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Home My WebLink About04. V&A Consulting Engineers Flow Monitoring ContractCentral Contra Costa Sanitary District BOARD OF DIRECTORS ' POSITION PAPER - . 1 Board Meeting Date: DECEMBER 18, 2014 ' Subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL ENGINEERING SERVICES AGREEMENT IN THE AMOUNT OF $214,000 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 JM. Petit — Director of Engineering 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 $214,000. FINANCIAL IMPACTS: The total anticipated cost for flow monitoring by V&A Consulting Engineers is $214,000. There are sufficient funds in the Collection System Program Fiscal Year 2014/15 CIB to accommodate the work. PROJECT PRIORITY: Critical Level in the Collection System Improvement Program, see Exhibit A. ALTERNATIVES /CONSIDERATIONS: An alternative would be to not undertake flow monitoring to calibrate the new hydraulic modeling platform at this time and postpone the model implementation. BACKGROUND: The State Water Resources Control Board Order No. 2006 -0003 Statewide Wastewater Discharge Requirements for Sanitary Sewers requires each wastewater collection system agency to have the ability to adequately assess current and future capacity requirements for its collection system. Collection System Hydraulic Model The District's collection system hydraulic model is used frequently to predict flows in sewers, analyze impacts of point discharges into the sewer, investigate impacts of proposed and future development within the service area and provides crucial information for strategic planning, asset management and Capital Project design. Page 1 of 4 POSITION PAPER Board Meeting Date: DECEMBER 18, 2014 Subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL ENGINEERING SERVICES AGREEMENT IN THE AMOUNT OF $214,000 WITH V&A CONSULTING ENGINEERS UNDER THE COLLECTION SYSTEM MODELING UPGRADE, DISTRICT PROJECT 8418 The District's first collection system model, known as SNAP, was implemented in 1985 after completion of the 1985 Collection System Master Plan and flow monitoring. By 2003 SNAP's underlying programming technology was beginning to be phased out. At that time the model's user interface migrated to a GIS system and become known as ArcSNAP (the model currently in use by the District). ArcSNAP is a proprietary model that was custom built for the District. The ArcSNAP programming technology and GIS interface are no longer supported by their respective developers. The District began considering a model upgrade in 2012 to transition from ArcSNAP, a steady state modeling platform, to a commercially available dynamic modeling tool. A dynamic model will more accurately simulate the hydraulic complexities of the Districts collection system, and will bring the District up to current hydraulic modeling standards used in the wastewater industry. Most public agencies including the City of San Jose, San Francisco Public Utilities Commission and Sacramento Regional Sewer District, and many others, have converted to dynamic modeling technology. Following a review of available commercial dynamic model packages, the District selected InfoWorks® in 2013. InfoWorksO was found to be widely used in our industry, well supported, and compatible with other software systems commonly used as well as software systems being considered by the District. The new dynamic modeling software (InfoWorks) uses the complete St Venant equation to simulate time varying flows, backwater, reverse flows, storage and surcharge conditions. Transitioning to an industry standard hydraulic model permits a wide range of engineering consulting firms to access and use our model. This increases the competitive landscape when the District performs collection system master planning work. Flow Monitorinq According to District records, system wide flow monitoring has been conducted twice over the past 30 years: 1) in 1985, and 2) in early 2005. The first flow monitoring (1985) was the foundation for what became the District's steady state hydraulic model and the input for SNAP. The second flow monitoring (2005), conducted 20 years after the initial flow monitoring, was focused on the relationship of pipe deterioration to infiltration (1 /1), particularly for sewers constructed between 1985 and 2004, as opposed to a system wide flow calibration. This position paper presents the third phase of flow monitoring of our collection system, ten years following the last data collection, and essentially 30 years following the last major effort associated with data for use as an input to a hydraulic model. Since the 2005 flow monitoring activity, the District has constructed or renovated 34 miles of pipe, the existing pipes are now 10 years older, the service area population has Page 2 of 4 -- POSITION PAPER Board meeting Date: DECEMBER 18, 2014 Subject AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL ENGINEERING SERVICES AGREEMENT IN THE AMOUNT OF $214,000 WITH V&A CONSULTING ENGINEERS UNDER THE COLLECTION SYSTEM MODELING UPGRADE, DISTRICT PROJECT 8418 increased by 26,000 people, and existing and anticipated land use projections have changed. Although the 2005 flow monitoring locations are coincident at some locations to the currently proposed 2014 flow monitoring, they were not focused on capturing the larger trunk sewers and the older sections of the collection system. The flow monitoring planned for this winter is necessary to assess the hydraulic behavior of the present collection system infrastructure in order to calibrate the new dynamic model. The existing 2005 flow monitoring data will be reviewed for use in complimenting the 2014 flow monitoring data. Consultant Selection District staff requested flow monitoring proposals from five firms. Three proposals were received. 