5-Scope of Work Lift Stations and Diversion Structures Improvement (25-504E).pdf

Contract No. 23-464E Page 1 of 11 March 2024

Preliminary Scope of Work

CITY OF DALLAS

WATER UTILITIES DEPARTMENT

Lift Stations and Diversion Structures Improvement

PRELIMINARY SCOPE OF WORK

CONTRACT NO. 25-504E

OVERVIEW:

To provide engineering services required for the replacement of six (6) lift stations and the design of improvements to diversion structures, as described below.

Services include investigation and study, preliminary and final design, preparation of construction plans and specifications, bidding assistance, construction administration, and start-up services associated with the lift station replacements and diversion structure improvements.

PROJECT OBJECTIVE:

For the six (6) lift stations, the Engineer shall develop and implement engineering solutions for full replacement of the existing facilities. Services shall include site assessments, development of replacement alternatives, preparation of construction documents, and support through construction and start-up.

For the diversion structures, the Engineer shall develop and design improvements to the existing facilities. Services shall include site assessments, development of improvement alternatives, and preparation of design documents for the recommended improvements.

All work shall be planned and executed to maintain safe and reliable operation during construction and until new or upgraded facilities are fully commissioned. Improvements may address site access and civil, structural, mechanical, electrical, and instrumentation systems to ensure dependable operation and long-term performance.

All work will be done at the listed address.

Table 1 –List of Project Items

Number Site Name Address Capacity

(MGD)

Comments

1 Seagoville Road Lift Station

13322 Seagoville Road, Dallas, TX

0.72 Deteriorated electrical, instrumentation, and pump assets. Improve site drainage to prevent flooding of the wet well and flow meter vault during rain events. The lift station should be upsized to accommodate projected future flows

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2 Industrial Lift Station

1329 S. Riverfront Boulevard, Dallas, TX

0.75 Deteriorated electrical, instrumentation, and pump assets. Improve site drainage to reduce flooding risks at the wet well and dry well vaults and improve overall operational reliability.

3 Regal Row Lift Station

103 Regal Row, Dallas, TX

0.54 Deteriorated electrical, instrumentation, and pump assets. Improve site safety by adding security features and protection from vehicular traffic to reduce operational and safety risks.

4 Rylie Road Lift Station

8200 Rylie Road, Dallas, TX

0.37 Deteriorated electrical, instrumentation, and pump assets. Modify the dry well high-level flood switch by lowering its elevation below the electrical receptacle to reduce flood-related electrical hazards

5 Christopher Place Lift Station

3617 Christopher Place, Dallas, TX

0.36 Deteriorated electrical, instrumentation, and pump assets. Replace metallic dry-pipe components, including discharge piping and valves, and install a new control panel due to the poor condition of the existing equipment. It might need to be relocated to opposite side of the creek.

6 Lucky Lane Lift Station

4827 Lucky Lane, Dallas, TX

0.22 Improve site access by installing

a paved driveway and parking area. Upgrade the generator quick-connect system to enhance emergency power reliability

7 Five Mile Diversion Structure

8689 S. Central Expressway, Dallas, TX

Restoring power to the site, installing a new control panel, PLC and flow meters, and improving site security.

8 Sunbeam Diversion Structure

5420 S. Second Avenue, Dallas, TX

Restoring power to the site, installing a new control panel, PLC and flow meters, and improving site security.

PROJECT REQUIREMENTS

A. General Requirements – Administrative Guidelines for the Project

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B. Specific Requirements Phase I Investigation/Study & Design Report (9 months) Phase II Construction Plans and Technical Specifications (15 months) Phase III Services During Construction (24 months) Phase IV Resident Construction Engineering Services (Not Required) Phase V Start-up and Operations (2 months)

GENERAL REQUIREMENTS:

A. The Consultant (ENGINEER) shall produce a project schedule to be approved by

OWNER (DWU) at the beginning of the project. The duration shall match the anticipated project time frame herein. ENGINEER shall update the schedule monthly with project progress. ENGINEER shall document reasons for any project delays and indicate how the project will be brought back on schedule. This schedule shall be submitted with each monthly pay application.

