HomeMy WebLinkAbout07.b EDB Potable Reuse Project with Carollo Executive Summary
AGENDA ITEM:
Proposed Supplemental Agreement (SA) No. 7 to Professional Engineering Services Agreement
18/19 No 3 with Carollo Engineers, Inc. (Carollo) to Provide Pilot Operation and Testing Support
Services for the Potable Reuse Demonstration Project.
Project Number: 3019-001
Financial Job Number: 20022WL
Date:March 1, 2024
BACKGROUND:
CCUA staff requests approval of SA No. 7 for Carollo to provide Pilot Operation and Testing
Support Services for the Potable Reuse Demonstration Project.
CCUA engaged Carollo for different assignments including design, construction administration, and
public messaging support services for these facilities in SA No 3. Staff recommended and The Board of
Supervisors awarded the construction contract to Wharton Smith Contractors on August 19, 2022.
Wharton Smith is nearly complete with construction.
CCUA will enter into an operational phase to operate and test for twelve (12) months. We will secure
water quality results to demonstrate performance compliance with current permitting standards. Carollo
will also support CCUA by providing operator training on the new equipment. We provide a detailed
breakdown of work tasks in Exhibit B of the Basis of Fee Estimate. Key components of the work are
summarized below:
• Pilot plant operations and continuous technical support to meet objectives.
• Coordination of sampling for commercial laboratory analyses to demonstrate whether the
facility can comply with current FDEP permitting philosophy for carbon based potable reuse
systems. CCUA will contract separately with commercial laboratories to provide these
required laboratory analyses.
• Onsite Water Quality Testing and Total Organic Carbon characterization(TOC-C). Carollo
will operate a small onsite laboratory for typical water quality tests and will contract directly
for specialized TOC-C testing. The only known supplier for this specialized testing is
Water-Arc.
• Operator Training: Carollo will train approximately 7 CCUA staff to ensure CCUA is
proficient in operating this type of system and provide standard operations protocols(SOPs)
to be used by CCUA staff
• Quarterly and final reporting, including two special update meetings to collaborate with
FDEP permitting staff on the project's progress.
As part of the commissioning process, staff will begin pumping reclaimed water to the biofilter by mid-
March to acclimate the biofilter. We expect the operational testing phase to commence on or before June
1,2024.We will determine this date based upon the biofilter acclimation. We expect the scope of work
to take approximately 16 months following acclimation: 12 months of detailed demonstration testing
with quarterly reports occurring at approximately months 5, 8, and 11, and four months to complete
reporting.
The compensation schedule for this work is shown below in Table 1. The compensation schedule
includes Lump Sum terms for Project Management and Pilot System Operation and Testing, and Not to
Exceed terms for Water Quality Lab Analysis and Contingency.
Table 1 Compensation Terms and Task Budgets—Pilot Operation and Testing Support
Task Compensation Budget
Terms
Task 1 —Project Management Lump Sum $39,420
Task 2—Pilot System Operation and Testing Lump Sum $399,365
Task 3 —Water Quality Lab Analysis Not to Exceed $33,190
Contingency Not to Exceed $23,458
TOTAL $495,433
BUDGET:
Staff budgeted$6.769M for this project. Total project expenditures are anticipated to be $6.562M at
the completion of this demonstration phase,which is within the planned budget for this project effort.
CCNA:
CCNA, F.S. s. 287.055, does apply to the use of a consultant under continuing contract. The
estimated cost for this work does not exceed $500,000. Staff negotiated this Supplemental
Agreement for the professional services at a compensation which the agency determines is fair,
competitive, and reasonable in compliance with F.S. s. 287.055.
RECOMMENDATION:
Staff respectfully recommends approval of Supplemental Agreement No. 7 with Carollo to provide
Pilot Operation and Testing Support Services for the Potable Reuse Demonstration Project.
ATTACHMENTS:
Supplemental Agreement No. 7
Basis of Fee Estimate
Supplemental Agreement No. 7 to Professional Engineering Services Agreement
18/19 No. 3 with Carollo Engineers,Inc to provide Pilot Operation and Testing Support Services
for the Potable Reuse Demonstration Project.
CCUA Project No. 3019-001
Engineer: Jason Assouline Owner: Clay County
Carollo Engineering, Inc Utility Authority
200 East Robinson Street, Suite 1400
Orlando, FL, 32801
Date: March 5, 2024
Item: Description of Services:
Provide professional engineering services as
requested and identified in the attached scope of
services and fee proposal.
