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HomeMy WebLinkAboutCity of Tamarac Resolution R-98-216Temp. Reso. #8330, June 30, 1998 Revision #1, July 14, 1998 Revision #2, July 15, 1998 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-98(� A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE ADDENDUM NO. 98-03 TO THE CONTRACT WITH HAZEN AND SAWYER TO PROVIDE ENGINEERING SERVICES TO PREPARE A CLEAN AIR ACT -RISK MANAGEMENT PROGRAM, IN AN AMOUNT NOT TO EXCEED $69,000.00 IN ACCORDANCE WITH THE CITY'S CONSULTING ENGINEERING AGREEMENT AS AUTHORIZED BY RESOLUTION R-96-163 AND APPROVE FUNDING FROM THE APPROPRIATE UTILITIES OPERATIONAL ACCOUNTS; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the EPA has promulgated regulations that require facilities that store hazardous chemicals which could be released to the air to develop a Clean Air Act -Risk Management Program (RMP) to prevent accidental release of hazardous chemicals to the air and mitigate the potential impacts to the public and the environment; and WHEREAS, City of Tamarac owns and operates a Water Treatment Facility to provide a safe and high quality water supply to the citizens of the City; and WHEREAS, the disinfection of the water at the Water Treatment Facility requires the use of chlorine; and Temp. Reso. #8330, June 30, 1998 Revision #1, July 14, 1998 Revision #2, July 15, 1998 WHEREAS, the EPA regulations define chlorine gas as a hazardous chemical and sets threshold limits for the quantity of chlorine gas that triggers conformance with the regulations; and 2 WHEREAS, the amount of chlorine gas required to be stored at the Water Treatment Facility for normal operation is greater than the specified threshold limit set by the EPA regulations; and WHEREAS, the City requires the service of a consulting firm knowledgeable in this matter and capable of developing a Clean Air Act -Risk Management Program in conformance with EPA regulations; and WHEREAS, Hazen and Sawyer possesses the required knowledge and experience to undertake the development of a Clean Air Act -Risk Management Program; and WHEREAS, Hazen and Sawyer has been prequalified as an approved consultant for engineering services by the City of Tamarac; and WHEREAS, Hazen and Sawyer has submitted Addendum No. 98-03 to the Engineering Agreement to provide City Consulting Engineering Services for a Temp. Reso. #8330, June 30, 1998 3 Revision #1, July 14, 1998 Revision #2, July 15, 1998 Clean Air Act 112 (r)-Risk Management Program (attached hereto as Exhibit 1) in an amount not to exceed $69,000.00; and WHEREAS, it is the recommendation of the Director of Utilities that Addendum No. 98-03 from Hazen and Sawyer be approved, executed and funded; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to execute Addendum No. 98-03 to the Consulting Engineering Agreement with Hazen and Sawyer to prepare a Clean Air Act -Risk Management Program in conformance with EPA regulations for a proposed amount not to exceed $69,000.00, and to provide funding from the appropriate Utilities operational accounts. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA- SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this resolution. Temp. Reso. #8330, June 30, 1998 4 Revision #1, July 14, 1998 Revision #2, July 15, 1998 SECTION 2: That the appropriate City Officials are hereby authorized to accept and execute Addendum No. 98-03 to the Engineering Agreement to provide City Consulting Engineering Services for a Clean Air Act 112 (r)-Risk Management Program (attached hereto as Exhibit 1) with Hazen and Sawyer in conformance with EPA regulations for an amount not to exceed $69,000.00 in accordance with the City's Consulting Engineering Agreement as authorized by Resolution No. R-96-163 on July 10, 1996. SECTION 3: That $69,000.00 is approved to be funded from the appropriate budgeted Utilities operational account. SECTION 4: That the City Manager, or his designee, be authorized to make changes, issue change orders not to exceed $10,000 per Section 6-156 (b) of the City Code, and close the contract award including, but not limited to making final payment within the terms and conditions of the contract and within the contract price. SECTION 5: All Resolutions or parts of Resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 6: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or Temp. Reso. #8330, June 30, 1998 Revision #1, July 14, 1998 Revision #2, July 15, 1998 4i invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 7: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this C-�day of ATTE T: C�c�--�- CAROL OLD, CMC/AAE CITY CLERK I HEREBY CERTIFY that I have Approved this RESOLUT as to"form.j 1) MITCHELL S FT L CITY ATT R Y Utilities/mw/mw r JOE SCHREIBER MAYOR RECORD OF COMMISSION VOTE MAYOR SCHREIBER 494*6 DIST 1: COMM. McKAYE DIST 2: V/M MISHKIN A:7— DIST 3: COMM. SULTANOF DIST 4: COMM. ROBERTS EEN AND SAWYER Environmental Engineers & Scientists To:. CITY OF TAMARAC Utilities Department Address: 6001 Nob Hill Road Tamarac, Florida 33321 Attention: John Harvey_ We Are Sending You: ❑ Herewith ❑ Under Separate Cover ❑ Reports ❑ Tracings ❑ Prints ❑ Shop Drawings ❑ Specifications ❑ Samples ❑ Contracts ❑ Other Remarks: Transmitted: Copies to: ❑ At Your Request ❑ For Your Information ❑ For Your Comments IN For Your Approval ❑ For Distribution ❑ For Correction Furnish as Submitted ❑ Furnish as Corrected ❑ Revise and Resubmit File 8638/0. 