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, the most cost effective (lowest cost proposal), and their staffs project experience. Therefore, staff recommends V&A Consulting Engineers for this flow monitoring work. Staff has negotiated an agreement with V&A Consulting for flow monitoring in an amount not to exceed $214,000. The work includes a base scope of work for flow monitoring at 36 sites for a period of 9 weeks at a cost of $160,000. In the event that the region does not experience sizable winter storms during the nominal 9 week monitoring period, an additional 4 week contingency has been planned for and included in the budget, at a cost of $54,000. The wet weather flow monitoring activity is expected to begin February 2015. Staff will determine if a second year of flow monitoring (Winter 2016) will be required. The budget for this potential second phase is estimated at $379,000 for an addition 70 sites and will be included in V&A's contract as an optional task, to only be exercised with Board approval. If this second phase is deemed necessary, staff will bring this to the Board for approval next year. In addition to the $214,000 for flow monitoring requested in this position paper, staff estimates an additional $554,000 to complete the implementation of the InfoWorks dynamic hydraulic model scheduled over the next 24 months. Including the amount spent to date, the project can be completed within the CIB Total Project Cost of $951,100. The Collection System Modeling Upgrade, District Project No. 8418 is included in the FY 2014 -15 Capital Improvement Budget on page CS -28 with a total project cost of $951,100. Staff has conducted an allocation analysis of the FY 2014 -15 Page 3 of 4 -- POSITION PAPER Board Meeting Date: DECEMBER 18, 2014 Subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL ENGINEERING SERVICES AGREEMENT IN THE AMOUNT OF $214,000 WITH V&A CONSULTING ENGINEERS UNDER THE COLLECTION SYSTEM MODELING UPGRADE, DISTRICT PROJECT 8418 Collection System Program budget and concluded that adequate funds are available, as shown below: 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: $ 214.000 Remaining Unallocated Budget for CS Program: $ 12,453,000 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 December 9, 2014, and recommended RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a technical services agreement in the amount of $214,000 with V&A Consulting Engineers under the Collection System Modeling Upgrade, District Project 8418. Page 4 of 4 -- 0 FY14I15 Collection System Program • Project Priority Ranking C r Code for C IB Proaram Cate cries: Remotion Reg CornoancelPlanni g+Safety Expansion Pumping Station Priority Category Pro ect Number ect 5999 CIPP Ranket CMd 8405 CIPP P*d- FY 201314 5976 Diablo Sewer Rerovabn - Ph 2 none I-Ashe Sewer Renovations - Ph 10 8404 Lafayette Sewer Renovations - Ph 8 8421 LoWte Sews Renovations - Ph 0 8415 Martinez Sewer Renovators - Ph 4 8411 North Qnrrda Sewer Renovations - Ph 5 8423 North (Mnda Sewer Renovators - Ph 6 5982 Mnt Blanket Contract 8413 IWAnut Creek sewer Renovalios - Ph 10 pCA PuTM Station Arc Flash 8425 CadWc Protedion System - Ph 1 8418_ Cdledon Systern " 8412 Pleasant Hi*ayson Creek Trunk VERY HIGH 1 Celle n Renovation NpT VERY HIGH 8422 WaIW Creek sewer Renovation - Ph 11 VERY HIGH 8424 CIPP/b - Ph1 HIGH pC54 Cdk bm SyVern U t HIGH 8406 Purnp Station ITp HIGH 8419 Cdlecton System Ptannyl HIGH 5991 j Pleasant H81 sewer Renovations - Ph 2 HIGH 8408 Pu!M Station Master Plan HIGH 5993 FmrnamAssessnrert HIGH 5962 Markle Remote level HIGH 5941 PS & Roaceinent MEDIUM 8410 CadWc Protection System Repl Program MEDIUM pCSM ft. Force Main Impygment MEDIUM P2 Cw* Pipe Renovation Nrarn MEDIUM pgl Pump Station Hazard ID MEDIUM pCS33 Trunk Sewer Expansion Nrarn NIA 8417 Survey Monumern fnstallatbn PW WA 8402 Cantradual Assessment Districts NIA 8420 - NA Progt Not Ranked PWI: is aprtated essenta service Collection System Modeling Upgrade -Alm 11 entral Contra Costa Sanitary District District Project 8418 Exhibit A Protecting Public Health and the Environment Project Priority 12/5/2014 Dynamic Model Implementation Schedule Flow & Rainfall Complete Pipe Network, Load Monitoring Data, Validate Network Jan -Mar Is Apr -Jun July-Sept Oct -Dec Update Design Criteria, Develop Procedures, Train Staff on Model Model Calibration and Commissioning Dynamic Model Implementation Budget Expenditures to Date $183,000 (Oct 2014P Flow Monitoring Winter 2015 $214,000 Consultant & Staff Costs $554,000 To Complete Implementation Total Project Cost $951,000