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Res 1402 - Implem Popular Trees COUNCIL BILL NO. 1777 RESOLUTION NO. 1402 A RESOLUTION ENTERING INTO AN AGREEMENT WITH CH2M HILL FOR PROFESSIONAL ENGINEERING CONSULTANT SERVICES RELATING TO IMPLEMENTATION OF A POPLAR TREES WATER REUSE SYSTEM FOR APPLICATION OF WOODBURN WASTEWATER TREATMENT PLANT EFFLUENT AND AUTHORIZING THE MAYOR AND CITY RECORDER TO SIGN SAID AGREEMENT. WHEREAS, The City of Woodburn must comply with the Stipulated Final Order issued by the Department of Environmental Quality and plan for expansion to accommodate the community's projected growth, and WHEREAS. On the basis of a preliminary study and implementation of a demonstration site, several advantages have been determined for the installation of a treated wastewater land application system using popular trees as approved in the Woodburn Wastewater Facilities Plan, and WHEREAS, It has been recommended that CH2M Hill, a professional enginee,ring consultant, perform work required to implement the poplar tree water reuse system for application of Woodburn Wastewater Treatment Plant effluent, and WHEREAS, a proposed Agreement for Professional Services has been prepared and agreed to by CH2M Hill and reviewed by the City Attorney (body) and Public Works Staff (technical aspects and exhibits), NOW THEREFORE THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the City of Woodburn enter into an agreement with CH2M Hill for professional engineering consulting services relating to implementation of a poplar tree water reuse system for application of Woodburn Wastewater Treatment Plant effluent which is attached hereto as Exhibit "A" and by this reference incorporated herein. Section 2. That the Mayor and city recorder are authorized to sign said agreement on behalf of the city. Page 1 - COUNCIL BILL NO. 1777 RESOLUTION NO. 1402 Approved as to formm ~ ~ City Attorney ? APPROVED: Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: t,1~:r:iR~~~; City of Woodburn, Oregon Page 2 - COUNCIL BILL NO. 1777 RESOLUTION NO. 1402 . ....._. _...."_._._,_ ".__---......-.~"._."""'._'".~.~~......._."., .."...._.~,H_.>._,..."..."..._...~,.~I.... "'_'~"'~ ,",_'''''''''.'~'d_ -,..-~.. 2-6-1 i- Date Februar 10 1997 February 10. 1997 February 10, 1997 February 10, 1997 -. [Q)(UJ[?>lLU ~~ 1J~ (Q) [ffiU@U [RJJ~lL Agreement for Professional Services Poplar Tree Water Reuse System and Permitting Assistance including Temperature and Mixing Zone Issues This AGREEMENT is between CH2M-HILL, INC. and associated Consultants ("CONSULTANT"), and the City of Woodburn, Oregon ("OWNER"), for a PROJECT generally described as: Implementation of a Poplar Tree Water Reuse System for application of Woodburn Wastewater Treatment Plant Effluent. ARTICLE 1. SCOPE OF SERVICES A. Scope of Consultant Services The Scope of Services for Predesign of a Poplar Tree Water Reuse System, Preparation of Management Plan for NPDES Permit, Continuing Community Awareness and Involvement and Permitting Assistance Including Temperature Issue for the Poplar Tree System, is set forth in Task Order No.1. Other services will be defined in subsequent Task Orders. B. Scope of City Services To assist CONSULTANT in carrying out its obligations hereunder, OWNER shall perform the services set out in each Task Order. ARTICLE 2. COMPENSATION Compensation by OWNER to CONSULTANT will be by one of the following methods: A. Cost Reimbursable-Multiplier (Time and Expense): For services enumerated in Article 1 , CONSULTANT'S Salary Costs multiplied by a factor of ~ plus Direct Expenses, plus a service charge of ~ of Direct Expenses, plus applicable sales, use, value added, business transfer, gross receipts, or other similar taxes. OR Lump Sum For services enumerated in Article 1, the lump sum as indicated in the task order, plus applicable sales, use, value-added, business, gross receipts, or other similar taxes. Page 1 - Agreement for Professional Services ""._-_..._._".........-^-...".~_.__..,~ [t]OJJ~lLn<<::~ iJlE (Ql[ffin@n~~lL The lump sum is based on immediate authorization to proceed and timely completion of the PROJECT. If the PROJECT timing deviates from the assumed schedule for causes beyond CONSULTANT'S control, CONSULTANT reserves the right to request renegotiation of those portions of the lump sum affected by the time change. OWNER shall pay CONSULTANT by either the Cost Reimbursable-Multiplier method or by the Lump Sum method at OWNER'S sole discretion. B. Budget The estimated budgetary costs are set forth in each Task Order . CONSULTANT will make reasonable efforts to complete the work within the budget and will keep OWNER informed of progress toward that end so that the budget or work effort can be adjusted if found necessary. CONSULTANT is not obligated to incur costs beyond the indicated budgets, as may be adjusted, nor is OWNER obligated to pay CONSULTANT beyond these limits. When any budget has been increased, CONSULTANT'S excess costs expended prior to such increase will be allowable to the same extent as if such costs had been incurred after the approved increase. C. Salary Costs Salary Costs are the amount of wages or salaries paid CONSULTANT'S employees for work directly performed on the PROJECT plus a percentage applied to all such wages or salaries to cover all payroll-related taxes, payments, premiums, and benefits. D. Direct Expenses Direct Expenses are those costs incurred on or directly for the PROJECT including, but not limited to, necessary transportation costs, including current rates for CONSULTANT'S vehicles; meals and lodging; laboratory tests and analyses; computer services; word processing services; telephone, printing, binding, and reproduction charges; all costs associated with outside consultants, and other outside services and facilities; and other similar costs. Reimbursement for Direct Expenses will be on the basis of actual charges when furnished by commercial sources and on the basis of current rates when furnished by CONSULTANT, plus a service charge of ~ of Direct Expenses. Page 2 - Agreement for Professional Services ..._""~." [Q)(]J)\PlILU~ffi\ lJ~ @~O@O~ffi\1L ARTICLE 3. TERMS OF PAYMENT Payment to CONSULTANT will be as follows: A. Invoices and Time of Payment Monthly invoices will be issued by CONSULTANT for all work performed under this AGREEMENT. Invoices are due and payable on receipt. Upon completion of services enumerated in Article 1, the final payment of any balance will be due upon receipt of the final invoice. B. Interest Interest at the rate of 1 % percent per month will be charged on all past-due amount starting 30 days after date of invoice. Payments will first be credited to interest and then to principal. ARTICLE 4. OBLIGATIONS OF CONSULTANT A. Standard of Care The standard of care applicable to CONSULTANT'S services will be the degree of skill and diligence normally employed by professional consultants or consultants performing the same or similar services. CONSULTANT will reperform any services not meeting this standard without additional compensation. B. Subsurface Investigations In soils, foundation, groundwater, and other subsurface investigations, the actual characteristics may vary significantly between successive test points and sample intervals and at locations other than where observations, explorations, and investigations have been made. Because of the inherent uncertainties in subsurface evaluations, changed or unanticipated underground conditions may occur that could affect total PROJECT cost and/or execution. These conditions and cost/execution effects are not the responsibility of CONSULTANT. C. CONSULTANT'S Personnel at Construction Site The presence or duties of CONSULTANT'S personnel at a construction site, whether as on-site representatives or otherwise, do not make CONSULTANT or its personnel in any way responsible for those duties that belong to OWNER and/or the construction contractors or other entities, and do not relieve the construction contractors or any other entity of their obligations, duties, and Page 3 - Agreement for Professional Services ,,- T"" IQ)lUJW'lLO~~ iJ~ (Q)1fdI]@O~~[L responsibilities, including, but not limited to, all construction methods, means, techniques, sequences, and procedures necessary for coordinating and completing all portions of the construction work in accordance with the Contract Documents and any health or safety precautions required by such construction work. CONSULTANT and its personnel have no authority to exercise any control over any construction contractor or other entity or their employees in connection with their work or any health or safety precautions and have no duty for inspecting, noting, observing, correcting, or operating on health or safety deficiencies of the construction contractor or other entity or any other persons at the site except CONSULTANT'S own personnel. D. CONSULTANT'S Approval of Documents All written documents, drawings, and plans submitted by CONSULTANT and intended to be relied upon for the PROJECT shall bear the signature, stamp or initials of CONSULTANT. Any documents submitted by CONSULTANT which do not bear CONSULTANT'S signature, stamp or initials or those of the CONSULTANT'S authorized architect shall not be relied upon by OWNER. Interpretation of plans and answers to questions covering plans given by CONSULTANT or CONSULTANT'S architect need not be put in writing and may be relied upon by OWNER and others. E. Opinions of Cost, Financial Considerations, and Schedules In providing opinions of cost, financial analyses, economic feasibility projections, and schedules for the PROJECT, CONSULTANT has no control over cost or price of labor and materials; unknown or latent conditions of existing equipment or structures that may affect operation or maintenance costs; competitive bidding procedures and market conditions; time or quality of performance by third parties; quality, type, management, or direction of operation personnel; and other economic and operational factors that may materially affect the ultimate PROJECT cost or schedule. Therefore, CONSULTANT makes no warranty that OWNER'S actual PROJECT costs, financial aspects, economic feasibility, or schedules will not vary from CONSULTANT'S opinions, analyses, projections, or estimates. F. Duty to Inform If at any time during the performance of this AGREEMENT, or any future phase of this Agreement for which CONSULTANT has been retained, CONSULTANT becomes aware of actual or potential problems, faults or defects in the Project or any portion thereof, any nonconformance with the federal, state or local law, rule, or regulation, or has any objection to any decision or order made by OWNER with respect to such laws, rules or regulations, CONSULTANT shall give prompt written notice thereof to OWNER'S project manager. Any delay Page 4 - Agreement for Professional Services __'.''--. ,h... .~_,._,__._"".,<<_._, .__..u_._..___.....< IQ)OJJ~D~~ irlE @[ffiD@D[R!J~!L or failure on the part of OWNER to provide a written response to CONSULTANT shall neither constitute agreement with nor acquiescence to CONSULTANT'S statement or claim, nor constitute a waiver of any of OWNER'S rights. G. Record Drawings Record drawings, as required, will be prepared, in part, on the basis of information compiled and furnished by others, and may not always represent the exact location, type of various components, or exact manner in which the PROJECT was finally constructed . CONSULTANT is not responsible for any errors or omissions in the information from others that are incorporated into the record drawings. H. Minority-and Women-Owned Businesses; OWNER-Specified Subcontractors CONSULTANT will comply with OWNER'S directives in utilizing the services of OWNER-specified subcontractors and/or minority and women-owned businesses on the PROJECT. Firms selected by CONSULTANT to meet said directives will be subject to approval of OWNER. I. Workers Compensation 1. CONSULTANT, CONSULTANT'S subcontractors, if any, and all employers working under this contract are subject employers under the Oregon Workers Compensation Law and shall comply with ORS 656.017, which requires them to provide workers' compensation coverage for all of their workers. 2. CONSULTANT shall pay all contributions required to be made by CONSULTANT to the Industrial Accident Fund. J. Health Care Payments CONSULTANT shall pay when due all sums, including sums withheld from CONSULTANT'S employees pay, which CONSULTANT has agreed to pay to health care providers for treatment rendered to CONSULTANT'S employees. Page 5 - Agreement for Professional Services .,.. """"'T- .... '''--'''- - ".. "'....__....