HomeMy WebLinkAboutRES 17-227RESOLUTION NO. 17-227
BE IT RESOLVED BY THE CITY COUNCIL
A] a I. ICE*]W&W00. EF_1,1]►yi[ffl ON Is
THAT the City Manager be and he is hereby authorized to execute an Engineering
Services Agreement between the City of Beaumont and Lockwood, Andrews &
Newnam, Inc., (LAN), in an amount not to exceed $650,000.00, for Phase One (1) of
Three (3) of the Assessment of the City Sewer Collection System to develop and
implement a multiyear program for achieving and sustaining compliance with the Texas
Commission on Environmental Quality (TCEQ) and U.S. EPA requirements for control
of sewer overflows from the collection system. The Agreement is attached hereto as
Exhibit "A" and made a part hereof for all purposes.
The meeting at which this resolution was approved was in all things conducted in
strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter
551.
PASSED BY THE CITY COUNCIL of the City of Beaumont this the 24th day of
October, 2017.
ENGINEERING SERVICES AGREEMENT
STATE OF TEXAS
COUNTY OF JEFFERSON §
CITY OF BEAUMONT §
AGREEMENT FOR
CITY OF BEAUMONT
Sanitary Sewer Overflow initiative
Program Management
SECTION 1
This Agreement made and entered into in Beaumont, Jefferson County, Texas between the
City of Beaumont, a Municipal Corporation in the State of Texas, hereinafter termed "City" and
Lockwood, Andrews & Newnam, Inc. (LAN), duly licensed, and practicing under the laws of the
State of Texas, hereinafter termed "Engineer", said Agreement being executed by the City pursuant
to the City Charter and Ordinances and Resolutions of the City Council, and by said Engineer for
the Engineering Services hereinafter set forth in connection. with the above designated Project for
the City of Beaumont.
1. General
A. Detailed Project Description
The Engineer will perform Program Management services for the City of Beaumont
generally described as providing Program Management required for the City of Beaumont
Sanitary Sewer Overflow Initiative (SSOI) as described in Attachments "A", "B", "C" and
"D", and made part of this contract. All services provided by the Engineer will conform to
standard engineering practices utilized by other members of the profession practicing under
similar circumstances at the same time and in a similar locality as well as applicable rules
and regulations of the Texas Engineering Practices Act and the rules of the Texas Board of
Professional Engineers.
B. The Engineer shall not commence work on this proposed Project until he has been notified
in writing to proceed.
The Engineer, in consideration for the compensation herein provided, shall render all
professional services, including any associated subconsultants, necessary for the
development of the Project to completion, as provided in this Agreement.
City of BeaumontSS01 Program Management • LAN
EXHIBIT "A"
II. Basic Services
a. Meet with the City to determine detailed scope and schedule for each of the three (3) Phases
of the project.
b. Perform the services described in Attachment A — Services To Be Provided By LAN, Inc.
and as implemented in three phases as described in Attachment B -- Services To Be
Provided Phases I, II, & 111.
III. Special Services
NIA
IV. Additional Services
All work that will be performed by the Engineer at the request of the City that is described in
this paragraph and not included in the paragraphs above, shall constitute Additional Services.
Additional Services shall include, but are not limited to the following:
A. Services required by the City in any litigation or other controversy as an expert witness,
including actual testimony time, stand-by waiting time, preparation of engineering data and
reports or depositions and consulting with the City or its attorney.
B. Preparation of any special reports, applications for permits or grants, and appearances
before any regulatory agencies or public hearings not included in Attachments "A", "B"
"C" and "D".
C. Any revisions of previously approved work.
D. Any travel and subsistence to points other than Engineer's or City's Offices and Project
sites.
E. Additional services due to significant changes in scope of Project including but not limited
to changes in size, complexity, or character of services as agreed to by both parties.
F. Providing services after issuance of Letter of Acceptance from the City.
V. Coordination
A. The Engineer shall hold monthly conferences with the Public Works Director, hereinafter
termed "Director", or his representatives to the end that the Project as developed shall have
the full benefit of the City's experience and knowledge of existing needs and facilities, and
be consistent with its current policies and standards. To assist the Engineer in this
coordination, the City shall make available for the Engineer's use in planning and
City of Beaumont 5501 Program Management -LAN
designing the project all existing plans, maps, field notes, statistics, computations, and other
data in its possession relative to existing facilities and to this particular Project, at no cost
to the Engineer. However, any and all such information shall remain the property of the
City and shall be returned if instructed to do so by the Director. To the extent the Engineer
utilizes any such information to meet its standard of care the Engineer shall be entitled to
keep one such copy for its business record.
B. The Director will act on behalf of the City with respect to the work to be performed under
this Agreement. He shall have complete authority to transmit instructions, receive
information, interpret and define the City's policies and decisions with respect to materials,
equipment, elements and systems pertinent to Engineer's services.
C. The City will give prompt written notice to the Engineer whenever the City observes or
otherwise becomes aware of any defect (error or omission) in the Engineer's services or any
development that affects the scope or timing of Engineer's services.
D. The City shall furnish approvals and permits from all governmental authorities having
jurisdiction over the Project and such approvals and consents from others as may be
determined to be necessary by the City for the completion of the Project. The Engineer
will provide the City reasonable assistance in connection with such approvals and permits
such as furnishing of data compiled by the Engineer pursuant to other provisions of the
contract, but shall not be obligated to develop additional data, prepare extensive reports or
appear at hearings or the like unless compensated therefore under other provisions on this
contract.
E. The Engineer shall promptly report, in writing, to the City of any development that would
affect the scope or timing of the Project.
VI. Fee Schedule
A. General
For and in consideration of the services to be rendered by the Engineer in this Agreement,
the City shall pay and the Engineer shall receive the compensation hereinafter set forth for
the Engineer's services described in Sections 11, II1, and IV.
