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R-97-03-27-11E - 3/27/1997This CONTRACT made and entered into on this the 7th day of April, 1997, by and between 7BS ASSOCIATES, INC., hereinafter referred to as "CONSULTANT ", and the CITY OF ROUND ROCK, hereinafter called the "CLIENT ". The CONSULTANT and the CLIENT hereby agree to the following: ARTICLE I. - SCOPE OF WORK. A. The CONSULTANT agrees to perform all professional and technical services, in accordance with current professional standards, for the work as detailed in the SCOPE OF WORK, which is appended to and made a part of this agreement. B. The CONSULTANT agrees to furnish the necessary qualified personnel, materials, and equipment to perform the work as outlined in SCOPE OF WORK. C. The CONSULTANT agrees to keep the CLIENT informed of work in progress and will furnish reports on a monthly basis. ARTICLE II. - PERIOD OF SERVICE The services to be performed by this agreement shall be completed within 50 working days after work begins. The time period is estimated based on past projects and availability of information. ARTICLE III. - RESPONSIBILITIES ARTICLE IV. - FEES AND PAYMENTS PROFESSIONAL SERVICES AGREEMENT le - 9 7- 3- a '7 - /JE A. The CLIENT agrees to provide, at no cost to the CONSULTANT, all maps, records, and other available data relating to the services to be performed under this agreement. B. The CLIENT agrees to be responsible for providing general assistance and supervision in the conduct of the investigations; furnishing warning devices such as lights and barricades for the protection of the CONSULTANTS instruments and the public; notifying officials and customers of possible temporary reduction or curtailment of water service; operating valves by competent personnel in connection with the CONSULTANT'S work; providing general assistance in the form of a meter reader to show CONSULTANT the location of the meters to be inspected. The CLIENT agrees to indemnify and hold the CONSULTANT harmless from any liability, loss, or expense arising out of these items for which the CLIENT is responsible, and from damages that may occur from the operation of valves in the system during the course of work, including isolating elements in the network and during meter testing. a) Phase 2 - Oak Creek and Oaklands Subdivisions (approx 7.5 miles of water mains) As full compensation for the services to be performed by CONSULTANT, CLIENT shall pay CONSULTANT the sum of $1,310.00. "Services" shall mean the delivery by CONSULTANT to CLIENT, of all drawings, reports, graphs, evaluations, recommendations, reviews, and like written and oral documentation based on physical measurements and observations, and reviews and analyses as set forth in the attached Scope of Work. b) Phase 3 - Remainder of water system not covered in Phases 1 and 2 (approx. 125 miles of water mains). As full compensation for the services to be performed by CONSULTANT, CLIENT shall pay CONSULTANT the sum of $20,750.00. The CLIENT agrees to pay the CONSULTANT, monthly on a percentage completion basis. "Services" shall mean the delivery by CONSULTANT to CLIENT, of all drawings, reports, graphs, evaluations, recommendations, reviews, and like written and oral documentation based on physical measurements and observations, and reviews and analyses as set forth in the attached Scope of Work. Page 1 of 2 If during the survey it becomes clear that the original mileage estimate of 125 miles for Phase 3 is substantially below the real total for the projected subdivisions, CONSULTANT will perform the additional work, at the CLIENTS discretion, at the rate of $150 per additional mile. IN WITNESS THEREOF, the CLIENT and the CONSULTANT hereby execute this agreement by their duly authorized officers. CLIENT: CONSULTANT: City of Round Rock JBS Associates, Inc. 221 E. Main Street 4715 Strack Road, Ste. 100 Round Rocs 78664 Houston, Tex By: By: Name: 2fIRleL-5 CULPEPPE1) Name: Title : n1 Ay OR. Page 2 of 2 Title : Vice President RESOLUTION NO. R- 97- 03- 27 -11E WHEREAS, the City of Round Rock desires to retain professional services for Phase 2 and Phase 3 of the Water Leak Detection Survey Program, and WHEREAS, JBS Associates, Inc. has submitted an agreement to provide said services, and WHEREAS, the City Council desires to enter into said agreement with JBS Associates, Inc., Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an agreement with JBS Associates, Inc., for Phase 2 and Phase 3 of the Water Leak Detection Survey Program, a copy of said agreement being attached hereto and incorporated herein for all purposes. RESOLVED this 27th day of March, 1997. ATTEST: J ANNE LAN , Secreta C44051 (AEi1NE2, A557. K. WPDOCB \RBBOLUTI \RS70II7B.BPD /acg CHARLES U PEPPER, Mayor City of Round Rock, Texas = MIS ASSOCIATES, INC/ January 9, 1997 Mr. James R. Nuse Director of Public Works City of Round Rock 2008 Enterprise Round Rock, TX 78664 Ref.: Professional Services Proposal for Phase 2 and Phase 3 of Leak Detection Survey Program of the Round Rock Water Distribution System. Dear Mr. Nuse: JBS Associates, Inc. is pleased to submit our proposal for the above referenced program. Please find enclosed two copies for your reference. As agreed on Tuesday, we are submitting proposals to conduct leak detection surveys of the remainder of the City's water distribution system in two additional phases. • Phase 2: Oaklands and Oak Creek sub - divisions. • Phase 3: All areas of the system not encompassed in Phase 1 & 2. The overall objective of the proposed water system surveys is to conduct a detailed sounding survey (service by service) of the remaining areas of the City's water distribution system to determine and locate significant non- visible leaks, as described in the attached Scope of Work. In both phases, the actual survey operation essentially remains the same and will be divided into two major activities: 1. Sounding operations (leak detection phase) to localize suspect locations within the area being surveyed. All accessible sounding points (valves, hydrants, services, etc.) will be monitored. 