City of Orem Odor Control RFP - Orem City
City of Orem REQUEST FOR PROPOSALS FOR ODOR CONTROL AND MITIGATION PLAN and NUTRIENT REDUCTION ANALYSIS
PROJECT OBJECTIVE The City of Orem is requesting proposals for providing engineering services for development of an Odor Control and Mitigation Plan (OCMP) and analysis of effluent nutrient reduction at the Orem Water Reclamation Facility (OWRF). BACKGROUND The City of Orem operates the Orem Water Reclamation Facility (OWRF) serving all of Orem including flows from Lindon City and parts of the Town of Vineyard. The original OWRF was constructed in 1958. Major upgrades took place in 1984, 1994, 2000, and 2013. The OWRF utilizes headworks screening, grit removal, four primary clarifiers, four secondary clarifiers, thermophilic and mesophilic digesters, three bioreactors, solids handling, and UV disinfection to treat current flows of 8 MGD. The design capacity is 13.5 MGD. Methane produced from digestion is burned in the digester boiler. Excess methane is burned by flare. Since 1958, industrial and residential development has occurred in areas surrounding the OWRF. On occasion, odor complaints are received. Sometimes the odor source is known (i.e. methane burst on digester lid) and other times, the source is unknown. Additionally, the State of Utah has been studying the effluent nutrient limits for treatment facilities that discharge to Utah Lake. Although final limits are not published, Orem desires to determine the potential costs for upgrades for nutrient limit scenarios. A Sanitary Sewer Master Plan, which included a CIP and Financial Plan, was approved in 2016. A separate Capital Facilities Plan specific to the OWRF was approved in 2009. SCOPE OF WORK The purpose of this project is to determine the future capital costs to control or mitigate entirely, the odors emitted from the OWRF. The Scope of Services presented herein describes the individual tasks performed to accomplish this objective. The tasks are shown below: Task Task 1 Task 2 Task 3 Task 4 Task 5
Description Collect, Review, and Organize Data Evaluate Current OWRF Processes and Procedures Define Odor Producing Points and Processes Identify Odor Reducing and Eliminating Strategies Identify OWRF Future Needs For Future Nutrient Reduction Scenarios. 1
Task 6 Task 7
Stakeholder Involvement Document Results
Task 1 - Collect, Review, and Organize Data Objective: Collect, review, and organize the data needed to understand the OWRF infrastructure, treatment process, chemicals used, operation schedules, staff, and history. Activities: 1. Review the following information that will be provided by Orem City: Current State of Utah Discharge Permit Recent Flow Reports and DMR history Odalogger Data Current Capital Facilities Plan Current Sewer Master Plan Log Books Past Infrastructure Upgrades Methane Gas Quality Study 2. Observe daily operations. 3. Interview OWRF staff. 4. Review weather data and document past wind direction. 5. Prepare for and attend a project kickoff meeting to review the project objectives and schedule, develop project and data coordination procedures, and discuss questions regarding information provided by the City. Products: 1. Information and understanding needed to develop a complete knowledge of the OWRF infrastructure and treatment process. Task 2: Evaluate Current OWRF Processes and Procedures Objective: Determine and offer professional opinion, from observation, study, and comparison to other treatment plants, the quality of treatment and effectiveness of meeting the required standards set by the State of Utah and the United States Environmental Protection Agency. Activities: 1. Prepare for and attend a project kickoff meeting to review the project objectives and schedule, develop project and data coordination procedures, and discuss questions regarding information provided by the City. 2. Based on records and flow data, evaluate current sewer treatment patterns. This includes identifying average historical production, peaking factors, seasonal use patterns, and the effects of water conservation. 2
3. Develop projected biological and hydraulic demands for the OWRF based on the approved Sewer Master Plan. Products: 1. Charts and tables to summarize the ORWF current sewer treatment patterns. 2. Charts and tables to summarize the City’s projected sewer treatment infrastructure needs. Task 3: Define Current Odor Producing Points and Processes Objective: Define where current odors actually originate. Determine where past odors likely originated. Activities: 1. Use data obtained from completing Tasks 1 and 2 to determine where current odors originate from the OWRF. 2. Analyze the effects of weather, scheduling, and treatment practices on odor emission from the OWRF. 3. Analyze the effects of weather, scheduling, and other factors on odor emission from sources other than the OWRF. 4. Examine and study nearby potential odor sources. (i.e. Utah Lake, Industry, Timpanogos Special Services District treatment plant, etc.)