B. Basic and Special Services
The basis of compensation for Basic and Special Services shall be at the standard hourly
rates and expenses as provided in the Schedule of Hourly Rates and Expenses shown on
Attachment "D". The Engineer agrees that the total services and expenses for all three
phases shall not exceed $1,950,000.00. This agreement shall cover Phase I only and not
to exceed $650,000.00 (Attachment "B"). Other phases will be addressed as funds
become available.
City of Beaumont SSOI Program Management - LAN
VII. City Payments
A. Payments shall be made to the Engineer based on the several phases as described above and
in accordance with the following:
One -hundred percent (100%) of the amount due the Engineer for work performed in
each phase shall be payable on a monthly basis.
B. Payment shall be made within thirty (30) days after submittal of the request for payment
for work performed.
C. The City reserves the right to make an audit of time based and reimbursable expense
charges claimed for this contract for services.
VIII. Revisions to Drawings and Specifications
The Engineer shall make, without additional expense to the City over and above the basic
fee, such revisions to the Design Phase as may be required to meet the needs of the City.
After approval of the Design Phase by the City, any revisions, additions, or other
modifications made at the City's request that involves extra services and expenses to the
Engineer shall be subject to additional compensation to the Engineer for such extra services
and expenses.
IX. Ownership of Documents
All documents including the original drawings, estimates, specifications, field notes and data,
will remain the property of the Engineer as instruments of service. However, it is to be
understood that the City shall have free access to all such information with the right to make
and retain copies of drawings and all other documents including field notes and data. Any re-
use without specific written verification or adaptation by Engineer will be at City's sole risk
and without liability or legal exposure to Engineer.
X. Termination
Either party to this Agreement may terminate the Agreement by giving the other thirty (30)
days notice in writing and in accordance with the following procedure:
A. Upon delivery of such notice by either party to the party, and upon expiration of the thirty
day period, the Engineer shall discontinue all services in connection with the performance
of this Agreement and shall proceed to cancel promptly all existing orders and contracts
insofar as such orders or contracts are chargeable to this Agreement. As soon as
practicable after receipt of notice of termination, the Engineer shall submit a statement,
showing in detail the services performed under this Agreement to the date of termination.
The Owner shall then pay the Engineer promptly that proportion of the prescribed charge
to which the service actually performed under this Agreement is
City of Beaumont SSOI Program ManegemorA - LAN
applicable and useable to this Project, less such payments on account of the charges as have
been previously made. Copies of specifications prepared under this Agreement shall be
delivered to the City when and if this Agreement is terminated, but subject to the
restrictions, as to their use, as set forth in Section VIII.
B. Failure by the Engineer to comply with the submittal of the statement, and documents as
required above shall constitute a waiver by the Engineer of any and all rights or claims to
collect any monies that the Engineer may rightfully be entitled to for services performed
under this Agreement.
XI. Engineer's Warranty
The Engineer warrants that he has not employed or retained any company or person other than
a bona fide employee working solely for the Engineer to solicit or secure this Contract, and that
he has not for the purpose of soliciting or securing this Contract paid or agreed to pay any
company or person, other than a bona fide employee working solely for the Engineer, any fee,
commission, percentage, brokerage fee, gift, or any other consideration, contingent upon or
resulting from the award or making of this contract.
XII. Equal Employment Opportunity
The Engineer agrees to follow the Minority Business Enterprise requirements and/or develop
an Affirmative Action Plan as set forth by the City.
XIII. Assignment or Transfer of Interest
The Engineer shall not assign or transfer its interest in the Contract without the written consent
of the City.
XIV. Indemnification/Liability
The Engineer shall save and hold harmless the City from all claims and liability due to
activities of himself, his agents, or employees, performed under this Contract and which result
from a negligent act, error or omission of the Engineer or of any person employed by the
Engineer. The Engineer shall also save harmless the City from any and all expenses, including
attorney fees which might be incurred by the City in litigation or otherwise resisting said
claim or liabilities which might be imposed on the City as result of such activities by the
Engineer, his agents, or employees and for which the Engineer is found to be legally'liable.
The Engineer shall, within one week after signing the contract and before any work shall start,
furnish the City with certificates of insurance naming the City as additional insured on the
General Liability and Automobile policies satisfactory to the City and indicating the existence
of Statutory Workmen's Compensation Insurance. Such insurance shall be at the Engineer's
expense. The limits shall be as follows:
City of Beaumont SM Pmgram Management -LAN
Commercial General Liability and Auto Liability Insurance shall not be less than $1,000,000.00
per incident / $1,000,000.00 per occurrence.
These certificates shall contain a provision that the City shall be notified thirty (30) days before
cancellation of the insurance. The Engineer shall maintain such insurance in force during the
life of the contract and no modification or change of insurance carriage and provision shall be
made without thirty (30) days written advance notice to the City.
XV. Estimates of Cost
Since the Engineer has no control over the cost of labor, materials, or equipment or over the
contractor's methods of determining prices, or over competitive bidding or market conditions,
his opinions of probable Project Cost or Construction Cost provided for herein are to be made
on the basis of his experience and qualifications and represent his best judgment as a design
professional familiar with the construction industry but the Engineer cannot and does not
guarantee that proposals, bids or the construction cost will not vary from opinions of probable
cost prepared by Engineer.
XVI. Force Majeure
The City agrees that the Engineer is not responsible for damages arising from any
circumstances beyond the Engineer's reasonable control. For purposes of this Agreement, such
causes include, but are not limited to, strikes or other labor disputes; severe weather disruptions,
natural disasters, fire or other acts of God; riots, war or other emergencies; failure of any
governmental agency to act in timely manner; failure of performance by the City or the City's
other Engineers, it's Contractor or any of their subcontractors; or discovery of any hazardous
substances or differing and unforeseeable site conditions.
XVII. Interest in City Contracts Prohibited
No officer or employee of the City shall have a financial interest, direct or indirect, in any
Contract with the City, or shall be financially interested, directly or indirectly, in the sale to the
City of any land, materials, supplies or service, except on behalf of the City as an officer or
employee.
