HomeMy WebLinkAboutResolution_42-03/04_05/13/2004LJ
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RESOLUTION NO. 42-03/04
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA,
APPROVING A PROPOSAL FROM ARCADIS, REESE, MACON
AND ASSOCIATES, FOR PROFESSIONAL ENGINEERING
SERVICES IN CONNECTION WITH THE FIVE-YEAR UPDATE
OF THE RISK MANAGEMENT PLAN FOR THE USE OF
GASEOUS CHLORINE AT THE VILLAGE OF TEQUESTA WATER
TREATMENT PLANT, IN THE AMOUNT OF $10,400.00
HAVING A FY 2003/2004 ACCOUNT #401-241-531.302
WATER ADMINISTRATION ENGINEERING SERVICES BALANCE
OF $21,b07.43, AND AUTHORIZING THE VILLAGE
MANAGER TO EXECUTE THE APPLICABLE PROPOSAL ON
BEHALF OF THE VILLAGE.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF
THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS
FOLLOWS:
Section 1. The Arcadis, Reese, Macon and Associates,
Professional Engineering Services proposal in the amount
of $10,400.00 is attached hereto as Exhibit "A" and
incorporated by reference as a part of this Resolution, is
hereby approved and the Village Manager of the Village of
Tequesta is authorized to execute the same on behalf of
the Village of Tequesta.
Section 2. The amount of said contract, $10,400.00,
will be funded by FY 2003J2004 account #401-241-531.302.
THE FOREGOING RESOLUTION WAS OFFERED BY Council Member
~I~, who moved its adoption. The motion was
seconded by Council Member (~-yi `=~~ , and upon being
put to vote, the vote was as follows:
FOR ADOPTION
AGAINST ADOPTION
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The Mayor thereupon declared the Resolution duly passed
and adopted this 13th day of May, A.D., 2004.
MAYOR OF TEQUESTA
Pte. ~
Pat Watkins
•
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~ARCADIS REESE MACON &ASSOCIATES
Infrastructure, buildings, environment, communications
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Michael Couzzo, Village Manager
Village of Tequesta
P.O. Box 3273
Tequesta, FL 33469
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Professional Engineering Services
Chlorine Modification Options
Gentlemen:
We are pleased to submit this proposal for engineering services in connection with
WTP Chlorination System. REESE, MACON and ASSOCIATES, INC., hereinafter
referred to as the Engineer, shall perform the services as documented below for the
Village of Tequesta, hereinafter referred to as the Client.
SCOPE
The Engineer and Owner agree that the fundamental purpose of this project is to
• analyze the various options for reduction or elimination of some or all of the risks
associated with the use of gaseous chlorine for potable water disinfection. The
following specific tasks will be performed by the Engineer.
•
1. Identify the other reasonably available chlorination options.
2. Based on historical consumption rates and flow projections, identify the
present and ultimate chlorine requirement.
3. Identify the capital and O&M costs associated with each chlorination
option.
4. Prepare a present worth analysis for each option.
5. Identify intangible considerations with each chlorination option.
6. Develop and recommendation matrix that incorporates the tangible and
intangible consideration.
7. Make a recommendation as to which option appears best suited to the
Village's needs.
8. Summarize the findings in a brief, results oriented letter report.
The above scope is predicated on the assumption that the Client shall furnish, at no
cost to the Engineer, all available pertinent information including previous reports,
plans, specifications, permits and other data relevant to the performance of the above
services for the project.
Part of a bigger picture
1
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Reese, Macon and Associates, Inc.
6415 Lake Worth Road
Suite 307
Lake Worth
Florida 33463-2907
Tel 561 433 3226
Fax 561 433 8011
www.arcadis-us.com
Date:
Apri122, 2004
Contact:
William D. Reese, P.E.
Phone:
(561) 433-3226
Email:
wreese@arcadis-us.com
Our ref:
52PROSPE.RF00
• ARCADIS REESE MACON &ASSOCIATES
The following specific information and/or items shall be furnished at no cost to the
Engineer:
All requested historical flow and chlorine consumption data.