Products: 1. Thorough understanding of all odors around the OWRF and surrounding area. 2. A list of odor source points from the OWRF. 3. A list of odor source points from outside the OWRF. Task 4: Identify Odor Reducing and Eliminating Strategies Objective: Identify all strategies that could be utilized to reduce or eliminate odors from the OWRF. Activities: 1. From the information in Task 3, evaluate each source and document all mitigation strategies. 2. Research costs for each mitigation strategy associated with each odor source point. More than likely, there will be multiple odor reducing strategies for each odor source point. Include likelihood of future odor producing events. Product: 3
1. A list of odor source points and the resultant mitigation strategy. 2. Costs associated with each mitigation strategy. Include, initial, on-going, personnel, chemical, utility, replacement, and repair costs. 3. Working with City staff, determine sewer rate increase scenarios associated with costs. Task 5: Identify OWRF Future Needs For Nutrient Reduction Scenarios Objective: Identify future infrastructure and staffing needs, including initial and ongoing costs, for potential discharge permit standards. Activities: 1. Review current nutrient removal rates. 2. Review nutrient removal discussion, notes, and minutes for both the State of Utah and the Wasatch Front Water Quality Council. 3. With City Staff, determine three different scenarios of Nitrogen and Phosphorus limits that should be evaluated. 4. Determine all costs and potential side-effects (either operationally or environmentally) associated with 3 scenarios. Products: 1. Provide a list of existing sewer system facilities that will need to be improved (including new infrastructure) in order to meet potential nutrient removal criteria for the three scenarios. Include associated costs with each scenario. 2. Working with City staff, determine sewer rate increase scenarios associated with costs. Task 6: Stakeholder Involvement Objective: Include the public (residential and commercial), City Commissions, City Council, and all interested parties during the process. Activities: 1. Work with City staff to create a committee of interested individuals who are committed to discussion, findings, and offering citizen feedback. 2. Attend, conduct, and present at four citizen committee charrettes. 3. Attend, conduct, and present to Public Works Advisory Commission. 4. Attend, conduct, and present to the City Council, up to three times in work sessions or City Council meetings. 5. Take notes, minutes, and comments at meetings. Products: 4
1. Written summary of each meeting including comments and feedback to be included in final report appendix. 2. Feedback and consideration of information from citizens, elected officials, and City staff. Task 7 – Document Results Objective: Prepare reports summarizing the results. Activities: 1. Prepare draft summary reports for each task, electronic and paper. 2. Meet with stakeholders and City personnel to review comments on draft reports. 3. Incorporate comments into the final report. Products: 1. 2. 3. 4. 5. 6.
Five paper copies of the final Odor Reducing and Mitigation Plan report. Five paper copies of the final Nutrient Reduction Study report. One electronic PDF copy of each report. One page Technical Summary of Odor Reducing and Mitigation Plan report. One page Technical Summary of Nutrient Reduction Study report. Two copies of a technical appendix (if any) that contains pertinent technical data used in developing the reports.
PROPOSAL REQUIREMENTS The following items shall be addressed in the consultant's proposal in addition to the other items described in this Statement of Work. Provide seven (7) copies of the consultant's proposal. The consultant's proposal for this project shall not exceed fifteen (15) 8 ½ x 11-inch numbered pages and shall be in letter format with no plastic covers or special graphics. The font size shall be no smaller than size 12. The proposal shall include the items shown below in the order shown. A.
