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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
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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