CCW Packet

Council Committee of the Whole Agenda November 10, 2020 - 6:00 p.m. This meeting will be held remotely via WebEx. Public participation information is as follows: Phone: 1-408-418-9388 Link: https://cityofdoverde.webex.com/cityofdoverde/onstage/g.php?MTID=e11c531bb1f3282b0c794b 4bd0166d564 Event number: 173 793 6814 Event password: DOVER (if needed) If you are new to WebEx get the app now at https://www.webex.com/ to be ready when the meeting starts. Public comments are welcomed on any item and will be permitted at appropriate time. When possible, please notify the City Clerk (736-7008 or email at cityclerk@dover.de.us) should you wish to be recognized. Utility Committee Adoption of the Agenda (Actionable and Informational Items) Actionable Items 1. Evaluation of Bids - SCADA (Supervisory Control and Data Acquisition) Equipment Technology Upgrade (Staff recommendation: Award contract to Freemire & Associates, Inc. for the SCADA Equipment Technology Upgrade, ITB #21-0009WW, for the amount of $197,118) 2. Evaluation of Proposals - College Road Pump Station Upgrade Engineering Design Support (Staff recommendation: Award contract to Remington & Vernick Engineers for the College Road Pump Station Upgrade Engineering Design, RFP #21-0010WW, for the amount of $17,523) 3. Water Treatment Plant Process Improvement Project – Construction Support Services Fees – Change Order (Staff recommendation: City Council approval of the proposed amendment to the construction support services by Duffield Associates, in the amount of $39,000) 4. Adjournment of the Utility Committee

Council Committee of the Whole Agenda - November 10, 2020 Page 2 Parks, Recreation, and Community Enhancement Committee Adoption of the Agenda (Actionable and Informational Items) Informational Items 1. Proposed Revision to the Reciprocal Borrowing Agreement 2. Adjournment of the Parks, Recreation, and Community Enhancement Committee Adjournment of Council Committee of the Whole meeting S:\AGENDAS-MINUTES-PACKETS-PRESENTATIONS-ATT&EXH\Committee-Agendas\2020\11-10-2020 CCW Agenda.wpd The agenda items as listed may not be considered in sequence. Pursuant to 29 Del.C. §1004(e)(2), this agenda is subject to change to include the addition or deletion of items, including executive sessions, which arise at the time of the meeting.

ACTION FORM PROCEEDING: Council Committee of the Whole (Utility) AGENDA ITEM NO.: DEPARTMENT OF ORIGIN: Water & Wastewater DATE SUBMITTED: 10/30/2020 PREPARED BY: Jason A. Lyon, P.E., Director of Water & Wastewater SUBJECT: Evaluation of Bids – SCADA Equipment Technology Upgrade REFERENCE: N/A RELATED PROJECT: N/A APPROVALS: City Manager EXHIBITS: N/A EXPENDITURE REQUIRED: $197,118 BUDGET: $308,000 FUNDING SOURCE (Dept./Page in CIP & Budget): Department of Water & Wastewater- Wastewater Management, CIP Project #WW2006, CIP Project Name: SCADA Equipment Technology Upgrade. Account No.: 403-41-69-99-000-54031. TIME TABLE: Notice to proceed to be issued within thirty (30) days of Council approval. Project anticipated to be completed in one hundred and twenty (120) calendar days. RECOMMENDED ACTION: Award contract to Freemire & Associates, Inc. for the SCADA Equipment Technology Upgrade, ITB #21-0009WW, for the amount of $197,118. BACKGROUND AND ANALYSIS This project involves the replacement of antiquated and / or obsolete remote terminal units (RTU’s) at wastewater pump stations with new up to date supervisory control and data acquisition (SCADA) equipment. A new module will be installed at each station. This module will be utilized as the reporting equipment that will report real time data that depicts the status of alarms at the City’s stations. The new module will utilize cellular service to transit all information through a web-based program, which will allow multiple City personnel to access the information remotely. This project will replace the remaining thirty five (35) pump stations that have not been upgraded with the new equipment as well as two (2) spare units. The bid was advertised to the public as a Invitation to Bid in accordance with the City’s purchasing policy by the City’s Purchasing Agent under RFP #21-0009WW. Bids were opened on October 21, 2020. The City of Dover received one (1) bid. CONTINGENCY CONTRACTOR LOCATION BASE COST TOTAL COST COST FREEMIRE & ASSOCIATES, INC. CAMDEN, DE $190,378 $6,740 $197,118 City staff reviewed the submissions and found that the Freemire & Associates, Inc. bid met all requirements for the qualifications of the project and found that the cost for the bid is a fair market price. The staff recommends awarding the contract to Freemire & Associates, Inc. in the amount of $197,118 for the SCADA Equipment Technology Upgrade project.