Section 1-Approach and Scope of Work. An organized description of what the consultant will do on each item in the consultant’s scope of work shall be stated. A description of the consultant's particular approach by which the work will be performed shall be stated. Areas of the Scope of Work that the consultant believes should be modified or combined to maximize the work and cost efficiency of the consultant shall be stated.
B.
Section 2-Project Team. Key staff members of the consultant, subconsultants or special consultants that will be committed to this project shall be identified along with the following information: 1. Specific areas of key staff member’s responsibility on this project 5
2.
3.
and extent of involvement in these areas. Summary of key staff member’s specific experience and qualifications in the areas of responsibility for this project. List of past projects of similar work performed by key staff members detailing their responsibilities and extent of involvement on these projects (list year, project type, size, etc.). A brief resume of the proposed project manager and his/her experience in managing similar projects.
C.
Section 3-Location of Office. Location of office(s) where the actual work will be performed; including location of key personnel shall be stated. Preference will be given to consultants who are located within 90 miles of Orem.
D.
Section 4-Schedule. The consultant shall include a schedule for completing the consultant's services showing full completion of all tasks by November 30, 2017.
F.
Fee Proposal. The consultant shall submit with the proposal, in a separate sealed envelope, a not to exceed fee for the services outlined. Accompanying the consultant’s fee shall be a spreadsheet giving a breakdown of the consultant’s fee showing the estimated hours of key members and staff associated with each task along with their hourly rates, fee extensions, and other costs. Please be sure to include a line showing fees for future follow up visits after the conclusion of the initial scope.
PROPOSAL EVALUATION CRITERIA AND SCHEDULE The consultant's proposal will be evaluated on the basis of the following factors: 1.
10% The professional qualifications available through the consultant for performance of the services required;
2.
10% The extent of specialized experience of the proposed project manager, the project team, and the firm in the type of work required;
3.
15% Past performance of the proposed project manager, the project team, and the firm on similar projects;
4.
10% Whether the consultant maintains an office and full-time personnel within the state of Utah and proximity to Orem;
5.
10% The consultant's particular approach to accomplish the work;
6.
20% The capacity of the consultant to accomplish the work within 6
the required time frame; 7.
25% The acceptability of the fee within which the consultant indicates it can accomplish the work;
A.
After proposals are received, some consultants may be contacted to set up a 25-minute interview where both the City and the consultant can ask and answer questions.
B.
City of Orem may award a contract resulting from this request to the responsible consultant who is most advantageous to the City based on the evaluation criteria.
C.
City of Orem may (1) reject the proposal, and/or (2) waive informalities and minor irregularities in the proposal received.
D.
City of Orem may award a contract on the basis of the initial proposal received, without discussions. Therefore, the initial proposal should contain the consultant's best terms from a technical and cost standpoint.
E.
City of Orem's request for proposals does not obligate the City to award any contract or to pay any costs incurred in the preparation of a proposal, interview or associated materials.
SCHEDULE FOR CONSULTANT SELECTION Proposals shall be received by 2:00 P.M. on April 25, 2017, at the address shown below. Kent Allen Purchasing Agent City of Orem 56 North State Orem, Utah 84057 MISCELLANEOUS All questions regarding this request for proposals shall be directed to: Neal R Winterton, P.E. City of Orem, Water Resources Division Manager (801) 229-7510 [email protected]
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PROTECTED INFORMATION Under the Government Records Access and Management Act, Utah Code § 63G-2-101 et seq. (GRAMA), certain information in the proposal submitted may be open for public inspection. If the Applicant desires to have information contained in its proposal protected from such disclosure, the Applicant may request such treatment by providing a "written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality" with the proposal (See Utah Code § 63G-2-305 and 309). Pricing elements of any proposal will not be considered protected. A business confidentiality claim form is available on the Utah State Records Committee website at http://archives.utah.gov/recordsmanagement/forms/GRAMA-businessconfidentiality.pdf.