XVIII. Entire Agreement
This Agreement, including the attachments, represents the entire and integrated Agreement
between the City and Engineer and supersedes all prior negotiation, representations, or
agreements, either oral or written. This Agreement may be amended only by written instrument
signed by both the City and Engineer.
City of Beaumont SSOI Program Management- LAN
SECTION 2
IN WITNESS WHEREOF, the City of Beaumont has lawfully caused these presents to be
executed by the hand of the City Manager of said City, and the corporate seal of said City to be
hereunto affixed and this instrument to be attested by the City Clerk, and the said Engineer, acting
by the hand of Derek St. John PE CFiVt thereunto authorized signee title, does now sign, execute
and deliver this document.
Done at Beaumont, Texas, on this day of , A.D. 2017.
Lockwood, Andrews & Newnam, Inc. CITY OF BEAUMONT
By:$y;
Business Gr �Director�
Attest: Attest:
# 7
City of Beaumont SSOI Program Management -LAN
City Manager
ATTACHMENT A
SERVICES TO BE PROVIDED
BY LAN, INC.
City of Beaumont 8801 Program Management- LAN
GI. -Y of Beauniont -.550J 11rogi am MlanaQen,,ent Scope o \n/orl< October `i, 201.7
Attachment A — Scope of Services
City of Beaumont
SSOI Program Management
Introduction
The purpose of this Program Management services contract is to provide management and
technical leadership for specific areas of the City of Beaumont's (City) delivery of its
commitment under the Sanitary Sewer Overflow Initiative (SSOI) with the Texas Commission
on Environmental Quality (TCEQ).
The purpose of the City's SSOI is to improve the performance of its existing collection system
assets (e.g. laterals, sewers, manholes, trunk sewers, lift stations, force mains, siphons, and the
WWTP) for conveying dry and wet weather flows. This improvement would first focus on
operations and maintenance activities and could extend to renewing the infrastructure or
recommending larger infrastructure if needed. Performance improvement is measured by the
number of sanitary sewer overflows (SSOs) and customer service problems that occur. These
problems result from the inability of the current assets to properly convey flows, excessive flows
entering the system or a need for additional system capacity.
This scope of work focuses on identifying the need for resources to address Operations and
Maintenance (O&M) responses, renewal of assets where needed or providing recommendations
for new or expanded capacity to correct performance problems. The approach to this work will
be action oriented by taking advantage of existing City reports and data, and focusing on field
inspection of assets to identify problems. The findings from this research and field work will be
reviewed with City staff to reach an agreed approach. This ongoing process of investigation,
review and action is critical to maintaining progress on goals and resolving problems. This
keeps work consistently flowing to City resources and it's outside work -order contractors.
Because the exact nature and extent of problems within the City's collection system are not fully
known the scope is not fully defined at this time. As the scope and extent of problems are
identified the future focus, staffing level and support from LAN's internal and external resources
will be adjusted. Similarly, this will affect how and where the City elects to spend its O&M and
capital funding over time.
These changes in scope of this assignment will be reviewed by the Program Manager (PgM)
each month with the Director of Public Works (Director). This will include continuing,
expanding or contracting ongoing efforts and -adding new efforts to meets the needs of the City
as determined from the results of prior work by LAN and results from the City's own
implementation of SSOI actions.
Page 1 of 13
City of i3eaurrront — SSOI Pwgram Managernent Scope of Worl< 0c.tober 5, 201 7
One key objective is to investigate and recommend actions needed to reduce peak rainfall
induced inflows to the collection system. This will include physical inspection of trunk sewers,
major lift stations/force mains and treatment plant operations. The goal is to provide a
combination of actions that will allow these assets to each operate better and be coordinated
collectively to provide better performance.
Task 1 - Program Mana ea meet
Program planning and reporting will be coordinated directly with the Director. The intent is to
collaboratively plan the specific scopes of work for Tasks 2 through 5 sufficiently to allow an
estimated level of effort and schedule to be prepared. Some scopes of work by the investigative
nature of the assignment will be difficult to predict the level of effort or outcome. Because of
these types of assignments the PgM will provide biweekly reports to allow for additional
adjustments to the work between the monthly meetings. The goal is to provide visibility so that
the City and LAN are in agreement about the proposed level of expenditures, schedules and
results. The work by subconsultants or subcontractors will be presented as written proposals for
consideration by the Director. These will be either lump stun or time and materials contracting
as best suits the service and situation.
The Director and PgM will manage the overall schedule and costs for services under this
program of work. This will include providing a monthly summary of its activities and results. In
addition, LAN will accumulate and produce a draft version of the SSOI Annual Progress Report
on a quarterly basis. This will serve as a check point for progress towards SSOI goals, facilitate
discussion on adjustments to Program approaches and secures the data so that the SSOI Annual
Progress Report is thorough, accurate and timely.
The PgM will also prepare internal reporting that can be used by City staff to support discussions
with City Management, Council or the general public. LAN will support City staff with
meetings with any or all of these stakeholders as requested.
Task 2 - Performance Improvement
The purpose of this task is to perform research and field work to quantify performance problems
and rapidly produce recommended approaches to correct them. The assets and scale of
investigations will be recommended by LAN to Beaumont and negotiated prior to starting any
work. The scope of this service includes all collection system assets (e.g. laterals, sewers,
manholes, trunk sewers, lift stations, force mains, siphons, and the WWTP). The scale of
investigations will vary from very large (e.g. major trunk sewers or lift stations) to very small
(e.g. an individual siphon).
The initial action taken under this task will be to collect, review and summarize key points from
the City's existing reports or other data sets. This information would be used by LAN to prepare
its Draft Action Plan. The purpose of the Draft Action Plan is to identify in detail how each
activity will support the City's implementation of collection system Capacity, Management,
Operations and Maintenance (CMOM) as it delivers on its SSOI commitments.