-..,' ..", "-",--,,,--,,~-,.,.,,,, [Q)lUJ~O~~ lf~ (Q)~O@O[RJ]~IL K. Hours of Labor No person employed pursuant to this contract shall be employed for more than eight hours in anyone day, or 40 hours in anyone week, except in cases of necessity, emergency, or where the public policy, as determined by OWNER, absolutely requires it. Employees shall be compensated at the rate of time and a half for all overtime worked in excess of 40 hours in one week, except for individuals who 'are excluded from receiving overtime under ORS 653.010 to 653.261 or under 29 U.S.C. Sec. 201-209. L. Payment for Labor, Material or Services 1 . CONSULTANT shall make payment when due to all persons supplying labor or material CONSULTANT for the prosecution of work performed under this AGREEMENT. 2. CONSULTANT shall not permit any lien or claim to be filed or prosecuted against OWNER on account of labor or material furnished pursuant to this AGREEMENT. 3. If CONSULTANT fails, neglects or refuses to make payment when due of any claim for labor or services furnished to CONSULTANT or a subconsultant for work performed pursuant to this AGREEMENT, OWNER may pay such claim and charge the amount of the payment against funds owned by OWNER to CONSULTANT. M. State Income Tax Withholding CONSULTANT shall pay to the Oregon Department of Revenue all sums withheld from employees pursuant to ORS 316.617. N. Recycled Paper Required To the maximum extent economically feasible, CONSULTANT shall use recycled paper in performing this agreement. O. Discrimination Prohibited No person shall be denied or subjected to discrimination in receipt of the benefits of any services or activities made possible by or resulting from this AGREEMENT on the grounds of sex, race, color, creed, marital status, age, disability or national origin. Any violation of this provision shall be grounds for cancellation, termination or suspension of the AGREEMENT in whole or in part. by OWNER. Page 6 - Agreement for Professional Services .<--... .....<.. [Q)lUJ~U~ffi\ iflE (Q)IR1U@U~ffi\lL P. Access to CONSULTANT'S Accounting Records OWNER shall have access upon request to such books, documents, receipts, papers and records of CONSULTANT as are directly pertinent to this AGREEMENT for the purpose of making audit, examination, excerpts, and transcripts for a period of three (3) years unless within that time OWNER specifically requests an extension. This clause shall survive the expiration, completion or termination of this AGREEMENT. o. CONSULTANT'S Insurance The CONSULTANT will maintain throughout this AGREEMENT the following insurance: 1. Workers' compensation and employer's liability insurance as required by the state or province where the work is performed. 2. Comprehensive automobile and vehicle liability insurance covering claims for injuries to members of the public and/or damages to property of others arising from use of motor vehicles, including on-site and off-site operations, and owned, nonowned, or hired vehicles, with $1,000,000 combined single limits. 3. Commercial general liability insurance covering claims for injuries to members of the publiC or damage to property of others arising out of any covered negligent act or omission of CONSULTANT or of any of its employees, agents, or subcontractors, with $3,000,000 per occurrence and in the aggregate. 4. Professional liability insurance of $1,000,000. 5. OWNER will be named as an additional insured with respect to CONSULTANT'S liabilities hereunder in insurance coverages identified in items (2) and (3), and CONSULTANT waives subrogation against OWNER as to said policies. 6. CONSULTANT shall furnish OWNER a certificate evidencing the date, amount and type of insurance that has been procured pursuant to this AGREEMENT. The policies referenced in 02 and Q3 above shall be written on an "occurrence basis". All policies shall provide for not less that 30 days' written notice to OWNER before they may be revised, nonrenewed, canceled, or coverage reduced. Excepting worker's compensation coverage, all policies shall provide an endorsement naming OWNER, its officers, employees and agents as additional insureds. In the event the policy lapses during performance, OWNER may treat said Page 7 - Agreement for Professional Services '--....,..---....---...-.- ..,..........-...... [Q)lUJ~U~~ litE (Q)[ffiU@U~~[L lapse as a breach, terminate this AGREEMENT and seek damages, or use any other remedy provided by this AGREEMENT or by law. ARTICLE 5. OBLIGATIONS OF OWNER A. OWNER-Furnished Data OWNER will provide to CONSULTANT all technical data in the OWNER'S possession relating to CONSULTANT'S services on the PROJECT. CONSULTANT will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by OWNER. B. Access to Facilities and Property OWNER will make its facilities accessible to CONSULTANT as required for CONSULTANT'S performance of its services. OWNER will perform at no cost to CONSULTANT such tests of equipment, machinery, pipelines, and other components of OWNER'S facilities as may be required in connection with CONSULTANT'S service, unless otherwise agreed to. OWNER will be responsible for all acts of OWNER'S personnel. C. Advertisements, Permits, and Access Unless otherwise agreed to in the scope of Services, OWNER will obtain, arrange, and pay for all advertisements for bids; permits and licenses required by local, state, province, or federal authorities; and land, easements, rights-of- way, and access necessary for CONSULTANT'S services or PROJECT construction. D. Timely Review OWNER will examine CONSULTANT'S studies, reports, sketches, drawings, specifications, proposals, and other documents; obtain advice of an attorney, insurance counselor, accountant, auditor, and other consultants as OWNER deems appropriate; and render in writing decisions requested by CONSULTANT in a timely manner. E. Prompt Notice OWNER will give prompt written notice to CONSULTANT whenever OWNER observes or becomes aware of any development that affects the scope or timing of CONSULTANT'S services or of any defect in the work of CONSULTANT or construction contractors. Page 8 - Agreement for Professional Services ~,,,,, '..,.... ^ [Q)OJJlP'lLD~~ 1I~ (Q)IR1D@DIR{]~lL F. Asbestos or Hazardous Substances and Indemnification If asbestos or hazardous substances in any form are encountered or suspected, CONSULTANT will stop its own work in the affected portions of the PROJECT to permit testing and evaluation. If asbestos is suspected, CONSULTANT will, if requested, assist OWNER in contacting regulatory agencies and in identifying asbestos testing laboratories and demolition/removal contractors or consultants. If asbestos is confirmed, OWNER will engage a specialty consultant or contractor to study the affected portions of the work and perform all remedial measures. If hazardous substances other than asbestos are suspected, CONSULTANT will conduct tests to determine the extent of the problem and will perform the necessary studies and recommend the necessary remedial measures at an additional fee and contract terms to be negotiated. G. OWNER'S Insurance 1 . OWNER will maintain property insurance on all pre-existing physical facilities associated in any way with the PROJECT. 2. OWNER will provide (or have the construction contractor(s) provide) a Builders Risk All Risk insurance policy for the full replacement value of all PROJECT work, including the value of all on-site OWNER-furnished equipment and/or materials, associated with CONSULTANT'S services. OWNER will provide CONSULTANT a copy of such policy. H. Litigation Assistance The Scope of Services does not include costs of CONSULTANT for required or requested assistance to support, prepare, document, bring, defend, or assist in litigation undertaken or defended by the OWNER. All such services required or requested of CONSULTANT by OWNER, except for suits or claims between the parties to this AGREEMENT, will be reimbursed as mutually agreed, and payment for such services shall be in accordance with Article 3, unless and until there is a finding by a court or arbitrator that CONSULTANT'S sole negligence caused OWNER'S damage. I. Changes OWNER may make or approve changes within the general Scope of Services in this AGREEMENT. If such changes affect CONSULTANT'S cost of or time Page 9 - Agreement for Professional Services [Q)(]JJ[P>[LU~~ TIE (Ql[R1U@U~~[L required for performance of the services, an equitable adjustment will be made through an amendment to this AGREEMENT. J. Services of CONSULTANT Unless this AGREEMENT is modified or terminated, OWNER will have all services specified in this AGREEMENT performed by CONSULTANT, employing CONSULTANT'S standard form and content of drawings, specifications, and Contract Documents, all subject to OWNER's review and approval. ARTICLE 6. GENERAL LEGAL PROVISIONS A. Authorization to Proceed Execution of this AGREEMENT by the OWNER will be authorization of CONSULTANT to proceed with the work, unless otherwise provided for in this AGREEMENT. B. Project Documents Property of OWNER. All work in its original form, including but not limited to documents, drawings, tracings, surveying records, mylars, papers, computer programs, diaries and photographs, performed or produced by CONSULTANT under this AGREEMENT shall be the exclusive property of OWNER and shall be delivered to OWNER prior to final payment. Any statutory or common law rights to such property held by CONSULTANT as creator of such work shall be conveyed to OWNER upon request without additional compensation. Upon OWNER'S approval and provided OWNER is identified in connection therewith, CONSULTANT may include CONSULTANT'S work in its promotional materials. Drawings may bear a disclaimer releasing the CONSULTANT from any liability for changes made on the original drawings and for reuse of the drawings subsequent to the date they are turned over to OWNER. C. Force Majeure CONSULTANT is not responsible for damages or delay in performance caused by acts of God, strikes, lockouts, accidents, or other events beyond the control of CONSULTANT. D. Termination This AGREEMENT may be terminated for convenience by either party with 30 days' written notice, or for cause if either party fails substantially to perform through no fault of the other and does not commence correction of such Page 10 - Agreement for Professional Services ,,,.., '.T'--' ,.k.'......._..._.~, ......--.......,.....-...-....'''...-......-..-.--..-. [Q)l!JJ~D~~ 1J~ (Ql[ffiD@DlM~[L nonperformance within 5 days of written notice and diligently complete the correction thereafter. In the event of termination, CONSULTANT shall perform such additional work as is necessary for the orderly filing of documents and closing of the PROJECT. The time spent on such work shall not exceed ten percent (10%) of the time spent on the PROJECT prior to the effective date of termination. OWNER shall pay CONSULTANT and for all work performed in accordance with this AGREEMENT and all work necessary for filing and closing as described in this section. E. Suspension of Work OWNER may suspend, delay or interrupt all or any part of the work for such time as OWNER deems appropriate for its own convenience by giving written notice thereof to CONSULTANT. An adjustment in the time of performance or method of compensation shall be allowed as a result of such delay or suspension unless the reason for the delay is within CONSULTANT'S control. OWNER shall not be responsible for work performed by any subcontractors after notice of suspension is given by OWNER to CONSULTANT. Should OWNER suspend, delay or interrupt the work and the suspension is not within CONTRACTOR'S control, then OWNER shall extend the time of completion by the length of the delay and the method of compensation shall be adjusted to reflect CONSULTANT'S reasonable increase or decrease in its standard hourly rates. F. No Third-Party Beneficiaries This AGREEMENT gives no rights or benefits to anyone other than OWNER and CONSULTANT and has no third-party beneficiaries. G. Indemnification CONSULTANT acknowledges responsibility for liability arising out of the negligent performance of this AGREEMENT and shall hold OWNER, its officers, agents, and employees harmless from and indemnify the same of any and all liability, settlements, loss, costs and expenses in connection with any action, suit, or claim resulting from CONSULTANT'S negligent acts, or omissions, provided pursuant to this AGREEMENT or from CONSULTANT'S failure to perform its responsibilities as set forth in this AGREEMENT. The review, approval or acceptance by OWNER, or City of Woodburn employees, of documents or other work prepared or submitted by CONSULTANT shall not relieve CONSULTANT of its responsibility to provide such materials in full conformity with OWNER'S requirements as set forth in this AGREEMENT and Page 11 - Agreement for Professional Services . ".