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PROJECT OBJECTIVE The City of Orem is requesting proposals for providing engineering services for development of an Odor Control and Mitigation Plan (OCMP) and analysis of effluent nutrient reduction at the Orem Water Reclamation Facility (OWRF). BACKGROUND The City of Orem operates the Orem Water Reclamation Facility (OWRF) serving all of Orem including flows from Lindon City and parts of the Town of Vineyard. The original OWRF was constructed in 1958. Major upgrades took place in 1984, 1994, 2000, and 2013. The OWRF utilizes headworks screening, grit removal, four primary clarifiers, four secondary clarifiers, thermophilic and mesophilic digesters, three bioreactors, solids handling, and UV disinfection to treat current flows of 8 MGD. The design capacity is 13.5 MGD. Methane produced from digestion is burned in the digester boiler. Excess methane is burned by flare. Since 1958, industrial and residential development has occurred in areas surrounding the OWRF. On occasion, odor complaints are received. Sometimes the odor source is known (i.e. methane burst on digester lid) and other times, the source is unknown. Additionally, the State of Utah has been studying the effluent nutrient limits for treatment facilities that discharge to Utah Lake. Although final limits are not published, Orem desires to determine the potential costs for upgrades for nutrient limit scenarios. A Sanitary Sewer Master Plan, which included a CIP and Financial Plan, was approved in 2016. A separate Capital Facilities Plan specific to the OWRF was approved in 2009. SCOPE OF WORK The purpose of this project is to determine the future capital costs to control or mitigate entirely, the odors emitted from the OWRF. The Scope of Services presented herein describes the individual tasks performed to accomplish this objective. The tasks are shown below: Task Task 1 Task 2 Task 3 Task 4 Task 5
Description Collect, Review, and Organize Data Evaluate Current OWRF Processes and Procedures Define Odor Producing Points and Processes Identify Odor Reducing and Eliminating Strategies Identify OWRF Future Needs For Future Nutrient Reduction Scenarios. 1
Task 6 Task 7
Stakeholder Involvement Document Results
Task 1 - Collect, Review, and Organize Data Objective: Collect, review, and organize the data needed to understand the OWRF infrastructure, treatment process, chemicals used, operation schedules, staff, and history. Activities: 1. Review the following information that will be provided by Orem City: Current State of Utah Discharge Permit Recent Flow Reports and DMR history Odalogger Data Current Capital Facilities Plan Current Sewer Master Plan Log Books Past Infrastructure Upgrades Methane Gas Quality Study 2. Observe daily operations. 3. Interview OWRF staff. 4. Review weather data and document past wind direction. 5. Prepare for and attend a project kickoff meeting to review the project objectives and schedule, develop project and data coordination procedures, and discuss questions regarding information provided by the City. Products: 1. Information and understanding needed to develop a complete knowledge of the OWRF infrastructure and treatment process. Task 2: Evaluate Current OWRF Processes and Procedures Objective: Determine and offer professional opinion, from observation, study, and comparison to other treatment plants, the quality of treatment and effectiveness of meeting the required standards set by the State of Utah and the United States Environmental Protection Agency. Activities: 1. Prepare for and attend a project kickoff meeting to review the project objectives and schedule, develop project and data coordination procedures, and discuss questions regarding information provided by the City. 2. Based on records and flow data, evaluate current sewer treatment patterns. This includes identifying average historical production, peaking factors, seasonal use patterns, and the effects of water conservation. 2
3. Develop projected biological and hydraulic demands for the OWRF based on the approved Sewer Master Plan. Products: 1. Charts and tables to summarize the ORWF current sewer treatment patterns. 2. Charts and tables to summarize the City’s projected sewer treatment infrastructure needs. Task 3: Define Current Odor Producing Points and Processes Objective: Define where current odors actually originate. Determine where past odors likely originated. Activities: 1. Use data obtained from completing Tasks 1 and 2 to determine where current odors originate from the OWRF. 2. Analyze the effects of weather, scheduling, and treatment practices on odor emission from the OWRF. 3. Analyze the effects of weather, scheduling, and other factors on odor emission from sources other than the OWRF. 4. Examine and study nearby potential odor sources. (i.e. Utah Lake, Industry, Timpanogos Special Services District treatment plant, etc.)