TIME OF PERFORMANCE
The Engineer will commence work within ten (10) days of receipt of an executed
authorization.
FEES
For Scope Items 1 - 8 the Engineer shall be paid a lump sum fee of four thousand
eight hundred dollars ($4,800.00)
• If services are required in the performance of the above scope, beyond those
normally provided by the Engineer, which must be sublet, the Engineer shall order
the work after obtaining the written authorization of the Client. The subcontractor
shall bill the work directly to the Client. If the Engineer is requested to subcontract
the work directly, a 10% handling charge will be added to the subcontractors invoice.
Invoices for services rendered are issued on a monthly basis and are due within thirty
(30) days of the invoice date. Interest at a compound rate of one and one-half percent
per month shall be charged to any past due statements. Interest shall be computed on
past due statements from the date of the invoice.
COST ESTIMATES
Construction cost estimates are developed from knowledge of market conditions and
based on the experience of the Engineer. However, the Engineer exercises no control
over the competitive bidding process and, therefore, makes no guarantee of the
accuracy of the estimate when compared to previous estimates or actual bids.
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Michael Couzzo
22 Apri12004
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ARCADIS REESE MACON & ASSOCIATES Michael Couzzo
22 April 2004
TERMINATION
This agreement may be terminated by either party by giving thirty (30) days written
notice. The Engineer shall be paid for all services rendered prior to the termination
date.
ACCEPTANCE
Acceptance of this proposal may be indicated by executing this document in the
space provided below. This contract shall be considered void if not executed within
thirty (30) days from the above date. Upon execution of this agreement the Client
shall return one copy to the Engineer.
Very truly yours,
REESE, MA and ASSOCIATES, INC.
William D. Reese, P.E.
~~~
Accepted By: ~7-~ ^~
VILLAGE OF TEQUESTA
DATE: Sly o `t ~}-
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~~ARCADIS REESE MACON &ASSOCIATES
Reese, Macon and Associates, Inc.
Infrastructure, buildings, environment, communications 6415 Lake Worth Road
Suite 307
Lake Worth
Michael R. Couzzo, Village Manager Florida 33463-2907
Village of Tequesta Tel 561 433 3226
250 Tequesta Drive, Suite 300 Fax 561 433 8011
Tequesta, FL 33469 www.arcadis-us.com
Subject:
Risk Management Plan: 5-Year Update
Gentlemen:
We are pleased to submit this proposal for engineering services related to the 5-Year
Update of the Risk Management Plan for the use of gaseous chlorine at the Village of Date:
Tequesta Water Treatment Plant. ARCADIS REESE, MACON and ASSOCIATES, May 7, 2004
INC., hereinafter referred to as the Engineer, shall perform the services as documented
below for the Village of Tequesta, hereinafter referred to as the Client. contact:
William D. Reese, P.E.
SCOPE
Phone:
The Engineer understands this authorization for engineering services requires the
Engineer to com
lete the followin
tasks for the Client in order to brin
the Water (561) 433-3226
p
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Treatment Plant into compliance with the 5-Year Update of the Risk Management Email:
Plan: wreese@arcadis-us.com
1. Complete the registration documents that are required by the Risk our ref:
Management Plan (RMP) along with a certification statement for execution 52PROSPE.CT00
by the Client noting that the RMP has been completed.
2. Perform one worst-case and one alternative-case scenario required of the off-
site consequence analysis. This task will involve modeling the affects of an
accidental gaseous chlorine release using an approved EPA modeling
program, calculating the residential population that would be affected during
each scenario, determining the kind and amount of public receptors (i.e.
hospitals, prisons, schools) and environmental receptors (i.e. national and
state parks, federal preserves) affected during each scenario, while
considering any mitigating factors during the gaseous chlorine release.
Report the results in the corresponding RMP section.
3. Complete the RMP section regarding the documented accident history within
the past five years, if any.
4. Complete the RMP section regarding all Process Safety Management (PSM)
Information Requirements. This will include confirming that the facility has:
current MSDS sheets on file, current information regarding the process
technology (i.e. Flow Diagrams), and current information regarding the
Part of a bigger picture
ARCADiS REESE MACON & ASSOCIATES Michael R. Couzzo
• May 7, 2004
equipment in the process (i.e. O&M Manuals). Once the Engineer confirms
all these items, complete the corresponding RMP section.