Page 2 of 13
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Upon approval and sequencing of the goals in the Approved Action Plan (the Plan) LAN will
prepare a Master Program Schedule (Schedule) to sequence the work required under the Plan.
Both the Plan and Schedule will be reviewed regularly in an effort to better focus LAN and the
City's resources. LAN will review the Schedule with the City and, where needed, coordinate
with subcontractors or subconsultants to confirm scheduling, pricing and coordination with City
operations stiff. Upon approval by the City LAN would implement the Plan and report on this
Schedule.
The collection system assets will be evaluated in the following categories:
Gravity Sewers - Lamer than 12 -inches
The goals are to make good use of existing City data, efficiently deploy resources to the field and
convert those findings into actionable recommendations. These investigations will follow this
basic template, unless agreed otherwise in specific circumstances, for all work:
Order of Work — Based on the initial discussion about how rapidly significant flows
arrive at the WWTP in response to rainfall it was decided to perform field work in the
following order:
a. The first 6,000 feet of each trunk sewer entering the WWTP,
b. The remainder of the 72 -inch trunk sewer entering the WWTP from the west side
of the City, and its upstream reaches of all diameters until it terminates,
c. The first 6,000 feet of each trunk sewer entering lift stations discharging directly
to the WWTP, and
d. Provide the City with a recommendation on the order, extent and methods of
inspection of the remaining trunk sewers upon completing the work above.
2. Background Research — In coordination with City staff, LAN will review available
reports, models, mapping/work order data, or other information to summarize what is
known about the specific assets of interest. The goal is to avoid spending money on field
time that simply reproduces existing data or gather new data from which no action would
be taken. As part of this work LAN will try to confirm whether previously recommended
corrective actions have been implemented.
I Field Investigation —LAN will coordinate with City staff as it performs the following
field investigations:
a. Physical Inspection Approach — Manholes
i. The City of Beaumont will survey the location and elevation of each
manhole in the segments to be inspected. This data will be provided to
LAN and identified according to the City's manhole numbering system
ii. LAN will open and assess each manhole in the segments to be inspected.
These inspection results will be coded using a mutually agreed system of
defect identification.
Page 3 of 13
City of Bell n'lont .... SSU Proprarr', Manageriieiit Scope of Warl: ocsober S, 2013
iii. Tier 1 Inspection - the focus of these investigations is to identify where
large sources of inflow could enter the trunk sewers. Where the manhole
frame, cover, or structure show obvious defects that would allow surface
water to flow into the trunk sewer the inspection process will record all
agreed information for the manhole inspection.
iv. Tier 2 Inspection - where there are no visually apparent defects that would
allow surface water to flow into the sewer, and no other defects that would
warrant immediate action by the City, the inspection process will include
documentary photographs and a limited set of defect coding and data
gathering. The purpose of this approach is to move quickly through the
system to spend time with clearly defective assets by limiting time with
those that are not.
b. Physical Inspection Approach — Trunk Sewer Alignments
i. Background research on sewer alignments will focus on crossings by all
storm water channels or pipes and by all private utilities where those are
known. This will be used during field work to focus observation of surface
conditions on those locations where known crossings are present.
Crossings with storm water channels or pipes are potential sources of
inflow. Crossings with private utilities are potential causes of subsidence
or, where improperly installed, borings through the trunk sewer itself.
ii. Each location where there is evidence of surface disturbance above the
approximated location of the trunk sewer will be photographed, a
summary of observations entered along with an approximate location
(swing ties to available permanent features) and the location will be
marked with paint to allow follow up survey by the City.
iii. For each potential defect location identified LAN will provide the City
with a recommended next step. This will range from further testing or
internal inspection of the sewer, exploratory excavation to confirm the
presence or absence of an actionable defect or the need for immediate
repair.
c. Immediate Action Items —LAN will notify designated City staff whenever it
observes conditions that warrant immediate further review by the City to
determine if corrective action(s) need to be taken before the bi-weekly summary
report is delivered.
d. Supporting Observations — Record observations about whether the system being
observed is performing correctly or is currently in need of operations or
maintenance attention. (E.g. when looking at gravity sewers it will be noted
whether the sewer is down and flowing, surcharged and needs flushing, shows
signs of infiltration, shows signs of previous surcharge, presence of sinkholes,
unusual vegetation, and debris along alignments). These observations, and
others, will support decision making for immediate maintenance or factor into
renewal needs.
Page 4 of 13
City o! 1-ieaun'iont _ SSOI P agraln Malita;c�rncni. S(.:opce 01 ! ol-! October, S, ?x,1.7
4. Field investigation Documentation — LAN will coordinate with the City's GIS
department to deliver digital copies of data that are coded to allow that data to be
associated with the specific asset. This data will include photographs and field inspection
reports. This data will be delivered every two weeks throughout the 60 -day field
inspection period.
City Briefing — The goal will be to brief the City on findings and recommendations at the
end of the initial 60 -day field investigation period. Because the condition of the trunk
sewers and access limitations along the alignment are not fully known it not possible to
forecast production rates or dates of completion of the work areas listed in 1, above.
LAN "I provide the City with bi-weekly summaries of production, estimates of level of
effort to complete remaining inspections and summarizing any immediate action items
identified. The goal is to promote regular interaction so that City input or directions for
adjusting objectives can be implemented in a timely manner.
6. Follow Un — Should additional field work be recommended; LAN would again brief the
City on findings to develop an agreed approach.
7. Documentation — At the conclusion of the first 60 -days of field work, and thereafter by
mutual agreement with the City, LAN will prepare a technical memorandum describing
findings and recommendations. A recommended approach for the next 60 -day
investigation cycle will be provide for review and approval by the City.
Gravity Sewers — 12 -inches and smaller
1. Order of Work — The order of work will be developed by LAN based on background
research and will be adjusted through discussion with the City prior to initiating field
investigations.