B. Subcontracts for CADD work, if any, shall submit a CD containing all drawing files with each plan review submittal.

C. Format for CADD files shall be MicroStation V8i compatible, DGN format and Adobe

PDF. Reference CADD files to State Plane Coordinates. Use of AutoCAD will not be allowed. Half-size plans shall be 11-inch by 17-inch sheets. Full size plans shall have the design contained in a 22-inch by 34-inch area and printed on 24-inch by 36-inch sheets. Any new plan sheets are to conform to the format established at the beginning of the design. Typical format shall be submitted for DWU approval at the beginning of the design process. All levels of submitted specifications shall be in an electronic format compatible with the latest version of Microsoft Word and a character recognition version of Adobe PDF.

D. Identify, coordinate, and conform design of this project to meet legal and regulatory parameters/constraints, codes and requirements set forth by Federal, State, and local agencies, to include, but not be limited to, the following identified agencies:

Americans with Disabilities Act (ADA), U.S. Environmental Protection Agency (USEPA), National Fire Protection Association (NFPA), Occupational Safety and Health Act (OSHA), Texas Commission on Environmental Quality (TCEQ), Department of Homeland Security (DHS), Uniform Fire Code (UFC), International Building Code (IBC) and National Electric Code (NEC). Design will conform to most recent edition of codes (or most recent being implemented by the governing authority) as of the date of this contract.

E. Address, evaluate, and incorporate recommendations and practices from the

American Water Works Association (AWWA), American Society for Testing and Materials (ASTM), American Standard Test Method, Water Environment Federation (WEF), Hydraulic Institute Standards, American Society of Civil Engineers (ASCE), and others as appropriate.

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F. ENGINEER shall utilize DWU’s “Corrosion Control Guidelines” and “Electrical

Master Specifications” as appropriate. Request to utilize deviations shall be requested in writing and approved in writing by DWU, prior to their use.

G. Services identified as special services items in this Scope of Work are items which must be authorized in advance and in writing by the OWNER’s Project Manager and will be paid only on a direct expenses and hourly billings of time expended by consultant. Such items are so designated because it is difficult to determine an accurate level of services required for the items at this time.

Consultant will establish an estimated amount for each item and submit to OWNER for written authorization prior to beginning work. Consultant shall notify OWNER’s Project Manager in advance and receive written authorization to exceed the estimated amounts on items. Total payment for these items shall not exceed the total amount authorized by OWNER; however, the amounts allocated to each item may be adjusted by OWNER’s Project Manager as needed.

H. Promptly advise OWNER’s Project Manager of comments/requests which are out of scope or which may affect construction/engineering costs. Prior written authorization from OWNER’s Project Manager is required for additional or out of scope work that does not exceed the total amount of Special Services in the contract.

OWNER’s Project Manager and other OWNER staff do not have the authority to authorize additional or out of scope work in excess of the total amount of Special Services. Any such work performed by the ENGINEER (or any sub-consultant) prior to a Supplemental Agreement awarded by the Dallas City Council or approved by Administrative Action will be considered pro-bono work by the ENGINEER and will not be compensated.

I. Use existing information, reports, surveys, and available data, as applicable.

Specific documents are listed under applicable sections.

J. Coordinate the proposed design and construction activities under this contract with DWU’s Project Manager relative to other proposed and on-going design, construction and maintenance activities.

K. Provide internal quality control for deliverables prior to submission to DWU as outlined in the Specific Requirements section. Intermediate submittals provided for review shall, at a minimum, bear the signature of the ENGINEER’S Project Manager and designated Quality Control reviewer. OWNER shall provide written comments for each submittal bearing, at a minimum, the signatures of the OWNER’S Project Manager.

L. Evaluate DWU comments and coordinate responses between DWU’s Project Manager and Consulting Firm’s Project Manager, into reports, technical memoranda, plans and specifications. Inform the DWU Project Manager, in writing, of the engineering and construction budget impact of comments.

M. The Consultant Engineer shall provide written response by a licensed professional

ENGINEER to Owner’s comments received on reports, technical memoranda, and

Contract No.25-504E Page 5 of 11 Jan 2026 plans and specifications. Submittals, RFI’s, and other similar types of information shall be approved, rejected, or answered by a licensed professional engineer.