2. Investigation of suspect locations identified in Step 1 to confirm the presence of leaks and to locate them. During the course of each phase we will continue to use the reporting process used for Phase 1. Upon completion of Phase 2 and corresponding leak repairs, we will conduct the minimum night flow test originally scheduled for the end of Phase 1. This test will provide verification of the impact of leak repairs and an assessment of the remaining potential leakage in the system. 4715 Strack Road, Sulte 100 • Houston, Texas 77069 • 713/580 -4200 • Fax: 7.13/440:3826 . - Our proposed fees for each phase are: • Phase 2 (Immediate Implementation): Oak Creek/Oaklands subdivisions, comprised of 7.5 miles of water mains for an aggregate fee of $1,310.00. • Phase 3 (Implement at Completion of Phase 2 and MNF Test): Additional areas of the water distribution system including the 23 subdivisions described in the accompanying proposal, comprised of approximately 125 miles of water mains for an aggregate fee not to exceed $20,750.00. The 1996 Water Audit estimated the cost of water Lost through leakage at $256,900 annually. A recovery of 10 percent (243 gpm) of the total unaccounted for loss will more than pay for the cost of both phases of this program. As you develop your strategy for a continuing water loss recovery program in Round Rock, during Phase 3, we would be available to provide leak detection training to selected staff members. We look forward to the opportunity to further assist the City of Round Rock in the reduction of unaccounted for water losses. Sincerely, JE ice%CIATES,INC. Ja i • iele Vic •resident cc Mr. Fred Russell, Water Superintendent JAS /es enclosures Professional Services Proposal Water Distribution System Leak Detection Survey PHASES 2 & 3 Prepared for City of Round Rock, Texas January 8, 1997 Professional Services Proposal PHASE 2 & PHASE 3 Water Distribution System Leak Detection Survey City of Round Rock, Texas January 8, 1997 Table of Contents • Transmittal Letter L Definition of the Two Phases 1 II. Scope of Work 3 Task 1 - Develop Final Survey Plan 3 Task 2 - Conduct Sounding Survey to Detect Distribution System Leaks 3 Task 3 - Investigate Suspect Locations and Pinpoint Confirmed Leaks 4 Task 4 - Project Reporting Procedures 4 Task 5 - Review Progress and Results 4 Task 6 - Minimum Night Flow Test 5 Task 7 - Final Report Preparation and Submittal 5 111. City's Responsibilities 6 W. Fees for Professional Services 7 JBS Associates, Inc. City of Round Rock, Texas I. DEFINITION OF PHASES Phase 2 Phase 3 Professional Services Proposal PHASE 2 & PHASE 3 Water Distribution System Leak Detection Survey City of Round Rock, Texas The proposed continuation of the leak survey program has been divided in two additional and separate phases in agreement with the Director of Public Works. This program forms a second and third phase of the leakage investigation completed in December, 1996. Phase 1 focused on the areas identified in the 1996 Water Audit as having the highest leakage potential. 190 leaks for an estimated 455 gallons per minute of recoverable leakage were reported, with annualized cost savings to the City equivalent to $120,000. There remains considerable potential for additional leakage in the remainder of the City's water system. The principle reasons for this two phase approach to the continuation of the program are: 1. The need to catch up with the repair of Leaks reported in Phase I and subsequently conduct the Minimum Night Flow (MNF) test. 2. Conduct the survey of the Oak Creek/Oaklands sub - divisions as a priority due to previous leak history and complete repairs prior to conducting the MNF test. The second phase of the program will comprise a detailed leak detection survey of the following areas as described in the Scope of Work. • Oak Creek/Oaklands subdivisions, including 7.5 miles of water mains 4" or greater. The leaks and data collected in this area will be added as a continuation to Phase 1. The minimum night flow test prescribed for Phase 1 will be conducted once repairs to all major leaks reported in both phases have been completed. We project that the survey will be undertaken during the month of February and the City will make its best efforts to complete pending repairs by the end of that month allowing for the test to be conducted at that time. The goal of the third phase is to conduct a detailed survey of the remaining areas of the system to identify and locate all detectable leaks. The new areas to be :surveyed include an estimated 125 miles (56 %) of the distribution system and comprise the following subdivisions: r I JBS Associates, Inc. • Chandler Creek • Cimarron • Creek Bend • Cross Creek • Cross Trails • Dove Creek The tasks required to fundamental