05-21-1987 (City Council) Agenda Packet i ' '
.5705;
AGENDA
CALLED MEETING - CITY COUNCIL
CITY OF WYLIE, TEXAS
THURSDAY, MAY 21, 1987
6:30 P.M. RITA & TRUETT SMITH LIBRARY
880 THOMAS STREET
CALL TO ORDER
INVOCATION
ORDER OF PAGE
BUSINESS REFERENCE BUSINESS
1 1 Consider authorization for
Bike-A-Thou to set up and end
route at Southside Fire
Station .
2 2 - 8 Consider approval of amendment
to Task Order 43 (revised scope
of services) by CH2M Hill and
authorization for Mayor to sign
amendment .
3 9 Consider discussion of Newport
Harbor water needs .
4 Recess Regular Meeting
5 10 Convene workshop
A. Consider presentation by
CH2M Hill report on
City' s Utility
System/Wastewater
Treatment Plant with
Staff, First Southwest,
and North Texas
Municipal Water
District .
B. Consider review of City
Manager selection
criteria and role of
Selection Committee.
6 Adjourn
TO: MAYOR AND COUNCILMEMBERS
FROM: JAMES JOHNSON, ACTING CITY MANAGE
RE: B I KE-A-THON
DATE: MAY 18, 1987
This request is from Dale Fulgham, asking permission for the
St. Jude' s Cancer Research Bike-A-Thon to use the parking lot
at the Southside Fire Station for an assembly and ending point
for the fund raising event. This event would begin at 10:00
a. m. on Saturday, May 30, 1987. The route would procede down
South Ballard to County Road 381 to Twin Creek the
Development, and back to the Fire Station. Estimated distance
- approximately two miles, approximate time - 1 to 1. 5 hours.
A police officer has been requested to lead if off in the
City.
MEMEngineers
r Planner
?HILL Economists
- Scientists
May 18 , 1987
TX 21259 .A1 . 10
Mr. James Johnson
Acting City Manager
City of Wylie
P. O. Box 428
Wylie, TX 75098
Dear Mr. Johnson:
Subject: Revised Scope of Services For Task Order No. 3
The purpose of this letter is to summarize our proposed
amendment to Task Order No. 3 . As requested, we have
restated the objectives to correspond to the recent direc-
tion given us by the City. The change in scope has become
necessary in light of the TWC's letter of May 6, 1987 and
their requirements for a new plant, and the City's financial
concerns . Before we summarize our proposed amendment, some
of the history of the work performed on Task Order No. 3 may
help you understand the status of the budget development for
our services .
Task Order No. 3 was originally established to provide design
and construction services for certain improvements to the
existing plant. These improvements were intended to be
short-term in nature (2 to 3 years) and not significantly
expand the plant capacity. The contracted budget for Task
Order No. 3 was $62,900, which was comprised of $43,100 for
design services and $19,800 for services during construction.
We spent approximately $5,400 on the design services through
March 20, 1987. At this point, the TWC informed the City
that they would prefer that Wylie spend very little money on
the existing plant and proceed immediately with plans to
construct a new plant. We were requested to stop work on
the design improvements at this time and investigate some
preliminary design concepts for the new plant.
We worked on the preliminary design concepts for the new
plant until April 10, 1987, spending approximately $7,400 on
CH2M HILL Dallas/Fort Worth Office 5339 Alpha Road,Suite 300, Dallas, Texas 75240 214.9802170
Metro:263.9476
Mr. James Johnson
Page 2
May 18, 1987
TX21259.A1. 10
this effort. At this time, we were requested to hold off on
any more work pending installation of the new Council and
key decisions they were facing.
We stayed on hold until April 23 , 1987 . At this time, we
met with City staff and NTMWD to discuss the Wylie waste-
water situation and financial concerns . We agreed to pre-
pare cost estimates for a new WWTP and some alternatives to
expand and upgrade the existing WWTP for the Council ' s con-
sideration at a special meeting on April 30, 1987 . We pre-
sented this information to the council at this meeting.
During the meeting, it was agreed that the Council needed
more information on the cost of wastewater collection system
improvements and water system improvements that needed to be
addressed in the near future . The Council verbally author-
ized CH2M HILL to proceed with this work and you requested
that we prepare an amendment to Task Order No. 3 to restate
its objectives. In your letter of May 12, 1987, you enclosed
a copy of the TWC ' s proposed enforcement order and requested
our assistance in responding to the TWC. This response is
also addressed in Task Order No. 3.