2. Background Research — The goal for gravity sewers 12 -inches and smaller is the same as
for the larger pipes; efficient inspection focused on reducing inflow to the collection
system. Background research will be prepared to highlight the location and causes of
SSOs, sanitary sewers that are Iocated under open channels, cross storm sewers, are
crossed by private utilities, locations where defects were identified in prior studies, or
have manholes that are subject to inundation in response to rainfall. This research will be
conducted by LAN to develop a proposed approach to its field investigations and will be
reviewed and adjusted based on conversations with the City.
3. ,Field Investigation — The field inspection of manholes and sewer alignments will be the
same as for trunk sewers. LAN does not expect to open and inspect every manhole or
walk the full length of every sewer within any given meter basin.
4. Field Investation Documentation — LAN will utilize the same tools and methods for
documenting field observations as is proposed for trunk sewers.
Page 5 of 13
(Ay of Beauniont - SSOI 'Pr-o€;iatn Nanagernent Scope of VVork October `;, 2017
5. City Briefing — LAN will include a summary of these held investigations in the bi-
weekly summary discussed previously.
6. Follow Up — Prior to initiating more detailed location of defects through smoke testing,
dye testing or CCTV inspection LAN will provide a written recommendation to the City.
The objective would be to accumulate a sufficient volume of such work to make
mobilizing those resources more effective.
S. Documentation --- At the conclusion of the first 60 -days of field work, and thereafter by
mutual agreement with the City, LAN will prepare a technical memorandum describing
findings and recommendations. A recommended approach for the next 60 -day
investigation cycle will be provide for review and approval by the City.
Gravity Sewer§ — Siphons all sizes
The City has committed to cleaning all siphons every two years. Additional information on the
performance of cleaned and uncleaned siphons would be useful in documenting whether the
cleaning is beneficial and provide a basis for making adjustments to the frequency of cleaning.
LAN will develop a method for City crews to record observations about the performance
of the siphon before and after cleaning. This will help in documenting the performance
improvement and set a baseline for subsequent monitoring. This will also include a
procedure for testing the water -tightness of the siphon by temporarily stopping flow and
pumping the water out of the siphon into the downstream sewer. LAN will review the
results of this information from the City and summarize those results in a technical
memorandum to the City.
2. Where LAN is performing inspections on gravity sewers and a siphon is within the study
area it will open the siphon access manholes and gather data on those manholes. It will
also note the flowlines across the siphon as measured from the rim elevations surveyed
by the City. These measurements will benchmark changes in performance that can be
noted in subsequent inspections. These inspections will be reported at the same time and
in the same way as the remainder of the manholes and sewers being inspected.
Wet Weather Field investigations — Sewers. Litt Stations, or WWTP
1. Order of Work — The order of work will be developed by LAN based on background
research and will be adjusted through discussion with the City prior to initiating field
investigations. The objective of this activity is to have artist of known wet weather
performance problems for which advance research can be performed by LAN. When
LAN is mobilized for other work and it is interrupted by rainfall, or when rainfall in
another part of Beaumont triggers a performance problem, our resources can stop the
work in progress to investigate the issue as it occurs. This takes advantage of conditions
to investigate problems in progress and provides valuable alternative work assignments
for the field team to shift to when "rained out" of planned work activities.
Page 6 of 13
City of Reaurriont — SSUI Prograrii Managernerrt Scope of Work October 5, 2017
2. Backaround Research — Developing background research will start with Beaumont staff
identifying known problem locations or conditions. These will be prioritized and
background information reviewed so that the field team is able to shift to investigating a
problem in progress with a plan for where to go, what to observe or measure and how to
document the situation. This background research will require review of City records to
understand the sewer system, its prior modifications, details of its performance history,
maintenance history and status of recommendations from prior studies, modeling or
smoke testing.
Field Investigation — The field investigation will be defined on a case by case basis for
the prioritized known problem locations. These locations will be visited in dry weather
when the field team is in the area or has time available to include this work in the course
of scheduled work. When rainfall is observed or the City notifies LAN's field team
leader that the problem is in progress, the team will stop current work and move to the
reported location to investigate.
4. Field Investigation Documentation — LAN will utilize the same tools and methods for
documenting field observations as is proposed for trunk sewers.
5. City Briefing — LAN will include a summary of these field investigations in the bi-
weekly summary discussed previously.
6. Follow Un — In addition to all of the other methods of evaluating the condition of the
system LAN will provide recommendations that could include:
a. installation by City of remote sensing devices to provide automated notice of
deteriorating performance (e.g. SmartCover monitoring systems, or similar),
b. flow monitoring and development of localized collection system models to
evaluate performance,
c. enhanced cleaning frequency, or
d. develop a Capital Project Description to define the scope of a capital project that
would address the problem. The Capital Project Description would be used by the
City to select a design engineer to implement the recommended project.
9. Documentation — At the conclusion of the first 60 -days of field work, and thereafter by
mutual agreement with the City, LAN will prepare a technical memorandum describing
findings and recommendations. A recommended approach for the next 60 -day
investigation cycle will be provide for review and approval by the City.
Task 3 - O&M
LAN will support the City's O&M commitments under the SSOI by consolidating existing and
future system performance data into a format that supports analysis, decision making and
reporting. This data will include, but is not limited to, reported SSOs, customer service requests,
work orders, grease trap ordinance compliance, grease route field crew observations, and LAN's
own field observations. LAN and the City would evaluate this data to identify and rank
Page 7 of 13
City of Beaumont -- S.501 Pr ograrn Management Scope of Work October, 5, 2017
performance by meter basin throughout the City. By continually updating these rankings it will
be possible to;
• make management decisions on where and when to apply more or less resources,
• better understand the types of resources that are producing results most cost effectively so
that this information can be leveraged to other areas, and
• support timely reporting to City stakeholders and annually to TCEQ.