difference Phase 2 within 10 days We expect completion early commencement commencement of the " Phase 3 Sub - Divisions • Kensington Place • Lake Creek • Lake Creek West • Lakeside • Meadow Lake • Northridge Acres 2 • Oak Bluff • Old Town Meadows • Settlement • Shadow Brook • Somerset • Southern Terrace City of Round Rock, Texas • Stoney Brook • The Hermitage •The Woods • Vista Heights • Windy Terrace conduct these two phases of the survey are essentially the same; the being the time required to conduct the work. We expect completion of of commencement. of Phase 3 within 100 days of commencement. We further recommend of this phase (March, 1997), so as to complete the work prior to main break season" in July. JBS Associates, Inc. City of Round Rock, Texas IL SCOPE OF WORK Both Phase 1 and Phase 2 will include similar tasks as described below: Task 1 Develop Survey Plan Using our experience during Phase 1 of the leak detection program, we will review water system mapping and associated data to determine the breakdown of the distribution network into appropriate leak survey areas. This subdivision of the water system provides for improved management of the survey operation. A survey plan will be developed which addresses such system variables as pipe material, appurtenance accessibility, water pressure, geography and ambient noise. Additional benefits of this approach are that the City can project future surveys on these pre - established zones and compare progressive results from future surveys. Task2 - Conduct Sounding Survey to Detect Distribution System Leaks By use of advanced electronic sounding equipment, JBS personnel will conduct a sdunding survey of the water distribution system zone by zone. Our present understanding of the basic operating environment of the areas to be surveyed is as follows 1. Phase 2: 7.5 miles of water main between 6" and 12" in diameter. 2. Phase 3: Approximately 125 miles of water main between 2" and 12" in diameter. 3. Estimated breakdown of pipe types: 75 % Asbestos- Cement 20 % PVC 5 % Cast/Ductile Iron 4. Services are of poly - butylene and polyethylene pipe. 5. System pressures: 60 psi average, 95 psi max., 40 psi min. 6. Distribution system valve accessibility: better than 90 %. As in Phase 1, we will plan to complete the sounding survey and pinpointing tasks for each survey area prior to commencement of the next one. Some overlap in the transition phase between areas is anticipated, but should not create inefficiency. JBS will provide the professional skills and the necessary equipment to complete this project. Vehicles and equipment will be in good operating condition at all times. Physical contact will be made with the system for sounding purposes at all accessible valves, hydrants and services. In cases where valves or hydrants are found to be leaking or are not accessible, alternative sounding points (services, probe holes) will be used where available. 3 JBS Associates, Inc. City of Round Rock, Texas Where physical contact points are not available, surface sounding techniques may be used to listen over the water mains at intervals no greater than 10 feet. Soundings taken and other relevant field observations will be plotted for reference on water system maps. This information will provide the basis for the following stage. Where major Leaks are repaired by the Customer while the JBS is in the field conducting this survey, the repaired section will be re- surveyed to ensure there is no further leakage. During the course of the survey, incidental observations of unauthorized use or non - revenue water usage, such as flushing, street and sewer maintenance, fire fighting and training or other activities will be reported to the City in Daily Observation Reports. Task 3 - Investigation of Suspect Locations and Pinpointing of Confirmed Leaks All indications of potential leak noise will be verified subsequent to the initial survey (Task 2), at which time suspect leaks will be confirmed and located by JBS personnel. In exceptional cases (or due to lack of access points), where it is necessary to verify leak location prior to excavation for repair, City will provide probe holes for sounding directly on the main. Such probe locations will be requested in writing to the City. JBS will perform a thorough inspection of each suspect location identified in Task 2 prior to pinpointing operations. Any locations investigated which are determined to be non -leak related deficiencies will be reported and if appropriate photographed. The reports will be compiled for subsequent analysis and recommendations. Task 4 - Project Reporting Procedures JBS will provide the City with weekly written progress reports and individual leak reports for each leak located as done in Phase 1. Leak reports shall include a best estimate of leakage rate for repair prioritization purposes and a field sketch showing the location. Task 5 - Review Progress and Results A leak detection survey on a wide scale is a dynamic process. Field conditions vary, anticipated results may not be realized or may be exceeded. The survey process will be monitored frequently during the project by the Project Manager to ensure that the best survey approach for the conditions is being implemented. If changes to the pre - defined plan need to made they will be communicated to the Customer and implemented accordingly. 