- T- , [D)l!JJ~O~ffi\ 1J~ (Ql~O@OIMffi\1L to indemnify OWNER from any and all costs and damages resulting from CONSULTANT'S failure to adhere to the standard of performance described herein. H. Assignment Neither party will assign all or any part of this AGREEMENT without the prior written consent of the other party. OWNER shall have the right to let other agreements be coordinated with this AGREEMENT. CONSULTANT shall cooperate with other firms, engineers or subconsultants on the project and OWNER so that all portions of the project may be completed in the least possible time within normal working hours. CONSULTANT shall furnish other engineers and subconsultants and affected public utilities, whose designs are fitted into CONSULTANT'S design, detail drawings giving full information so that conflicts can be avoided. I. Jurisdiction The law of the state of Oregon shall govern the validity of this AGREEMENT, its interpretation and performance, and any other claims related to it. J. Adherence to Law CONSULTANT shall adhere to all applicable federal and state laws, including but not limited to laws, rules, regulations, and policies concerning employer and employee relationships, workers' compensation, and minimum and prevailing wage requirements. Any certificates, licenses or permits which CONSULTANT is required by law to obtain or maintain in order to perform work described on the Task Orders shall be obtained and maintained throughout the term of this AGREEMENT. K. CONSULTANT'S Warranty; No Waiver of Legal Rights Notwithstanding any acceptance or payments, OWNER shall not be precluded or estopped from recovering from CONSULTANT, or its insurer or surety, such damages as may be sustained by reason of CONSULTANT'S failure to comply with the terms of this AGREEMENT. A waiver by OWNER of any breach by CONSULTANT shall not be deemed to be a waiver of any subsequent breach by CONSULTANT. Page 1 2 - Agreement for Professional Services "'" [Q)!UJ/Pl!Ln~~ 11~ (D)/R{n@n~~[l L. Attorneys Fees In the event a suit or action is instituted to enforce any right guaranteed pursuant to this AGREEMENT, the prevailing party shall be entitled to, in addition to the statutory costs and disbursements, a reasonable attorneys fee to be fixed by trial and appellate courts respectively. M. Notices All notices required under this AGREEMENT shall be delivered by facsimile, personal delivery, or mail and shall be addressed to the following persons: Daria Wightman Project Administrator CH2M-HiII 825 N.E. Multnomah Suite 1300 Portland, Oregon 97232 Mr. Frank Tiwari Public Works Director City of Woodburn 270 Montgomery Street Woodburn, Oregon 97071 Fax No. (503) 982-5244 N. Severability and Survival If any of the provisions contained in this AGREEMENT are held for any reason to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability will not affect any other provision, and this AGREEMENT shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. Articles 4, 5, and 6 shall survive termination of this AGREEMENT for any cause. ARTICLE 7. ATTACHMENTS, SCHEDULES, AND SIGNATURES This AGREEMENT, including Task Orders, constitutes the entire AGREEMENT, supersedes all prior written or oral understandings, and may be changed only by a written amendment executed by both parties. The following Task Order is hereby made a part of this AGREEMENT. Task Order No. 1 - Predesign of a Poplar Tree Water Reuse System, and permitting assistance including temperature and mixing zone issues. Page 13 - Agreement for Professional Services --.-r."'.-'---"--.."."""-""-" ...."...,.,......--..-..---... lQ)Q))~U((;~ 1JIE (Q)IR{U@UMlL IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed in duplicate by their respective authorized officers or representative as of the day and year above written. By: CITY OF WOODBURN BY:~~A~ Nancy . Kirksey, Mayo Attest: /lh ~-:sf- City R~ Approved as to Form: City of Woodburn m~#v:::J N. Robert Shields Page 14 - Agreement for Professional Services -. 'T-"-">'" Task Order No.1 Predesign of Poplar Tree Reuse System and Permitting Assistance Including Temperature and Mixing Zone Issues Subject: ORIGINAL CONTRACT to furnish professional services to the City of Woodburn, Oregon, for implementation of a Poplar Tree Reuse System and Permitting Assistance Including Temperature and Mixing Zone Issues dated Upon execution of this Task Order by the City of Woodburn (OWNER) and CH2M HILL (CONSULTANT) in the space provided below, this Task Order will serve as authorization for the CONSULT ANT to carry out and complete the services as set forth below in accordance with the referenced Contract between the OWNER and the CONSULTANT. A. Understanding, Approach, and Purpose Over the past 4 years, Woodburn has invested a great deal of time and effort to develop a well-conceived facilities plan to deal with two significant community challenges: . Meeting total maximum daily load (TMDL) restrictions for the Pudding River, which require the most stringent ammonia control in the Northwest . . Providing adequate treabnent capacity to meet the community's existing residential and industrial needs and future growth Woodburn's approach to these complex issues has been innovative and sensitive to the environment. A cornerstone to the OWNER's innovation is the implementation of a poplar tree water reuse system. On the basis of a preliminary study and implementation of a demonstration site in 1995 and 1996, it has been determined that the installation of a treated wastewater land application system using poplars has several advantages. These advantages include, but are not limited to: . Providing an alternative to Pudding River discharge by land applying secondary treated effluent during the critical discharge months of July and August . Providing aesthetically pleasing habitat that is attractive to both wildlife and area residents . Production of a renewable resource . Providing an opportunity for land application of biosolids and yard debris The OWNER has requested the CONSULTANT to provide the services associated with the implementation of a Poplar Tree Water Reuse System (Reuse System) and to provide permitting assistance including addressing new temperature regulations. The OWNER has retained Brown and Caldwell Consultants (BCC) to provide design and construction services associated with their recommended upgrades to the Woodburn Wastewater Treabnent Plant (WWTP). Both BCC and CONSULTANT teams will coordinate efforts to provide a unified system. The key project objectives are: I:\WOOOBURN\ 131395\WDBRNT01.DOC 214197 .-'1' CllY OF WOOOBURN-POPLAR TREE WATER REUSE TASK ORDER No. 1 · Determine the agronomic rate for poplar irrigation with effluent. · Establish a plantation of 3-year-old poplar trees for agronomic irrigation by the required time of compliance. · Optimize the size of the full-scale system. Test implementation of higher than agronomic irrigation rates over the existing high nitrate plume. . Test two different tree spacings. · Modify location of sprinklers to facilitate operation and maintenance · Analyze bioso1ids land application options for long-term use. Analyze for 100 acres adjacent to plant only. Include analysis of dry cake biosolids application and liquid application by separate irrigation system or liquid spreading. · Conduct an analysis to determine appropriate land application of dry cake biosolids for interim use. . Develop an Effluent and Biosolids Management Plan. · Provide assistance in securing appropriate permits from Oregon Department of Environmental Quality (DEQ). · Develop a Temperature Management Plan to address temperature regulations. . Deliver project on time and on budget. . Develop an education outreach and involvement program to maintain community awareness, involvement, and long-term support for the project. · Implement a sound operations, maintenance, and management strategy for the water and biosolids reuse system to ensure long-term compliance. The CONSULTANT has designed the approach for achieving these stated goals and objectives in three distinct phases: · Phase I: Predesign of Poplar Tree Water Reuse System, Preparation of Management Plan, Continuing Community Awareness and Involvement, NPDES Permitting Assistance Including Temperature (Covered in this Task Order No.1) · Phase II: Final Design, Bidding, Construction Management, and Startup Services Associated with a Contractor Built System · Phase ill: Operations, Maintenance, and Management Assistance The objective of Phase I is to develop a predesign (approximately 30-percentfinal design) of the full-scale Reuse System. The predesign will be done in close coordination with the activities associated with the treatment facilities in order to ensure an optimum design and proper basis for the design criteria. NPDES permit negotiations will be included as part of the predesign. In addition to the predesign activities, an effluent and biosolids management plan and temperature management plan will be prepared for submittal to DEQ in support of the NPDES permit. Phase I will also include a continuing effort in community awareness and involvement in the development of the Reuse System. I:\WOODBURN\ 131395\WDBRNT01.00c 214197 2 CITY OF WOOOBUAN-POPLAA TREE WATER REUSE TASK ORDER No. 1 The objective of Phase II is to design and construct the Reuse System Phase II may also include groundwater monitoring effort if required by DEQ. The details of the work scope and fee will be included in future task orders. The objective of Phase III is to provide the appropriate services to ensure short- and long- term reliability and compliance at the Reuse System site. The details of the work scope are not included in this task order and will be drafted during Phase II. B. Scope of Services The specific services to be provided in Phase I are broken into the following tasks: · Task 1-Predesign of Full-Scale System · Task 2-Preparation of Effluent and Biosolids Management Plan and Work Plans for Site Characterization and Monitoring · Task 3--Pub1ic Education, Outreach, and Involvement · Task 4-NPDES Permitting Assistance · Task 5-1997 Demonstration Site Operations, Management, and Maintenance · Task 6--Project Management The following summarizes the activities associated with each of these tasks. Task 1-Predesign of Full-Scale System The predesign effort, featuring a 30-percen~ design effort, will provide the information required to develop final design criteria, layout and sizing, and refinement to the cost estimate for the construction of the full-scale Reuse System. The scope for the predesign includes components of the Reuse System, including the pump station wet well, the trees and irrigation system. Associated electrical wiring and yard piping are also included in this scope. Consistent coordination with the treatment plant design will facilitate project development. The following key tasks will be performed: · Ongoing coordination with treatment plant design and project optimization · Preliminary evaluation of drainage versus increased land size · Definition of permit, regulatory, and design criteria · Identification of suitable sites · Detailed investigation of selected site (s) · Predesign of project components · Development of an implementation plan · Refinement of construction cost estimates · Identification and evaluation of funding sources · Value engineering I:\WOODBURM 131395\WOBRNT01.DOC 2/4197 3 ~-'T" . CITY OF WOOOBURN-POPLAR TREE WATER REUSE TASK ORDER NO.1 Task 1.1 Ongoing Coordination with Treatment Plant Design The objective of this task is to ensure proper communications regarding the incorporation of the Reuse System into the treatment plant design. Twelve meetings with CONSULTANT representative or fewer meetings with two Consultant representatives are included with BCC and OWNER staff to discuss project objectives, treatment strategies, predesign issues, and final design criteria for the Reuse System. The OWNER may not need to attend all twelve coordination meetings, but may do so at their discretion. Specifically, coordination will be required regarding treatment strategies to determine final flows and water quality to be used in sizing of the Reuse System site, and biosolids quantity and quality used in the land application of the biosolids within the tree plantation. A memorandum outlining flow and water quality issues will be prepared and sent to a BCC and OWNER representative. The CONSULTANT will proceed with full-scale predesign after receiving comments and direction from the OWNER. Additionally, because the scope of the Reuse System entails each project component of the system (from the pump station sump to the field), predesign issues such as yard piping and electrical supply will need to be coordinated because these are also required for the Reuse System. Electrical coordination considerations include but are not limited to ensuring proper location of the service and sizing of the electrical demand associated with the Reuse System. Yard piping includes the piping from the sump to the field, and will be partially located within the treatment plant yard. Coordination issues include ensuring no interference with other yard piping associated with the treatment plant. These coordination issues will be ongoing. Activities Task 1.1.1 Planning Meetings with BCC and OWNER Task 1.1.2 Review of Water and Biosolids Quality and Quantity Projections Task 1.1.3 Ongoing Meetings and Coordination with BCC (12 meetings at 4 hours each or equivalent) Oeliverables · Memorandum of understanding on quantity and quality projections to be used in the final design of the Reuse System. Scope of OWNER Services · Attend two meetings (and other coordination meetings as needed; not more than nine) · Timely review of draft flows and water quality memorandum Task 1.2 Preliminary Evaluation of Drainage Versus Increased Land Size DEQ is currently in the process of determining whether or not the OWNER will have problems with the temperature-based water quality criteria. There is a possibility the OWNER will be required to reduce discharges during times in June through September because of temperature concerns. The original design for the Reuse System was to eliminate discharges in July and August. The land base required for the Reuse System would need to be increased to address the June and September months of application required or an underdrain system could be installed over the original land size that could potentially collect the drain water for discharge back to the river system. It is believed the I:\WOODBURN\ 131395\wDBRNT01.DOC 214197 4 '.'