2003/01/28 City Council Resolution (3)RESOLUTION NO. 2003- 18
APPROVAL OF WINZLER & KELLY SCOPE OF WORK AND ESTIMATED FEE
FOR THE ENGINEERING ANALYSIS OF THE
WASTEWATER POND RELOCATION PROJECT
WHEREAS, at the December 19, 2002 meeting, the City Council had approved the
selection of Winzler & Kelly to perform the engineering analysis as a result of receiving and
reviewing Statement of Qualifications from two firms for the work; and
WHEREAS, Winzler & Kelly provided a detailed scope of work, estimated fee and
project schedule in a letter proposal dated January 9, 2003 and said scope, fee and schedule was
reviewed and accepted by the Public Works Manager.
NOW, THEREFORE, the scope of work, and estimated fee and schedule are approved
and Winzler & Kelly is authorized to proceed with the work as described in the January 9, 2003
letter proposal.
DULY AND REGULARLY ADOPTED this 28th day of January, 2003.
ATTEST:
CITY OF ROHNERT PARK
�..•°— e
Mayor
MW
FLORES: AYE MACKENZIE: AYE NORDIN: AYE SPRADLIN: AYE VIDAK- MARTINEZ: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
Attachment A
WINZLER(STKELLY
C 0 N S U L T I N -G - E N G I N E E R. S
Ref: PP- 2200 -01004
January 9, 2003
Mr. Steve Donley
Acting City Manager
6750 Commerce Blvd
Rohnert Park, CA 94928 -2486
Re: Wastewater Pond Relocation Project — Proposed Scope of Work and Fee Estimate
Dear Stever
Thank you for selecting Winzler & Kelly Engineers to perform this work. The purpose of this
letter is to provide you with a scope of work, a fee estimate and a project schedule for the work.
Our approach consists of four (4) major.tasks as listed below:
Project Management
Pond Closure
Pump Station and Discharge Pipeline Capacity Analysis
• Letter Report
A detailed description of each task covered under this proposal is provided below: In order to
keep costs to a minimum, we have prepared a scope of work that involves City key decisions that
can be made along the way to provide a more focused study.
SCOPE OF WORK
Task A — Project Management and Coordination
Project management and coordination tasks consist of the following':
• Kickoff meeting with City staff,
Develop project work plan,
• As- needed progress meetings with City staff (up to 6) and one in -house workshop,
• Prepare monthly project status reports,
• Overall coordination of the QA / QC effort.
In addition to the normal project administrative duties, the project manager will provide technical
oversight of the analysis and planning efforts. This ensures the final product is consistent with
the City's goals and objectives, while meeting budget and schedule commitments.
Creative Solutions for Over 50 Years
495 Tesconi Circle, Santa Rosa, CA 95401.4696
tel 707.523.1010 fax 707.527.8679
www.w- and -k.com
ZLERsZ.I<1F_LLY
C O N S U l T 1 N G E N G 1 N E E R S
Mr. Steve Donley
January 9, 2003
Page 2
Deliverables:
Monthly Project Status Reports (6)
Task B - Pond Closure Analysis
The primary goal of this project is to develop the land that is currently used for the City's
wastewater ponds. The ponds are expected to contain significant amounts of residual biosolids
that must be characterized prior to disposal. Once this is done, alternatives for disposal can be
determined along with the associated costs. Thus, the pond closure analysis essentially consists
of the work necessary to:
• Estimate the volume and general characteristics of the existing biosolids and underlying
soils;
• Evaluate sludge disposal alternatives; and
Prepare a pond closure plan.
A detailed description of each subtask is provided below.
Subtask B.l — Sample Collection and Data Analysis
The volume of accumulated biosolids in both ponds will be estimated by taking representative
samples from the pond bottoms. Because the ponds are unlined, we expect some biosolids and /or
other contaminants will have leached or otherwise commingled into the underlying native soils. .
To quantify this, we will take samples from both the biosolids layer and the subgrade soils.
Based on our review of the pond geometry, we plan to take a total of thirty-two (32) biosolids
samples (16 each pond), and eight (8) subgrade samples (4 each pond). The subgrade samples
will be taken at a depth of approximately eighteen (18) inches below the apparent pond bottom.
Sample collection will be coordinated with a laboratory selected by the City. After the samples
are collected, they will be composited and prepared for constituent analysis. Laboratory analysis
will test for fuels, solvents, metals, fecal coliform, pH, conductivity, organic content, percent dry
solids, and nutrients. These tests should be sufficient to determine the feasibility of various
disposal options.