By undertaking this activity early in the Program it will help to focus the locations and purposes
of field investigations to be performed by LAN. Key activities that LAN can undertake would
include, but are not limited to:
• Review and analysis of prior and ongoing SSOI to assess effectiveness of current
approaches for increasing performance. This would lead to recommended future use of
new methods or changes in existing methods.
• Monitoring siphon cleaning frequency versus collection system areas served to determine
benefits and optimize cleaning fiequency.
• Review LS operation data for action triggers based on wet and dry weather performance
in the collection system areas served.
• Review stoppage/blockage data for action triggers.
Task 4 - Renewal Proeram
LAN will support the City's renewal commitments under the SSOI by assessing the
improvement in performance where renewal work is performed. To support this at the outset
LAN would correlate the performance data produced in Task 3 with the City's current records of
collection system renewal. This will provide a means of assessing how effective prior renewal
investments have been at changing collection system performance. This historical information in
combination with ongoing review of performance after renewal is implemented will help to
direct the course of future renewal methods, extent and locations. As with the O&M data
analysis this will help -to identify and rank meter basins City wide for evaluation.
LAN will prepare Capital Project Descriptions where data driven or field based research identify
a need to implement a capital project that is not suited for City resources or work order
contractors to perform. These would only be prepared with the prior approval of the City and
would contain enough information for the City to have selected the option it wants implemented
and to provide enough definition of the required project for the engineer selected by the City to
develop its scope of work and fee. The following types of evaluations may identify the need for
capital projects;
• Detailed capacity testing and lift station condition assessments,
Page 8 of 13
City of Beaumont -- SSOI Program Management Scope of Work October 5, 2017
• WWTP and major lift station operations optimization to increase total flow processed by
maximizing use of system and offline storage,
• Identifying drivers of underachieving performance (e.g. construction quality
methodologies) and strategy (i.e. technique and extent)
• Lift station pump strategy for optimization, i.e. optimizing collection system storage
during wet weather without creating sanitary sewer overflows (SSOs). .
Task 5 --Support Services
LAN Provided Support Services — Detailed Scopes of Work will be developed for Supporting
Services that the City directs LAN to implement.
Buried Asset Management (BAM) — The scope of LAN's work on the SSOI will by its
nature provide numerous opportunities to validate the location, elevation, condition and
size of collection system assets. This scope of work can be coordinated with the City's
other efforts to implement a BAM or to update data within any of its existing systems.
This will principally involve coordination meetings to confirm the format (e.g.
Cityworks) and platform (e.g. Wad, Surface or other portable devices) for field data
record keeping. These meetings would happen before initiating field investigations so
that data can be efficiently captured and conveyed to the City throughout the duration of
this work.
WWTP Capacity or Process Optimization — This scope of work could become necessary
to supplement setting a City wide strategy for managing peak wet weather flows. The
collection system investigation and renewal component under Task 2 — Performance
Improvement may require an enhanced understanding of the operational strategies and
capabilities in place for managing peak flows through the City's major lift stations and
WWTP. Due to the wide range of evaluation options LAN would perform a cursory
review of the WWTP to develop a specific scope and fee for review with the City.
Collection System Modeling; —This scope of work will become necessary to supplement
setting a City wide strategy for managing peak wet weather flows throughout the
collection system and WWTP, for studying current or future conditions in sub -areas of
the collection system, for collaborating with the City on enhancements to its current or
prospective SCADA system capabilities, or for supporting more detailed development of
Capital Project Descriptions for use by the City in defining renewal projects.
Lift Station and Force Main Inspections and Testing - This scope of work could become
necessary to supplement setting a City wide strategy for managing peak wet weather
flows, for studying current or future conditions in sub -areas of the collection system, for
collaborating with the City on enhancements to its current or prospective SCADA system
capabilities, for developing enhanced maintenance or monitoring protocols, or for
supporting more detailed development of Capital Project Descriptions for use by the City
in defining renewal projects. Due to the wide range of conditions and testing options
Page 9 of 13
C:it:y of Bea,Munit •• SSOi Piogran-i Manaj;ernent S(:opc: of Work October S, 201 7
LAN would perform a cursory inspection of each asset to develop a site specific testing
plan and fee for review with the City.
• Superyisofy Control and Data Acquisition (SCADA) Support — This scope of work could
become necessary to assist the City in developing broader coverage and functionality for
its existing SCADA system. This would likely focus on the coordination of collection
system data (if any permanent metering devices are installed), large or major lift stations
and the WWTP.
Grant Applications — This scope of work could become attractive as a means of
addressing specific situations found through these field investigations. Examples include,
but are not limited to, preparing CDBG applications for qualifying areas so that private
portions of sanitary sewer laterals can be replaced at no cost to the property owners or
preparing hazard mitigation grants to relevant agencies to improve the ability of
collection system assets to perform properly in response to flooding or other natural
disasters.
• Other Services as may be mutually agreed to in writing between the City and LAN that
serve the goal of efficiently improving performance of the collection system.
LAN Sub -Contracted Services and Staffing
Based on the scope of work as it is known at this time LAN has, or is prepared to, arrange for
subcontracted services to support its work for the City. LAN is committed to meeting its goal for
MBE contracting across the entirety of this contract. These subcontracted services include, but
are not limited to, the following:
Chief Environmental Services. Inc. (Chief) — Chief is a leading contractor in Southeast
Texas in providing comprehensive support for collection system performance
investigations. LAN would, at the point where the scope and duration of initial
assignments are defined, work with Chief to get them under contract. At that point LAN
will work with the City to define work packages that allow for efficiency in production,
negotiate those with Chief and reach agreement with the City for providing those
services. Some of the services which Chief may provide include:
o Sanitary Sewer Evaluation Survey (SSES)
o Smoke Testing
o Dye Testing
o CCTV with supporting cleaning of pipes
o Other Services as may be agreed to in writing
• Flow and Rainfall Monitoring —The City has experience over the past twenty years with
two of the major service providers of flow and rainfall monitoring. Should these services
become needed for investigative support of collection system performance,
documentation of performance in response to collection system renewal or in support of
Page 10 of 13
Cit GI lloat. nlorit ' SS01 � '(crawl 1 J r o(JoC e -I `." .:�(_i1
hydraulic modeling of the collection system LAN would, in coordination with the City,
work with either of those service providers.
