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R04-081 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 3O RESOLUTION NO. R04- C}~ | A RESOLUTION OF THE CITY OF BOYNTON BEACH, FLORIDA, AUTHORIZING EXECUTION OF TASK ORDER NO. U04-5-07 TO CH2MHIIJ. FOR ENGINEERING SERVICES FOR THE UPDATING AND AUDIT OF THE UTLILITIES DEPARMENT RISK MANAGEMENT PLANS RELATED TO OUR CHLORINE STORAGE AND PROCESSES IN COMPLIANCE WITH THE REQUIREMETNS OF THE UNITIED STATEES ENVIRONMENTAL PROTECTION AGENCY, IN THE AMOUNT OF $26,460.00; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Risk Management Plans at our two water treatment facilities are required to be updated and audited periodically; and; WHEREAS, the City Commission, upon staff's recommendation, has deemed it appropriate and in the best interests of the public to approve Task Order No. U04-5-07 with CH2MHILL for engineering services for the updating and audit of the Utilities Department Risk Management Plans related to our chlorine storage and processes in compliance with the requirements of the United States Environmental Protection Agency, in the amount of $26,460.00. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, THAT: Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. Section 2. The City Commission of the City of Boynton Beach, Florida does hereby authorize and direct the approval and execution of Task Order No. U04-5-07 with S:\CA',RESO~Agreements\Task - Change Orders\Risk Management - Utilities.doc 2 3 4 7 8 9 10 11 12 13 14 15 16 17 18 19 2O 21 22 23 24 25 26 27 28 29 CH2MHII.I. for engineering services for the updating and audit of the Utilities Department Risk Management Plans related to our chlorine storage and processes in compliance with the requirements of the United States Environmental Protection Agency, in the amount of $26,460. Section 3. PASSED AND ADOPTED this This Resolution shall become effective immediately upon passage. 18 day of ~'~ l~xt ,2004. I ATTEST: lerk S:\CA\RESO~Agreements\Task - Change Orders\Risk Management - Utilities.doc VI'.-CONSENT AGENDA ITEM C.5. CITY OF BOYNTON BEA AGENDA ITEM REQUEST Requested City Commission Date Final Form Must be Turned Meeting Dates in to City Clerk's Office Requested City Commission Meeting Dates Date Final Form Must be Turned in to City Clerk's Office [] April6,2004 March 15, 2004 (Noon.) [] June 1,2004 May 17, 2004 (Noon) [] April 20, 2004 April 5, 2004 (Noon) [] June 15, 2004 [] May 4, 2004 April 19, 2004 (Noon) [] July 6, 2004 [] May 18, 2004 May 3, 2004 (Noon) [] July 20, 2004 NATURE OF AGENDA ITEM [] Administrative [] Announcement [] City Manager's Report [] Consent Agenda [] Code compliance/Legal Settlements May 31,2004 (Noon) June 14, 2004 (Noon) July 5, 2004 (Noon) [] Legal New Bus.ess Presentation ~blic Heamg ~ Un.shed Bm~ess RECOMMENDATION: Motion to approve and execute by Resolution Task Order #U04-5-07 with Utilities General Engineering Consultants CH2M HILL, Inc. in an amount not to exceed $26,460.00 for engineering services for the updating and audit of the Utilities Department Risk Management Plans (RMP) related to our chlorine storage and processes in compliance with the requirements of the United States Environmental Protection Agency (EPA). EXPLANATION: The Risk Management Plans (RMP) at our two water treatment facilities are required to be updated and audited periodically. The EPA deadline of June 21 st approaches. We must update these plans to meet the federal regulations. Our current plans were prepared by CH2M HILL, and they are prepared to swiftly update our plans regarding the use and storage of chlorine at our treatment plants. As an added value they can conduct the required compliance audit of these plans at the same time, which pushes the next required compliance audit out until June 2007. We hope that by 2007 we have other chlorine processes in place that are not subject to these requirements. PROGRAM IMPACT: This required update and audit of our plans will recommend ways to improve the safety of our facilities regarding our handling of chlorine, and to effectively respond to chlorine emergencies. FISCAL IMPACT: The cost of this Task Order is $26,460.00. Funds are available in Utilities General Reserves Account g401-5000-590-96-02 WTR 017. ALTERNATIVES: Realistically none, due to the deadline approaching for the completion of the update. The depth of detail needed will be cumbersome for staff even with the use of this consultant. We chose CH2M HILL for this task because of their expertise and their familiarity with our plants and systems, our current plans were prepared by them, and they know our needs. This plan will be comprehensive and thorough and will meet all EPA requirements. S:x, BULLETINWORMS~AGENDA ITEM REQUEST FORM.DOC CITY OF BOYNTON BEACH AGENDA ITEM REQUEST FORM Department Name City Manager's Signature 7 ' City ~o~ey / Finance / Human Resources S:'xBULLETIN'xFORMSX, AGENDA ITEM REQUEST FORM.DOC Task Order No. U04-5-07 Engineering Services for the City of Boynton Beach East and West Water Treatment Plants - Risk Management Plan (RMP) Update and Compliance Audit A. Background & Project Description Risk Management Plans (RMPs) for the City's East and West Water Treatment Plants were originally prepared and submitted to the United States Environmental Protection Agency in June 1999. An update to these RMPs for the chlorine process should be completed by June 2lsd, 2004. To update the RMP in accordance with the regulations (40 CFR 68.190), a revalidated process hazard analysis (PI-IA) and revised offsite consequence analysis (OCA), prevention program, emergency response program, and RMP*Submit is required. In addition to the required RMP Update, the City of Boynton Beach (CITY) and CH2MHILL have discussed the opportunity to perform a compliance audit for the water treatment plants during the RMP Update. It is important to note that 40 CFR 68.58 regulations require that a compliance audit be conducted at least every three years. Because the RMP was submitted in June 1999, the first compliance audit was due in June 2002 with the second compliance due in June 2005. In order to capitalize on the efficiency of performing the Compliance Audit at the same time as the RMP, the CITY has elected to perform the compliance audit this year, thus pushing back the next compliance audit until June 2007. The revisions to these portions of the RMP are discussed in more detail in the scope of work below. B. Scope of Services Task 1-Update Technical Studies Task 1.1 - Process Hazard Analysis. A process hazard analysis (PHA) or hazard review must be updated and revalidated at least every five years. For Program 3 processes, the PHA must be updated by a team with expertise in engineering and process operations and must include at least one Person with experience and knowledge specific to the process. Also, one member of the team must be knowledgeable in the PI-IA method being used. The update and revalidation of the PI-IA typically consist of a one-day workshop and the preparation of a brief report. CH2M HILL recommends conducting a one-day process hazard analysis revalidation of the chlorine process using the "What If/Checklist" method with facility operations, maintenance, and safety staff. This particular PHA method is the same method used in developing the CITY's original RMI~s. This process is the most comprehensive approach and allows the CITY to utilize information developed in the OF-'Bk~OW_O4-~I~-O4_FINAL_JP. DOC 1 Vulnerability Assessments, provide for more accurate record keeping, and to involve CITY staff in the development of the RMP. As part of this process CH2M HILL will: · Review action items from the current PHA and evaluate changes to the chlorine process. · Provide the results of the process hazard analysis in a table format including the causes, consequences, and mitigation measures for potential releases identified during process hazard analysis. · Develop a schedule with facility staff for implementing the process hazard analysis recommendations. Task 1.2 - Offsite Consequence Analysis. The offsite consequence analysis must be reviewed to assess whether there have been any significant changes to the process, the area of impact or receptors since 1999. To update the offsite consequence analysis, CH2M HILL will: · Re-estimate the population within the worst-case and alternative release scenario distances using 2000 Census data · Revise the list of sensitive receptors · Evaluate any changes in storage volumes, process equipment, or operational procedures and prepare revised worst-case and alternative release scenarios, if needed. This subtask assumes that no modeling will be done with the DEGADIS+ model. If modeling is required an amendment to this task authorization will be submitted to the City for approval. Task 2 - Update Safety Procedures Because the RMP contains a summary of the prevention program (also called the Process Safety Management Plan), and the emergency action plan, these safety procedures must be reviewed and updated as follows: · Emergency Action Plan. The emergency action plan must be reviewed to ensure emergency response procedures and emergency contacts and phone numbers are current. CH2M HILL will review and update the emergency action'plan to incorporate changes since 1999. For the purposes of this proposal, it is assumed that no major revisions or figures will be needed for the EAP. If large scale revisions are needed or if figures are needed for the Emergency Action Plan (EAP), an amendment to this Task Order will be submitted to the CITY for review and approval. · Prevention Program. Process safety information, P&IDs, operating and maintenance procedures, and training programs are a few of the