Deliverables:
Lab test results - one (1) copy
City- Provided Services:
• City will contract separately with the laboratory of their choice for purposes of analyzing the
biosolids and soil samples collected by Winzler & Kelly.
�' WINZLER�ZK�I -LY
G O. N S U L T -I N G E N G I N E E R S
Mr. Steve Donley
January 9, 2003
Page 3
Task B.2 —Pond Closure Alternative Analysis
Up to four (4) alternatives for closing each of the ponds will be evaluated. This proposal assumes
that those alternatives will be:
No disposal or treatment other than blending biosolids with native subgrade soils present at
the site;
Relocating biosolids and contaminated soils from one pond to the other without further
treatment;
Treating biosolids and contaminated soils to meet EPA's standard for Class -A biosolids
(exceptional quality suitable for unrestricted use) and leaving in place; and
Removing biosolids and contaminated soils for treatment and disposal via the Laguna
Subregional Composting Facility.
Engineering requirements, relative benefits, and budgetary cost estimates for each alternative
will be developed and compared. Winzler & Kelly will then meet with City staff to present our
findings and recommendations. Once the City has selected their preferred alternative, Winzler &
Kelly will meet with representatives of the Regional Water Quality Control Board to obtain
approval of the proposed pond closure method.
Deliverable:
Technical Memorandum No. 1— Pond Closure Analysis
Task C — Pump Station and Discharge Pipeline Capacity Analysis
Winzler & Kelly will compare the existing pump station capacity with the design capacity
necessary to accommodate planned growth and closure of one or both ponds. The existing trunk
sewer may not be compatible with a significant increase in design capacity due to the increased
pressures. Therefore, up to three pipeline /lift station alternatives will be evaluated. They are:
Use existing trunk sewer if compatible;
Slipline existing trunk sewer with compatible pipe; and
Construct new parallel trunk line.
Engineering requirements, relative benefits, and budgetary cost estimates for each pipeline /lift
station alternative will be developed and compared. Winzler &Kelly will then meet with City
staff to present our findings and recommendations. Once the City has selected their preferred
alternative, Winzler & Kelly will prepare a technical memorandum that summarizes each option.
WINZLER<S _I<Z Y
-C O N S U L T I N G E N G I N E E R S
Mr. Steve Donley
January 9, 2003
Page 4
Meetings:
• Design Workshop — present project alternatives to .City staff — select preferred alternatives.
Deliverables:
• Technical Memorandum No. 2 — Pump Station and Pipeline Capacity Analysis
• Meeting minutes
City- Provided Data:
• Record drawings, O &M manuals, and specifications of existing utility infrastructure
• Historical influent hydrograph (flow vs. time) data
• General Plan and all other pertinent studies and flow projections
• Current discharge agreement with the sub - regional partners
Task D — Letter Report
The technical memoranda will be compiled and edited to form a final feasibility report. In
addition, the report will include an executive summary and appendices of calculations and lab
results.
Deliverables:
• Final Letter Report — Pond Closure Feasibility Study
Schedule
We have prepared a workplan that allows us to complete the feasibility report over a six -month
period. This timetable includes up to four (4) weeks of City review time. The attached bar chart
illustrates our proposed work plan with estimated due dates for each deliverable.
To achieve the greatest accuracy, sampling work will be scheduled to occur when the ponds are
drained and accessible by foot. Based on our discussions with City staff, we expect that the
ponds will be ready for sampling some time in March 2003, weather depending. Using this
schedule, and assuming the City issues a notice to proceed by January 17, 2003, Winzler & Kelly
would issue the final report by July 9, 2003.
Budget
Winzler & Kelly proposes to perform Tasks A through D described above for a fee of $19,950,
billed monthly based on the time and materials expended at our standard labor rates.
Reimbursable expenses will be billed in accordance with the Winzler & Kelly's standard rate
schedule. A detailed labor estimate for each task is summarized in the attached table.
.� WINZLERSZ,I�ELLY
C O N S U .L T I N G E N G I N E- E R 5
Mr. Steve Donley
January 9, 2003
Page 5
Please feel free to contact me at your earliest convenience to discuss any aspect of this proposal.
We look forward to working with you and your staff.