. 'Too.. CITY OF WOODBURN-POPLAA TREE WATER REUSE TASK ORDER No. 1 temperature of the water collected in the drains would be below the temperature water quality criteria. In order to determine the appropriate alternative to implement, a preliminary evaluation of a drainage system versus increasing the land acreage to deal with the June and September months of irrigation will be conducted. An initial technical feasibility evaluation of the drainage system will be performed. If the drainage system appears to be technically feasible, a conceptual design of a drainage system for the original land required will be developed and an order-of-magnitude construction cost estimate performed. The land base required for the June and September flows will be determined and order-of-magnitude costs for the Reuse System will be used to estimate the increased construction costs for more land. Based upon the construction cost estimates, a comparison between the two alternatives will be made and a recommendation formulated. Activities Task 1.2.1 Technical Feasibility and Conceptual Design of System with Drainage System Task 1.2.2 Conceptual Design of System without Drainage System Task 1.2.3 Order-of-Magnitude Construction Costs Task 1.2.4 Preparation of Technical Memorandum Task 1.2.5 One Review Meeting Oeliverables · Technical memorandum summarizing findings Scope of OWNER Services · Determine general location of full-scale system Task 1.3 Review Site Selection and Conduct Detailed Site Investigation It is assumed that a preliminary site selection process is being performed by the OWNER and the desired property for the full-scale Reuse System is under negotiations. The objective of this task is to review the general area desired and perform a preliminary site visit and detailed site investigation to identify the specific areas to be used. One meeting is planned with the OWNER to discuss the desired planting locations at the site, overall land siting objectives and criteria, and specific detailed investigations to be performed. The detailed investigation is to collect data to characterize the site and define the criteria relating to design, site monitoring elements, and operations of the site. The detailed investigations will include field and laboratory analyses describing the soil (test pit description, sampling and analysis, infiltration testing, data interpretation), groundwater analyses (levels, gradients, and quality), and identification of utility interference. Soil test pits will be dug with a backhoe (backhoe operations provided by the OWNER) at eight (8) locations within the selected site. This number assumes the site is relatively uniform. Twenty four (24) composite samples will be obtained from the pits and sent to a laboratory for analysis of chemical and physical parameters and field capacity. Six (6) replicated infiltration tests will be performed to determine the infiltration rate for the site. It is assumed no wells will be installed at this time. Hydrogeologic investigations will be performed by reviewing existing information. Utility information will be obtained from existing as-built plans provided by the OWNER and one site visit. It is assumed that detailed utility locations (profiles and potential intefference) will be defined later during design activities. A base map will be prepared for I:\WOODBURN\ 131395\WDBRNT01.00c 214197 5 --T' CITY OF WOOOBURN-POPLAR TREE WATER REUSE TASK ORDER No. 1 use in the predesign activities. Existing aerial photography provided by the OWNER will be reviewed along with topographic maps. Activities Task 1.3.1 Site Selection Planning Meeting Task 1.3.2 Review of Background Data Task 1.3.3 Prepare Base Map Task 1.3.4 Conduct Preliminary Site Visit Task 1.3.5 Conduct Soils Investigations Task 1.3.6 Conduct Hydrogeologic Investigations Task 1.3.7 Collect and Review Existing Utility Information Task 1.3.8 Prepare Technical Memorandum Deliverables · Laboratory results of soil sampling efforts · Technical memorandum summarizing findings . Base map Scope of OWNER Services · Determine general location of full-scale system · Perform preliminary site selection process and provide aerial photography · Provide backhoe and operator for 8 test pits Task 1.4 Define Reuse Regulatory and Design Criteria for Poplar Tree Irrigation The objective of this task is to document the overall design criteria for the full-scale Reuse System to meet regulatory and permitting requirements. The overall design criteria for the Reuse System will include project objectives and goals; code requirements; reuse permitting requirements; OWNER's operational, maintenance, and other design preferences; treatment plant pump station design information; operational data from the poplar tree water reuse demonstration project; and standards for key facility components. It is assumed one meeting is required between the CONSULTANT, OWNER, and DEQ staff to discuss specific reuse permitting requirements. It is assumed that four meetings with the OWNER will be required in preparation for meeting with DEQ. Additionally, the allowable loading rate to the site will be discussed with the OWNER and DEQ. High rate application over the existing nitrate plume is approved for evaluation by the OWNER and will be reviewed with DEQ. It is assumed the two meetings will be required to get a DEQ decision. The actual rate will be evaluated during predesign in conjunction with agronomic rates to show the sensitivity of site size to these two loading rates. The predesign includes the cost for developing water balances for the high rate, equipment layout and sizing, and meetings with DEQ. An additional meeting will be held with the CONSULTANT and OWNER to go over the OWNER's operational, maintenance, and other design preferences; review preliminary design criteria information on sizing of land; demonstration project results; and standards for key components of the system. A final technical memorandum will be prepared to document the final criteria to be used in the design of the system. This memorandum will be distributed to OWNER staff for their information. I:\WOODBURN\ 131395\WDBRNT01.DOC 214197 6 -"'T--" _'____00_..." .... ,,-,,_.~~"~ ..",.,~-_........._- CITY OF WOOD8UAN-POPLAR TREE WATER REUSE TASK ORDER No. 1 Activities Task 1.4.1 Meetings with OWNER in preparation of DEQ meetings and DEQ meetings Task 1.4.2 Design Criteria Meeting with OWNER Task 1.4.3 Review of Demonstration Site Operational Results Task 1.4.4 Conduct Hydraulic and Loading Rate Analysis (beneficial and high rate) Task 1.4.5 Standards for Key Facility Components (sprinklers, filters, etc.) Task 1.4.6 Prepare Design Criteria Technical Memorandum Deliverables · Meeting notes from planning meeting with DEQ · Meeting notes from design criteria meeting with the OWNER · Design criteria technical memorandum Scope of OWNER Services · Attend 4 meetings to prepare for DEQ meeting · Attend 2 DEQ meetings · Timely review of design criteria technical memorandum Task 1.5 Predesign Activities, Documents, and Cost Estimates The objective of the predesign activities is to prepare the predesign (30-percent design) drawings and cost estimates for the full-scale system. The CONSULTANT will draw upon its in-depth knowledge accumulated over the past 8 years from other systems and the existing prototype at Woodburn to refine the characteristics of the Reuse System. Layout, sizing, and material and equipment selection will be performed for each component in the system. No specifications or standard details will be provided at this stage. The predesign documents will be developed for two construction phases: Phase I for the existing treatment plant capacity of 3.3 million gallons per day (mgd) and Phase II for the remainder capacity at buildout up to 5.1 mgd. Based u'pon the final layout and sizing, the CONSULTANT will prepare schematic design sheets for the pipeline and application distribution system, pump and filtration system, biosolids application system, electrical system, and monitoring and control system. The future WWTP facilities will have ultraviolet (UV) disinfection in place of the existing chlorine contact chamber. Predesign of the Reuse System pump station will need to consider a pumping station in parallel with the UV facility. The Reuse System will be designed to use chlorine and UV disinfection. In addition, sodium hypochlorite will be needed for periodic cleaning of the irrigation system lines. Coordination with BCC will be required for proper location and connection to the planned facilities. A budget level cost estimate will be prepared from the predesign sheets and an implementation strategy will be presented for final development of the system. . As part of the pre design of the Reuse System, the CONSULT ANT will perform an alternatives analysis for long-term beneficial reuse of the liquid biosolids (Class B) on the planned 100 acres near the plant from the facultative lagoon planned for theWWTP expansion. It is assumed that three alternatives will be evaluated (Alternative I-Separate irrigation system; Alternative 2-Liquid spreading; Alternative 3-Dry cake spreading) and will address the amount of biosolids that can be reused on the planned 100 acres near the plant. The potential biosolids application into the effluent irrigation system may be addressed in a future scope of services contract. It is assumed the solids removal facilities, 1:\WOODBURN\131395\WDBRNT01.00c 2/4197 7 . --"1 CITY OF WoooeUAN-POPLAR TREE WATER REUSE TASK ORDER NO. ' day tank, and booster pump at the day tank are included in BCC's contract. BCC will provide biosolids quantities and quality for this analysis. An analysis of dry cake bioso1ids will be conducted for interim use. This assumes the interim solids application will be reused on the planned 100 acres near the plant. Application of dry cake biosolids is assumed to be by manure spreader only. The City's existing manure spreader will be compared with a smaller manure spreader for optimizing tree spacing and overall cost-effective management. A draft predesign report will be prepared for the OWNER'~ review and DEQ submittal. It is assumed that only one review period is required to finalize the report. After the review process, appropriate comments will be incorporated into a final predesign report. Ten copies of the draft and final will be provided. The predesign will draw heavily on the Woodburn prototype system (prototype), using design criteria as revised based on prototype operations, maintenance, and monitoring and DEQ input. Design criteria and assumptions of the predesign are identified in Table 1. These criteria may change during predesign. Meet with OWNER to initiate the evaluation, meet to discuss draft, and meet to review final report. Activities Task 1.5.1 Development of Tree and Site Layout Task 1.5.2 Predesign of Irrigation System Task 1.5.3 Predesign of Pump Station, Filters, and Conveyance System Task 1.5.4 Predesign of Monitoring and Control System Task 1.5.5 Preparation of 30-Percent Design Drawings Task 1.5.6 Biosolids Application Evaluation Task 1.5.7 Budget Level Estimates on Construction Costs Task 1.5.8 Development of Implementation Plan Task 1.5.9 Preparation of Predesign Report Task 1.5.10 Three Meetings at Woodburn Oeliverables · Draft of tree and site layout · Schematic design drawings (30-percent level) · Alternatives analysis for biosolids application on first 100 acres · Draft and final predesign report · Budget level cost estimate for full-scale system Scope of OWNER Services · Timely review of draft predesign report · A ttend three meetings Task 1.6 Identification and Evaluation of Funding Sources The objective of this task is assist the OWNER with identifying and evaluating potential funding sources for the Reuse System. Funding sources from state and federal agencies will be explored and contacts made to determine amount of funds available and conditions required to secure the funds. In addition, the CONSULTANT will assist the OWNER in securing funding assistance for the demonstration program planned for the biosolids 1:IWOODBURNI131395IwDBRNT01.DOC 2/4/97 8 .