areas that may have changed since the initial RMP was submitted. CH2M HILL will review the prevention program (Process Safety Management Plan) and identify procedures that require updating. CH2M HILL will work dosely with CITY staff to revise the procedures. For the purposes of this proposal, it is assumed that the P&IDs are current and will not require updating. If updating is required an amendment to this Task Order will be submitted to the CITY for review and approval. DFi~SOW_04-19-O4_FINAL_JP.BOC 2 Task 3 - Prepare Updated Submittals After the above information is reviewed and updated, EPA's submitting software, RMP*Submit, must be revised to reflect the changes and submitted to EPA. Contact information and other administrative information also must be updated. CH2M HILL will prepare two draft copies of the RMP documentation including the RMP*Submit diskette information for review and comment by CITY staff. After addressing the CITY's comments and revising the documentation, CH2M HILL will prepare three copies of the final RMP documentation in three-ring binders. Electronic copies of the documents will be provided upon request. Task 4 - Conduct Compliance Audit The CITY has elected to perform a compliance audit in conjunction with the RMP Update. By simultaneously performing the compliance audit, the CITY is taking full advantage of the RMP Update process. The added value to the CITY is cost savings in the compliance audit itself. The CITY will capitalize on the review of the RMP program elements during the RMP Update process and will not have to address that again during the compliance audit. The specific tasks associated with the compliance audit are presented in detail below. Task 4.1 - Verification of Program Elements RMP/PSMP · Records Review. CH2MHILL shall review all records, including process and instrumentation diagrams, management of change forms, hot works (welding) permits, etc., pertaining to the RMP & PSMP plans and incorporate those comments on the OSHA comp!iar~ce audit certificati°n page and checklist (Found in Appendix E of your RMP). This will be mostly completed during the RMP Update process and will only require minimal review. · On-Site Inspection. CH2MHILL shall visit the facilities being audited, WWTP & EWTP, and perform an on-site inspection to ensure that the process and instrttmentation diagrams are accurate and up-to-date, and that all applicable codes and standards and general good engineering practices are being followed. · Interview with plant staff. CH2MHILL shall interview a representative number of staff from both of the CITY's facilities and incorborate 'fftose comments On the OSHA compliance audit certification page and checklist. It is anticipated that 3 to 4 individuals will be interviewed from each facility including a representative from the leadership team, the chief operator, and one or two maintenance technicians assigned to the specific water treatment plant. Task 4.2 - Preparation of the Draft RMP/PSMP Audit Report CH2MHILL shall incorporate all the comments and assessments from Task 1, and prepare a Compliance Audit Report. This report shall include an executive s~, a compliance audit report of findings table, highlighting corrective actions that need to be taken, and the OSHA compliance audit certification pages and checklists for each facility being audited. DFB~SOW_04-19-04_FiNAL_JP.DOC .3 Task 4.3 - Client Review and Preparation of Final Report Once the draft report has been prepared, CH2MHILL shall submit three (3) copies of the draft report for the CITY's review. Review comments from the CITY will be discussed and any required changes to the report will be incorporated into the final document. Three (3) copies of this final document shall be submitted to the CITY as the final deliverable. C. Assumptions The RMP Update will include all applicable changes made to the 40 CFR 68.190 rule as mandated by the EPA. · Major revisions to the EAP will not be required. This includes, but is not limited to, diagrams, development of procedures, and training. · RMP refresher training is not part of this scope of services. · Revisions and/or updates to the existing P&ID's is not part of this scope of services. · CH2MHILL assumes that activities for both the RMP Update and the compliance audit will be completed in one contiguous trip to Boynton Beach, although the trip may consist of several days. This efficiency is assumed and is being passed on to the CITY in the form of reduced travel expenses. D. Contract Reference This Task Order shall be performed under the terms and conditions described within the Agreement for General Engineering Consulting Services dated November 18, 2003, between the City of Boynton Beach and CH2M HILL, Inc. E. Additional Services Following the completion of the RMP and Compliance Audit,~the CITY my elect to have CH2M HILL