Additional Field Staff — LAN and the City may both benefit from having access to
additional field staff for supporting collection system investigations. LAN may, with the
concurrence of the City, wish to periodically utilize experienced collection system
engineers for investigations that require additional staff. In addition, field work requires
supporting labor to support the work of LAN's staff. This includes labor to open and
close manholes, limited clearing around manholes in easements, coordinating for safe
traffic control when stopped in neighborhoods and other situations where it is important
to allow LAN's technical staff to stay focused on the work at hand. These types of
additional field staff will be coordinated in advance with the City as each package of
work is being developed.
• Other Services as may be mutually agreed to in writing between the City and LAN that
serve the goal of efficiently improving performance of the collection system.
City of Beaumont Provide Surveying Services and Field Investigation Staffing
Surveying — Surveying will be required in support of field work throughout this SSOI.
LAN will work with City staff to identify the locations where survey work is needed in
support of this scope of work. The City has agreed to provide survey support to work by
LAN. The extent of survey support will depend in large part on the LAN's and the City's
need for data accuracy in each situation and the ability of City field devices to provide x,
y, z information.
• Field Investigation Staffing — The City has offered to provide members of its staff to
work with LAN in conducting field investigations. This will be reviewed and agreed to
on a case by case basis. Where City provided staffing become unavailable, or the task
requires more staffing than is available from the City, LAN will provide staff from other
LAN employees or its subconsultants or subcontractors.
LAN's ASSUMPTIONS
LAN and its various service providers want to work with the City and its staff to conduct our
business safely and efficiently. In doing so there are underlying assumptions by LAN about
activities it should and should not be undertaking or conditions that are to be anticipated in work
of this type. Those that are known at this time are summarized here and may be modified by
LAN or the City by mutual consent throughout the term of this Contract.
1. Confined Space Entry (CSE) — LAN staff are not trained and will not perform CSE.
LAN's staff will be advised in writing so that there is no misunderstanding about this
prohibition and consequences for failure to comply. Non -LAN service providers may be
allowed to perform CSE in support of LAN assignments. LAN reserves the right to
unilaterally refuse such work where it believes the work cannot be safely performed.
Page 11 of 13
C. h/ Of f;Cill.111101.1!' -- _ S(N `r'rog ini Mi.1i"lc.iger e.fit Scope of Wori< 0,t(A)e" ", 2017
LAN and its service providers will work to find alternative methods for gathering data to
avoid the cost and risks of conducting CSE.
2. LAN Sub -Contracted Services and Staffing are being provided exclusively to facilitate
and support the field investigations associated with its own work assignments.
3. Traffic control will not be provided. LAN will open manholes on residential streets
where the safety of its staff and of the traveling public can be managed. LAN will
coordinate with the City for it to provide traffic control in all other areas. LAN will not
enter onto private or commercial property without coordinating such activities through
the City.
4. The City will operate or deactivate its assets in association with any LAN performed
inspections or testing. This includes, but is not limited to, operating lift stations to draw
down the wet well, emptying the wet well, and turning off pumps to surcharge the wet
well or other operating scenarios.
S. LAN will not operate drones in the performance of this work. Should an opportunity
arise where such technology may be an advantage to the City in undertaking this work
LAN would review this position on a case-by-case basis.
6. LAN will not clear rights of way or easements for access to collection system assets.
LAN will coordinate with the City in advance of all field investigations to confirm that
safe access is available or to schedule the field investigation after the City has an
opportunity to provide that access.
7. LAN intends to work in the best interest of the City and needs to have continuous access
to both project and operations staff while it is working in the field. To facilitate this LAN
will provide the City with its 24/7 contact information and the City will provide the same.
LAN, for expediency in time sensitive situations, be willing to sign out a City radio in
order to be able to provide prompt reporting of time sensitive information.
8. The City will provide LAN's staff and its subcontracted service providers with a standard
form of identification and fact sheet that can be used in situations where the public, City
staff, fire department or law enforcement inquire about activities. LAN will submit for
the City's review and approval a proposed `Contractor ID' and fact sheet for this
program. Security clearance and badges for access to City facilities and buildings would
be helpful but are not required.
9. LAN and the City will coordinate on all activities that will impact the public; including
how they will be informed of the upcoming activity.
10. LAN will not operate off-road vehicles, construction equipment, boats or other power
equipment beyond those items customarily employed in the services listed in this Scope
of Work.
Page 12 of 13
City of Beaurrront: - SSOI Prograrn Marianernr�ne Scope of Work Octobcrr 5, 201.7
11. LAN will always provide written notice and a call to our City assigned Point of Contact
(POC) 48 -hours in advance of any proposed field work by its forces or its subcontractors.
This is to avoid inefficiencies in performing the work or lost time in arriving for work
that cannot be efficiently performed. The City's POC will contact LAN's POC at least
12 -hours before the planned start of work where weather, access to the site(s), other work
by the City or the City's inability to support this work would prevent LAN from being
able to work. Where LAN, or its subconsultants, are in transit to perform planned work
or has arrived and is stopped from working it will be paid for its time and materials to
stop and reschedule the work. LAN is very conscientious about delivering cost-effective
services and wants to cooperate closely to avoid lost or down-time costs for the City.
End of Scope of Work
Page 13 of 13
ATTACHMENT B
SERVICES TO BE PROVIDED
PHASE I, II, & III
BY LAN, INC.