N. ENGINEER shall maintain a “Decisions Log” detailing action items identified in meetings or during the design process, date the issue was identified, the responsible individual, resolution solution, and resolution date.

O. Project Management & Administration - Provide accounting/invoice preparation and review, subconsultant management, project guide, progress tracking, filing, mailing, copying, and maintain an issues log. Deliverables: Monthly Invoice, Monthly Project Manager Status Report, Decision/Action Item Log.

SPECIFIC REQUIREMENTS:

A. PHASE I - INVESTIGATION/STUDY and DESIGN REPORT Perform engineering investigations, site assessments required by this scope of work, studies, calculations, process analyses, research of reports, formulation, and evaluation of various items included in the scope of work. The ENGINEER is required to perform a visual assessment at the site and is responsible for making field measurements, noting equipment characteristics, and avoiding conflicts with existing utilities or structures. Make recommendations, prepare, and submit an engineering design report in accordance with the Project Description, General Requirements and the following Specific Requirements.

As part of the Project, the Consultant Engineer shall oversee and signoff on all general administrative duties and services performed. Services shall include but not inclusive of progress monitoring, scheduling, general correspondence, office administration, and invoicing. Duties shall also include providing project communication; monitoring work on the project; and ensuring that the work is executed in accordance with the work plan, budget and schedule.

1. Project Meetings

a. ENGINEER will participate in regularly scheduled monthly meetings (or more frequent as required to meet project schedule) with DWU for the anticipated duration established in the project objectives. Prepare and provide to DWU a meeting agenda five working days prior to the meeting. Provide materials required for the meeting.

b. Prepare meeting minutes for each meeting and provide to DWU within five (5) working days of the meeting date. Establish sections within the minutes that clearly identify project team decisions and action items with responsible party.

Final minutes will be prepared and submitted by the Consultant Engineer following receipt of input. Deliverables: Meeting Agenda, Meeting Materials, Meeting Minutes with Action Items and Decision Items

2. Evaluate each item within the project scope based on historical and current operational data and protocols. Identify all equipment and/or operational changes to increase efficiency and provide necessary improvements.

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3. Provide a detailed description of the ENGINEER’s recommended alternatives including size and number of units, layout of facilities, types of materials, and other design criteria. Provide a more detailed cost estimate for the recommended alternative which includes capital construction costs and annual O&M expenses.

Include an evaluation of any cost savings that may occur by eliminating existing facilities and equipment.

4. Review Pertinent Documents, at a minimum, review the following documents provided by DWU go to:

a. Wastewater Facilities and Operations Strategic Plan 21-478E

5. Design Report

Technical Memoranda shall be combined into a single design report. The design report shall include an executive summary (not exceeding four pages in length), introduction, and each Technical Memorandum (TM) shall represent a separate chapter. This design report will be considered as a 30% complete design document.

The TM shall generally include:

a. Executive Summary – Prepare an Executive Summary providing concise findings and recommendations.

b. Introduction – Compose an introductory chapter providing the history and basic assumptions for the report.

c. Existing Condition – Based on the site assessment provide existing condition overview.

d. Alternatives Evaluation – Write descriptions of each alternative considered, clearly indicating advantages, disadvantages, and any intangible considerations, including environmental considerations. Provide a summary of budget-level capital, operation, and maintenance (life-cycle) costs.

e. Recommendations - Provide detailed description of the recommendations for each scope item.

f. Operational Requirements - Describe operational requirements and practices, resource requirements, and estimated operation and maintenance costs.

B. PHASE II - PLANS AND SPECIFICATIONS

Provide detailed plans and specifications based on the accepted recommendations of the Design Report above. They shall include but not be limited to the following:

1. Prepare detailed construction plans and specifications which comply with applicable

Federal, State and local regulations and DWU's Standards.

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2. Designate plan sheet requirements and submit sample to DWU for comments and approval. Font type sizes should be such that all text, including the title block information is easily readable and automatically adjusted to be easily readable on half size prints. Provide sample and direction to sub-consultants to ensure uniformity of documents.

3. Identify permits and their requirements and provide documents to secure all permits and special licenses for construction of the proposed facilities. Required permits and/or licenses shall be identified and submitted with the 60% preliminary design plans and specifications.