provide additional services that may include additional training, procedures manuals, supplemental modeling, EAP revisions, P&ID updates, refresher training, or emergency exercises. The fee for providing additional services will be negotiated with the CITY and will be provided on a lump sum basis. Scope and fee to amend this task order will be submitted to the CITY Project Manager for review and approval prior to initiating additional work. F. Obligations of the City In addition to the specific activities identified in this scope of work, the CITY is obligated to provide the following: · Provide available data as requested to complete the tasks identified in this scope of work · Attend requested meetings · Provide timely reviews (within one week of submittal) of deliverable materials with comments incorporated into a single document · All required fees DFB~SOW_O4-19-O4_FINAL_JP.DOC 4 G. Deliverables The following deliverable are included in this project: Task 1- None Task 2 - None Task 3 - Two (2) draft copies of the RMP Update information including the RMP*Submit diskette. Three (3) copies of the final RMP Update information, including all RMP*Submit information and one electronic copy of all information on CD. Task 4 - Three (3) draft copies of the compliance audit report and three (3) copies of the final report. H. Compensation Compensation by the CITY to the CH2M HILL for services provided in this Task Order will be on a lump sum basis in accordance with the above mentioned Agreement. The compensation for the services described in Task 1 - 4 of this Task Order is estimated at $26,460 as shown in the following summary table and proposed labor estimate. Work completed by the CH2M HILL will be invoiced monthly on a labor and expenses basis per the above agreement. Attachment 1 provides a breakdown of labor hours by labor-grade and task. Task Description Labor Labor Cost Expenses Totals Hours Task 1 -Technical Studies 56 $6,688 $1,781 $8,469 Task 2 - Prevention Program 34 $4,376 $251 $4,627 Task 3 - RMP*Submit 12 $1,388 $121 $1,459 Task 4 - Compliance Audit 90 $10,388 $1,517 $11,905 Grand Totals 192 $22,790 $3,670 $26,460 I. Schedule CH2M HILL will respond to comments from the Depat-hi-~ent of Community Affairs (DCA) until acceptance of the revisions for no additional ch~arge, provided that the agency responds within one year from the date of submittal. CH2M HILL can complete the entire scope of work in approximately eight weeks from notice to proceed (NTP). Attachment 2 provides a task duration schedule for the project from the NTP issued by the CITY. DFB~SOW_04-19-04_FINAL_JP.DOC 5 J. Approval APPROVED BY: CITY OF BOYNTON BEACH, FLORIDA By:. Kurt Bressner City Manager Dated this day of _, 2004. Approved as to Form:. Attest / Authenticated Office of City Attorney By: Secretary SUBMITTED BY: CH2M HILL, INC. Tim Sharp, PG (,~ Office Manager Dated this day of ,2004. DF~OW_04-19-04_FINAL_JP.DOC 6 Attachment 1 Boynton Beach RMP Update Level of Effort Task Employee Name Labor Category Hours Rate Amount Task I - Technical Studies Desing, William E. Olson, Richard Parrillo, Jason P. Becker, Gambra Task 2 - Prevention Program Desing, William E. Olson, Richard Parrillo, Jason P. Becker, Gambra Task 3 - RMP*Submit Desing, William E. Parrillo, Jason P. Becket, Gambra Task 4 - Compliance Audits Desing, William E. Olson, Richard Parrillo, Jason P. Payne, Julee Becker, Gambra Taylor, Susan E. Senior Consultant Client Service Manager Senior Engineer Administrative Support Subtotal - Task I Senior Consultant Client Service Manager Senior Engineer Administrative Support Subtotal - Task 2 Senior Consultant Senior Engineer Administrative Support Subtotal - Task 3 Senior Consultant Client Service Manager Senior Engineer Paraprofessional Administrative Support Administrative Support Subtotal - Task 4 Total 16.0 4.0 24.0 12.0 56.0 12.0 2.0 16.0 4.0 34.0 2.0 8.0 2.0 12.0 24.0 2.0 36.0 16.0 4.0 8.0 90.0 192.0 $175.00 $150.00 $11o.oo $ 54.00 $175.00 $150.00 $110.00 $ 54.00 $175.00 $110.00 $ 54.0O $175.00 $150.00 $110.00 $ 80.00 $ 54.00 $ 54.oo $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 2,800.00 600.00 2,640.00 648.00 6,688.00 2,100.00 300.00 1,760.00 216.00 4,376.00 350.00 880.00 108.00 1,338.00 4,200.00 300.00 3,960.00 1,280.00 216.00 432.00 10,388.00 22,790.00 Attachment 2 Boynton Beach RMP Update Project Schedule Proposed Schedule Task Description Time to Complete Task 1 - Update Technical Studies Task 1.1 - Process Hazard Analysis Task 1.2 - Offsite Consequence Analysis Task 2 - Update Safety Procedures Task 3 - Prepare Updated Submittals Task 4 - Compliance Audit Task 4.1 - Verification of Program Elements Task 4.2 - Preparation of Draft Report Task 4.3 - Preparation of Final Report 2 weeks from NTP 2 weeks from NTP 3 weeks from NTP 4 weeks from NTP 5 weeks from NTP 6 weeks from NTP 8 weeks from NTP