ACTION FORM PROCEEDING: Council Committee of the Whole (Utility) AGENDA ITEM NO.: DEPARTMENT OF ORIGIN: Water & Wastewater DATE SUBMITTED: 10/30/2020 PREPARED BY: Jason A. Lyon, P.E., Director of Water & Wastewater SUBJECT: Evaluation of Proposals – College Road Pump Station Upgrade Engineering Design Support REFERENCE: N/A RELATED PROJECT: N/A APPROVALS: City Manager EXHIBITS: Aerial Map EXPENDITURE REQUIRED: $17,523 BUDGET: $75,000 FUNDING SOURCE (Dept./Page in CIP & Budget): Department of Water & Wastewater- Wastewater Management, CIP Project #WW2103, CIP Project Name: College Road Pump Station Replacement Account No.: 403-41-69-99-000-54031. TIME TABLE: Notice to proceed to be issued within thirty (30) days of Council approval. Project anticipated to be completed in one hundred and twenty (120) calendar days. RECOMMENDED ACTION: Award contract to Remington & Vernick Engineers for the College Road Pump Station Upgrade Engineering Design, RFP #21-0010WW, for the amount of $17,523. BACKGROUND AND ANALYSIS This capital investments project includes the design of a pump station upgrade project of the College Road Pump Station. This pump station was installed in 1987, in order to handle development in the area, as well as completely rehabilitate the wet well side of the pump station using a poly-triplex system liner. The station has exceeded its life expectancy of 20-25 years and is in need of a capacity upgrade to handle anticipated growth in the basin. The pump station is currently located on the north side of College Road, just west of Delaware State University. This upgrade will improve the City’s wastewater system by increasing the efficiency of the pump station. The proposal was advertised to the public as a Request for Proposals in accordance with the City’s purchasing policy by the City’s Purchasing Agent under RFP #21-0010WW. Proposals were opened on October 15, 2020. The City of Dover received five (5) proposals. Each proposal was rated in six (6) categories and evaluated by two (2) staff members. The proposal evaluations are as follows: AVERAGE CONTRACTOR LOCATION TOTAL COST EVALUATED SCORE REMINGTON & VERNICK ENG. NEWARK, DE 79.5 $17,523 CENTURY ENGINEERING DOVER, DE 68.5 $33,850 PENNONI ASSOCIATES NEWARK, DE 66.0 $36,000 DUFFIELD ASSOCIATES DOVER, DE 63.5 $61,595* DAVIS, BOWEN & FRIEDEL MILFORD, DE 57.5 $54,250 * - Duffield Associates claimed local vendor preference which provided a 3% reduction on their evaluation score. City staff reviewed the submissions and found that the Remington & Vernick Engineers proposal met all requirements for the qualifications of the project and received the highest average score from the evaluators. The staff recommends awarding the contract to Remington & Vernick Engineers in the amount of $17,523 for the College Road Pump Station Upgrade Engineering Design.

Exhibit "A" College Road Pump Station Ú [ De la w ar e S tate Unive rsi ty ege Rd es Old Coll ch In 4 1200 1200 Location of Pump Station eg eR d Co ll 425 Ú [ 650 385 363 400 M is ho 402 381 lS t ra so n Ve Ja Way St 430 335 0 50 100 200 Feet ¯ Legend Date Printed: October 28. 2020 File: m:\gis_data\projects\tech_mxds Ú [ Pump Station \jason_lyon_maps\caf_maps Force Main \caf_college_rd_pump_station Department: Public Works GIS Dover Parcels City of Dover, Delaware