Sincerely,
WINZLER & KELLY
Toni Bertolero, P.E.
kj
Attachments:
Labor Estimate /Fee Budget
Bar Chart Schedule / Work
plan
c: Bill Stephens, Public Works Manager
Rod Houser, Winzler & Kelly
Elizabeth. Cargay, Winzler & Kelly
Marc Solomon, Winzler & Kelly
1/15/2003
Rohnen Perk Pond Closure Budget.rds
Pre Bred : Rod Houser
roved Toni BedoI..
J#: P2- 224303004
CITY OF ROHNERT PARK
Labor Rates
dace: irM3
POND CLOSURE PROJECT
Ver:1
Staff
Designe, !
PIC
$ 1d0
OA/QC
5 135
Pro M r
$ 120
Sr Geola ist
$ 105
StaffE r
S 95
Scientist
S 75
CAD
S 80
VIP
S 50
Task HOUrs
Labor Cost
Reimbemibles
Subconwltents
ns-
Task COSt 2,720
-
20
2
-
22
$ 2,610
$ 110
$ -
$ -
P
Task A - Project Management
-
2
2
4
4
$ 450
$ 480
$ 20
$ 20
$
$
$
$
$ 470
$ 500
kickoff meeting
refine workplan
6
6
$ 720
$ 30
$
$
$ 750
monthly progress re l? (6)
6
2
W74
6
2
$ 720
$ 240
$ 30
$ 10
$
$
$
$
$ 750
$ 250
update project staffing
QA/QC
2
24
4
14
118
$ 9 360
$ 590
$ -
$ -
$ 9,950
Task B -Pond Closure Analysis
-
2
-
6
18
32
4
4
30
46
$ 2,450
$ 3, 650
$ 150
$ 230
$
$
$
$
$ 2,600
$ 3, 880
8. i - sample collection and data analysis
B.2 - and closure analysis
10
8
24
4
6
42
$ 3,260
$ 210
$
$
technical memo no. i
2
12
39
4
2
59
$ 5,835
$ 295
$
Task C - Capacity Analysis
2
1
8
4
3
10
5
4
$ 1 000
$ 500
$ 405
$ 50
$ 25
$ 20
$
$
$
$
$
$ 525
$ 425
data collection /review
establish design hydrographs
calc redd design flow for each ono closure alternative
1
14
$ 1,380
$
develop pump station and pipetine alternatives
2
2
4
2
2
-
12
4
8
8
4
2
8
18
$ .860
$ F 690
$
T
design workshop
technical memo no. 2
Task D - Letter Report
2
g
2
12
$
compile and edit final letter re ort
4
34
26
47
74
8
18
211
$ 18 905
$ 1 049
$
$
$ 19 954
totals _
1/15/2003
Rohnen Perk Pond Closure Budget.rds
ID
@
Task Name
Duration
Start
4th Quarter
1st Quarter
2nd Quarter 3rd Quarter
Sep
Oct I Nov I Dec
Jan I Feb Mar
I Apr May Jun Jul Au
0
Rohnert Park Pond Closure
119 days
Fri 1/24/03
Rohnert Park Pond Closure. 719
Task A - kickoff meetinj
Task B - pond clbsure analysis 6/6
Task 8.1 - sampling & data analysis ^ 4111
sample collection 3/21
lab analysis 4/4
I vol me calculations 4/11
Task B.2 - alt rnative analysis 6/6
closure alt no. 1 4/18
closure alt no. 2 4/25
closure alt no. N45/9
closure alt no12
sub it draft Tech Memo 16
meeting w/ Ci5123
issue final TM No. 1 5130
meeting w/ RWQC 6/6
p station and pipeline capacity analysis
etermine required pump station capacity 2/6
pipeline / lift station altno. 1 2/13
pipeline / lift station 41t no. 2 2/20
pipeline / lift station: alt no. 3 2/27
submit draft Tech Memo No. 2 3/6
meeting w/ City staff 3/13
issui final TM No. 2 3/20
Task D - feasibility repo 719
compile TMs into single document 6/10:
executive summary 6/17
appendicies 6118
submit draft report 6/18
city review 712
submit final report 7/9
1
Task A - kickoff meeting
1 wk
Fri 1/24/03
2
Task B - pond closure analysis
60 days
Mon 3/17/03
3
Task B.1 - sampling & data
20 days
Mon 3/17/03
4
rx:.
sample collection
1 wk
Mon 3/17/03
5
lab analysis
2 wks
Mon 3/24/03
6
volume calculations
1 wk
Mon 4/7103
7
Task B.2 - alternative analy!