The basic scope of services that we propose to furnish are
summarized in the attached "Amendment to Task Order No. 3
Scope of Services. " This scope has been left somewhat unde-
fined in some areas because of the uncertainty of what work
the City will require in the future. Due to unknown factors
such as the City' s financial constraints and the TWC' s
reaction to a change in direction, it is very difficult to
develop a more specific scope at this time. Therefore, we
propose to perform any services necessary and requested by
the City under these general guidelines until the fee limit
is reached or a new task order and fee can be agreed upon
when a specific scope is identified.
Table 1 summarizes the revised budgets for Task Order No. 3.
As shown, the remaining total budget is about $49, 000 . We
anticipate this amount should cover most of the miscellaneous
engineering services that may be required; however, we cannot
provide a better budget for responding to the TWC proposed
enforcement order until the joint meeting with the TWC and
City. The overall budget would be expended as authorized by
the City and will not be exceeded without the written
approval of the City. Please also note that all fees in
this task order are essentially time and materials and the
City will be billed only for work completed.
3
Mr. James Johnson
Page 3
May 18, 1987
TX21259.A1 . 10
If this task order amendment meets with your approval, please
sign the enclosed copies and return two copies to this office.
Please call if you have any questions.
Sincerely,
"-crLot41,,‘
Gordon F. Koblitz , P.E.
Dallas Office Manager
ACCEPTED BY CITY OF WYLIE
By:
Title:
Date:
bam/DFW18/043
Enclosures
dl
Table 1
SUMMARY OF TASK ORDER NO. 3 BUDGET
Amount Anticipated
Original Expended Cost To
Description of Work Task Budget Amount Thru 4-24-87 Complete
Project Management $ 5,000 $ 3,528 $ 1,562
Final Design Drawings and
Specifications for Existing
WWTP Short-Term Improvements 35,000 1,549 0
Services During Construction
for Existing WWTP Short-
Term Improvements 17,000 0 0
Miscellaneous WWTP Predesign
Services and Regulatory
Interface in Response to the
TWC Enforcement Order 0 7,137 29,114
Miscellaneous Wastewater
Collection System Analyses 0 0 12,500
Miscellaneous Water System
Analyses 0 0 1,500
Expenses 5,800 2,804 4,196
TOTAL $62,900 $14,018 $48,882
TOTAL REVISED BUDGET
(Amount Expended Plus
Anticipated Cost to
Complete) $62,900
bam/DFW18//043
AMENDMENT TO TASK ORDER NO. 3
SCOPE OF SERVICES
The scope of services will include the following tasks for
preliminary engineering to be performed by the ENGINEER:
A. WASTEWATER TREATMENT PLANT PRELIMINARY DESIGN AND REG-
ULATORY INTERFACE
1 . As requested by the OWNER, the ENGINEER will per-
form preliminary design services for the existing
or new wastewater treatment plants. These services
may include unit process selection and sizing,
cost estimates, hydraulic computations, and other
analyses that may be necessary. Letter reports
summarizing these analyses will be prepared as
requested.
2 . The ENGINEER will attend meetings with the City
staff or City Council to discuss any wastewater
treatment proposed improvements, as requested.
3. The ENGINEER will provide engineering and related
professional assistance as requested by the OWNER
during preliminary discussions with state and fed-
eral regulatory agencies. Assistance may be in
the form of consultations, review of documents,
attendance at meetings, preparation of correspon-
dence or other services as requested.
4 . The ENGINEER will prepare a Sludge Management
Report including: a solids balance at the waste-
water treatment plant, frequency and methods of
solids removal for proper plant performance, the
adequacy of the sludge disposal facilities at the
plant site and what, if any, additional sludge
handling equipment is needed at the plant site.
The Report will address sludge management for the
existing 0 .8 mgd plant and the proposed new plant.
5. The ENGINEER will determine the necessary size of
an additional pump(s) in the existing wastewater
treatment plant pump station to provide adequate
pumping capacity to minimize bypassing at the
influent/effluent control box during high flow
conditions.