-qT~. CITY OF WOOOBURN-flOPLAR TREE WATER REUSE TASK ORDER No. . pasteurization and injection systems. A total of six meetings will be held with the OWNER, funding groups, and/or interested parties. Activities Task 1.6.1 Funding Research and Summary of Potential Sources of Money Task 1.6.2 Preparation for Meetings Task 1.6.3 Meetings with Owner, Funding Groups, and! or Interested Parties Deliverables · Memorandum on available funding sources Scope of OWNER Services · Attend up to six meetings Task 1.7 Value Engineering (VE) Activities The objective of this task is to perform a value engineering review of the predesign to ensure constructibility, verify design parameters and final sizing and layout of facilities, and confirm proper coordination with WWTP facilities. It is assumed the VB team will consist of members from CONSULTANT, BCC, and OWNER. The review will consist of three meetings of 4 hours each at approximately lO-percent design. The CONSULTANT Project Manager and Senior Advisor will also be included on the BCC VB team for 10- percent and 50-percent review to ensure full coordination. This effort was assumed to be 10 meetings at 4 hours each. Activities Task 1.7.1 Prepare Memorandum on Objective of VE Review to VE Team Task 1.7.2 VB Team Meeting to Review Comments and Attend BCC VB Reviews Task 1.7.3 Prepare Memorandum Presenting Comments to Incorporate into Final Predesign Deliverables · Objective memorandum · Memorandum on comments to incorporate Scope of OWNER Services · Participation in VE meeting I:\WOODBURN\131395\WDBRNT01.DOC 9 214197 CITY OFWOODBURN-POPLAR TREE WATER REUSE TASK ORDER No. Component Table 1 Assumed Design Criteria for Contracting Purposes. Criteria Pump station wet well structure - Capacity to allow acceptable pump cycle times as regulated by the ...______..................__.._.....................,._..............._____..!:':~~~_~~..~~.~.':':.~~.I.~~.!~E_.~~~.P.~~!.':~.................................................................................. Housing for switch gear and - Simple low-cost building that is compatible with WWTP architecture motors ...p~p.;q;:;ip~~;;t.....................................:..R~i"~~.t~.~~i;.ti;;g.~~;:;~~.p;:;~p....,-......................-............................................................. - Phased for phase 1 treatment plant volume (3.3 mgd) and for treatment plant full-scale buildout (5.1 mgd) - Assume predesign of 4 pumps (Le., Phase 1- one at 1 mgd, two at 1 mgd (one redundant); Phase 11- one at 2 mgd) - One redundant unit of largest capacity ..................-.............-............................................~..9.~~..Y.~E~~~!~..~p.':':~~.~~~~.~~.5.?!:':~E~!..~~!..~~!~.~........................................................ Filter equipment .. Phased for present treatment plant volume and for treatment plant full- scale buildout .. One redundant unit of largest capacity ........................................................................._..::.~~~~.!~..~~~.~.~.P.~~p..~.~P.~9.!Y..........~............................................................................... Existing plantation headworks .. Relocate ...~.?!.':!E~!!.~~...._............................................_..:.~.~p.~!.':~.!?..~~~~~.P.~.~P.5?P.~E~.~.?.~.~~.~~!~..~~!~~................................................ Biosolids application - Class B biosolids - Applied only on City controlled property (near plant) - Applied either through separate irrigation system, liquid spreading, or ..............._.........__m.._............._.m...'...................._.~ry..~~~~.~p.~~~.~!.~g........................._................._...................................................................... Effluent main lines - Two parallel main lines, 3.3 mgd Phase I and sized for additional buildout capacity Phase II .. Extend both beyond plant site in Phase I, blind flanging off the Phase II main line ........................................................................._..::.!?!~!:!!.~.!.?!..~~!.!~~~.?::.~~.~~p.~.~~.~~!Y................................................................................... Field distribution manifolds - Four fields per manifold and 1 mgd per field during normal use. - Phase I would have two manifolds to allow rest time for fields and maintenance and operation issues -Phase II would have one additional manifold ...................................................................................-.......................................................................................................................................................................................... Infield application system - Based on prototype with revisions as learned through operations of the prototype. Predesign activities assume a Micro-spray irrigation system - Submains will be minimized .. All pipe and tube will be sized for greater than 1 foot per second velocity .. Looped automated flush system - Drip perimeters and buffers at minimum one row wide; will include an ........................................................................._....~~~~.!~~!:':~!..~.~~!.I..~.~.~.?f.~!!~!..~~~..~E~~.P.~~~~.~.?..~p.!.~y..~~~.~~....................... Tree selection - Tree selection and layout will be based on results from the prototype ...............................................................................~.~~.~.~~!.!~.?!:':~!..~!.':&?~.~K~~.~.~!.~~.~.!.~~9.~~.!~~.~!~~.~~~~.!~.~.~~.~~~............ Monitoring equipment - Monitoring equipment will be based on criteria developed in the effluent and biosolids mana~ement plan (may include temperature) i:\WOOOBuRN\ 131395\WOBRNT01.00c 214197 10 CITY OF WOOOBUAN-POPu\R TREE WATER REUSE TASK ORDER NO. ' Task 1.8 Soil Moisture and Properties Collection Improvements The objective of this task is to calibrate the time-domain reflectometry (TDR) probes at the demonstration site to actual soil moisture. To do this, the bulk density and gravimetric (weight/weight) moisture content of the soil must be determined. This must be performed throughout the 8-foot profile. Two soil pits will be dug, and 20 undisturbed soil cores (two replications per TDR depth interval) from each pit will be taken and sent to the lab for moisture content and bulk density testing. A reading from each probe will be made at the same time the samples are collected to correlate the TDR readings with the actual volumetric moisture content of the soil. Soil moisture release curves and saturated hydraulic conductivity of the undisturbed soil cores will also be determined. It is assumed the backhoe work to dig the test pits will be provided by the OWNER. Activities Task 1.8.1 Coordination Task 1.8.2 Site Investigations, TDR Readings, and Collection of Samples . Task 1.8.3 Coordination of Lab Analysis of Samples Task 1.8.4 Review, Evaluate, and Document Results Oeliverables · Memorandum on results · Calibration of TDR probes Scope of OWNER Services . Backhoe work Task 2 -Preparation of Effluent and Biosolids Management Plan and Work Plans DEQ requires submittal of an effluent and biosolids management plan for all wastewater reuse systems. The objective of this task is to prepare the appropriate documents to be submitted as support to the NPDES permit. The following key tasks will be performed: · Management plan meeting with DEQ · Preparation of effluent and biosolids management plan · Work plans for site characterization and monitoring plan · Submit plan in workshop with DEQ . Prepare and submit responses to DEQ questions Task 2.1 Management Plan Meeting with DEQ The objective of the kickoff meeting is to go over project goals, present pertinent design information, discuss preliminary results of test site operations, and determine specific requirements for the effluent management document. One meeting is planned with DEQ OWNER, and CONSULTANT staff. The CONSULTANT will prepare summary notes for the meeting. This information will assist in developing an outline for the effluent management plan and understanding of key dates in the permitting process. This meeting will occur approximately half-way through Task 1.4 so the design is well defined but still at a point that DEQ comments can be incorporated. J:\WOODBURN\ 131395\WOBRNT01.ooc 214197 11 CITY OF WOOOSURl+-l'OPLAR TREE WATER REUSE TASK ORDER No. Activities Task 2.1.1 Preparation of Presentation Material for Meeting Task 2.1.2 One Meeting with DEQ and OWNER Task 2.1.3 Summarize Pindings in Meeting Notes Deliverables . Presentation material . Meeting notes Scope of OWNER Services . Attend one meeting Task 2.2 Preparation of Effluent and Biosolids Management Plan An outline of the management plan will be prepared and submitted to the OWNER for review. Based upon the kickoff meeting and review of the guidelines, the effluent and biosolids management plan will be prepared. Specific information anticipated to be required for the plan are soils and hydrogeologic findings at the site, hydraulic and nutrient loading rate analysis, operations and monitoring plans, and general design information of key facility components. A draft of the plan will be prepared for review by OWNER staff. Only one review process is anticipated, before a final management plan can be submitted. After the CONSULTANT has received the review comments, the appropriate comments will be incorporated into a final Effluent and Biosolids Management Plan. Activities Task 2.2.1 Outline of Effluent and Biosolids Management Plan for OWNER's review Task 2.2.2 Draft Effluent and Biosolids Management Plan Task 2.2.3 Pinal Effluent and Bioso1ids Management Plan Task 2.2.4 Review meeting with OWNER Task 2.2.5 Coordination with NPDES Permitting Deliverables . Outline of effluent and biosolids management plan . Draft effluent and biosolids management plan for review . Pinal effluent and biosolids management plan Scope of OWNER Services . Timely review of effluent and biosolids management plan outline . Timely review of draft effluent and biosolids management plan Task 2.3 Preparation of Work Plan on Site Characterizations and Monitoring As part of the effluent and biosolids management plan, a work plan associated with the site characterization and monitoring for the high rate application areas is required. A work plan for the site characterization will be prepared to outline for DEQ the specific elements performed in the site characterization. Information provided by other efforts will be reviewed to identify ways to reduce the level of site characterization performed. In addition, a work plan for the monitoring program will be prepared to identify the total monitoring wells required, and their proposed locations will be identified. General I:\WOOOSURN\ 131395\WOBRNT01.DOC 214197 12 ,...-. CITY OF WOOOBURN-POPLAR mEE WATER REUSE TASK ORDER NO.1 parameters to monitor and the monitoring schedule will be outlined. These work plans will be submitted with the management plan for final approval by DEQ. Work related to design and/ or installation of the wells or site characterizations will not occur until DEQ has approved the plan. This additional work, along with the potential need to define the groundwater plume better, will be defined at a later time and be part of the final design or addressed in a change order. Activities Task 2.3.1 Review Existing Site Characterization and Groundwater Information Task 2.3.2 Draft Work Plan for Site Characterization Task 2.3.3 Draft Work Plan for Monitoring Plan Task 2.3.4 Review Meeting with OWNER Task 2.3.5 Final Work Plans Oeliverables · Draft work plans for review · Final work plans for submittal with effluent and biosolids management plan Scope of Services · Timely review of work plans Task 2.4 Submittal Meeting with DEQ Attend a meeting with DEQ to present information supporting the Management Plan and design. This meeting will allow DEQ to ask questions regarding implementation of the Reuse System and specific technical criteria used in the design of the system. Activities Task 2.4.1 Prepare Presentation Materials Task 2.4.2 Meeting with DEQ Task 2.4.3 Prepare Meeting Notes Summary Oeliverables · Presentation materials . Meeting notes summary Scope of OWNER Services . Attend one meeting with DEQ Task 2.5 Final Negotiations with DEQ on Reuse Conditions Approval The CONSULTANT will provide the OWNER with a review of the draft reuse conditions submitted by DEQ and participate in one strategy meeting regarding OWNER's response. The CONSULTANT will prepare a response to the draft conditions based upon the strategy meeting. The CONSULTANT will attend one meeting with DEQ to assist in finalizing the conditions associated with the permit. I:\WOODBURN\ 131395\WDBRNT01.DOC 214197 13 .-.,...