4. The Prime consultant is to review and perform Quality Assurance/Quality Control (QA/QC) on all work and provide QA/QC on all Sub-Consultant work by professional engineering review in all areas of expertise.

5. Submit ten (10) (plus one electronic character recognition Adobe PDF labeled CD) sets of preliminary plans and specifications to the City for review and comments.

This submittal can be half-size plans on 11" by 17" paper. The 60% review shall be defined and consist of the minimum level of completion by the following disciplines:

General/Standard Sheets 70% Mechanical 70% Civil 70% Structural 70% Instrumentation & Control 60% Electrical 60% Specifications 60%

6. Instrumentation & Control design and Electrical design shall be performed by the same firm (prime or sub) unless it can be demonstrated that an alternative plan will be advantageous and be accomplished in a seamless, coordinated effort and is approved in writing by Owner (City of Dallas).

7. Identify and develop specifications for equipment operations including O&M manuals, curricula and training materials in operations and maintenance procedures for the facility and remaining equipment. In addition to hard copies, O& M Manuals are to be furnished electronically in an Adobe PDF format.

8. Submit ten (10) (one electronic character recognition Adobe PDF labeled CD) sets of preliminary plans and specifications at the 90% completion level to the City for review and comments. This submittal can be half size plans on 11" by 17" paper;

however, full size sheets may be needed for specific areas for clarity. Submit one set of preliminary plans and specifications to TCEQ if required. The 90% review shall be defined and consist of the minimum level of completion by the following disciplines:

General/Standard Sheets 95% Mechanical 95%

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Civil 95% Structural 90% Instrumentation & Control 90% Electrical 90% Specifications 90% Cost Estimate 90%

9. Perform internal QA/QC and incorporate Owner’s and TCEQ's comments as appropriate into final plans and specifications to comply with all applicable codes and regulations.

10. Submit ten (10) (one electronic character recognition Adobe PDF labeled CD) sets of final plans and specifications, including final cost estimate to the City for review.

This submittal can be half size plans on 11" by 17" paper; however, full size sheets may be needed for specific areas for clarity.

11. Develop inventory listing prior to final completion consistent with the "Fixed Asset System" developed by DWU which incorporates equipment identification number, facility identification, age of equipment, cost of equipment, cost of facility with corresponding listing of equipment or facilities eliminated or retired and compatible with all requirements and the asset management standards currently being established by DWU.

12. Provide one unbound set of Specifications, Proposal and full size Drawings for advertisement of project. Provide 2 electronic copies of the contract documents in both Microsoft Word’s latest version and electronic character recognition Adobe PDF format. Addenda must be issued in the same quantities as the Specifications, Proposals and Plans. Follow DWU guidelines for the furnishing and production of plans and specifications.

13. Submit final construction cost estimates for each bid item prior to advertisement.

Update construction cost estimates and provide with each revision by Addenda. The construction cost estimates shall be in the Proposal Bid Items format. If the bid varies by +20% or greater from the Engineer’s estimate, the Engineer shall within seven days of the bid submit a detailed explanation in writing that is signed by a Professional Engineer.

PHASE III - SERVICES DURING CONSTRUCTION

Provide the following services after final construction documents are submitted and during construction:

1. Assist in Pre-bid conferences and provide minutes along with staff briefings.

2. Respond to questions during advertisement

3. Assist in evaluating bids, tabulating bids, and making recommendations for contract award. Provide consultation on acceptability of the general contractors and proposed subcontractors. Provide a written evaluation and recommendation for award that is signed by a registered professional engineer.

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4. Print and provide ten (10) (one electronic character recognition Adobe PDF labeled CD) sets of conformed plans and specifications, consisting of six (6) half-size plans with laminated covers bound with GBC or spiral binders. These half-size plans should include any modifications by addenda and specify that they are conformed drawings. All sheets must be stamped conformed.

5. Attend and assist in pre-construction conferences and prepare and distribute minutes.

6. Review and approve the schedule of values and construction schedule submitted by the Contractor. Evaluate for proper distribution of costs and for appropriate and likely completion of work within the milestones or other time constraints for the construction.