5. Assist the Client with the update of the Process Hazard Analysis (PHA). The
PHA is an evaluation of possible accidents, errors, and hazards that may
affect off-site public safety if a gaseous chlorine release were to occur. The
Engineer will complete the RMP section regarding the PHA.
6. The Engineer will review the following supplied documents to confirm
compliance with the general intent of the OHSA PSM standards as they
relate to compliance with the RMP: Operating Procedures, Training
Procedures, Mechanical Integrity Procedures, Management of Change
Procedures, Pre-Startup Review Procedures, the two most recent Compliance
Audits, Incident Investigation Procedures, Employee Participation Plan, Hot
Work Permit Procedures, Contractor Safety Procedures and Emergency
Response Plan. The Client and Engineer understand that these reviews are to
confirm the existence of specific items within each document required by the
RMP. The reviews will not be for the purpose of establishing the accuracy,
completeness or appropriateness of each document. Once the reviews of the
documents are complete, the Engineer will report deficiencies, pursuant to
the RMP requirements, concerning the general intent of each document, if
any. The Client will implement the suitable corrections and provide written
notification to the Engineer that they have been made. The above documents
are not to be submitted with the RMP, but must be updated prior to the
submission of the RMP. The Engineer will complete the RMP section
corresponding to these documents and stipulate that said documents have
been updated within the last five years for each facility.
7. Prepare an Executive Summary. The summary will describe how the
gaseous chlorine is used, safety procedures and history regarding the use of
gaseous chlorine and its benefits. The Executive Summary will be submitted
with the RMP.
8. Submit the RMP for Client approval and execution of documents.
9. Submit the RMP electronically to the appropriate agency.
10. Present a brief, result oriented, summary letter report to the Client that
summarizes changes, if any, to the RMP since the initial submittal.
The above scope is predicated on the following assumption. In addition, the Client
shall designate, in writing, a person to act as the representative for services
performed under this agreement.
• 1. The Department of Community Affairs (DCA) currently recognizes the
Village of Tequesta Water Plant as Program 3. The Client acknowledges this
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ARCADIS REESE MACON & ASSOCIATES Michael R. Couzzo
• May 7, 2004
determination by the submittal of the annual $1,000 fee per facility to the
State of Florida's Emergency Response Commission. Recognition of a
facility in Program 3 implies that the Client has adopted OHSA PSM
standards and is in compliance with them. OHSA PSM standards are very
similar to the standards required in Program 3 of the RMP with one
exception. The exception is that the OHSA PSM standards focus on the site
consequences and safety while Program 3 standards focus on the off-site and
on-site consequences and safety. The Water Treatment Plant will be
designated as a Program 3 process
2. The Client will supply current editions of the following documents and
information regarding the following:
A. Documented Accident History involving gaseous chlorine releases in the
last five years
B. Process Hazard Assessment
C. Operating Procedures
D. Training Procedures
E. Mechanical Integrity Procedures
F. Management of Change Procedures
• G.
H. Pre-Startup Review Procedures
The two most recent Compliance Audits completed by the County
I. Incident Investigation Procedures
J. Employee Participation Plan
K. Hot Work Permit Procedures
L. Contractor Safety Procedures
M. Emergency Response Plan and Program
N. The Normal Maximum Quantity of Gaseous Chlorine at the Facility
3. The Client will supply residential population data and densities in order to
calculate the amount of residents affected by a gaseous chlorine release in
the above mentioned modeling scenarios.
4. The Client will supply all fees required for the submission of the RMP.
TIME OF PERFORMANCE
The Engineer will commence work within ten (10) days of receipt of an executed
authorization.
FEES
For Scope Items 1 - 10 the Engineer shall be paid a lump sum fee of Ten Thousand Four
Hundred Dollars ($10,400.00).