4 JBS Associates, Inc. City of Round Rock, Texas Task 6 - Minimum Night Flow Test Upon completion of this survey and corresponding leak repairs, the minimum night flow test originally scheduled for the end of Phase 1 will be conducted to assess the impact of the repairs. This will be a similar procedure to that carried out during the 1996 Water Audit. Repair of the leaking Isolation Valves (IV's) identified in Phase 1 is critical to the successful completion of this test. Task 7 - Final Report Preparation and Submittal JBS will furnish to the City a Final Report detailing the work undertaken, the results obtained, observations concerning the water system surveyed and appropriate recommendations for the further development of leak reduction practices. Results available from leaks repaired by the City prior to completion of the field work as well as all relevant data collected during the course of the study will be compiled and analyzed. The report will also provide conclusions and recommendations. Particular attention will be directed to the on -going leak detection needs of the Round Rock water system. The Final Report will be presented in person to allow staff the opportunity to ask questions about the results and the recommendations presented. 5 JBS Associates, Inc. III. CITY'S RESPONSIBILITIES 6 City of Round Rock, Texas To ensure the best results from this survey program, we will need the City's support with certain tasks. The City's responsibilities include the following: 1. Prior to commencement, supply JBS Associates, Inc. with two complete sets of most current available plans of the water distribution system, showing size, type and location of mains, valves and fire hydrants (Phase 3 only). 2. During the course of the survey the City should make available to JBS Associates, Inc. the log of leak related work orders maintained by the City, so as to track all visible leaks reported during the study. 3. Provide one experienced individual knowledgeable of the water system to be surveyed, for the purposes of valve /pipe location and access, access to customers' services, traffic control, etc. 4. Provide further access to the water system by probe hole or excavation on an occasional basis as requested by JBS for thorough completion of the survey. 5. In order to maximize the recovery of lost water through leakage identified during the survey, it is essential that all significant leaks are repaired by the City as the survey progresses, and prior to conducting the night flow test. 6. Officially notify local public safety agencies (Police & Fire Depts., etc.) of the nature of this project and provide assistance to JBS where this may be necessary for safe completion of the work. JBS Associates, Inc. IV. FEES FOR PROFESSIONAL SERVICES City of Round Rock, Texas Based on our recent leak detection experience in Round Rock, information furnished to date by the City and the results of the recent water audit, JBS Associates, Inc. proposes to undertake the continuation of the Water Distribution System Leak Detection Program in two additional phases as described in this document as follows. • Phase 2 (Immediate Implementation): Oak Creek/Oaklands subdivisions, comprised of 7.5 miles of water mains for an aggregate fee of $1,310.00. • Phase 3 (Implement at Completion of Phase 2 and MNF Test): Additional areas of the water distribution system including the 23 subdivisions described in the accompanying proposal, comprised of approximately 125 miles of water mains for an aggregate fee not to exceed $20,750.00. The 1996 Water Audit estimated the cost of water lost through leakage at $256,900 annually. A recovery of 10 percent (243 gpm) of the total unaccounted for loss will more than pay for the cost of the proposed survey. Our comprehensive knowledge of water distribution systems and instrumentation, combined with our previous experience in the Round Rock system provide for the most effective solutions to problems associated with water loss or accountability. We look forward to the opportunity to further pursue leak losses within the City of Round Rock water system. 7 DATE: March 25, 1997 SUBJECT: City Council Meeting, March 27, 1997 ITEM: 11E. Consider a resolution authorizing the Mayor to execute an agreement for Water Leak Detection Program Phase 2 and Phase 3. STAFF RESOURCE PERSON: Jim Nuse STAFF RECOMMENDATION: DATE: February 26, 1997 TO: James R. Nuse, P.E. Director of Public Works FROM: Fred Russell Utility Maintenance Manager MEMORANDUM RE: Water Leak Detection Program Phase 2 and 3 Phase I of the water leak detection program was completed in January of 1997 at a cost of $15,300.00. 190 leaks were detected. The water loss from these 190 leaks is estimated at 450 gallons per minute or 648,000 gallons per day. Repair of these leaks will be an estimated savings of $120,000 dollars per year. To date 70% of the leaks detected have been corrected and the remainder should be completed by March 31, 1997. The areas surveyed were: South Creek, Greenslopes, Round Rock Proper, Egger Acres, Mesa Park, Mesa Ridge, Sunrise Vista, Settlement I, Greenhill, Onion Creek Village, Chisholm Valley, Round Rock West. I request for the Council's approval to proceed with Phase 2 and 3 immediately. So as to get the jump on line break season (June thru September). Cost for Phase 2: $1,310.00 Cost for Phase 3: $20,750.00 Phase 2 will include Oaklands and Oakcreek Subdivisions. Phase 3 will be all of the system not encompassed in phase 1 and 2.