ACTION FORM PROCEEDING: Council Committee of the Whole (Utility) AGENDA ITEM NO.: DEPARTMENT OF ORIGIN: Water & Wastewater DATE SUBMITTED: 10/30/2020 PREPARED BY: Jason A. Lyon, P.E., Director of Water & Wastewater SUBJECT: Water Treatment Plant Process Improvement Project – Construction Support Services Fees – Change Order REFERENCE: N/A RELATED PROJECT: N/A APPROVALS: City Manager EXHIBITS: Water Treatment Plant Process Improvements Engineering Services Amendment No. 3 EXPENDITURE REQUIRED: $39,000 AVAILABLE BUDGET: $287,604.39 FUNDING SOURCE (Dept./Page in CIP & Budget): Department of Water & Wastewater- Water Management, CIP Project #WD1609, CIP Project Name: Water Treatment Plant Process Improvement Project Account No.: 401-40-76-99-000-54031. TIME TABLE: Upon approval, construction support services is scheduled to be completed by the end of November, 2020. RECOMMENDED ACTION: Staff recommends City Council approval of the proposed amendment to the construction support services by Duffield Associates, in the amount of $39,000. BACKGROUND AND ANALYSIS The construction support service is a portion of the overall project that has been approved by the City of Dover Council called the Water Treatment Process Improvement Project, this work was awarded to Duffield Associates. The construction phase of the project was awarded to Johnston Construction Company. Due to construction delays, the construction support services aspect of the project has been extended in order to maintain continuity and accurate reporting and construction management of this project. The following provides a timeline of amendments related to the construction support service: Change Order Date Description Total Budget Amount 8/17/18 Original Project Approval n/a $298,500.00 7/30/19 Amendment #1 $180,000.00 $478,500.00 4/6/20 Amendment #2 $139,200.00 $617,700.00 TBA Amendment #3 $39,000.00 $656,700.00 The work required by Duffield Associates to perform the construction support service is directly related to the length of time that Johnston Construction Company is requiring to complete the project. It should be noted that the original contract length that was agreed upon by the City and Johnston Construction Company was 360 calendar days, as of October 30, 2020, the length of the project is 809 calendar days. Staff recommends approving this amendment to continue the construction support services that are required for this complex project. The funds are available in the project budget and Duffield has had knowledge of this project from the initiation of the construction phase.

• DUFFIELD Duffield Associates, Inc. 144 South Governors Ave. ASSOCIATES Dover, DE 19904 Soil, Water & the Environment Phone: 302.239-6634 Fax: 302.239-8485 September 25, 2020 duffnet.com Via Electronic Mail Mr. Jason Lyon, P.E. Director of Water & Wastewater Department of Public Works City of Dover P.O. Box 475 Dover, DE 19903 RE: Project No. 11732.BA Water Treatment Plant Process Improvements Engineering Services Amendment No. 3 Dear Mr. Lyon: The City of Dover (the City) signed an Agreement for Professional Services (Agreement) with Duffield Associates, Inc. (Duffield) dated August 17, 2018 for Construction Support Services at the City’s Water Treatment Plant located at 802 Long Point Road, Dover, DE 19901 (RFP NO: 18-0018PW). The agreement’s scope of work includes construction review and resident project representative services to be completed within a 395 day calendar period. Amendment No. 1 to the original agreement was signed on July 30, 2019 for our continued construction support services through the projected final completion date at that time, which was estimated to be March 20, 2020. Amendment No. 2 was signed on April 6, 2020 for continued construction support services through the projected final completion date at that time, which was August 1, 2020. The project is substantially complete. However, the Contractor has work remaining before final completion including completing the control system field test, punchlist items, and the administrative requirements for project closeout, conditional acceptance, and final acceptance. The City has requested that Duffield provide an amendment no. 3 for engineering services based on an additional 6 week duration. This engineering services amendment is for our continued construction support services as outlined in the original Agreement. Services provided by Duffield under this Amendment will be provided on a time and material basis. A. SCHEDULE OF WORK Duffield will provide construction support services through the project’s projected final completion date. B. FEES Duffield will provide construction support services, in accordance with the schedule stated in this amendment, on a “time and material” basis in accordance with the attached Hourly Rate Schedule. We have prepared a fee estimate of $39,000.00, which we believe is a reasonable expectation of the possible work effort required based on the project’s progress to date and current projected final completion date. Duffield will not exceed this fee without prior authorization. This Enhancing our community one project at a time.