Task 1 Project Management $39,420
Task 2 Pilot System Operation and Testing $399,365
-_Task 3 Water Quality Lab Analysis $33,190
Contingency $23,458
Total Lump Sum Price Not to Exceed Without Prior Authorization $495,433
The Contract time shall commence on February 20, 2024. This document, along with the Scope and Fee
Proposal, shall become an amendment to the Professional Engineering Services Agreement and all
provisions of the Agreement will apply hereto.
Accepted by: Date:
Engineer:
Jason Assouline
Carollo Engineering, Inc
Accepted by: Date:
Owner:
Jeremy D. Johnston, P.E., MBA,
Executive Director
Clay County Utility Authority
CLAY COUNTY UTILITY AUTHORITY
ALTERNATIVE WATER SUPPLY— POTABLE REUSE
PILOT OPERATION AND TESTING SUPPORT
RFQ 18/19 No.3 I Supplemental Agreement No.: 7
BASIS OF FEE ESTIMATE
February 26, 2024
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Exhibit A
CCUA Potable Reuse Project
Pilot Operation and Testing Support
Basis of Fee Estimate
Clay County Utility Authority (CCUA) is investigating potable reuse as an alternative water supply
solution.As part of this potable reuse project, a pilot facility consisting of carbon-based advanced
treatment(CBAT) processes is under construction at the Mid-Clay Regional Water Reclamation
Facility(MCRWRF) site.
The purpose of this document is to outline the scope of work and provide corresponding
professional service fee estimates based on the level of effort required by Carollo Engineers, Inc.
(CONSULTANT)to operate the pilot and provide technical support and assistance over the course
of pilot system operation and testing.
I. SCOPE SUMMARY
TASK 1 — Project Management
Task 1.1 — Project Coordination
CONSULTANT will provide overall coordination of the team during construction and will provide
monthly invoices to CCUA reporting budget status.
Task 1.2 — Progress Meetings
Over the course of pilot operation (14 months), CONSULTANT will participate in bi-weekly
progress meetings with CCUA to provide updates as available.These bi-weekly progress meetings
will coincide with CONSULTANT's weekly site visits as described in Task 2.1.
TASK 2 — Pilot System Operation and Testing
Task 2.1— Pilot Operation and Operations Assistance
• Over the course of pilot operation and testing, CONSULTANT will operate the pilot and
provide CCUA's staff and/or operators with continuous technical support and assistance
so that all pilot testing objectives that are prescribed in the Plan of Study are met.
• CONSULTANT will perform site visits to the pilot based on the following schedule:
o Quarter 1: Carollo staff will operate the pilot full-time.
o Quarter 2: Carollo staff will operate the pilot 75%of the time, with CCUA
operators performing visits on days Carollo staff is not on site. It is anticipated
that Carollo staff will be on-site 3-4 days per week during this period.
o Quarter 3: Carollo staff will operate the pilot 50%of the time (2-3 days per
week),with CCUA operators covering the remaining time.
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o Quarter 4: Carollo staff will operate the pilot 25%of the time (1 day per week),
with CCUA operators covering the remaining time.
• CONSULTANT will attend to pilot system failures or shutdowns and assist the CCUA staff
with pilot system troubleshooting to allow continuous pilot operation.
• CONSULTANT will develop daily data log sheets to use during daily pilot checks
completed by operators (both Carollo and CCUA)to monitor performance.
• CONSULTANT will develop a data tracking and manipulation tool using Microsoft Azure
resources and report daily trends on a Power BI dashboard.
Task 2.2 —Water Quality Sampling for the Demonstration of Regulatory Compliance
• CONSULTANT will perform water quality sampling at the pilot facility based on the
sampling matrix(including list of contaminants, sampling locations, and sampling
frequency) determined in the Plan of Study to assess CBAT performance and
demonstrate compliance with regulatory requirements.
• CONSULTANT will coordinate with the external analytical laboratory service to secure
sampling supplies and return collected samples to the external laboratories for analysis
each month.
• CONSULTANT will consolidate data received from the external analytical laboratory
service(s) in a spreadsheet that summarizes the water quality sampling results.
Task 2.3 —Special Sampling
In this task, CONSULTANT will conduct additional grab sampling during pilot operation to:
• Optimize treatment process performance.
• Perform ozone demand tests in the field at varying ozone to TOC ratios to identify ozone
doses at which maximum assimilable organic carbon is formed without bromate
formation, and monitor water quality changes.