Products: 1. Thorough understanding of all odors around the OWRF and surrounding area. 2. A list of odor source points from the OWRF. 3. A list of odor source points from outside the OWRF. Task 4: Identify Odor Reducing and Eliminating Strategies Objective: Identify all strategies that could be utilized to reduce or eliminate odors from the OWRF. Activities: 1. From the information in Task 3, evaluate each source and document all mitigation strategies. 2. Research costs for each mitigation strategy associated with each odor source point. More than likely, there will be multiple odor reducing strategies for each odor source point. Include likelihood of future odor producing events. Product: 3
1. A list of odor source points and the resultant mitigation strategy. 2. Costs associated with each mitigation strategy. Include, initial, on-going, personnel, chemical, utility, replacement, and repair costs. 3. Working with City staff, determine sewer rate increase scenarios associated with costs. Task 5: Identify OWRF Future Needs For Nutrient Reduction Scenarios Objective: Identify future infrastructure and staffing needs, including initial and ongoing costs, for potential discharge permit standards. Activities: 1. Review current nutrient removal rates. 2. Review nutrient removal discussion, notes, and minutes for both the State of Utah and the Wasatch Front Water Quality Council. 3. With City Staff, determine three different scenarios of Nitrogen and Phosphorus limits that should be evaluated. 4. Determine all costs and potential side-effects (either operationally or environmentally) associated with 3 scenarios. Products: 1. Provide a list of existing sewer system facilities that will need to be improved (including new infrastructure) in order to meet potential nutrient removal criteria for the three scenarios. Include associated costs with each scenario. 2. Working with City staff, determine sewer rate increase scenarios associated with costs. Task 6: Stakeholder Involvement Objective: Include the public (residential and commercial), City Commissions, City Council, and all interested parties during the process. Activities: 1. Work with City staff to create a committee of interested individuals who are committed to discussion, findings, and offering citizen feedback. 2. Attend, conduct, and present at four citizen committee charrettes. 3. Attend, conduct, and present to Public Works Advisory Commission. 4. Attend, conduct, and present to the City Council, up to three times in work sessions or City Council meetings. 5. Take notes, minutes, and comments at meetings. Products: 4
1. Written summary of each meeting including comments and feedback to be included in final report appendix. 2. Feedback and consideration of information from citizens, elected officials, and City staff. Task 7 – Document Results Objective: Prepare reports summarizing the results. Activities: 1. Prepare draft summary reports for each task, electronic and paper. 2. Meet with stakeholders and City personnel to review comments on draft reports. 3. Incorporate comments into the final report. Products: 1. 2. 3. 4. 5. 6.
Five paper copies of the final Odor Reducing and Mitigation Plan report. Five paper copies of the final Nutrient Reduction Study report. One electronic PDF copy of each report. One page Technical Summary of Odor Reducing and Mitigation Plan report. One page Technical Summary of Nutrient Reduction Study report. Two copies of a technical appendix (if any) that contains pertinent technical data used in developing the reports.
PROPOSAL REQUIREMENTS The following items shall be addressed in the consultant's proposal in addition to the other items described in this Statement of Work. Provide seven (7) copies of the consultant's proposal. The consultant's proposal for this project shall not exceed fifteen (15) 8 ½ x 11-inch numbered pages and shall be in letter format with no plastic covers or special graphics. The font size shall be no smaller than size 12. The proposal shall include the items shown below in the order shown. A.