0 Hazen and Sawyer, P.C. 4000 Hollywood Boulevard Seventh Floor, North Tower Hollywood, FL 33021 954 987,0066 Fax 954 987-2949 Date: June 25, 1998 Job: Risk Management Program Sent By: ❑ Blue Printer ❑ Hold for Pickup ❑ Messenger 1XI Mail ❑ UPS ❑ Federal Express Very Truly Yours Hazen and Sawyer, P.C. By�c. Richard H. Cisterna, P.E. FrEN AND SAWYER Environmental Engineers & Scientists June 25, 1998 Michael Woika, P.E. Utilities Director CITY OF TAMARAC 6001 Nob Hill Road Tamarac, Florida 33321 Dear Mr. Woika: Hazen and Sawyer, P.C. 4000 Hollywood Boulevard Seventh Floor, North Tower Hollywood, FL 33021 954 987.0066 Fax: 954 987.2949 Addendum No. 98-03 to the Engineering Agreement To Provide City Consulting Engineering Services for Clean Air Act 112(r)-Risk Management Program Tamarac Utilities Degartment Project In accordance with staff request, we are pleased to submit this Task Order Authorization (Addendum No. 98-03) to provide engineering services as described hereinafter. It is understood that said services will be provided in accordance with our City Consulting Engineering Services Agreement with the City, as authorized by the City on July 10, 1996. Except as may be explicitly revised or amended below for application specifically to this Addendum, all provisions of said Agreement shall apply. In accordance with Section I of the Agreement, ENGINEER has assigned Job Number 8638 to the task(s) included under this Addendum. TASK SCHEDULE SUMMARY(+) Task Time of Order General Descrj -lion Performance(') Compensation(') 1 Data Collection 15 Days $3,000 2 Determine Compliance Status 30 Days $5,000 3 Disinfection Alternatives Evaluation 60 Days $7,000 4 Hazard Assessment 120 Days $6,000 5 Prevention Program 150 Days $18,000 6 Management Program 210 Days $4,000 7 Emergency Response Program 210 Days $7,000 8 Summary Report 240 Days $10,000 9 Public Education Assistance (4) 240 Days $ 9.000 Total 240 Days $69,000 Notes: (1) Task descriptions are detailed hereinafter. (2) Time of performance is measured in calendar days subsequent to the notice to proceed, assuming all necessary information is available to the Consultant. (3) Total compensation refers to a not -to -exceed amount. Billing will be in accordance with the Engineering Agreement. (4) A separate notice -to -proceed will be required to begin work on Task 9 - Public Education Assistance. Page 1 of 9 Hwd:8638C003 New York, NY - Armonk, NY - Woodbury, NY • Upper Saddle River, NJ - Detroit, MI - Raleign, NC • Charlotte, NC - Fairfax, VA • Hollywood, FL • Boca Raton. FL - Foil Pierce, Ft. • Gainesville, FL • Sarasota. FL - Miami, FL FF HnzExnxn Sarver ADDENDUM NO. 98-03 June 25, 1998 CITY OF TAMARAC CLEAN AIR ACT 112(r) RISK MANAGEMENT PROGRAM TASK SCHgDULE(l) Task Time of Orde raenoral Descriplign Performance(z) C m n ion(3) PREAMBLE The Clean Air Act Amendments (CAAA) of 1990 - Section 112(r) required the United States Environmental Protection Agency (EPA) to promulgate regulations that would prevent the accidental release of hazardous chemicals to the air and mitigate potential impacts to the public and the environment. The finalized EPA rule implementing CAAA 112(r) can be found in 40 CFR 68 Risk Management Program (RMP) Rule. The RMP Rule requires facilities that store hazardous chemicals above threshold quantities to comply with the requirements of this regulation prior to June 20, 1999. The requirements include the development of a comprehensive hazard assessment, prevention program, management program, and an emergency response program. The City's Water Treatment Plant (WTP) stores chlorine gas in quantities greater than the specified threshold limit. Therefore, an RMP must be created to address hazards associated with an accidental release of chlorine. The City has requested Hazen and Sawyer, P.C. (H&S) to prepare a proposal for engineering services to assist the City in developing a chlorine gas Risk Management Program in accordance with this regulation. In addition to the tasks required to meet the RMP regulations, two additional tasks (Task 3 and 9) have been included to provide a more comprehensive approach in addressing risk and cost management of WTP disinfection systems. Task 3 - Disinfection Alternatives Evaluation was included to allow the City to evaluate the feasibility of potentially lower risk disinfection alternatives. Task 9 - Public Education Assistance was included because of EPA's encouragement for facilities subject to the RMP regulation to work with the Local Emergency Planning Council (LEPC) and other community groups to provide information to the public and ensure an on -going dialogue during and after RMP development and submission. Page 2 of 9 