City of Beaumont SS01 Program Management • LAN
Attachment B
MEL M Lockwood, Andrews
& Newnam, Inc.I=ftn _
n l r6 A DALY COMPANY
wA
October 5, 2017
Joseph Majdalani, PE, PhD, CFM
Public Works Director
City of Beaumont
801 Main Street, Suite 200
Beaumont, Texas 77704
Attention: Joseph Majdalani, PE, PhD, CFM
Reference: City of Beaumont SSOI Program Management
Attachment B
Dear Dr. Majdalani
Per your request, Lockwood, Andrews & Newnam, Inc. (LAN) has prepared this Attachment B to
describe the general scope and fee schedule for the above referenced project. The effort described
in Attachment A is the proposed scope of services to support the City's implementation of its
Sanitary Sewer Overflow Initiative Program. In general, the tasks include program management,
performing research and field investigations to develop recommendations for O&M, asset renewal
and capital projects needed to comply with the City's SSOt agreement with TCEQ.
The purpose of these Program Management services is to support the City's goal of improving the
performance of its collection system assets in order meet the SSOI goal of protecting human health
and the environment.
This project is expected to cost $1,950,000 and is proposed to be divided into three (3) project
phases, as briefly described below, with Phase One funded at $650,000.
1. In Phase One LAN will review existing data and reports, coordinate those findings with
SSOI commitments, develop a field investigation methodology and select components of
the collection system to investigate, produce recommendations in conjunction with City
staff and prepare a record copy of this work. These recommendations will cover modified
O&M or asset renewal and can include preparing Capital Project Descriptions for work
requiring design services.
2. In Phase Two LAN will continue performing field investigation work and preparing
recommendations and will provide recommendations for optimizing the overall mix of
O&M and renewal based on results of Phase One findings.
3. In Phase Three LAN will continue with the field investigation and optimization services and
will, if hydraulic capacity of the collection system appears to be causing poor performance,
recommend and implement a program of field data collection, hydraulic modeling for all,
or parts, of the collection system to evaluate capital projects needed to improve
performance. LAN may, at the discretion of the Director, be directed to perform field data
collection and hydraulic modeling in Phase Two.
2925Hrlaipark Drlve,Su1le400 - Houston, Texas 77042-3720 • 713.200.0900 • FBK:713,266.2089 • www.lan•inc.com
Joseph Majdalani, PE, PhD, CFM
City of Beaumont
October S, 2017
Page 2
Attachment B
We are prepared to begin Pbage One immediately and look forward to supporting Beaumont on
this important project. Please feel free to contact me at 713-266-6900 or by email at dstjohn@lan-
inc.com or LAN's Program Manager, Brian Broussard, at 713-853-6211 or by email at
bdbroussard@lan-inc.com .
Sincerely,
Derek St. John, PE, CFM
Business Group Director, Vice President
Cc: Brian Broussard, PE
ATTACHMENT C
Initial Organizational Chart
GLy of Beaumont SS01 Program Management — IAN
Attachment C -SSOI Program Team Organization Chart
Finn Legend BEAUMONT
Lockwood, Andrews & Newnam, Inc. (LAN) —TEXAS-
Chief
TEXASChief Solutions, Inc. (CSI) 10181 , I M.Note: Other firms or individual resources may be
added as required for agreed Scopes of work_ Dr. Joseph Majdalani, PE
QC Manager Program Manager
Kelly Shipley, PE, PACP Brian Broussard, PE, PMP
Task 1
Program Management
Program Planning
Brian Broussard, PE
Buss Ford
Program Schedule and
Deliverable Controls
Kristin O'Neill, PE
Administrative Assistant
Jodie Chevez
Task 2
Performance Analysis
Field Team Leaders
Kristin O'Neill
Jourdan Johnson
Jordon Thomas -Harris
Field Support by
Subconsultants
Based on Availability
GIS, Mapping and Data
Management
Alex Govea
Max Viera
Task 3
Operations & Management
0&M Team Leader
Kristin O'Neill, PE
CMOM Support
Grace Sober, PE
Performance Data
Analysis and Reporting
Alex Govea
Jordon Thomas -Harris
rnncepamn-unarge
Derek St. John, PE, CFM
Deputy Program Manager
Kristin O'Neill, PE
I Task 4
Renewal Program
Capital Project Support
Paul Wood
Jourdan Johnson
Jordon Thomas -Harris
Trunk Sewer Structural
(if required)
Bob Card, PE
Justin Beeves, PE
Hydraulic Modeling
Meredith McCall, PE
Task 5
Program Support Services
Chief Solutions, Inc,
Flow Monitoring
(if required)
Meredith McCall, PE
Grant Applications
(if required)
Laura Casset, PE, CFM, CPESC
WWTP Wet Weather
Operations
Paul Wood, PE
Buried Asset Management
Bob Henry
ATTACHMENT D
BILLING CLASSIFICATION RATE TABLE
City of Beaumont 5801 Program Management - LAN
Attachment D
City of Beaumont
SSOI Program Management
Phase One Services
Billing Classification Rate Table
5 -October -2017
Position Hourly Rates
Principal...............................................................................................................$260
Team Leader/Program Manager.........................................................................$250
SeniorEngineer....................................................................................................$205
ProjectEngineer...................................................................................................$185
EngineerIII...........................................................................................................$165
Engineer11 ............................................................................................................$150
Engineer...............................................................................................................$141)
GIS/ Data Manager.............................................................................................$130
Technical/ Designer.............................................................................................$105
Administrative Support........................................................................................$80
EngineeringIntern..............................................................................................$55
Rates subiect to a maximum 5% increase in March of each year of the Contract beyond Year 1.
Page 1 of 2
Attachment D
City of Beaumont
SSOI Program Management
Phase One Services
Reimbursable Expenses Rate Table
5 -October -2017
Expense Category
Unit
Fixed Costs
Maximum Costs
Subeonsultant(Subcontractor Invoices
Invoice
1.05 times Invoice
Not Applicable
Equipment and Supplies
Receipt
1.05 times Receipt
Not Applicable
Instruments, meters, gauges, data recording devices
of all types
Receipt
1.05 times Receipt
Not Applicable
Page 2 of 2