Section 1-Approach and Scope of Work. An organized description of what the consultant will do on each item in the consultant’s scope of work shall be stated. A description of the consultant's particular approach by which the work will be performed shall be stated. Areas of the Scope of Work that the consultant believes should be modified or combined to maximize the work and cost efficiency of the consultant shall be stated.
B.
Section 2-Project Team. Key staff members of the consultant, subconsultants or special consultants that will be committed to this project shall be identified along with the following information: 1. Specific areas of key staff member’s responsibility on this project 5
2.
3.
and extent of involvement in these areas. Summary of key staff member’s specific experience and qualifications in the areas of responsibility for this project. List of past projects of similar work performed by key staff members detailing their responsibilities and extent of involvement on these projects (list year, project type, size, etc.). A brief resume of the proposed project manager and his/her experience in managing similar projects.
C.
Section 3-Location of Office. Location of office(s) where the actual work will be performed; including location of key personnel shall be stated. Preference will be given to consultants who are located within 90 miles of Orem.
D.
Section 4-Schedule. The consultant shall include a schedule for completing the consultant's services showing full completion of all tasks by November 30, 2017.
F.
Fee Proposal. The consultant shall submit with the proposal, in a separate sealed envelope, a not to exceed fee for the services outlined. Accompanying the consultant’s fee shall be a spreadsheet giving a breakdown of the consultant’s fee showing the estimated hours of key members and staff associated with each task along with their hourly rates, fee extensions, and other costs. Please be sure to include a line showing fees for future follow up visits after the conclusion of the initial scope.
PROPOSAL EVALUATION CRITERIA AND SCHEDULE The consultant's proposal will be evaluated on the basis of the following factors: 1.
10% The professional qualifications available through the consultant for performance of the services required;
2.
10% The extent of specialized experience of the proposed project manager, the project team, and the firm in the type of work required;
3.
15% Past performance of the proposed project manager, the project team, and the firm on similar projects;
4.
10% Whether the consultant maintains an office and full-time personnel within the state of Utah and proximity to Orem;
5.
10% The consultant's particular approach to accomplish the work;
6.
20% The capacity of the consultant to accomplish the work within 6
the required time frame; 7.
25% The acceptability of the fee within which the consultant indicates it can accomplish the work;
A.
After proposals are received, some consultants may be contacted to set up a 25-minute interview where both the City and the consultant can ask and answer questions.
B.
City of Orem may award a contract resulting from this request to the responsible consultant who is most advantageous to the City based on the evaluation criteria.
C.
City of Orem may (1) reject the proposal, and/or (2) waive informalities and minor irregularities in the proposal received.
D.
City of Orem may award a contract on the basis of the initial proposal received, without discussions. Therefore, the initial proposal should contain the consultant's best terms from a technical and cost standpoint.
E.
City of Orem's request for proposals does not obligate the City to award any contract or to pay any costs incurred in the preparation of a proposal, interview or associated materials.
SCHEDULE FOR CONSULTANT SELECTION Proposals shall be received by 2:00 P.M. on April 25, 2017, at the address shown below. Kent Allen Purchasing Agent City of Orem 56 North State Orem, Utah 84057 MISCELLANEOUS All questions regarding this request for proposals shall be directed to: Neal R Winterton, P.E. City of Orem, Water Resources Division Manager (801) 229-7510 [email protected]
7
PROTECTED INFORMATION Under the Government Records Access and Management Act, Utah Code § 63G-2-101 et seq. (GRAMA), certain information in the proposal submitted may be open for public inspection. If the Applicant desires to have information contained in its proposal protected from such disclosure, the Applicant may request such treatment by providing a "written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality" with the proposal (See Utah Code § 63G-2-305 and 309). Pricing elements of any proposal will not be considered protected. A business confidentiality claim form is available on the Utah State Records Committee website at http://archives.utah.gov/recordsmanagement/forms/GRAMA-businessconfidentiality.pdf.
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