B. WASTEWATER COLLECTION SYSTEM ANALYSIS
1 . The ENGINEER will perform a basic analysis to
determine the pending and short-range wastewater
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10
collection system needs of the OWNER. The anal-
ysis will include preliminary pipeline routings
and sizing to serve various locations that are not
presently served by the wastewater collection sys-
tem and several new subdivisions that will be com-
ing online in the near future. Preliminary cost
estimates of the collection system pipelines and
lift stations necessary to serve these areas in
the immediate future will be prepared.
2. A brief analysis of the trunk line sewer system
will be performed and order of magnitude cost
estimates prepared by the ENGINEER in order to
develop an estimate of the existing wastewater
collection system infrastructure needs.
3 . A letter report will be prepared by the ENGINEER
summarizing the results of the wastewater collec-
tion system analysis.
4 . The ENGINEER will attend meetings with the City
staff or City Council to discuss the wastewater
collection system proposed improvements, as
requested.
5 . The ENGINEER will assist the City in preparing and
submitting a report to both the Commission' s Cen-
tral (Austin) and District 4 (Duncanville) offices
which identifies all known sites, not physically
connected to the City collection system but where
wastewater is held, then transported, by means of
vacuum truck hauling, to various points within the
collection system for disposal and treatment.
6 . The ENGINEER will assist the City in an evaluation
of the City' s spare parts inventory and preventive
maintenance program with specific emphasis on spare
and replacement parts for equipment (specifically
pumps) in use at lift stations within the collec-
tion system. Additionally, this assistance will
include addressing the adequacy of the City' s
spare parts inventory and preventive maintenance
program so as to minimize equipment downtime and
prevent adverse environmental impact when that
downtime occurs.
C. WATER SYSTEM ANALYSIS
1 . A brief analysis of the cost of water system
improvements necessary to meet short-range needs
for the City will be prepared and summarized in a
letter report. The improvements necessary will be
based on input from City staff.
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9
D. OTHER SERVICES
1 . The ENGINEER will provide such OTHER SERVICES as
the OWNER may request. The detailed scope and fee
information will be defined in detail as necessary.
DFW18/044
-3-
MEMORANDUM
DATE: May 18. 1987 n
,i;K
TO: James Johnson. Interim City Manager ( '
FROM: Ron Homever, E. I . T. , Asst. City Engineer
SUBJECT: Newport Harbor Water Needs
The developer of the above referenced subdivision was
promised by past staff members that there would not be any
problem with supplying him water. The original commitment
was to supply him water through a new delivery Point off of
a NTMWD transmission line. The delivery point has been
approved by the NTMWD board. but is still 3 to 4 months away
from becoming a reality due to the engineering and
construction which still needs to be completed. Because of
the long time frame involved with the delivery point, the
developer has requested that the City extend an 8-inch water
line along FM 1T7E: north from Lake Ranch Estates- to his
development site. Thi _ water line, in my opinion, will
become a permanent part of the City 's distribution system:
therefore, tnis appears to be a good investment for the City
of Wylie. I have also had an inquiry from one of the
property owners along this route for city water service.
Estimated costs for line $48,000 -50,000
Estimated Booster Pump
& Controls Costs $10,000-12,000
$58,000-62,000
This item is under discussion and analysis by CH2M Hill in their
total scope of utility system needs for the city.
9
TO: MAYOR AND COUNCILMEMBERS
FROM: JAMES JOHNSON, ACTING CITY MANAGE
RE: WORKSHOP ITEMS
DATE: MAY 18, 1987
(a) A presentation will be made by CH2M Hill representatives
regarding their analysis of the City' s wastewater treatment
Plant and other City' s utility system needs. Primarily, this
report will concentrate on the City' s alternatives and
approaches to the June 3, 1987 hearing before the Texas Water
Commission, regarding our treatment plant operation and
permit. At this time, the report is not finished. I
initially thought I' d have a draft for the Council to consider
on Tuesday, May 19, for discussion on Thursday evening.
However, after talking with Carl Riehn and Bob Morrison (CH2M
Hill ) late this afternoon, the report will most likely be
brought with them to the meeting on Thursday. A concerted
plan/approach for CH2M Hill and staff will need to come out of
the meeting for the Texas Water Commission hearing.
(b) At the May 12 meeting, the Mayor and several
Councilmembers asked for this item to be placed on the agenda
so that the selection criteria and questions can be developed
for the selection process and the charge given to the
Selection Committee as the scope of their responsibilities.
/D