Hwd.8638C003 FF HnzavnNu SAVER ADDENDUM NO. 98-03 June 25, 1998 Task Orde General Qeagription DATA COLLECTION Data collection is the first step required to determine the status of the City's compliance with the RMP regulations. Work effort under this task includes the following: ■ Conduct an on -site project kickoff meeting to introduce RMP program background, regulations, and requirements to City staff. A list of information and documents required for determining program compliance status will be presented and discussed. In general, this will include information pertaining to the existing OSHA -Process Safety Management Program (PSMP) under OSHA 1910.119 and the facility's existing emergency response plan. ■ Conduct a facility tour to assess current operations and to review existing chlorine systems. ■ Develop a preliminary alternative release scenario with the City based on past facility experience. ■ Compile information related to active and passive mitigation systems. 2 DETERMINE COMPLIANCE STATUS H&S shall review the City's existing program and determine which elements of the RMP regulations the City is and is not in compliance with. Work effort under this task includes the following: ■ Compile and review all existing OSHA-PSMP and Emergency Response Program (ERP) material previously completed by the City. H&S shall provide a determination of work required to bring existing PSMP and emergency response material into compliance with the RMP rule. ■ Identify all other work elements required for RMP compliance. ■ H&S shall prepare a technical memorandum that summarizes the chlorine gas system and operations and provides the status of the City's existing PSMP and ERP relevant to the RMP regulation. Time of Performance(z) Compensation(') 15 Days $3,000 30 Days $5,000 Page 3 of 9 Hwd:86380003 FF EN AND SnrvEt ADDENDUM NO. 98-03 June 25, 1998 Task Time of Order General Description Performancg�'� Compensation(') 3 DISINFECTION ALTERNATIVES 60 days $7,000 An alternative disinfection systems cost evaluation is an important supplement to a comprehensive risk management program. This desktop evaluation will aid in determining if feasible disinfection alternatives exist. This task will be completed prior to any public education meetings. Specific work under this task includes the following: H&S shall complete an alternative disinfection cost evaluation for the WTP. This evaluation will include the following three alternatives: 1) purchase 12% bulk sodium hypochlorite, 2) generate on -site sodium hypochlorite, and 3) utilize existing chlorine gas system with the addition of a chlorine scrubber. Work under this task does not include pilot/bench scale testing or lab analyses. ■ H&S shall summarize the results of the evaluation in a technical memorandum. Eight copies of a draft technical memorandum will be submitted to the City for review and comments. Assume City will provide written comments within two weeks. H&S will meet with the City to discuss comments within one week of receipt of comments. ■ H&S shall finalize the technical memorandum and submit eight copies to the City. 4 HAZARD ASSESSMENT 120 days $6,000 A hazard assessment shall be completed which evaluates the off -site consequences of a worst case and alternative (more realistic) case release of chlorine gas. The hazard assessment shall include the following activities: ■ Model one worst case release scenario for chlorine gas, to determine the distance to an endpoint. This will define the worst case area of impact. DEGADIS air dispersion software will be utilized. Page 4 of 9 Hwd.8638C003 FP EN AND SAVER ADDENDUM NO. 98-03 June 25, 1998 Task r er General Description ■ Compile meteorological data for the alternative release scenarios. ■ Model one alternative release scenario for chlorine gas to determine the distance to an endpoint. This will define the alternative case area of impact. DEGADIS air dispersion software will be utilized. ■ Define the off -site population and environmental receptors within the worst case and alternative case areas of impact. Landview II software will be utilized to define receptors. ■ Collect and document five year accidental release history information from the City. ■ Two computer generated City maps shall be produced. One will identify the area of impact of a worst case release, and one will identify the area of impact of the alternative case release. Assume City provides electronic file of City map. It is assumed that the City has substantially completed a Process Safety Management Program (PSMP) in accordance with OSHA 29 CFR 1910.119, which satisfies prevention program requirements under the RMP rule. Several work items may still be required to complete the prevention program. Work to complete these items includes: ■ Evaluate existing chlorine system to identify changes from original design. Work includes the review and update of one mechanical as -built drawing, one process flow diagram, and the chlorine facility section of the O & M Manual. Participate in one chlorine system Process Hazard Analysis (PHA) with key City staff familiar with the chlorine system. The PHA will utilize the "What If' methodology. Work effort includes preparing visual materials for leading the meeting and documenting results and recommendations of the meeting. Time of Performance2� Compensation!') 