HomeMy WebLinkAbout04. V&A Contract for Flow MonitoringCentral Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: DECEMBER 4, 2014
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL
ENGINEERING SERVICES AGREEMENT IN THE AMOUNT OF $593,000
WITH V &A CONSULTING ENGINEERS UNDER THE COLLECTION
SYSTEM MODELING UPGRADE, DISTRICT PROJECT 8418
Submitted By: Initiating Dept. /Div.
Justin J. Waples, Assistant Engineer Engineering /Environmental Services Div.
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
N. Hodges — Provisional Senior Engineer
D. Gemmell — Environmental Services Division Manager
Roger S. Bailey
General Manager
ISSUE: Board of Directors' authorization is required for the General Manager to
execute a technical services agreement more than $100,000.
RECOMMENDATION: Authorize the General Manager to execute a Technical
Engineering Services Agreement with V &A Consulting Engineers with a cost ceiling not
to exceed $593,000.
FINANCIAL IMPACTS: The total anticipated cost for two years of flow monitoring by
V &A Consulting Engineers is $593,000. An additional $58,000 will be needed for
consulting services to integrate the data and initiate the hydraulic model. The total cost
for flow monitoring as part of the Collection System Modeling Upgrade project is
estimated at $651,000. There are sufficient funds in the Collection System Program
Fiscal Year 2014/15 CIB to accommodate the work.
PROJECT PRIORITY CATEGORY: Critical Level in the Collection System
Improvement Program, see attachment.
ALTERNATIVES /CONSIDERATIONS: An alternative would be to not undertake flow
monitoring to calibrate the new hydraulic modeling platform being commissioned;
however doing so would significantly impede the accuracy and prevent the
implementation of the new modeling platform.
BACKGROUND: The District commenced this project in 2013, to transition from a
proprietary, steady state model to a commercially available dynamic model that has the
potential to more accurately simulate the hydraulic complexities of the Districts
collection system, and at the same time provide a platform that can readily share
collection system data with the Districts new GIS system.
This project will provide the District with a platform that is crucial to the effective
management and planning of collection system assets. It will bring the District up to
current hydraulic modeling standards used by the wastewater industry. The District's
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POSITION PAPER
Board Meeting Date: DECEMBER 4, 2014
Subject AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL
ENGINEERING SERVICES AGREEMENT IN THE AMOUNT OF $593,000
WITH V &A CONSULTING ENGINEERS UNDER THE COLLECTION
SYSTEM MODELING UPGRADE, DISTRICT PROJECT 8418
peers in the wastewater industry have been optimizing their collection systems with the
use of similar dynamic models. The platform will also provide essential data necessary
for collection system Asset Management and Collection System Master Planning.
Flow monitoring of the collection system is a critical activity in the development of the
new hydraulic model. Flow and rainfall data obtained from this activity will be used
towards calibrating the new hydraulic model. Additional flow monitoring activities may
be necessary in subsequent years if significant storm events do not occur during the
upcoming two winters, the usual wet season for our service area..
The two -year wet weather flow monitoring activity is expected to begin in December
2014. In the event that the region does not experience sizable winter storms during the
nominal 9 week monitoring period each winter, a contingency of an additional 4 weeks
has been planned for and included in the budget.
District staff requested flow monitoring proposals from five firms. Three proposals were
received and the associated consulting firms have been interviewed. After reviewing the
detailed proposals and holding interviews with the project teams, the team proposed by
V &A Consulting Engineers has the most expertize, equipment, and best approach for
the scope of work based on their experience with projects of a similar nature and their
staff's project experience. Therefore, staff recommends selecting V &A Consulting
Engineers for this work.
Staff has negotiated an agreement with V &A Consulting for flow monitoring in an
amount not to exceed $593,000. This includes $214,000 for flow monitoring with 36 flow
meters, during winter of 2014/15 and $379,000 for additional flow monitoring with up to
70 flow meters, during winter 2015/16.
Staff will be amending an existing professional agreement with RMC Water and
Environment (RMC) to include planning, management and review of the flow data
gathered by V &A for the duration of the flow monitoring period. RMC's existing contract
for this project is $120,000. The amendment is estimated at $58,000, therefore the
agreement cost ceiling for RMC would be raised not to exceed $178,000.
The Collection System Modeling Upgrade, District Project No. 8418 is included in the
FY 2014 -15 Capital Improvement Budget on page CS -28. Staff has conducted an
allocation analysis of the FY 2014 -15 Collection System Program budget and
concluded that adequate funds are available, as shown below:
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POSITION PAPER
Board Meeting Date: DECEMBER 4, 2014
Subject AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL
ENGINEERING SERVICES AGREEMENT IN THE AMOUNT OF $593,000
WITH V &A CONSULTING ENGINEERS UNDER THE COLLECTION
SYSTEM MODELING UPGRADE, DISTRICT PROJECT 8418
FY 2014 -15 Collection System (CS) Program Allocation Budget:
Authorized Estimated Allocations for Projects $ 18,139,000
Supplemental Board Authorizations: $ 0
Allocations Returned from Closeouts: $ 0
Total Board Authorized Allocations: $ 18,139,000
FY 2014 -15 Allocations to Date for CS Program: $ 5,472,000
This Allocation for DP 8418: $ 651.000
Remaining Unallocated Budget for CS Program: $ 12,016,000
The Board of Directors concluded in the April 3, 2014 Board meeting that this project is
exempt from the California Environmental Quality Act (CEQA) under CCCSD CEQA
Guideline Section 15306 as the project involves data collection that will not result in a
serious or major disturbance to an environmental resource.
COMMITTEE RECOMMENDATION: The Engineering & Operations Committee
reviewed this project at its meeting on November 24, 2014, and recommended
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a
technical services agreement in the amount of $593,000 with V &A Consulting Engineers
under the Collection System Modeling Upgrade, District Project 8418.
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