SUBJECT: CONSENT AGENDA
Title
A Resolution Authorizing a Change Order to Extend a Service Contract to Ted D. Miller Associates for Flow Monitoring in the amount of $42,000.
Body
DEPARTMENT: Public Works
PRESENTER/PREPARER: Gary Behlen, Public Works Director
Russell Pennington, Deputy Public Works Director
Wendi Palmer, Civil Engineer
FISCAL INFORMATION:
Cost as Recommended: $ 42,000.00
Balance Available: $311,300
Fund: Wastewater CIP
Budget Line Item Number: 510-70-110-605000-100115
New Appropriation Required: No
STAFF RECOMMENDATION:
Recommendation
Approve a Resolution authorizing a Change Order to extend a Service Contract with Ted D. Miller Associates for additional flow monitoring, and authorizing Staff to execute Said Change Order and expend funds.
End
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
The 2016 budget includes funds to perform Sanitary Sewer Flow Monitoring.
Flow Monitoring is when special measuring devices are inserted into the sewer lines
to monitor the amount of water flowing through the wastewater system. A flow monitoring program is an important part of the long term maintenance and operation of the collection system.
Temporary flow monitoring helps identify and understand problematic areas within a collection system Locations of possible capacity issues can be identified and it can be performed to quantify if there is an inflow/infiltration problems.
It is also used to identify segments of line that has additional capacity that can accommodate future growth.
Flow monitoring provides sewer flow data under known conditions which can be used for sanitary sewer system hydrologic and hydraulic model calibration, testing, and validation, and system improvement planning purposes.
At the March 8, 2016 Board of Trustee meeting a Contract was awarded to Ted Miller D. Associates for a 9-month study. Ten locations were identified for the installation of flow monitors. The manholes were inspected to verify viability for the installation of the monitors. A couple locations needed to be changed due to site conditions. After verifying location and size of the line, the monitors were ordered, installed and operational by May 1, 2016.
The purpose of installing flow meters is to determine the quantity of flow at a particular location during both dry and wet weather conditions. Due to the dry weather in 2016, flow data during heavy rainy period was not able to be captured. Town Staff believes it is in the best interest of the Town to extend the monitoring to capture heavy rain and snow conditions.
Staff obtained the following cost for a 12-month extension:
Monthly cost for 12-month extension
Labor and trip charge $ 500
Flow Monitor $3,000
Total Monthly charge $3,500
Total additional cost for 12-month extension $42,000
The original contract award and approval of contingency funds for the installation, data collection and rental of the flow monitoring equipment for a 9-month period was:
Summary of the March 8, 2016 Award
Flow Monitoring Contract $ 43,434.75
Contingency (20%) $ 8,565.25
Total $ 52,000.00
Staff is recommending a change order to extend the flow monitoring contract to Ted D. Miller Associates for 12-months in the amount of $42,000. The original contingency authorized in March has not been used, so no additional funds for contingency are requested.
This would bring the total project costs to $94,000 for 21-months of flow monitoring.
Summary of Project Costs
Flow Monitoring Change Order $ 42,000.00
Original Flow Monitoring Contract $ 43,434.75
Original Contingency $ 8,565.25
Total Project Costs $ 94,000.00
ATTACHMENTS:
a. Resolution