HomeMy WebLinkAbout08.a. Approve agreement with Carollo Engineers, Inc. re Phase 1 of Plant of the Future RoadmapCentral Contra Costa Sanitary District
Q.
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 3, 2014
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH CAROLLO ENGINEERS, INC. FOR PROFESSIONAL ENGINEERING
SERVICES FOR PHASE 1 OF THE PLANT OF THE FUTURE ROADMAP AND
APPROVE A SUPPLEMENTAL AUTHORIZATION OF $650,000 TO THE
TREATMENT PLANT PROGRAM OF THE 2014 -15 CAPITAL IMPROVEMENT
BUDGET
Submitted By Initiating Dept. /Div.:
Randy Schmidt, Senior Engineer Treatment Plant Operations/
Regulatory Workgroup
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
C. Swanson — Director of Operations
R. Bailey
General Manager
ISSUE: Board of Directors' authorization is required for the General Manager to
execute a Professional Engineering Services Agreement greater than $100,000. Board
authorization is required for the addition of funds to the Fiscal Year (FY) 2014 -15
Capital Improvement Budget (CIB).
RECOMMENDATION: Authorize the General Manager to execute an agreement with
Carollo Engineers, Inc., for professional engineering services at a cost not to exceed
$625,000 for Phase 1 of the Plant of the Future Roadmap ( ROADMAP). In addition,
approve a supplemental authorization of $650,000 to the Treatment Plant Program of
the FY 2014 -15 CIB to cover the remaining costs for Phase 1 of the ROADMAP.
FINANCIAL IMPACTS: The District has selected Carollo Engineers, Inc., to assist in
the development of the ROADMAP. Phase 1 - Assessment of Future Facility Needs (of
the ROADMAP) is estimated to cost $625,000 for consultant assistance and $125,000
in other costs for a total of $750,000. A request for $100,000 from the Treatment Plant
Contingency Fund for FY 2013 -14 has been sent to the General Manager for approval.
This will cover the start of Phase 1 of the ROADMAP preparation. A supplemental
authorization of $650,000 to the Treatment Plant Program of the FY 2014 -15 CIB is
required to fully fund Phase 1 of the ROADMAP.
ALTERNATIVES /CONSIDERATIONS: The $100,000 contingency request is enough
to start Phase 1 of the ROADMAP in April of 2014, but is insufficient to conduct the
Phase 1 work required in FY 2014 -15. Failure to conduct the Phase 1 work for the
ROADMAP leaves the District susceptible to unexpected costs in energy, regulatory
compliance, process renovation, and possible unsustainable operational costs. The
supplemental authorization of $650,000 to the Treatment Plant Program of the
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POSITION PAPER
Board Meeting Date: April 3, 2014
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH CAROLLO ENGINEERS, INC. FOR PROFESSIONAL ENGINEERING
SERVICES FOR PHASE 1 OF THE PLANT OF THE FUTURE ROADMAP AND
APPROVE A SUPPLEMENTAL AUTHORIZATION OF $650,000 TO THE
TREATMENT PLANT PROGRAM OF THE 2014 -15 CAPITAL IMPROVEMENT
BUDGET
FY 2014 -15 CIB is not budgeted in the 10 -year Capital Improvement Plan (CIP). The
additional funds can come from deferred or cancelled Capital Projects, cash reserves,
and /or increased rates.
BACKGROUND: The majority of the District's wastewater treatment facilities were
constructed during the 1970's. Due to the age of the treatment facilities and anticipated
or possible changes to state and /or federal water and air regulations, the District
expects to make significant investments in treatment plant improvements over the next
twenty years. Before making these investments, it is prudent to first consider a range of
treatment process options, instead of assuming that continued investment in the current
treatment process is the appropriate approach. Toward this effort, the District
conducted a Treatment Plant of the Future visioning exercise. Several competent
consulting firms were asked to participate in this visioning exercise. Two firms elected
to participate. The goals of the visioning exercise were to identify future actions and /or
projects that:
• Minimize discharge to the water, land and air,
• Provide energy self- sufficiency,
• Maximize the use of recycled water,
• Insure 100% compliance with all future air, water, and solids regulations, and
Direct active management of monetary and human resources for long -term
sustainable operation.
Each Plant of the Future Vision was reviewed by an expert Technical Advisory Council
(TAC) for strengths and weaknesses. The TAC along with District staff conducted a
day -long discussion for each of the two Plant of the Future Visions. The TAC prepared
a technical memorandum which summarized the strengths and weaknesses of each
approach. After careful consideration, the District determined that Carollo
Engineers, Inc., had the best combination of approach, team, and master planning
background to assist the District in creating a ROADMAP. The ROADMAP is a
planning and implementation strategy for making near -term and long -term treatment
facilities improvements.