- CITY OF WOOOBU~OPlAR TREE WATER REUSE TASK ORDER NO. 1 Activities Task 2.5.1 Meeting with DEQ Task 2.5.2 Review of Draft Reuse Conditions Task 2.5.3 Strategy Meeting with OWNER Task 2.5.4 Draft Response to reuse Conditions Oeliverables · Meeting notes from strategy meeting · Meeting notes from DEQ meeting · Response letter to DEQ on reuse conditions Scope of OWNER Services · Attend one meeting with DEQ · Attend one strategy meeting with CONSULTANT · Provide DEQ comments on effluent management plan · Finalize response to reuse conditions Task 3-Public Education, Outreach, and Involvement Program for Predesign Phase The objective of the public involvement process is to continue to build on the OWNER's theme of "Passport to a Better Environment" by informing the public of the progress of the demonstration poplar plantation and poplar predesign effort. This process will enable the OWNER to educate the public, develop and maintain an excitement about the project, and provide a graphical demonstration of the benefits of this innovative technology. Woodburn is on the cutting edge of natural science and innovative wastewater technology. Citizens will be educated to understand the link between science, technology, and environmental improvements that will enhance the quality of life in the City of Woodburn. The CONSULTANT will provide its assistance to the OWNER to ensure that this policy related technology decision is understood, supported, and promoted. The key tasks associated with the public involvement process are: · Coordination of Outreach Approach · Development of Interpretative Signs · Development of Education Outreach Material Task 3.1 Coordination of Outreach Approach The CONSULTANT can best assist the OWNER in promoting the environmental benefit of this project after an initial brainstorming workshop where detailed project activities and responsibilities are determined. An initial meeting/workshop can assist in defining roles and responsibilities. We have presented some initial thoughts for a public education, outreach, and involvement activities in Tasks 3.2 and 3.3. Activities Task 3.1.1 Strategy Meeting to Discuss Approach Task 3.1.2 Prepare Meeting Notes Summary r:\WOOOBURN\ 131395\WDBRNT01.00c 214197 14 -""'r- . ....-....- .._.- .0.. CITY OF WOOOSURN-POPlAR TREE WATER REUSE TASK ORDER No. . Deliverables · Meeting notes from workshop Scope of OWNER Services · Attend one strategy meeting/workshop · Define roles and responsibilities between CONSULTANT and OWNER Volunteer Task 3.2 Development of Interpretative Signs/Displays Interpretative signage/display at the poplar demonstration plant site will provide information about the unique natural treatment process. The environmental and economic value of the project will be explained to provide a destination for school groups, environmental organizations, and other service organizations as well as for individual citizens. The CONSULTANT will combine its technical and creative capabilities to develop interpretative signage and a weatherproof literature holder. The signs will be prepared in English, Spanish, and Russian. Framework support for the signs will be provided by and installed by the OWNER staff. We propose the installation of two signs in three colors approximately 6 feet by 4 feet with metal enamel painted surface designed to be weather and vandal resistant and require little maintenance. Activities Task 3.2.1 Strategy Meeting to Discuss Interpretative Signs Task 3.2.2 Development of Draft Treatments for Signs Task 3.2.3 Review Meeting with OWNER Task 3.2.4 Final Production of Signs Task 3.2.5 Weather Proof Literature Holder Deliverables · Draft treatment of signs · Two (2) interpretative signs Scope of OWNER Services · Review signs · Install signs and literature holder · Provide freestanding metal frames for signage Task 3.3 Development of Outreach Material Outreach materials will be prepared for WWTP neighbors, county commissioners, county permits, state coordination, school use, and general public awareness campaigns that will enhance environmental understanding by students and the general public. Understanding the information leads to a trusting relationship between the citizenry and the OWNER as the continuation of the poplar project is supported. The attitudes and opinions of local residents/neighbors surrounding the poplar plantation demonstration project are particularly important. It is these people who, if misinformed, can develop antagonistic attitudes toward the project. Recognizing the complexity and sensitivity of potential project stumbling blocks is therefore of critical importance. Likewise, it is important not to alarm the community surrounding the poplar plantation site. Understanding of public health issues is integral to the neighbors' acceptance. To gain the confidence and trust of I:\WOODBURN\ 131395\WDBRNT01.DOC 214197 15 ~.-T- ......^_._"'~.,.,....-..-,,,_._-~_. --"".~._"~..,-,,-- -,.""~ ""'.".""""'" .~.-"._,- . CITY OF WOOOBURN--f'OPLAR TREE WATER REUSE TASK ORDER No. ' project neighbors, we must clearly and completely address neighbor concerns without creating concerns by our initiatives. Therefore, we propose a community tour and workshop to engage area residents in assisting us to develop meaningful materials. If citizens are given meaningful tasks to perform they are more likely to engage and assist the project. Specific outreach materials that will be prepared are: . Curriculum material to be designed for Woodburn schools showcasing the water reuse approach selected by the OWNER as a choice to improve the environment of the Pudding River and the community as a whole. This material will be designed to work synergistically with the interpretative signage. . Fliers/ outreach reports for dissemination of key information to newspapers and the general public. This material will be prepared for weather proof literature holders to be included with the interpretative signage. . Video to be used on local cable access, at schools, and at the WWTP office, providing a general overview of the issues and innovative aspects of the Reuse System . News releases to be used as progress reports throughout the second year of prototype operation, predesign, construction, and Reuse System start-up. Activities Task 3.3.1 Issue Identification with Project Neighbors Task 3.3.2 Preparation of Curriculum Material Task 3.3.3 Preparation of Fliers and News Releases Task 3.3.4 Preparation of Video Deliverables . Curriculum material pack for use in schools and general public awareness campaigns . Flyers/Outreach reports for mailing to newspapers and general public . Video . News releases Scope of OWNER Services . Review of material . Final distribution of material . Provide Spanish and Russian translations. If desired, this task could be a consultant responsibility, but would constitute a scope/fee enhancement. Task 4 -NPDES Permitting Assistance Including Temperature and Mixing Zone The objective of this task is to continue assisting the OWNER with NPDES permitting. The OWNER has submitted a permit application. DEQ is currently performing modeling of the Pudding River to update the TMDLs and is developing a draft permit. The continued assistance will consist of ongoing negotiations with DEQ,review of draft permits, and preparation of support documentation for DEQ and Oregon Environmental Quality Commission (EQC) approval. I:\WOOOBURN\ 131395\wOBRNT01.DOC 214197 16 ---r- CITY OF WOOOBUA/II-POPlAR TREE WATER REUSE TASK ORDER No. To negotiate permit conditions, review DEQ modeling results, and discuss permit review comments, it is assumed that attendance at up to eight (8) DEQ meetings will be required. Meeting notes will be summarized and distributed to attendees. It is assumed that meetings with OWNER staff to prepare for the DEQ meetings will also occur. NPDES permit application support documentation addressing temperature, mixing zone dilution waiver, mixing zone using full width of stream, mass load increase, and metals effects on fish and Pudding River will be provided. Support includes.iield survey, Oregon Department of Fish and Wildlife (ODPW) and interagency meetings, and environmental assessment of Pudding River. Support documentation includes Pudding River field work (at the outfall location), and aquatic impacts assessment. A biological study to address the mixing zone using the full width of the Pudding River for dilution will focus on whether or not the mixing zone will impede upstream anadromous fish passage in areas downstream from the existing effluent outfall, based on existing ODPW classification of this segment of the Pudding River as supporting anadromous fish passage, but not containing documented use of potential anadromous fish spawning and rearing habitat. The study will place particular emphasis on salmonids. It is assumed that the Biological Assessments pursuant to the Endangered Species Act will not be required. Background information on the Pudding River will be compiled. Consultations with ODPW and DEQ staff will be conducted by telephone. The data collected will be analyzed in terms of dilution waiver, mass load increase, temperature, mixing zone, and specific metals. A draft and final technical memorandum will be prepared summarizing the results The technical memorandum will be approximately 20 to 30 pages. This analysis is based on the following assumptions: 1. The analysis contains conceptual fish mitigation 2. No aquatic resource sampling needs to be conducted 3. A water quality monitoring program is not included 4. Access to the properties, during the field work, is facilitated by the City 5. No environmental modeling is required 6. No review of the lMDL model will be conducted 7. Any water quality sampling will be conducted by the City 8. Field survey is reconnaissance only, similar to modified ODPW field surveys. The draft permits developed by DEQ will be reviewed. It is assumed there will be three (3) permit iterations, and three (3) meetings with City staff concerning comments. Written comments will be provided. One Public Hearing and one EQC meeting concerning the Woodburn permit will be attended. Other meetings related to the permit and design will be attended. It is assumed up to five (5) miscellaneous meetings with the City will occur. A draft Surface Water Temperature Management Plan will be prepared assuming discharge to the poplar tree plantation in lieu of demonstrating that the beneficial uses of the receiving stream would not be impacted or affected. (This task would be based on an allowance. This is the first plan in the state to be submitted to DEQ and the level of effort cannot be guaranteed at this time.) Coordination with other agencies is included in this allowance. The surface water temperature management plan will be developed to the extent that budget is available. J:\WOODBUAN\ 13139S\WDBRNT01.DOC 17 214197 ~"'-'-"--'---".'~"~"""""'''.' -<- ._~~~,_..",.,------. CITY OF WOOOBUAN--f'OPLAR TREE WATER REUSE TASK ORDER No. . As part of the temperature management plan, the WWTP facilities will be analyzed for temperature impacts to the treatment plant effluent. A plan for minimizing temperature increases through the treatment facilities will be developed. A brainstorming meeting will be held with plant staff, BCC, and CONSULTANT. City staff will collect field temperature data as needed. A coordination and management subtask is provided to include the overall coordination not aligned with any subtask and associated with Task 4. Activities Task 4.1.1 Attendance at Eight DEQ Meetings on Permit Issues and Preparation of Meeting Notes; Attendance at eight Meetings with OWNER staff to Prepare for DEQ Meetings Task 4.1.2 Preparation of NPDES Support Documentation including Field Survey, Environmental Assessment, Mixing Zone, and NPDES Support Documentation Report (Draft and Final) Task 4.1.3 Review of 3 Draft Permits Issued by DEQ and Written Responses to Draft Permits. Attendance at permit strategy meetings Task 4.1.4 Public Meeting and EQC Meeting Attendance Task 4.1.5 Miscellaneous Meetings with OWNER Staff and Other Consultants (five Meetings) Task 4.1.6 Preparation of Draft Surface Water Temperature Management Plan Task 4.1.7 Task Coordination and Management Oeliverables . Meeting notes from meetings with DEQ · NPDES permit application support documentation draft and final report · Written comments to NPDES draft permits · Draft Surface Water Temperature Management Plan Scope of OWNER Services . A ttend all meetings . Timely review of deliverab1es · Attend NPDES permit negotiations · Conduct water quality sampling if required Task 5-1997 Demonstration Site Operations, Management, and Maintenance The Woodburn poplar tree demonstration site has been operational for two seasons. During that time, soil, water, and tree data have been collected to evaluate the performance of the demonstration system and guide the development of the full-scale system. In 1997, the trees will be 3 years old. The capacity of the demonstration system at this stage of growth will provide the basis for developing design criteria for the full-scale system. The monitoring and operational adjustments performed in 1997 will provide valuable data for I:\WOOOBURN\ 131395\WDBRNT01.DOC 214/97 . 