===== PDF PAGE 46 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _4__._......r f±....._._......t __ Resolution No. 21-R-0009 - Contract Award - JACOBS for Professional Services Related to the Rehabilitation of the COMMITTEE AGENDA DATE: February 4, 2021 COUNCIL AGENDA DATE: February 15, 2021Secondary Clarifiers at the West Chicago/Winfield Wastewater Authority Regional Wastewater Treatment Plant ,......---::z~~ STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works SIGNATUR~ ~~ L.; - - APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE _________ _ ITEM SUMMARY: The West Chicago/Winfield Wastewater Authority (WCWWA) Regional Wastewater Treatment Plant (WWTP) receives and processes over five million (5,000,000) gallons of raw sewage daily from the both the City of West Chicago and the Village of Winfield. Under strict Environmental Protection Agency (EPA) guidelines, wastewater that enters the WWTP flows through several treatment (cleaning) processes before being discharged into the West Branch of the DuPage River. One of the final major treatment processes, before chlorination and discharge to the West Branch of the DuPage River, is secondary settlement/clarification. This process involves flowing treated wastewater through four secondary clarifier tanks (i.e., circular concrete basin/tank with mechanical rotating arms) to allow any residual organic waste to slowly settle from the liquid waste stream. The settled waste is recycled (suctioned/pumped) from the bottom of the clarifier back into the treatment process. See attached illustrations for a basic understanding of a typical clarifier's mechanical components and flow process. The secondary clarifier tanks and internal mechanical components are approximately thirty-five years old and the internal mechanical components have outperformed their useful life (i.e., typically 15-20 years). JACOBS (WCWWA's contractual plant operator) has been able to maintain clarifier operations, but total failure of operations is inevitable without rehabilitation. Being most familiar with the clarifier operations, components, and construction, City staff approached JACOBS and requested a cost proposal to rehabilitate all four secondary clarifiers. Under the existing management and operations contract between the City and JACOBS, out of scope services can be requested by the City and performed by JACOBS at direct labor and material costs plus a fifteen percent (15%) premium. JACOBS has submitted a not to exceed cost proposal of $1,200,000.00 for Fiscal Year 2021 (see attached). To recondition the secondary clarifiers, JACOBS would utilize its experienced professional staff and its competitive procurement process to guarantee quality performance and materials at the best possible price. Staff working on the Secondary Clarifier Rehabilitation Project will be in addition to the nine FTE positions required to operate the WWTP. Utilizing JACOBS for this project will not only expedite the rehabilitation process by eliminating the time required to seek bid proposals and it will also save the City, at a minimum, $75,000.00 in engineering design, bid, and construction oversight services. ===== PDF PAGE 47 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO Staff recommends that City Council waive the competitive bidding process and award a contract to JACOBS to rehabilitate the four secondary clarifiers at the Authority's WWTP for an amount not to exceed $1,200,000.00. This project will be paid for by the WCWWA. ACTIONS PROPOSED: Waive competitive bidding requirements and approve Resolution No. 21-R-0009 authorizing the Mayor to execute a contract with JACOBS, for an amount not to exceed $1,200,000.00, for professional services related to the Secondary Clarifier Rehabilitation Project at the West Chicago/Winfield Wastewater Authority Regional Wastewater Treatment Plant. COMMITTEE RECOMMENDATION: ===== PDF PAGE 48 ===== [Extraction: embedded PDF text] RESOLUTION NO. 21-R-0009 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH JACOBS TO PROVIDE SERVICES RELATED TO THE SECONDARY CLARIFIER REHABILITATION PROJECT AT THE WEST CHICAGO/WINFIELD WASTEWATER AUTHORITY REGIONAL WASTEWATER TREATMENT PLANT BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Professional Services Agreement to provide services related to the Secondary Clarifier Rehabilitation Project at the West Chicago/Winfield Wastewater Authority Regional Wastewater Treatment Plant, between JACOBS and the City of West Chicago, for an amount not to exceed $1,200,000.