The ROADMAP will address all of the current and future issues that are facing the
District in sufficient scope and depth to be able to make the right CIP project and
program investment decisions at the right time. Major issues to consider include energy
optimization, nutrient removal, and minimization of greenhouse gas impacts. It is also
C:\ Users\ danderson \HppData \Local\Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \Treatment Plant of
the Future 04 -03 -14 (2).doc
POSITION PAPER
Board Meeting Date: April 3, 2014
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH CAROLLO ENGINEERS, INC. FOR PROFESSIONAL ENGINEERING
SERVICES FOR PHASE 1 OF THE PLANT OF THE FUTURE ROADMAP AND
APPROVE A SUPPLEMENTAL AUTHORIZATION OF $650,000 TO THE
TREATMENT PLANT PROGRAM OF THE 2014 -15 CAPITAL IMPROVEMENT
BUDGET
expected that the ROADMAP will help to streamline work flow, improve internal
consistency and communications, optimize on -going operations and implement near -
term projects consistent with the long -term vision, and improve efficiencies in
performance.
The ROADMAP will maximize the use of past and future research developments as well
as coordinate and compile ongoing planning and capital project efforts to provide a
plant -wide comprehensive roadmap into the next 20 years. The ROADMAP will serve
as a guidance document for the treatment plant that is flexible to changing needs,
goals, and regulatory requirements.
The ROADMAP is divided into the following four distinct phases:
1. Assessment of Future Facility Needs
2. Identification and Desktop Evaluation of Process Options (both conventional and
experimental)
3. Development of Process Scenarios Including Pilot Testing of Experimental
Processes Identified in Phase 2
4. Selection of Most Likely ROADMAP Scenarios and Development of the
ROADMAP Implementation Plan
Each Phase of the Roadmap is divided into several tasks. Phase 1 Tasks are as
follows:
1.0 Develop Goals and Objectives, Planning Principles, and Evaluation Criteria
1.1 Project Control Plan and Outreach Support
1.2 Master Plan Goals, Planning Principles, and Evaluation Criteria
1.3 Workshop 1 —Visioning, Goals, Objectives and Evaluation Criteria
2.0 Evaluate Existing Information and, Data
3.0 Define Existing System and Planning Parameters
3.1 Historical Wastewater Flows /Characteristics and Receiving Water Quality
3.2 Existing Treatment Plant Performance and Capacity
3.3 Projected Wastewater Flows /Characteristics and Reuse Demands
4.0 Determine and Evaluate Future Needs
C:\ Users \danderson\HppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \Treatment Plant of
the Future 04 -03 -14 (2).doc
POSITION PAPER
Board Meeting Date: April 3, 2014
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH CAROLLO ENGINEERS, INC. FOR PROFESSIONAL ENGINEERING
SERVICES FOR PHASE 1 OF THE PLANT OF THE FUTURE ROADMAP AND
APPROVE A SUPPLEMENTAL AUTHORIZATION OF $650,000 TO THE
TREATMENT PLANT PROGRAM OF THE 2014 -15 CAPITAL IMPROVEMENT
BUDGET
4.1 Existing and Anticipated Regulatory Requirements
4.2 Asset Management Plan Review
4.3 Determine Future Treatment Facilities Needs
4.4 Workshop No. 2 - Future Facility Needs and "Spin Out" Projects
The cost of Phase 1 is estimated to be $750,000. A contingency allocation of $100,000
to fund staff and consultant services for Task 1 of Phase 1 for the remainder of
FY 2013 -14 has been sent to the General Manager for approval. There is
approximately $500,000 in the Treatment Plant Contingency Fund for FY 2013 -14.
This position paper requests approval of a $650,000 supplemental authorization to the
Treatment Plant Program of the FY 2014 -15 to finish Phase 1 of the ROADMAP.
Phase 1 of the ROADMAP is expected to take approximately one year to complete.
Phases 2 — 4 of the ROADMAP could take another three years or more. The total cost
for the ROADMAP Phases 1 — 4 is estimated to be $4,000,000 depending on the
feasible conventional process alternatives as well as and the amount of pilot testing
needed for feasible experimental process alternatives.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an
agreement with Carollo Engineers, Inc., for professional engineering services at a cost
not to exceed $625,000 for Phase 1 of the ROADMAP as identified from the Plant of
the Future visioning exercise. In addition, approve a supplemental authorization of
$650,000 to the Treatment Plant Program of the FY 2014 -15 CIB to cover the
remaining costs for Phase 1 of the ROADMAP.
C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \Treatment Plant of
the Future 04 -03 -14 (2).doc