• If services are required in the performance of the above scope, beyond those normally
provided by the Engineer, which must be sublet, the Engineer shall order the work after
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• ARCADIS REESE MACON &ASSOCIATES
obtaining the written authorization of the Client. The subcontractor shall bill the work
directly to the Client. If the Engineer is requested to subcontract the work directly, a
10% handling charge will be added to the subcontractors invoice.
Invoices for services rendered are issued on a monthly basis and are due within thirty
(30) days of the invoice date. Interest at a compound rate of one and one-half percent per
month shall be charged to any past due statements. Interest shall be computed on past
due statements from the date of the invoice.
TERMINATION
Either party may terminate this agreement by giving thirty (30) days written notice. The
Engineer shall be paid for all services rendered prior to the termination date.
ACCEPTANCE
Executing this document in the space provided below may indicate acceptance of this
proposal. This contract shall be considered void if not executed within thirty (30) days
from the above date. Upon execution of this agreement the Client shall return one copy to
the Engineer.
•
Very truly yours,
ARCAD E, MACON and ASSOCIATES, INC.
~~d~
William D. Reese, P.E.
Accepted By:
VILLAGE OF TEQUESTA
BY:
Michael R. Couzzo, Village Manager
DATE:
•
Michael R. Couzzo
May 7, 2004
Page:
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WORK ORDER #: TQ042104
WORK ORDER AGREEMENT TO UPDATE THE EPA RISK MANAGEMENT PLAN TO COMPLY
WITH THE EPA CHEMICAL ACCH)ENT PROVISIONS & THE OSHA PROCESS SAFETY
MANAGEMENT OF HIGHLY HA7.ARDOUS CHEMICALS STANDARDS
(TIME SENSITIVE REGULATORY DEADLINE OF JUNE 21, 2004)
1.O GENERAL
Back round
EPA requires that a facility carrying in excess of listed threshold quantities of certain highly
hazardous chemicals develop a written risk management plan (RMP). The Village's water
treatment plant carries chlorine in excess of the listed threshold quantity of 2,500 pounds. That
is, the Village stocks 10,000 pounds of chlorine at the water treatment plant.
Inhalation of a relatively small dose (i.e., 1000 parts per million (ppm)) of gaseous chlorine can
be fatal within a few minutes. Catastrophic releases of chlorine gas could threaten the area's
population; public receptors such as private residences, schools, parks, assisted living facilities,
downtown businesses and governmental buildings; and the social and economic vitality of the
• village. Moreover, in a time where terrorist activity has become a very real concern, the
village's supply of the above mentioned highly hazardous chemicals can be realistically
compromised. Consequently, care must be taken to assure that a comprehensive risk
management program is in place to deal with unforeseen emergencies.
Regulatory Deficiencies
An updated written Risk Management Plan (RMP) must be submitted to the regulatory agency
every 5 years. The Village water treatment plant's RMP is due for re-submittal by June 2004.
However, not only is the document due for re-submittal, but it is also severely
deficient...particularly in the area of having a process hazard analysis (PHA). Such an analysis
is not found in the current document. Although there is a tab labeled PHA in the existing RMP
document, the few pages contained in this tabbed section do not constitute a PHA.
The PHA study is the foundation for the risk management of highly hazardous process systems.
They help identify hazard scenarios that could adversely affect people, property, or the
environment. They also identify actions that can be taken to eliminate or minimize those
hazards. Conducting a PHA is required by both EPA (40 CFR Part 68) and OSHA (29 CFR
1910.119).
The Village must address the following to comply with the EPA Risk Management Program
(i.e., 40 CFR Part 68):
1. Update and re-submit the Risk Management Plan (RMP) to the Department of
Community Affairs (DCA). There is a deadline date of June 21, 2004.
•
2. Perform a process hazard analysis of the chlorination process. The updated RMP must
include the PHA.
Purpose of Work Order
The Village of Tequesta has requested ConsulSafe to provide a work order agreement to assist
their water treatment facility in addressing the EPA regulatory requirements for the Risk
Management Program.
Value-added Benefits
By complying with the EPA requirements, the Village will concurrently comply with the OSHA
Process Safety Management of Highly Hazardous Chemicals standard (i.e., 29 CFR 1910.119).