7. Review and approve or reject shop drawings, product data, samples, and other submittals by a Licensed Professional Engineer within fifteen (15) calendar days after receipt of each submittal. The Piping & Instrumentation Diagram (P & ID) submittal may be required as a single comprehensive submittal and Engineer will have thirty

(30) calendar days after receipt for review and approval. NOTE: Receive concurrence on instrumentation and electrical submittals from DWU’s Instrumentations and Electrical Staff Engineer prior to distribution. Maintain log for review at monthly progress meetings.

8. Provide answers to requests for information for clarification where plans and specifications are not clear or as related to possible conflicts between plans and specifications within seven (7) calendar days. Maintain log for review at monthly progress meetings.

9. Provide revised specifications and/or plans as required. This shall be provided within fifteen (15) calendar days when design revisions are due to lack of clarity or omission from the contract documents.

10. Review and provide recommendations on contractor’s requests for changed or alternate construction methods within twenty-one (21) calendar days.

11. Review and make recommendations on contractor's change order proposals.

12. Conduct site visits as necessary, to determine general construction conformance with contract documents. One of the site visits will include the monthly progress meeting with the contractor(s). Provide report to DWU regarding acceptability of work as per contract plans and specifications. Prepare meeting minutes for all monthly construction progress meetings.

13. Provide consultation and written response by a licensed professional engineer regarding contractors' potential non-performance and request(s) for change orders and/or claims for additional compensation. This is a Contingent item.

14. Evaluate and make recommendations regarding factory and/or field test data of key equipment.

15. Review monthly construction schedules submitted by the contractors and provide recommendations to the City.

16. Revise contract plans and specifications to show all addenda, change orders, and significant changes made during advertisement and construction.

17. Assist in final construction walk through and punch list.

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18. Maintain a summary log of all project correspondence with deposition, dates, etc.

19. Provide four (4) sets of spiral bound, laminated half sized (11” x 17”) record drawings, one (1) full size set of mylars and one electronic copy of record drawings.

D. PHASE IV - RESIDENT DESIGN ENGINEERING SERVICES (NOT required)

E. PHASE V - START-UP, TRAINING, AND OPERATIONS ASSISTANCE

Prepare and provide the following in both hard copy (4 copies) and an electronic character recognition Adobe PDF format:

a. A recommended maintenance program for all types of equipment. Operating

Manuals can be used for this purpose, but all information regarding preventive maintenance, spare parts, assembly/disassembly of units, etc., must be contained in the manual.

c. Provide detailed as-built wiring and connection diagrams of electrical improvements, including a modified "Power Plant Distribution One-line Diagram" indicating all electrical improvements.

1. Provide proper documentation of all enhancements or modifications of the existing SCADA network, including screen design drawings, reports, signal lists, and an explanation of the scope and scheme of the changes.

2. Assist in the inspection with DWU personnel prior to expiration of new equipment warranty and construction performance bond.

3. Provide written start-up procedure in both hard copy and an electronic character recognition Adobe PDF format. This will include, but not be limited to, the following:

a. Demonstrating and recording the operation of all equipment and its controls and auxiliaries, both in normal and in abnormal (such as power failure) mode.

b. Demonstrating and recording the operation of all other working or moving devices.

c. Chronological sequence of each step in the start-up procedure and criteria, which must be met before advancing to the next step.

d. Chronological sequence of each step in the shutdown procedure and criteria, which must be met before advancing to the next step.

e. Assist in the execution of the start-up procedure, record and certify the items therein, including necessary corrections, when these are done, and report all results to Dallas Water Utilities.

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4. Assist in the execution of the start-up procedure. This will include, but not be limited to, the following:

a. Record and certify the items therein, including necessary corrections, when these are done, and report all results to DWU.

b. Measuring operating parameter to assure that equipment is performing within specified tolerances (voltage, amperage, flows, pressure. etc.)

c. Reviewing performance data and recommending process adjustments to enhance performance.

d. Certify proper performance of installed equipment, processes, and systems.

5. Record and certify the items therein, including necessary corrections, when these are done, and report all results to Dallas Water Utilities.

Special Services for this project shall include:

1. Additional Meetings – Participate in additional meetings, as necessary throughout the construction and start-up of the project.

2. Additional Engineering Services – Provide additional engineering services for items identified during evaluation, construction and start-up. Provide all documentation, calculation and graphical support as required to complete the defined objective(s).