577eta
-2.8211%
The solid black line is the model output for the daily average dry weather flow for this monitor site. The more faded
data points are the average dry weather flow data that was calculated from flow data gathered in the field. The table
on the right shows the fit of the curve and the accuracy of the fit.
While the model is being dry weather calibrated, data collection continues in the field. Ibe
overall goal of wet weather data collection is to capture 4 separate storms for each monitor
location at the same time. Three of these storms will be used to wet weather calibrate the model
at each monitor location and the 4t' and last storm will be used as a model check to ensure
accuracy of model outputs compared to what was measured in the field. The city of Springfield
crews are still expected to perform weekly monitor calibrations to ensure proper data collection.
Attachment 1, Page 11 of 17
However, it may be necessary to increase the frequency of field visits depending on each monitor
and how often calibration is necessary. Collected data will continue to be complied by Novae
Industries, LLC to ensure quality collection of flow data. Any additional maintenance needs for
the monitors will be relayed to the city of Springfield's field crew. Inversely, if technical issues
arise with the monitors that require technical support, Novae Industries, LLC will be available to
lend any assistance possible. This phase will take approximately 2 to 3 months to complete
depending upon quality of data obtained from the field.
Lastly, rainfall data acquisition also takes place during this phase. Novae Industries, LLC will
coordinate with Springfield to obtain rainfall data from as many rain gauges that are currently
installed and properly operating. Coordination with treatment plant operators may be necessary
to obtain the proper data.
Phase 3
Phase 3 is the most time consuming of all the phases and as such is started as soon as wet
weather data is collected and all the dry weather calibrations have been completed. Not all the
wet weather storm events need to be captured before wet weather calibration begins, only the
first storm is required. The rest of the storm data can be captured simultaneously as wet weather
calibration commences. The incoming data will continue to be compiled and analyzed to ensure
quality data is collected throughout the season. Frequent site visits are imperative during this
phase. The goal is to keep monitors in the ground for as long as possible to gather as much storm
data as possible for model Calibration.
Wet weather calibration within the model is not a direct input and requires approximately 1.5 to
2 weeks per monitor for lull calibration. Each monitor site is calibrated to each storm
independently and the calibration is repeated as often as necessary to get good model outputs and
the best precision and accuracy as possible. The wet weather calibration process is dynamic and
different storm events can replace previous ones if a better model calibration can be obtained by
doing so. The progress of wet weather calibrations is provided via the monthly progress reports
to keep the city of Springfield up to date on changes withing the model. This phase can take
anywhere from 6 to 8 months to complete depending on the difficulty of site characteristics for
each monitor. Below is an example of a wet weather calibrated location within the model:
Attachment 1, Page 12 of 17
1
'1
I 1
' _ I
i
The blue line represents the storm data collected in the field while the black line represents the model output after
full calibration. The fit should be as close as possible and checked against the 01 recorded storm event to ensure
proper calibration.
Phase 4
The yearly cycle is best timed from August to July, roughly 12 months for each micro -modeling
study. However, planning the install locations for the monitors for the next yearly cycle is almost
1, impossible after the rain season ends, and summer begins. Proper planning ahead of time is
essential to ensure a smooth transition of monitor locations in July. Phase 4 allows for planning
to begin annroximately in Mav of each vear with discussions taking Mace regarding the next
micro -modeling study area. This discussion is primarily centered around the city of Springfield's
needs and then from recommendations made by Novac Industries, LLC based on previous years'
modeling data.
Between the months of May and July, while wet weather calibration is on-going, initial monitor
locations can be chosen and investigated with ample time for changes to be made back and forth
until proper install locations are chosen to satisfy all project requirements. Once a concrete plan
is in place and all monitor install locations are fmalized, the monitors can be moved any time in
June/July depending on when the rain season ends. By the time August 1St hits, everything
should be ready for a simple reinstall of monitors in the new project area.
Final Deliverables
At the end of each yearly cycle, a detailed report will be provided that summaries everything
accomplished during that yearly cycle, including dry and wet weather calibrations for each
monitor location. Any outstanding issues or additional recommendations outside the scope of
this RFP will be in this report as well as in the monthly progress reports as issues arise. Final
recommendations for I&I rehabilitation projects will be listed for that yearly cycle and compared
Attachment 1, Page 13 of 17
to previous years recommendations to continue to provide a dynamic list of I&I reduction
projects.
Ontional
Each micro -modeling cycle does not address the re -calibration of the initial skeletal model
monitor locations. It is recommended to revisit the skeletal model and recalibrate the monitors
every 3-5 years to update flows throughout the entire model. This largely depends upon the
number of changes to a system via construction, rehabilitation, or other changes. Due to COVID,
many construction projects have been delayed and has resulted in very few major changes to the
city of Springfield's sanitary system. Therefore, it is not recommended to update the skeletal
model within the 3 -year time frame of this RFP, but to extend the skeletal model update to the 4'
or 5' yearly cycle from now; dependent again on how many major changes take place within the
first 3 yearly cycles. It is highly recommended to extend the time frame on RFP4S2950
Comprehensive Flow Monitoring Plan to 5 years to ensure maximum flexibility in the skeletal
model update.