2.0 SCOPE OF WORK
The following presents the specific tasks that will be performed as part of this Scope of Work.
1. Reviewing current RMP document
2. Performing a Process Hazard Analysis
3. Revising the RMP Executive Summary
a. Amending the executive summary to incorporate the EPA revisions (40 CFR 68)
to the resubmit format
b. Updating the mitigation system
c. Revalidating the chlorine inventory
•
4 d. Summarizing the PHA
i
i
. Rev
s
ng/updating the management system for overseeing the implementation of the risk
management program elements
5. Revising/updating the Offsite Consequence Analysis (i.e., public receptors affected by
worst-case and alternate-case release scenarios using Air Dispersion Modeling)
a. Perform worst-case offsite consequence analysis
b. Perform alternate-case offsite consequence analysis
6. Reviewing and updating 5-year accident history
7. Updating Facility & Process Safety Information in the RMP to include:
a. Facility contact information
b. Updating and adding procedures
c. Updating certifications (e.g., hoist)
d. Updating critical equipment list
e. Updating Site drawings
f. Information Pertaining to the Equipment in the Process
i. Materials of construction;
ii. Piping and instrument diagrams (P&IDs);
iii. Relief system design and its design basis;
iv. Ventilation system design;
v. Design codes and standards employed;
vi. Material and energy balances for processes AND
vii. Safety systems (i.e., interlocks, detection sensors, scrubber system, etc.)
8. Updating Prevention Program
• Page 2 of 4
Work Order PROPOSAL RMP resubmit 042604.DOC
• 9. Reformatting RMP document:
a. Footer to reflect revision date(s)
b. Fix page numbering system
10. Completing the registration form for Re-submittal of the RMP to DCA
3.O SERVICES PROVIDED BY THE VILLAGE OF TEQUESTA
The utility will provide:
1. Experienced, knowledgeable operations and maintenance personnel to meet with and
discuss work practices, procedures and policies as they relate to the project.
2. Experienced, knowledgeable operations and maintenance personnel to participate in
performing the PHA.
3. Copies of existing procedures and policies relating to this project in MS Word format.
4. Engineering drawings of the facility and the chlorination process in electronic format.
5. Copy of the current RMP document in MS Word format.
6. All information provided to ConsulSafe by the utility and consultants, if applicable,
retained by the utility shall be used by ConsulSafe without independent review or
verification.
4.O DELIVERABLES
ConsulSafe will provide the utility with the following deliverables:
~: Two (2) copies of the revised RMP.
• S.O PERIOD OF SERVICE
ConsulSafe will commence the project upon receipt of this signed Work Order Agreement.
ConsulSafe will submit two (2) copies of the revised RMP within Winery (90) days after
receiving the signed agreement. All services to be performed under this Authorization are
anticipated to be completed within ninety (90) days from the date of receipt of this signed Work
Order Agreement.
6.O COSTS
The project is estimated to not exceed 200 hours. The cost for the scope of services identified
above is estimated to not exceed $25,000. In the event that the labor estimation requires
additional hours and subsequent fee estimate revision, a mutual written agreement will be
drafted. ConsulSafe's billing rate is $125 per hour.
• Page 3 of 4
Work Order PROPOSAL RMP resubmit 042604.DOC
• 7.O PAYMENT AND INVOICES
Payment of $2,500 will be made upon completion of the review of the written RMP document.
The Village will be invoiced after every 40 hours of consulting time. Payment of invoices will
be due within fourteen days of the invoice date.
8.0 TERMS & CONDITIONS
This Work Order Agreement shall become effective on April 26, 2004 and shall be binding for a
period of 90 days.
9.~ AUTHORIZATION
~ 3t"
ConsulSafe and the Village of Tequesta have executed this Work Order Agreement this
day of , 2004
Client:
~~ ~- ~,
Robert Garlo, Assistant Village Manager
The Village of Tequesta
• Consultant:
Glen Fun, President
Consu[safe, Inc.
• Page 4 of 4
Work Order PROPOSAL RMP resubmit 042604.DOC