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 15th day of February 2021. AYES: NAYES: ABSTAIN: ABSENT: Mayor ATTEST: City Clerk ===== PDF PAGE 49 ===== [Extraction: OCR (rendered-page OCR)] ae ig | i 7 ae ny ‘s iP! = - es \ | —t \ | ===== PDF PAGE 50 ===== [Extraction: no text detected] [No text detected on this page; page may be blank, photographic, or graphical.] ===== PDF PAGE 51 ===== [Extraction: OCR (rendered-page OCR)] Drive Energy Disipating Inlet nfluent ni —— =e : | te , fe wise r ‘Grated Walkway [rr am Oey a ee i SS =a uy —omere We Sf. i hoor —r “ss WES “a re : —™ en _¥. a Notched Wel Effluent rough — = - Pe -Notchec mn : XN a= mA : Siitlts ; , a 5 - _—. ss i . —— a ‘ = i € 4 P a = i at —— id ee Counterbalancing f Rake Arm Support Column Sludge Discharge ===== PDF PAGE 52 ===== [Extraction: OCR (rendered-page OCR)] WATERDUDE 2 Eifiuent luen Clarifier Flow Optional Launder uiisag ===== PDF PAGE 53 ===== [Extraction: embedded PDF text] 725 Dayton Ave. West Chicago, IL 60185 Tel 630.293.2260Jacobs December 16, 2020 Mr. Rob Flatter Director of Public Works City of West Chicago 4 7 5 Main Street West Chicago, IL 60185 Subject: Out of Scope Cost Proposal for Secondary Clarifiers #1, #2, #3, #4 Operations and Maintenance Services Dear Mr. Flatter: This letter confirms the out of scope services related to the rebuilding of the Secondary Clarifiers #1, #2, #3, #4: What is being provided: Per the Scope of Work, attached as Exhibit A, Operations Maintenance International, Inc. ("CONSULT ANT") will rebuild Secondary Clarifiers #1, #2, #3 and #4 located at the West Chicago/Winfield Wastewater Treatment Plant. CONSUL TANT anticipates completion of the rebuilding of Secondary Clarifiers in the task order as follows: Task 1- Purchase of Materials Task 2- Removal and Teardown Task 3- Rebuild I Repair Task 4- Startup Price of services: The services will be performed for an estimated cost of$1,200,000.00. In accordance with Section 6.6 of the Agreement dated December 20, 2018 between Operations Management International, Inc. and the City of West Chicago, the out of scope estimated cost is based on anticipated project related costs plus 15%. Payment terms: The payment terms shall be progress payments pursuant to Section 6.7 of the Agreement. Invoices will be issued upon individual clarifier completion and vendor sign off. Upon Receipt, review and approval of invoices, the CITY shall pay, or cause to be paid, to the CONSULTANT the approved amounts invoiced, provided that the amount invoiced together with the amounts of previous partial payments do not exceed the total compensation specified in this AGREEMENT. The CITY may not deny a properly documented claim for compensation, in whole or in part, without cause. The CITY shall not be required to pay CONSULT ANT more often than monthly. The CITY shall process payment of said invoices within forty-five (45) days of receipt, or conflict resolution. ===== PDF PAGE 54 ===== [Extraction: embedded PDF text] Warranty: JACOBS will warranty the work for 12 months and pass on any manufacture's warranties. Evoqua's warranty is 12 months from installation or 18 months from delivery. Whichever would come first. The services performed under this letter will be in accordance with the terms and conditions of the Agreement dated December 20, 2018 between Operations Management International, Inc. and the City of West Chicago. All other terms and conditions of the Agreement dated December 20, 2018 remain in full force and effect. If these terms are agreeable to you, please sign both copies of this letter. We will return one fully executed original for your files. CONSULTANT appreciates the opportunity to provide these additional services to the West Chicago/Winfield Wastewater Authority. If you have any questions or concerns regarding this letter, please feel free to contact me by phone at 630-293-2260 or Brent.Lautenbach@Jacobs.com. Sincerely Brent Lautenbach Project Manager Enclosure: (Exhibit A, Scope of Work) (Exhibit B, Materials List) Both parties indicate their approval of the above described services by their signature below. Authorized by Authorized by: Operations Maintenance International, Inc. City of West Chicago Kevin Dahl Rob Flatter Vice President Director of Public Works Date: ______________ ~ Date:-------------- Page 2 of5 ===== PDF PAGE 55 ===== [Extraction: embedded PDF text] Exhibit A Scope of Work Replacement of Inner Workings of (4) Secondary Clarifiers CONSUL TANT will perform services relating to the rebuilding of Secondary Clarifiers #1, #2, #3 & #4 located at the Authority's Wastewater Treatment Plant: Services are based on CONSULTANT extensive visual and physical evaluation of the existing secondary clarifiers. The scope defined below is based on previous knowledge and experience of CONSULT ANT in making repairs to the four ( 4) Secondary Clari tiers located at the project site over the course of the last 12 years, as well as experience in rebuilding similar units at some of our other facilities. If additional services are determined to be needed after demolition of the existing mechanicals, CONSULTANT will contact the City of West Chicago in writing and seek approval prior to commencing any additional service. If needed, additional services will be compensated based on Section 6.6 of the Agreement. In performance of this scope, CONSULT ANT may utilize existing project site personnel I labor as long as that individual's current project duties are performed. During performance of this scope, CONSULTANT will track all employee time worked and will ensure proper reporting of all personnel I labor time. CONSULT ANT services to include: Task 1 - Purchase of Materials • Procurement of necessary materials (see Exhibit B - Materials List) Task 2 - Removal and Teardown: • Remove bridge • Remove existing skimmer A-frame support structure • Remove existing sludge collection manifold • Remove existing drive unit • Remove existing center column • Remove existing scum trough • Remove existing skirt baffles • Remove existing target baffles • Remove existing weirs, baffles and brackets Task 3 - Rebuild I Replacement: • Brush blast bridge and coat • Install new center column • Install new drive unit • Install new skimmer A-frame support structure • Install new sludge collection manifold • Install new scum trough • Install bridge • Install new skirt baffles • Install new target baffles • Install new conduit and wiring to drive unit from existing local junction box • Install new FRP weirs, baffles and brackets ===== PDF PAGE 56 ===== [Extraction: embedded PDF text] Task 4 - Startup: • Manufacturer's warranty inspection and punch list • Fill basin start the unit up and make all necessary equipment adjustments • Return the unit to service Schedule: Work will commence upon acceptance and execution of the agreement by both parties. Completion of work is expected to take thirty (30) days per unit after material delivery, permitting any weather delays. If there are any delays for any unforeseen circumstances i.e. weather, health, COVID, supply shortages then an extension will need to be requested and agreed upon by both parties. Deliveries of parts for each clarifier will be staged and separated so that only one clarifier will be worked on at a time. Once work has been completed, an Evoqua representative will sign off on completion. Page 4 of5 ===== PDF PAGE 57 ===== [Extraction: embedded PDF text] Exhibit B Materials List Equipment for each unit will consist of the following: • Drive mechanism with micro-switch overload device and shear pin • Center column • Center drive cage • Sludge collection manifold • One (1) uni tube sludge collection header (header will be custom designed to match current flows) • Tie bar header support • One (1) skimmer support truss arm and A-frame supports • One (I) standard hinged skimmer assembly with lockout • One (1) influent raceway skimmer • Scum trough with submerged shelf extension and flushing device • Counterweights • Skirt baffles • Target baffles • Associated anchor bolts and attachment bolts • Manufacturer field service All submerged material will be constructed of 316 stainless steel Manufacturer Field Service Field service includes four (4) trips and six (6) days total on-site. Evoqua's field service comprises of pre-grout inspection, equipment installation punch-list, and training. Controls Electrical controls consist of the two (2) micro-switches (one N.O. and one N.C.), per clarifier, in the drive mechanism overload device housing for high torque alarm and motor shut down. Weirs and Baffles Effluent weirs and baffles are included in the bid price and will be constructed ofFRP (Fiberglass reinforced plastic). Page 5 of5