• Perform total organic carbon (TOC) characterization tests at Water ARC®to measure the
recalcitrant portion of TOC, not expected to be removed via treatment,to set treatment
goals for the biofilter and granular activated carbon (GAC) processes. Sampling locations
are expected to include the feed water, biofilter filtrate, and GAC filtrate,for two feed
waters (chlorinated and unchlorinated MCRWRF effluent) and may change during
testing.
• Obtain media samples for the biofilters to assess acclimation using field adenosine
triphosphate measurement kits.
• Calibrate water quality monitoring sensors using water quality data that are collected at
the same sampling locations.
Task 2.4—Operator Training
• CONSULTANT will develop brief written pilot standard operating protocols (SOPs)to be
used by the CCUA's staff during pilot operation.
• CONSULTANT will provide CCUA staff and/or operators with up to two training sessions
on advanced treatment process operation (e.g., ozone generation and contact system
operation, biofilter and GAC contactor backwashing, UV system operation, etc.).
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Task 2.5— Routine Reporting
• CONSULTANT will develop three (3) quarterly progress meeting slides, summarizing pilot
testing progress and key findings for each quarter in simple graphs and tables using
Microsoft PowerPoint.These findings will be reported in brief memos highlighting the
key findings of each quarter.
• CONSULTANT will submit all three (3) Microsoft PowerPoint files and accompanying brief
memos to CCUA for review and record keeping.
Task 2.6— FDEP Reporting
• CONSULTANT will prepare for and participate in up to two (2) update meetings with
Florida Department of Environmental Protection (FDEP).The first meeting will occur at
the project midpoint, and the second upon completion of operations.
• Meetings with FDEP will be conducted virtually on a platform like Microsoft Teams.
• CONSULTANT will prepare Microsoft PowerPoint slides and provide meeting minutes.
Task 2.7— Final Reporting
• CONSULTANT will develop a pilot test report, documenting pilot testing conducted,
testing results, conclusions, and recommendations.
• CONSULTANT will submit a draft report to CCUA for review and comment within four(4)
weeks of receiving all water quality sampling data from external laboratories.
• CONSULTANT will schedule and attend a workshop with CCUA to review the pilot test
report.
• CONSULTANT will finalize the pilot test report within two (2)weeks upon the receipt of
review comments from CCUA.
Task 2.8— FDEP Revised Rule Related Pathogen and Unregulated Contaminant Monitoring
and Assessment
Pathogen Sampling and Quantitative Microbial Risk Analysis(QMRA)
The FDEP is currently revising potable reuse rules. These rules are anticipated to be finalized in
2025, after the operation of this pilot is complete. Based on FDEP input,Task 3 addresses
additional sampling identified in a gap analysis performed by FDEP staff in January 2024.
• According to the state of Florida's DRAFT Drinking Water Standards, Monitoring, and
Reporting Rules Chapter 62-550.817, public water systems using potable reuse are
required to install and properly operate filtration and disinfection water treatment
processes to reliably achieve 10-, 10-, and 12-log removal or inactivation of Giardia
lamblia, Cryptosporidium oocysts, and viruses, respectively, in combination of the
wastewater treatment facility and the drinking water facility. Alternatively, suppliers of
water using potable reuse may conduct site-specific pathogen sampling of raw
wastewater, reclaimed water, or treated wastewater for a minimum of 24 samples over
a period of at least 12 months or more to characterize the occurrence of Giardia lamblia,
Cryptosporidium oocysts, and viruses prior to the proposed treatment. FDEP performed
a gap analysis in January 2024, and concluded that sampling raw wastewater will not be
required for this project.
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• Based on pilot testing results (e.g., LRVs achievable by ozone-biologically active filtration,
ultrafiltration, and UV disinfection processes), alternative log-reduction or inactivation
requirements for Giardia lamblia, Cryptosporidium oocysts, and viruses might be
proposed. In response, CONSULTANT will revise the existing sampling plan in the
previously completed Plan of Study to accommodate a total of 24 samples (resulting in
12 additional sampling events on the reclaimed water and advanced treated water) to
characterize the occurrence of Giardia lamblia, Cryptosporidium oocysts, and viruses
along with a quantitative microbial risk analysis (QMRA) report to be utilized for the
application of site-specific log-reduction or inactivation requirements.