150 days $18,000 Page 5 of 9 Hwd:8638C003 FF HnzErrAND SAWYER ADDENDUM NO. 98-03 June 25, 1998 Task Order General Description ■ Update other portions of the PSM that are identified in Task 2 as needing revision. Time of Performance(2) Compensation(3) 6 MANAGEMENT PROGRAM 210 days $4,000 H&S shall work with City staff to develop a management system to oversee the implementation of the risk management program elements. This work shall include the following: ■ Document the City's election of a qualified person or position that has overall responsibility for the development, implementation, and integration of the RMP elements. ■ Describe the role of the responsible parry. 0 Document management system for RMP. This item includes the creation of an organization chart that outlines the roles and responsibilities of City staff with respect to RMP implementation. ■ Participate in one meeting with City staff to review the management program. 7 EMERGENCY RESPONSE PROGRAM 210 days $7,000 H&S shall document the City's existing emergency response program and assist the City in updating the program to meet RMP requirements, utilizing industry standard publications and procedures. The program shall include the following elements: ■ Document procedures for informing the public and local emergency response agencies concerning an accidental release. ■ Document proper first -aid and emergency medical treatment necessary to treat accidental human exposure. ■ Document procedures and measures for emergency response after an accidental release. Page 6 of 9 Hwd:8638C003 FF HAZINAND SAWYER ADDENDUM NO. 98-03 June 25, 1998 Task Or& General Descry, t�z ion Document procedures for the use of emergency response equipment and for its inspection, testing, and maintenance. ■ Participate in two meetings with City staff to review emergency response plan issues. 8 SUMMARY REPORT H&S shall prepare a report that summarizes the results of the hazard assessment, accident prevention program, management program, and emergency response program. H&S shall submit ten copies to the City. The EPA has not yet promulgated rules governing the method or format for the submittal of the RMP. Current efforts indicate that program delegation will be given to the Florida Department of Community Affairs and that electronic submittal will be required. Therefore, H&S shall also prepare the electronic RMP submittal for the City. It is assumed that the City will sign and submit the required file. PUBLIC EDUCATION ASSISTANCE(4) The RMP consists of multiple steps that entail complicated issues which are sensitive to the public. A strategic planned out approach to a public education program is essential. Therefore, H&S shall assist the City in planning public education efforts and in presenting and explaining the issues of concern to the public. Work under this task shall include the following items: H&S shall participate in a maximum of two preliminary meetings with City staff to identify key issues and potential impacts of the public education program. One meeting will be held after the completion of Task 2 and one after Tasks 3 and 4. ■ H&S shall participate in a maximum of two public education meetings. These meetings will be conducted after the two preliminary meetings have been completed and a public education plan has been established. Time of ftdamance(Z) Compensation(3) 240 days $10,000 240 days $9,000 Page 7 of 9 Hwd:8638C003 FF HAZINAND SAWYER ADDENDUM NO. 98-03 June 25, 1998 Task Order General Despri tR ion ■ H&S shall prepare presentation materials for each meeting to aid in educating the public about the City's RMP efforts. Presentation materials include a maximum of 20 flip charts, poster boards and/or slides. Time of Performance(2) Com en ionR) Notes: (1) Task descriptions are detailed hereinafter. (2) Time of performance is measured in calendar days subsequent to the Notice -to -Proceed. (3) Total compensation refers to a not -to -exceed amount. Billing will be in accordance with the Engineering Agreement. (4) A separate notice -to -proceed will be required to begin work on Task 9 - Public Education Assistance. Page 8 of 9 Hwd.8638C003 rp HnZEr1AND SnrvEt ADDENDUM NO. 98-03 June 25, 1998 IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective dates under each signature. CITY OF TAMARAC, through its Mayor and — anrrY ;,.,a a; signing by and through -aL duly authorized to execute same. Date: a) " 9y Peter E. Robinson. P.E. Type name of Corporate Secretary (CORPC Page 9 of Hwd.8638, CITY OF TAMARAC By: e Schreiber, Mayor Date: JD I q q 2 '7'�k ,� S n V6ert S. Noe, Jr., City Manager Date: Jy�! ) qj ? as to form and le261 sufficiency: Mitchell S. Kraft, City #406rney Company Name: Vice President Patrick A. Davis, P. 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