18 T CllY Of WOOOBURN-flOPlAR TREE WATER REUSE TASK ORDER NO. designing the full-scale reuse system. Based on 1995 and 1996 operational experience and ,the scope and character of the desired full-scale operations, the objectives for the 1997 demonstration site are as follows: . Continue to collect data to support full-scale design and operation of the poplar tree reuse system · Run the system from June 15, 1997 through September 15, 1997 and incorporate sizing requirements that address potential temperature limitations that could disallow effluent discharges to the Pudding River during that period . Replace trees damaged by voles and develop a long-term strategy for controlling voles during full- scale operations . Modify spacing of trees and move the irrigation system into tree rows to improve site maintenance conditions . Test the feasibility of high rate irrigation The following will be included in 1997, as in 1995 and 1996, for the irrigation operation and maintenance program: . Water quality and quantity instrumentation, monitoring, data management, and evaluation . Irrigation application monitoring, operations management, and reporting . Tree system monitoring, tree management and maintenance, and reporting . Preparation of annual report . General coordination, operations management, and meetings The following tasks will be performed in 1997 to enhance the demonstration project and to enable evaluation of alternative designs for the full-scale system: . Move spray irrigation from between tree rows to within tree rows and thin the east block to approximately 6-foot spacing . Evaluate high-rate irrigation Task 5.1 Water Quality and Quantity Instrumentation, Monitoring, Data Management, and Evaluation Water quality monitoring in 1997 will focus on documenting the nitrogen and water movement through the soil profile. To implement this monitoring, the CONSULTANT will install two new nests of lysimeters in the east block (the high-rate irrigation area). These new nests will contain 1ysimeters at depths of 2,4, 8, and 12 feet. The nest of 1ysimeters currently located near the automated time-domain reflectometry (TOR) instrument in the east block contains lysimeters at depths of 4 and 8 feet. Lysimeters will be added to this nest at depths of 2 and 12 feet. Another nest is located in the west block with lysimeters at depths of 4 and 8 feet; this nest will not be expanded. Water samples will be collected from the existing and newly installed lysimeters every 2 weeks unti12 weeks after the end of the irrigation season. The CONSULTANT will perform 1:\WOOOBURN\131395\WOBRNT01.ooc 214/97 19 -"~T- CITY OF WOODBUAN-POPl.AR TREE WATER REUSE TASK ORDER NO. the first two samplings, and the OWNER will continue sampling the 1ysimeters for the remaining period. The water samples will be analyzed for total dissolved solids (IDS), total Kjeldahl nitrogen (TKN), nitrite plus nitrate nitrogen ((N02+N03-N), ammonia (~), chloride (Cl), and sodium (Na). The OWNER's laboratory will be responsible for performing the required tests on the samples. The CONSULTANT will coordinate data management and evaluation of the wastewater effluent quantity and quality data provided by the OWNER and the soil pore water quality data obtained from the lysimeters. As part of the evaluation of the water quality data, the CONSULTANT will compare nitrogen movement through the soil profile in the high-rate irrigation area and in the regular agronomic rate irrigation area Activities 5.1.1 Installation of 10 lysimeters 5.1.2 Collection of two lysimeter samples and training of OWNER in lysimeter sampling 5.1.3 Water quality data management 5.1.4 Lysimeter data evaluation 5.1.5 Effluent water quality evaluation Deliverables . Training for lysimeter sampling . Analysis and summary of data for annual report . Communications via telephone or memoranda Scope of OWNER Services . Collection and analysis of 1ysimeter samples, taken every 2 weeks . Delivery of water quality data to CONSULTANT Task 5.2 Irrigation System Monitoring,.Management, and Training The CONSULTANT will collect soil moisture monitoring information from the manually- operated TDR instrument the first 2 weeks of the irrigation season. The CONSULTANT will train the OWNER to continue the collection of the manual IDR readings weekly for the rest of the irrigation season. The CONSULTANT will collect automated soil moisture readings from the TDR and Enviroscan sensors and will download the data to a spreadsheet on a weekly basis for TDR and montWy basis for Enviroscan during the irrigation season. The continuously automated soil moisture data will be downloaded and evaluated on a monthly basis from October through December 1997. During the irrigation season, both the manually collected and automated soil moisture data will be reviewed on a weekly basis. The information will be used in establishing the proper irrigation schedules during the irrigation season, and for providing estimates on consumptive use from the trees and indicating trends in the soil moisture movement through the soil profile.. In addition, the CONSULTANT will document the amount of water applied to the tree system by downloading the operations data from the central control system to a spreadsheet. 1:\WOODBuRN\ 131395\WDBRNT01.00c 214197 20 --....,.-'---..-. CITY OF WOODBURN-POPLAR TREE WATER REUSE TASK ORDER NO.1 The CONSULTANT will coordinate data management and evaluation of the soil moisture monitoring information and the irrigation system operations. Weekly communications via telephone, will occur with the OWNER. Irrigation schedules will be adjusted over the course of the season to address variations in tree consumption throughout the irrigation season. As a result of the weekly soil moisture evaluation, assistance with up to six irrigation schedule changes will be made over the course of the irrigation season. The owner will be trained in use of the control system and will make the scheduled changes. Before June 15, the CONSULTANT's staff will perform one site visit to start up the irrigation system. This will include closing appropriate drains and isolation valves, reconnecting valve plumbing, and verifying proper system operations and training of City staff in start-up. During the course of the irrigation season, there will also be two site visits to verify proper operation of the irrigation system components. There will be a fourth site visit after the 1997 irrigation season to winterize the system. This site visit will include purging the system components with compressed air to prevent freeze damage and training City staff to winterize The OWNER under the direction of the Consultant will be responsible for operating the system during the 1997 season. As part of the training and technology transfer regarding irrigation operations, the CONSULTANT will provide to the OWNER the computer software necessary to communicate with the ISISTM controller. The CONSULTANT will assist the OWNER with installation of the software on an IBM-compatible computer, equipped with a telephone modem. The software will be installed on the OWNER's computer by the beginning of the irrigation season. The software installed in the OWNER's computer will allow the OWNER to monitor and control the operation of the system. A I-day training session with one OWNER staff member will be performed at irrigation start up to provide an overview of the poplar tree reuse system, explain the field system components and their functions, provide training in the manual system operations, provide training in the automated operations of the system through the ISIST~ controller, direct the start up and winterization procedures, and provide background concerning the common troubleshooting issues. The OWNER will be trained and equipped to operate the system and will perform operations of the irrigation system. The OWNER will begin operations and maintenance with the training at irrigation startup. A summary report on 1997 irrigation operations, management, and maintenance will be incorporated into the annual report prepared by the consultant. Activities 5.2.1 One Site Visit for System Start Up 5.2.2 Training on Irrigation System Operations and assistance with up to Six Schedule Revisions 5.2.3 Four Site Visits to Verify Proper Operation during the Irrigation Season 5.2.4 Collection of Two Samples of TOR Data and Training of OWNER 5.2.5 Automated TOR and Irrigation Application Data Collection 5.2.6 TDR and Irrigation Application Evaluation and Documentation 5.2.7 Training and Technology Transfer in system operations 5.2.8 One Site Visit for Irrigation Winterization and training in Winterization 5.2.9 Summary Reporting I:\WOOOBURNI131395\WDBRNT01.ooc 2/4197 21 ---.....-1.-----'.--'-.. CIiY OF WOOOBURN-POPLAR TREE WATER REUSE TASK ORDER NO. 1 Oeliverables · Monthly data on water applied through September 15, 1997 . Monthly data on soil moisture through December 1997 · Software and training in use · Summary of irrigation operations and maintenance in the annual report Scope of OWNER Services . Staff to participate in training and technology transfer · Operation of the system . Weekly collection of manual TDR readings . Delivery of information to CONSULTANT Task 5.3 Tree System Monitoring and Maintenance The tree system maintenance for 1997 will consist of replanting areas of vole damage, providing one in-row herbicide treatment, and providing direction on the mowing required throughout the year. Tree system monitoring will include soil/plant sampling, analyses, and interpretations; plant growth analyses; and tree data for the annual report. Two soil samples will be collected after the irrigation season by the consultant and the owner will be trained to sample soils. Following the irrigation season, the CONSULTANT will perform a population count, statistical growth measurement for four selected varieties, and collect, analyze, and evaluate four tree tissue samples for nitrogen and nutrient make up. The OWNER will be trained in tree tissue sampling. The CONSULTANT will coordinate data management and evaluation of soil and plant analysis. The CONSULTANT will evaluate and summarize information gathered about the tree system and summarize in the annual report. The Consultant will identify 7- to 10-foot whips to replant in vole damaged areas. The whips will be obtained from the trees removed for density-adjustment thinning in the east block (see Task 5.4). The CONSULTANT will direct the OWNER in the selection of whips by flagging trees To remove during the thinning. The CONSULTANT will also direct the OWNER in the replanting of the selected whips. Herbicide treatments are required to assist in controlling the weed and vole problems. The CONSULTANT will provide the first herbicide spraying and a memorandum describing the desired methods and locations for the applications so the OWNER can provide future spraying. In addition, the CONSULTANT will provide direction to the OWNER on desired mowing. The OWNER will repair sprinkler heads damaged during mowing or other operations. The CONSULTANT will document in a memorandum information and direction to the OWNER for establishing a stool bed for propagation of poplar tree stock from tree cuttings at the beginning of the season. Cuttings harvested from trees removed from thinning can be used for stool bed plantings. OWNER staff will be directed in methods for harvesting cuttings. Activities 5.3.1 Flagging Damaged Trees to Be Replaced 5.3.2 Two Soil Analyses and training in soil sampling 5.3.3 Four Tree Tissue Samples and training in tree tissue sampling 5.3.4 First Time Spraying I:\WOODBURN\ 131395\WDBRNT01.DOC 2/4/97 22 -,.. "--"T" CITY OF WOOOBURN-POPlAA mEE WATER REUSE TASK ORDER No. 1 5.3.5 Direct OWNER in Herbicide Applications and Mowing 5.3.6 Technical Memorandum on Developing Propagation Area for Trees and Cutting Harvest 5.3.7 Two Tree-Related Site Visits and Meetings . 