• CONSULTANT will prepare the following components:
o A log-normal probability plot of the measured pathogen concentration data for
each pathogen in reclaimed water, including non-detect results.
o A description of the QMRA methodology, including pathogen concentration
distributions, application of Monte Carlo methods, concentration-infectivity
functions, and simulation of prospective whole number pathogen log-reductions.
o A QMRA identifying the required pathogen log-reductions for the site-specific
pathogen distributions to reduce the combined health risk of acute
gastroenteritis for consumers drinking the water to less than 1 in 10,000
annually.
o A brief report summarizing approach and findings of the QMRA. It is assumed
that the additional samples will be collected on days when CONSULTANT is
already on-site for routine operations.
Additional Source Water Monitoring for Unregulated Chemical Contaminants
• According to FDEP's DRAFT Permitting, Construction, Operation, and Maintenance of
Public Water Systems Rules Chapter 62-555.317, a source water evaluation shall be
submitted in support of permit applications for any potable reuse projects.A source
water evaluation should consist of the following two components:
o A twelve (12)-month evaluation of constituents in the wastewater that may be
difficult to remove or are precursors to disinfection byproduct formation.
o Constituents believed present that are listed in 40 CFR Part 122,Appendix D
(National Pollutant Discharge Elimination System Permit Application Testing
Requirements), in addition to the primary and secondary drinking water
standards.
• CONSULTANT will develop a sampling plan that will include a list of sampling parameters
that are required by the source water evaluation but are beyond what have been
monitored in the reclaimed water from MCRWRF under the completed source water
characterization program.
• CONSULTANT will submit the updated sampling plan for CCUA's review. A one-hour
review meeting will be arranged if necessary to discuss the additional sampling
requirements for unregulated contaminants.
• CONSULTANT will integrate this sampling plan for additional unregulated contaminants
into the monthly water quality sampling during pilot operation as described in Tasks 2.2
and 2.3.
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TASK 3 —Water Quality Testing
Water quality samples collected for TOC characterization and disinfection byproduct simulated
distribution tests will be analyzed by Water ARC®, an applied research laboratories. CONSULTANT
will purchase bench-scale and hand-held instruments required for daily water quality monitoring,
and order consumables like reagents, calibrating, and cleaning solutions, as needed.These costs
will be included in monthly invoices submitted to CCUA by CONSULTANT.
CONTINGENCY
Due to the uncertain nature of rulemaking and potential impacts to the scope of services in Task
1-2, a project contingency has been included to address additional services identified during the
project. CONSULTANT will identify the need to use contingency funds and discuss with CCUA.
CCUA authorization will be required before using contingency funds.
II. PROJECT SCHEDULE
The pilot operation period is extended to occur over eighteen (18) months from Notice to
Proceed (NTP), broken down as follows.
Activity Description of Milestone Months from NTP to
No. Completion of Milestone
1. Biofilter Acclimation 2
2. Quarterly Data Report#1 5
3. Quarterly Data Report#2 8
4. Quarterly Data Report#3 11
5. 12-Month Pilot Operation 14
6. Draft Report Submittal 17(1)
7. Final Report Submittal 18
(1)Accounts for expected turnaround times for water quality date from external laboratories.
III. PROJECT ASSUMPTIONS
• Pilot operation will occur over 12 months for regulatory testing chlorinated and/or
unchlorinated tertiary effluent.
• CCUA staff will perform daily checks of the pilot facility to complete daily data logs, verify
equipment status, check operational setpoints, leaks or faults, and overall walk-through
of the facility.
• CCUA staff will periodically conduct walk throughs of the facility(increasing in frequency
over the course of piloting period) and will inform the CONSULTANT of unexpected
errors recorded during daily checks immediately to either receive remote assistance on
resolving the issue or inform the CONSULTANT of the need to visit the site outside of
routine visits.
• CCUA will provide access to pilot site and source water pump site as needed.
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• CCUA will pay the cost of analysis of water quality samples performed by laboratories will
be invoiced at cost. CONSULTANT will assist with providing information on vendors,
required analytical methods, item description, as needed.
• CONSULTANT will purchase consumables such as chemicals, reagents, calibration
standards, tubing, and replacement parts required during pilot operations.
• CONSULTANT has no control over changes in the cost of consumables, or lead time for
lab reporting, but has budgeted them at current(2024) rates.
• Repairs or replacement parts under warranty will be addressed through the contractor
(Wharton-Smith), and CONSULTANT will support related activities, as needed.