Fee Proposal:
A tee proposal will be available for submission within 24 hours of receiving an Intent to Award
notification listing the total person -hours, hourly rates for each yearly cycle, and work task and
function costs. The fee proposal will also include overhead costs, miscellaneous expenses, and
upkeep fees and will provide the method used to calculate the fee.
Additional Services
If it is necessary for the City of Springfield to request additional services outside the scope of
this RFP, Novac Industries, LLC agrees to perform the work outlined in an addendum to the
Contract at the rates listed in Attachment #2 — Fee Schedule.
Attachment 1, Page 14 of 17
Attachment #2 Micro -Modeling Contract 2022-2025 Fee Schedule
Cycle 1/Year 1 Fee Schedule, 2022-2023
Phase Phase Description
1 Physical update of model & dry weather flow analysis
1.1 Addition of micro -basin assets into model, including pump stations if present
# of Hours
Direct Expenses
Total Cost
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
100
50
5000
1.2
Input average dry weather flow curves
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
100
140
14000
1.3 Start of yearly cycle model Upkeep Fees
Subtotal
190
10000
10000
10000
29000
2 Flow Monitoring and Model Dry Weather Calibration
2.1 Continuous analysis of wet weather flow data
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
100
40
4000
2.2
Model dry weather calibration
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
100
150
15000
Subtotal
190
0
19000
3 Model wet weather calibration
3.1 Compile and input rainfall data into model
Staff Title
F�7�acOwner/Hydraulic Modeler
Hourly Rate
100
40
4000
3.2
Wet weather calibrate each location (15) to 3 isolated rainfall events
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
100
620
62000
Subtotal
660
0
66000
4 Micro -monitoring for Inflow & Infiltration rehab project identification
4.1 Monitor location recommendations for next yearly cycle
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
100
20
2000
4.2
Compile micro -basin average dry weather flow curves
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
100
140
14000
Subtotal
160
0
16000
Tota 11
1200
130000
Attachment 1, Page 15 of 17
Cycle 2/Year 2 - Fee Schedule, 2023-2024
Phase Phase Description
1 Physical update of model & dry weather flow analysis
1.1 Addition of micro-basin assets into model, including pump stations if present
# of Hours
Direct Expenses
Total Cost
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
50
5250
1.2
Input average dry weather flow curves
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
140
14700
1.3 Start of yearly cycle model Upkeep Fees
Subtotal
190
10000
10000
10000
29950
2 Flow Monitoring and Model Dry Weather Calibration
2.1 Continuous analysis of wet weather flow data
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
40
4200
2.2
Model dry weather calibration
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
150
15750
Subtotal
190
0
19950
3 Model wet weather calibration
3.1 Compile and input rainfall data into model
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
40
4200
3.2
Wet weather calibrate each location (15) to 3 isolated rainfall events
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
620
65100
Subtotal
660
0
69300
4 Micro-monitoring for Inflow & Infiltration rehab project identification
4.1 Monitor location recommendations for next yearly cycle
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
20
2100
4.2
Compile micro-basin average dry weather flow curves
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
140
14700
Subtotal
160
0
16800
Tota 11
1200
136000
Attachment 1, Page 16 of 17
Cycle 3/Year 3 - Fee Schedule, 2024-2025
Phase Phase Description
1 Physical update of model & dry weather flow analysis
1.1 Addition of micro-basin assets into model, including pump stations if present
# of Hours
Direct Expenses
Total Cost
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
50
5250
1.2
Input average dry weather flow curves
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
140
14700
1.3 Start of yearly cycle model Upkeep Fees
Subtotal
190
10000
10000
10000
29950
2 Flow Monitoring and Model Dry Weather Calibration
2.1 Continuous analysis of wet weather flow data
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
40
4200
2.2
Model dry weather calibration
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
150
15750
Subtotal
190
0
19950
3 Model wet weather calibration
3.1 Compile and input rainfall data into model
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
40
4200
3.2
Wet weather calibrate each location (15) to 3 isolated rainfall events
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
620
65100
Subtotal
660
0
69300
4 Micro-monitoring for Inflow & Infiltration rehab project identification
4.1 Monitor location recommendations for next yearly cycle
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
20
2100
4.2
Compile micro-basin average dry weather flow curves
Staff Name Staff Title
Samuel Novac Owner/Hydraulic Modeler
Hourly Rate
105
140
14700
Subtotal
160
0
16800
Tota 11
1200
136000
Attachment 1, Page 17 of 17