HomeMy WebLinkAbout08.b. Authorize amendment to agreement with HDR Engineering, Inc. for design of the Primary Treatment Renovations, District Project 7285Central Contra Costa Sanitary District I BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 7, 2012 subject: AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING AGREEMENT WITH HDR ENGINEERING, INC. FOR PROFESSIONAL ENGINEERING SERVICES FOR THE DESIGN OF THE PRIMARY TREATMENT RENOVATIONS, DISTRICT PROJECT 7285 Submitted By: Initiating Dept. /Div.: Gary E. Rathunde, Associate Engineer Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: Rathunde�" P. Seitz A. Antkowiak A. Farrell General Manager ISSUE: Board of Directors' authorization is required for the General Manager to amend an existing professional services agreement beyond staff authority limits. RECOMMENDATION: Authorize the General Manager to amend an existing Professional Engineering Services Agreement with HDR Engineering, Inc. (HDR) from $180,000 to $820,000 for the Primary Treatment Renovations, District Project 7285, FINANCIAL IMPACTS: The final design cost for this project, including District staff time, will be approximately $1,100,000. Preliminary design work completed to date indicates that the total project, including construction, will be $12 million. ALTERNATIVES /CONSIDERATIONS: An alternative would be to hire additional engineering staff. The broad range of professional expertise needed would require hiring numerous people. It has been the District's practice to augment staff with consultants on specialty designs and larger projects. BACKGROUND: Two of the four primary sedimentation tanks were constructed in the mid -60s, and the final two tanks were constructed in the mid -70s as part of the 5A expansion project. Most of the piping and components in the primary treatment area are more than 35 -years old, with some approximately 50 -years old. Piping and process components have been observed to be corroding, requiring more maintenance, or otherwise are nearing the end of their respective service life. This project will renovate or replace the scum collection system and the water and air pipelines at the primary sedimentation tanks. In addition, the project will include renovation of concrete, hand railing, lighting, and electrical upgrades to the motor control center that provides power to the primary treatment facilities. Installation of a tank baffle system will be constructed to improve solids removal efficiency. N: \PESUP \Position Papers \Rathunde \7285_Agreement Revision.doc Page 1 of 2 POSITION PAPER Board Meeting Date: June 7, 2012 subject: AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING AGREEMENT WITH HDR ENGINEERING, INC. FOR PROFESSIONAL ENGINEERING SERVICES FOR THE DESIGN OF THE PRIMARY TREATMENT RENOVATIONS, DISTRICT PROJECT 7285 The project will also include installation of a scum thickening unit on the third floor of the Solids Conditioning Building, construction of a new grit handling facility, and refurbishing a primary effluent pump. District staff will prepare plans and specifications for some piping renovations, aeration diffuser replacement, and gear box replacement work in the primary treatment area. However, the majority of the design work will be performed by a consulting firm. HDR has completed a preliminary design report and has completed design drawings to the 15- percent design level. HDR was selected out of three firms to perform the preliminary design on this project. Because of their expertise, their satisfactory performance, and their preliminary work, staff recommends that HDR perform the final design for the Primary Treatment Renovations. An amendment to their existing professional engineering services agreement has been negotiated with HDR for $640,000. The original agreement had a cost ceiling of $180,000. The new cost ceiling of the agreement, including the new scope of work, is $820,000. The Primary Treatment Renovations is included in the Fiscal Year 2011 -2012 Capital Improvement Budget on page TP -45. Staff has determined that there are adequate funds available and that the expenditure requirements are consistent with the Treatment Plant Program. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15301 since it involves minor alterations to an existing public facility. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an amendment to the existing Professional Engineering Services Agreement with HDR for the Primary Treatment Renovations, District Project 7285, to increase the cost ceiling to $820,000. N:\PESUP \Position Papers \Rathunde \7285_Agreement Revision.doc Page 2 of 2