5.3.8 Documentation of Tree System Performance in Annual Report Oeliverables . Direction in collecting 7-foot whips: harvested from trees removed in thinning at the" Woodburn demonstration site . Evaluation of the tree system and summary for the annual report . Memorandum on herbicide applications and mowing . Memorandum on stool bed preparation Scope of OWNER Services . Planting in stool bed and cutting harvest . Mowing . Herbicide applications . V ole control . Repair of damaged sprinkler heads . Tree thinning, whip harvest, and replanting Task 5.4 Irrigation and Tree System Modifications The irrigation system and tree system will be modified to improve site maintenance access. The following are the recommended modifications to the irrigation and tree system in the east block for 1997: . Thinning of the trees to approximately 6 feet along the rows . Moving the sprinkler system into the tree rows . Relocating the soil moisture probes The CONSULTANT will provide direction to the OWNER for removing the existing sprinkler system in the east block. The OWNER will perform the required removing of the existing irrigation ~ystem in the east block. After removal of the irrigation system, the CONSULTANT will provide direction for tree thinning by flagging trees to be cut and directing the OWNER in implementing the thinning. The OWNER will perform the required thinning within the tree plantation. After completion of the thinning, the CONSULTANT will perform herbicide spraying outlined in Task 5.3. The CONSULTANT will then provide direction to the OWNER for moving the existing sprinkler irrigation system to the tree rows. The OWNER will re-install the micro-spray sprinkler system down the row of trees. It is assumed the CONSULTANT will provide two staff members for 2 days during the tree thinning and adjustments to the irrigation system The CONSULTANT will relocate the soil moisture monitoring probes to ensure proper data collection, as necessitated by changes to the tree system. In addition, the CONSULTANT will install a pressure sensor in the system and tie it to the irrigation controller. If the pressure sensor records a low pressure caused by a line break, the system will automatically turn off and a warning light will be activated to indicate shut down of the system. I:\WOOOBURN\ 131395\WDBRNT01.00c 214197 23 -_. .. "-"""'T'." CITY OF WOOOBUAlII-f'OPlAR mEE WATER REUSE TASK ORDER NO.1 Activities 5.4.1 Direct OWNER in thinning of trees 5.4.2 Provide Direction to OWNER for Removal and Re-instalIation of Irrigation System 5.4.3 Adjustments to Soil Moisture Monitoring Probes 5.4.4 Installation of Pressure Sensor, Warning Light, and Control Modifications Deliverables . CONSULTANT staff onsite 2 days to guide OWNER in tree thinning and relocation of irrigation system to tree rows Scope of OWNER Services . Thin trees . Remove and relocate micro-spray system Task 5.5 High-Rate Irrigation Evaluation The 1995 annual report recommended upgrades to the demonstration site. One upgrade was to test the feasibility of applying higher than agronomic rates of water over the site. In 1997 the east block will be irrigated up to 100 percent higher than the agronomic rate. No modifications to the existing sprinkler irrigation system are proposed except that it will be relocated. The high-rate irrigation will be accomplished by increasing the irrigation time of the east block. Irrigation will occur in alternating on/off cycles, evenly spaced over 24. hours. On the west block, irrigation will also occur in alternating on/off cycles, evenly spaced during the day, but over a 12-hour period. Irrigation schedules will be adjusted over the course of the season to address the high-rate application test in the east block. In addition to the six agronomic rate schedule adjustments allotted for the irrigation system, up to four high-rate irrigation schedule changes may be made over the course of the irrigation season. The consultant will advise the owner in irrigation schedule changes. The amount of water applied to the tree system in the high-rate irrigation area will be documented on a monthly basis by downloading operations data from the central control system to a spreadsheet. This water use data and the water quality data from the high-rate irrigation area will be used for the documentation of nitrogen and water movement through the soil profile (see Task 5.1). Activities 5.5.1 Advise on up to 10 Adjustments to the Irrigation Schedule 5.5.2 Collection of Irrigation Application Quantities 5.5.3 High-Rate Irrigation Data Evaluation Deliverables . Evaluation of high-rate irrigation in the annual report Scope of OWNER Services . Adjustment of irrigation schedules . Monitoring for ponding I:\WOODBURN\ 131395\WOSRNT01.00c 214197 24 .~" T..... -...--.. CITYOFW0006UAN-POPtAR TREE WATER REUSE TASK ORDER NO.1 Task 5.6 Preparation of Annual Report An annual report will be prepared by the CONSULTANT to summarize the information gathered during 1997 for the Woodburn poplar tree demonstration site. Specific items discussed in the annual report will be water application, soil moisture monitoring, water quality, plant analyses, soils analyses, estimated nitrogen uptake, and implications for the full-scale design. A draft report will be prepared and five copies sent to the OWNER for review. A review meeting will be held to discuss review comments. Appropriate comments will be incorporated into a final report. Ten copies of the final report will be provided to the OWNER. Activities 5.6.1 Prepare Draft Annual Report 5.6.2 Review Meeting with OWNER and DEQ 5.6.3 Prepare Final Annual Report Oeliverables . 5 copies of draft report . 10 copies of final report scope of OWNER Services . Timely review of draft report . Copy forwarded to DEQ . Coordination with DEQ Task 5.7 General Coordination, Operation Management, and Meetings The CONSULT ANT will participate in six site visits, 4 hours each, to meet with the OWNER and discuss progress at the demonstration site. In addition, weekly coordination meetings via telephone conference calls will be conducted to coordinate and manage the execution of the work, discuss the evaluation of the information, and address required adjustments to work performed at the demonstration site. Activities 5.7.1 Weekly Coordination Meetings (Telephone Conference Calls) 5.7.2 6 Site Visits and Meetings with OWNER 5.7.3 General Management Oeliverables . None Scope of OWNER Services . Meet with CONSULTANT during six site visits · Be available for weekly conference calls I:\WOODBURN\ 131395\WDBRNT01.DOC 214197 25 --.., ~'_....._.._.. CITY OF WOOOBUR'f-POPlAR TREE WATER REUSE TASK ORDER NO. 1 Task 6-project Management This task includes project management activities to guide the execution of the work and to monitor performance against accepted budget and schedule. Project management will also include general coordination and communication with the consultant team, the OWNER, and other interested parties, and administration of the CONTRACT. The invoices will show for each task the staff names, hours, and cost per person, expenses, fee remaining, and surrimary of budget. Format will be similar to that used for the Woodburn Wastewater Facilities Plan. Activities Task 6.1.1 Prepare Brief Project Management Plan (PMP) Task 6.1.2 Hold project kickoff meeting Task 6.1.3 Prepare Monthly Status Reports with Percent Complete and Progress to Date Task 6.1.4 Perform General Project Management Activities (Le., Team Supervision, Coordination, Meetings,' Track Progress and Monitor Budget and Schedule, Manage Quality Control) Task 6.1.5 Administer the CONSULTANT and OWNER CONTRACT Deliverables . Project management plan . Monthly status reports . Invoices by staff hours and dollars by task (format to be defined by OWNER and CONSULTANT) Scope of OWNER Services . Timely approval of invoices . Review of management plan and progress reports . Timely communication of concerns about progress report c. Additional Scope of OWNER Services ." The OWNER will provide the following services in addition to the general services defined in the original contract and the specific services defined in each task: . Give thorough consideration to all reports, schedules, budgets, and other documents presented by the CONSULTANT, and inform the CONSULTANT of all decisions. . Advise the CONSULTANT of changes or additions needed to satisfy the program objectives so that Consultant may prepare modified scope and budget. . Coordinate communications with other OWNER departments, consultants, and other involved parties. . Provide access to any relevant aerial photography and CAD files. I:\WOODBURN\ 131395\wDBRNT01.DOC 214197 26 --.". "-----r~""-_.._- .~,.,-_..._. ~.'..__..~,.._- CITY OF WOOOBURN--l'OPLAR TREE WATER REUSE TASK ORDER NO. 1 D. Time of Performance The CONSULTANT and OWNER have discussed the Task Order No.1 scope and services and the Phase I project schedule shown in Table 2 below represents a reasonable time frame over which these services are to be performed. Table 2 also provides duration after the notice to proceed for the specific key milestones. Table 2: Phase I Project Schedule Duration Duration After Notice to Proceed ...............u............................__..............................................................................._............................................................_..........nnn.............................................................. ...~~~~~!~.~!..~~.~.~~!~.~y.~.~~~.........................................._.......................................................................................................................................... ........~.'?~!~P..~~'?~..'E~~g...................................................._............................}.~.~.Y..........................................................?:.~~~~............................ ........?!~.'=..~!~.c.>.~.~~~..~.~~..~~.~.~g~.~~~...................................................~..'E~.~~~.................................................~..y~.p.~~~~....................... ........p.~~.~~.~.'=.~!~!..~~~!~.~'?~~.~~~..~!~.9~~.'=.~~...................................~.~~.~.....................................................~..IE~.~~........................... Predesign Documents Draft 2 months 4 months Final 2 weeks 5 months .......................................un..................................................nn..........................................................................................................._..............................4.40~__~....~_4nn40.......4................4.. Preparation of Management Plan Kickoff Meeting 1 day 1 month Draft plan 1 month 3 months Final Plan 2 weeks 4 months .........~~!?'E.~~~!..~.~~~g.........................................................._.............................!.~.~.Y.........................................................?..'E~.~~........................... Public Involvement Process Strategy Meeting 1 day 3 weeks Development of Interpretative Signs/Display 4 months Outreach Material 4 months ...u.............U4........4u......4....U....u....n...~.......U4.UU..........u..................................._.......................4...................._..........u........................_.........................................._.._..~..........4........u...u..... Permitting As required Milestone E. Project Team The key project team members with their roles and responsibilities are as follows: John Filbert Daria Wightman Mark Madison Jeff Nuss Alicia Lanier Linda Macpherson Jerry Hildenbrand John Dickey Patty O'Conner Henriette Emond Dave Collins Lou Licht/Eco10tree John W arinner /Fountainhead I:\WOOD8URN\ 131395\wD8RNT01.00c 2/4/97 .0__...,....... ,......_..._".."_ ..~_.._.. "......,.. ....__' Senior Value Engineering Project Administrator, Technical Advisor and Permitting Task Leader Project Manager Assistant Project Manager/Predesign Task Leader Effluent and Biosolids Management Plan Task Leader Public Involvement Task Leader Electrical Design/I&C Soil Scientist Hydrogeologist/Groundwater Work Pipeline and Pump Station Predesign Drip Tube Analysis Tree System Predesign Irrigation, Filtration Headworks, and Monitoring and Control Predesign 27 CITY OF WOOOBURN-POPlAR TREE WATER REUSE TASK ORDER No. 1 F. Compensation The compensation for services set forth in Task Order No. 1 shall be based on actual labor and expenses in accordance with Article 2. Compensation of the Agreement for Professional Services . A budget of $619,200 is hereby established for this task order covering the Phase I scope of services. The budget breakdown is shown in Table 3. The task level budgets may be re-allocated amongst tasks at the discretion of the project manager and with authorization from the CLIENT. The total cost for the remaining phases will be negotiated at a later time when the pr~design better defines the scope of services required. Conditions for payment are as described in the original contract. Table 3 Estimated Budget for Task Order No.1 Description Total _!~~1~~r~~~~~~~~LS5~~~~~_~____________________~~~~~___-- _!~~~~~~~~~~~n~i~~u~~~~~a~~~~!~~~_____________J~~~~O______ _!~~~~~~~~!~~~~~~~f~~~~______________________J~~Z~____-- _!~~~_~~Q~!~~~~L~e~~~~~2!~a~~~~~~~~n~_________~~~J~~_____ _!~~~~~2!~~~~~~~~~n_~~9~!~~~~_________________J~~~~~__--- Task 6- Project Management $46,100 Total. Task Order No.1 $619,200 with Contingency (10%) G. Other Conditions and Requirements 1. Signature of Authorization City of Woodburn, Oregon C~L, Inc;.//~ B~~~ Title: 1/ tlJl 11# Date: 't..! s/'7 . _, _' ~~)--?, ..... C / By. " [' ':-._._,~. "/".",,,/ '-/. _.'> --- ~', Title: Mayor Date: 2/12/97 I:\WOODBURN\ 131395\WDBRNT01.DOC 215/97 28 .._~. ..,..............--- --_... ,.. ........-