III. PAYMENT FOR SERVICES
Compensation for the scope of services described herein is summarized in Table 1.The total
compensation for this service agreement based on billing rates provided in continuing services
agreement between CONSULTANT and CCUA under Civil and Environmental Engineering
Professional Services RFQ 18/19 No.3 will be as follows:
• Task 1 and Task 2 services will be billed on a lump sum basis for a fixed fee of$438,785.
• Task 3 services will be billed on a fee-not-to-exceed basis with a maximum task budget
cap of$33,190.
• Contingency, if used, will be billed on a fee-not-to-exceed basis with a maximum budget
cap of$23,458. Contingency use will require CCUA authorization.
Services and expenses will be billed monthly.This fee estimate was developed from the detailed
breakdown of labor and other direct costs presented in Table 1 below and Exhibit B.
Table 1 Compensation Terms and Task Budgets—Pilot Operation and Testing Support
Task Compensation Terms Budget
Task 1—Project Management Lump Sum $39,420
Task 2—Pilot System Operation and Testing Lump Sum $399,365
Task 3—Water Quality Testing Not to Exceed $33,190
Contingency Not to Exceed $23,458
TOTAL $495,433
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Exhibit B
PROFESSIONAL SERVICES DETAILED FEE
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Clay County Utility Authority
Potable Reuse Pilot-Operation and Testing Support COrc r j%jV
LABOR AND BUDGET ESTIMATE 02/26/2024
Labor Hours and Cost Subconsultants Other Direct Project Costs
= N
a u a a To To a Travel
c a a a a a u d Carollo Contract Total Other Compensation
o •o o o o o o Hours Labor Labs Subconsultant Related ODCs Total ODCs Terms Total
`oa a 0 u 2 in 6 y o
-2
ODCs
Task • a w ? 5
dw O a' 5 ?
0 O O O y O O -isNo. Task Description u) a J CL a a a ¢a 3Ct
$259.87 $231.52 $182.69 $146.47 $122.85 $108.67 $75.60 Total Total ikw 1
1.0 Project Management
1.1 Project Coordination 8 36 4 48 $8,958 $0 $0 $500 $696 $1,196 Lump Sum $10,154
1.2 Progress Meetings 26 39 52 26 143 $24.692 $Q 2 500 2 074 2,14 Lump Sum $29.266
Task 1.0 Totals= 34 0 75 52 26 0 4 191 $33,650 $0 $0 $3,000 $2,770 $5,770 Lump Sum $39,420
2.0 Pilot System Operation and Testing
2 1 Technical Support and Assistance with Pilot 24 8 336 856 1,224 $194,851 $0 $0 $13,051 $23,748 $36,799 Lump Sum $231,650
Operations and Testing
2.2 Monthly Water Quality Sampling 20 96 96 212 $29,509 $0 $0 $218 $3,074 $3,292 Lump Sum $32,800
2.3 Special Sampling 88 88 176 $23,700 $0 $0 $218 $2,552 $2,770 Lump Sum $26,470
2.4 Operator Training 8 8 120 136 $21,117 $0 $0 $1,299 $1,972 $3,271 Lump Sum $24,388
2.5 Quarterly Reporting 18 4 24 48 24 24 12 154 $23,483 $0 $0 $435 $2,233 $2,668 Lump Sum $26,151
2.6 FDEP Reporting 2 4 10 16 $2,715 $0 $0 $0 $232 $232 Lump Sum $2,947
2.7 Final Reporting 32 8 40 60 60 12 212 $34,939 $0 $0 $1,635 $3,074 $4,709 Lump Sum $39,648
FDEP Revised Rule Related Pathogen and
2.8 Unregulated Contaminant Monitoring and 16 16 48 4 84 $14,093 $0 $0 $0 $1,218 $1,218 Lump Sum $15,311
Assessment
Task 2.0 Totals= 84 36 448 1,326 268 40 12 2,214 $344,406 $0 $0 $16,856 $38,103 $54,959 __ Lump Sum $399,365
3.0 Water Quality Testing $0 $33,190 $33,190 $0 $0 $0 Not to Exceed $33,190
Contingency(Pilot Operations Related) 74 16 90 $22,153 $0 $0 $0 $1,305 $1,305 Not to Exceed $23,458
Project Totals= 192 1 36 539 1,378 294 40 16 2,495 $400,210 r$33,190 $33,190 $19,856 $42,178 $62,034 $495,433
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