Mr. Jason Lyon, P.E. DUFFIELD RE: Project No. 11732.BA ASSOCIATES Soll, Water & the Environment September 25, 2020 Page 2 estimate includes an assumed 240 hours of resident project representative services at a rate of $90 per hour plus additional on-site services of an instrumentation and controls engineer and Duffield’s project manager as-needed to support the City during project close-out. Duffield will continue to invoice the City for our services against our time and material fee in accordance with our current agreement until such time as that fee is expended. We anticipate that our fee amount approved in Amendment No. 3 will be sufficient for our continued services through approximately October 31, 2020. With approval of this amendment, a summary of fees for the project to date would be as follows: AGREEMENT & AMENDMENT(S) FEE TYPE FEE AMOUNT Original Agreement Fee Lump Sum $298,500.00 Total Fee Increase for Amendment No. 1 Time and Material $180,000.00 Total Fee Increase for Amendment No. 2 Time and Material $139,200.00 Total Fee Increase for Amendment No. 3 Time and Material $ 39,000.00 Total Adjusted Fee to Date $656,700.00 This agreement is solely between the City of Dover and Duffield Associates, Inc. and all invoices are payable by the City of Dover to Duffield Associates, Inc. and are due within 30 days of receipt. If this proposal meets with your approval, please sign below and return a copy to our office. Should you have any questions concerning this proposal or require any further information, please contact us. Very truly yours, DUFFIELD ASSOCIATES, INC. Steven H. Lewandowski, P.E. Scott Hoffman, P.E. Sr. Project Manager – Water & Wastewater Division Director – Water Resources SCH/SHL:acj 11732BA.0220-DoverWTPAmendmentNo2.PRO Enclosures: Hourly Rate Schedule ACCEPTED BY: (Signature) (Please Print Name and Title) FOR: City of Dover DATE:

DUFFIELD ASSOCIATES Soil. Water & the Envlronmenl DUFFIELD ASSOCIATES, INC. HOURLY RATE SCHEDULE Effective July 1, 2019 Professional Hourly Rate Staff Scientist/Junior Engineer ......................................................................... $ 79.00 – $119.00 Project Scientist/Project Engineer .................................................................... $122.00 – $143.00 Project Manager/Scientist/Engineer ................................................................. $153.00 – $172.00 Senior Project Manager/Senior Scientist/Senior Engineer ............................... $177.00 – $196.00 Senior Consultant/Principal .............................................................................. $203.00 – $220.00 Senior Principal ................................................................................................................... $235.00 Technical Technician ..........................................................................................................$ 49.00 – $ 91.00 Senior Technician...............................................................................................$ 91.00 – $119.00 Administration Administrative ..................................................................................................................... $ 69.00 Administrative Manager ..................................................................................................... $114.00 Senior Administrative Manager .......................................................................................... $145.00 Subject to increase on July 1, 2020. Please refer to the General Contract Conditions.

- r ~ ~•. ~t,,. rii~i,; , l~~ . / COMMITTEE INFORMATIONAL ITEM ~~-·liie~ t PROCEEDING: Council Committee of the Whole-Parks, Recreation & Community Enhancement Committee DEPARTMENT OF ORIGIN: City Manager’s Office DATE SUBMITTED November 4, 2020 PREPARED BY: Matt Harline, Assistant City Manager SUBJECT: Proposed Revision to the Reciprocal Borrowing Agreement REFERENCE: N/A RELATED PROJECT: N/A REVIEWED BY: - EXHIBITS: A – Letter from Brian Sylvester - EXPENDITURE REQUIRED: $125,000 FUNDING SOURCE (Dept./Page in CIP & Budget): Kent County Residual Library Tax Allocation - BUDGETED IMPACT: Yes. If successful, the Dover Public Library could receive a larger portion of the Reciprocal Borrowing Fund. - BACKGROUND AND ANALYSIS - The Dover Public Library received $125,000 from Kent County from the residual amount of funds leftover in the Reciprocal Borrowing Fund (RBF) last January. This is the City’s share of three years of accumulated funds. The vast majority of these funds are distributed annually based on the actual usage of city libraries by County residents in unincorporated parts of Kent County. These excess funds were divided equally between the four municipal libraries in Kent County and the County Library. Former Dover Public Library Directors have sought to address this funding formula in a variety of ways. The formula does not distribute the funds in a manner that is directly proportional to population of total circulation. Several attempts have been made to change the distribution to follow more directly along those lines. Brian Sylvester had been noting the drop off in funding from the RBF and investigated. Since the funds are collected in property taxes and this portion is distributed based on library usage, the RBF has grown much more rapidly this year with all the libraries closed. After discussing it with the other library directors in Kent County he developed a proposed strategy for making the formula based more on the actual library usage and sent the proposal in the form of a letter to those library directors which is attached as Exhibit A. The proposal would be sent to the Kent County Library Advisory Board and the recommendation would then be sent to the Kent County Levy Court who would have to make a legislative change to the current formula.