40 days
Mon 4/14/03
8
closure alt no. 1
1 wk
Mon 4/14/03
9
closure alt no. 2
1 wk
Mon 4/21/03
10
closure alt no. 3
1 wk
Mon 4/28/03
11
closure alt no. 4
1 wk
Mon 5/5/03
submit draft Tech Memo
1 wk
Mon 5/12/03
13
meeting w/ City staff
1 wk
Mon 5/19/03
14
issue final TM No. 1
1 wk
Mon 5/26/03
15
meeting w/ RWQCB
1 wk
Mon 6/2/03
16
Task C - pump station and pipeli
35 days
Fri 1131103
17
determine required pump stati,
1 wk
Fri 1/31/03
18
pipeline / lift station all no. 1
1 wk
Fri 2/7/03
19
pipeline / lift station aft no. 2
1 wk
Fri 2/14/03
20
pipeline / lift station all no. 3
1 wk
Fri 2/21 /03
21
submit draft Tech Memo No.
1 wk
Fri 2/28/03
22
meeting w/ City staff
1 wk
Fri 3/7/03
23
issue final TM No. 2
1 wk
Fri 3/14/03
24
Task D - feasibility report
23 days
Mon 6/9/03
25
compile TMs into single docur
2 days
Mon 6/9/03
26
executive summary
1 wk
Wed 6/11/03
27
appendicies
1 day
Wed 6/18/03
28
submit draft report
0 days
Wed 6/18/03
29
city review
2 wks
Thu 6/19/03
30
submit final report
1 wk
Thu 7/3103
Project: Rohnert Park Pond Closure
1
Date: Wed 1/15/03
Task ' �'�' Milestone External Tasks^ - ---
!`
p External Milestone
Slit Summary wa "i,t i„
Progress Project Summary Deadline �J
Page 1
�.r
:���� STN ZLER�KELLY
C 'gip N'S U L T I N G E. N G I N E E R S
December 12, 2002
Mr. Joe Netter; City Manager
City of Rohnert Park
6750 Commerce Blvd.
Rohnert Park, CA 94928
t t a c h 7m7:e:n f B
Ref: P2- 220000 -004
nt e: ;Oter Proposal to Provide City Engineering Services
Dear Mr. Netter: A
'Winzler & Keily_is pleased to submit this letter proposal to provide the City with city
engineering services on an as- needed basis.
Currently both the City and Winzler & Kelly are working towards a formal agreement including
a scope and estimate of costs for services, which include capital improvement engineering,
development review, and general city engineering services. Until that agreement is finalized, the
City desires a temporary arrangement to ensure that the role of City Engineer is provided without
delay and that there is coverage for ongoing projects that require the immediate review and
oversight of the City Engineer.
Toni Bertolero will be assigned as the Interim City Engineer and will report to Bill Stephens, the
City's Public Works Manager. We acknowledge that the City wishes to maximize the use of the
City's Engineering and Public Works staff and Toni will do so. At times, she may need to use
Winzler & Kelly technical staff for support services not available to her in the Engineering and
Public Works departments, and as approved by the Public Works Manager. It is estimated that
Toni will spend approximately one to two mornings (or afternoons) per week at the Rohnert Park
City Hall office and will be available to answer calls from the City at our Santa Rosa office. The
specific times will be coordinated with the Public Works Manager, depending on the workload
and staff needs.
Winzler & Kelly is ready to commence with this arrangement, effective immediately, and upon
your approval. Attached is a copy of Winzler & Kelly's standard labor charges. Toni's standard
hourly rate is $125 per hour, however, for the City engineering services, her hourly rate will be
$95 per hour. We acknowledge that this hourly rate is open to negotiation of the engineering
services agreement that is ongoing.
Creative Solutions for Over 50 Years
495 Tesconi Circle, Santa Rosa, CA 95401.4696
tel 707.523.1010 fax 707.527.8679
www.w- and -k.com
5l
�3UI3�TZLERSZ��LLY
C O. N: 8 U 'L T I N G E N G I N E E R 5
Mr. Joe Netter
December 12, 2002
Page 2
Thank you for selecting Winzler & Kelly for this assignment. We look forward to working with
the City. in this key role. If you have any questions regarding this letter, feel free to call me or
Toni at 523 -1010.
Sincerely,
WINZLER & KELLY
M c Solomon
egion Manager
as
Attachment'...