Exhibit A ool ER PUBLIC LIBRARY Proposed Revision to the Reciprocal Borrowing Agreement 10/13/2020 Brian Sylvester, Director Dover Public Library The Kent County Library tax is assessed on 3.30 cents per $100 of the net assessed value (net of exemptions) with the exception of the unincorporated areas located in the Milford School District, which are assessed 7.75 center per $100. In FY2020, the county estimates revenue from the Library Tax at $701,000. Under the current system for reciprocal borrowing for Kent County, each library tracks all circulations which involve someone that does not reside in that library’s city or town. This figure is then multiplied by $2.65. Kent County provides payments based on this total to each municipality three times a year for the periods of April to September, October to December, and January to March. Due to the COVID-19 pandemic, libraries in Kent County have reduced hours of operation and suspended services, leading to a significant reduction in the reported circulation for each municipality. This will equate to a significant reduction in funding through the Reciprocal Borrowing agreement. I suggest we consider a change to this calculation to prevent this happening in the future. Instead of linking a dollar value to physical circulation of items, I propose distributing the funds raised by the Library Tax based on a three-year average of the percentage of total qualifying circulations for the county that each community fills. These averages as of Oct. 2020 are: Dover Milford Harrington Smyrna 66.60% 10.76% 7.07% 15.57% This figure is arrived at by taking the same number of reported circulation used for the current bargaining calculation from each library and adding them together to get a total. This figure is then divided into the reported total from each library to determine their percent of that total. Analysis of these figures over time shows that they are relatively stable. A chart using the above formula and applying it to the quarterly circulation figures from Jan. 2017 to present is attached. This would provide consistency in funding for the member libraries, eliminate the county’s need to track deficit/surplus in this account, and could be distributed in a single annual payment instead of quarterly. A copy of this proposal is being made available to each of the four Kent County municipalities for review and comment.

Exhibit A ool ER PUBLIC LIBRARY Dover Harrington Milford Smyrna Circulations # Dover Harrington Milford Smyrna Total % % % % 2020 JUL-SEP 3998 736 956 1497 7187 55.63% 10.24% 13.30% 20.83% 2020 APR-JUN 1360 146 145 222 1873 72.61% 7.79% 7.74% 11.85% 2020 JAN-MAR 17908 1715 3058 3983 26664 67.16% 6.43% 11.47% 14.94% 2019 OCT-DEC 21024 1887 4168 4416 31495 66.75% 5.99% 13.23% 14.02% 2019 JUL-SEP 25482 2165 4478 5228 37353 68.22% 5.80% 11.99% 14.00% 2019 APR-JUN 22534 2052 3711 4985 33282 67.71% 6.17% 11.15% 14.98% 2019 JAN-MAR 24721 2412 4087 4958 36178 68.33% 6.67% 11.30% 13.70% 2018 OCT-DEC 25202 2148 3730 5364 36444 69.15% 5.89% 10.23% 14.72% 2018 JUL-SEP 28198 2657 4765 7067 42687 66.06% 6.22% 11.16% 16.56% 2018 APR-JUN 25280 2866 3965 6771 38882 65.02% 7.37% 10.20% 17.41% 2018 JAN-MAR 25850 2560 4160 6226 38796 66.63% 6.60% 10.72% 16.05% 2017 OCT-DEC 25419 2616 3337 5797 37169 68.39% 7.04% 8.98% 15.60% 2017 JUL-SEP 26278 3373 4276 6739 40666 64.62% 8.29% 10.51% 16.57% 2017 APR-JUN 26200 3351 3641 6396 39588 66.18% 8.46% 9.20% 16.16% 2017 JAN-MAR 25827 2760 3952 6264 38803 66.56% 7.11% 10.18% 16.14% Average 66.60% 7.07% 10.76% 15.57%