HomeMy WebLinkAbout04.p. Authorize professional engineering services agreement with Carollo Engineers (including work performed by CH2M Hill) to develop the Comprehensive Wastewater master Plan (CWMP)Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: June 4, 2015
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH THE CAROLLO ENGINEERS, INC. AND CH2MHILL TEAM FOR
PROFESSIONAL ENGINEERING SERVICES TO DEVELOP THE
COMPREHENSIVE WASTEWATER MASTER PLAN
Submitted By. Initiating DeptJDiv.:
Dan Frost, Associate Engineer Engineering & Technical Services /
Planning & Development Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
N. Hodges — Provisional Senior Engineer 1
D. Gemmell — Planning & Development Services Division Manager Roger S. Bailey
J.M. Petit — Director of Engineering & Technical Services General Manager
ISSUE: Board authorization is required for the General Manager to execute
professional engineering services agreements greater than $100,000.
RECOMMENDATION: Authorize the General Manager to execute an agreement with
the Carollo Engineers, Inc. (Carollo) /CH2M Hill team for professional engineering
services to develop the Comprehensive Wastewater Master Plan (CWMP) in an amount
not to exceed $4,044,988. This agreement would stipulate two separate task orders:
one task order for the Wastewater Treatment Plant Master Plan (TP Master Plan) in an
amount not to exceed $2,244,097 and another task order for the Collection System
Master Plan in an amount not to exceed $1,800,891.
FINANCIAL IMPACTS: The TP Master Plan consultant cost is $2,244,097. The total
estimated cost for the TP Master Plan, including District staff time, is $2,774,097. The
Collection System Master Plan consultant cost is $1,800,891. The total estimated cost
for the Collection System Master Plan, including District staff time, is $2,169,891. The
total estimated cost for the CWMP, including District staff time, is $4,943,988.
Tables 1 and 2 summarize the CWMP costs including staff time and contingency and
the available CIB budget.
TABLE `1 — SUMMARY
OF CWMP P COSTS
Consultant Fee
$4,044,988
Staff Time
$899,000
Contingency
$306,612
Total CIB Budget
$5,250,600'
Note:
1. See Table 2 for individual CIB projects funding the CWMP.
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POSITION PAPER
Board Meeting Date: June 4, 2015
subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH THE CAROLLO ENGINEERS, INC. AND CH2MHILL TEAM FOR
PROFESSIONAL ENGINEERING SERVICES TO DEVELOP THE
COMPREHENSIVE WASTEWATER MASTER PLAN
ALTERNATIVES /CONSIDERATIONS: The Board may decline award of the agreement
to the Carollo /CH2M Hill team. However, this is not recommended if the District is to
meet its goal of completing the CWMP by December 2016, in order to incorporate
results into the next rate cycle for FY 2017 -18. Without the CWMP, the District would
lack a long -term plan that determines the future direction, capital improvement needs,
and priorities for the District's collection system, wastewater treatment plant, and
recycled water facilities.
BACKGROUND:
Project History and Need
The 2011 Plant of the Future visioning exercises completed as part of the Treatment
Plant Master Plan Update, District Project 7287, included recommendations for
completing a comprehensive master plan to determine the long -term needs and
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TABLE 2 — CWMP BUDGET SUMMARY
Project
CIB
Project Name & Relationship to the
FYI 5/16 FY16/17 Total
No.
Program
CWMP
Treatment
Treatment Plant Planning: Funds staff
7301
plant
time for the TP Master Plan portion of
$265,000
$265,000
$530,000
the CWMP.
Treatment
TP Master Plan: Funds consultant
7343
Plant
agreement for the TP Master Plan
$1,400,000
$800,000
$2,200,000
portion of the CWMP.
Recycled
Filter Plant: Funds consultant agreement
7345
Water
for the recycled water task in the TP
$200,000
$150,000
$350,000
Master Plan portion of the CWMP.
Collection System Modeling Upgrade:
Funds consultant agreement for
Collection
8418
System
developing the collection system model
$401,600
$200,000
$601,600
as part of the Collection System Master
Plan portion of the CWMP.
Collection
Collection System Planning: Funds staff
8419
System
time for the Collection System Master
$169,000
$200,000
$369,000
plan portion of the CWMP.
Collection System Master Plan: Funds
8431
Collection
consultant agreement for the Collection
$600,000
$600,000
$1,200,000
System
System Master Plan portion of the
CWMP.
Total Comprehensive Wastewater Master Plan Budget
$3,035,600
$2,215,000
$5,250,600
ALTERNATIVES /CONSIDERATIONS: The Board may decline award of the agreement
to the Carollo /CH2M Hill team. However, this is not recommended if the District is to
meet its goal of completing the CWMP by December 2016, in order to incorporate
results into the next rate cycle for FY 2017 -18. Without the CWMP, the District would
lack a long -term plan that determines the future direction, capital improvement needs,
and priorities for the District's collection system, wastewater treatment plant, and
recycled water facilities.
BACKGROUND:
Project History and Need
The 2011 Plant of the Future visioning exercises completed as part of the Treatment
Plant Master Plan Update, District Project 7287, included recommendations for
completing a comprehensive master plan to determine the long -term needs and
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POSITION PAPER
Board Meeting Date: June 4, 2015
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH THE CAROLLO ENGINEERS, INC. AND CH2MHILL TEAM FOR
PROFESSIONAL ENGINEERING SERVICES TO DEVELOP THE
COMPREHENSIVE WASTEWATER MASTER PLAN
direction of the District. While the District has performed a number of planning and
research studies and reports, the last Treatment Plant Master Plan was completed in
1987.
The majority of the District's existing treatment plant facilities were constructed in the
late 1970s and early 1980s, following the passing of the Clean Water Act. Some of the
1,500 miles of collection system facilities and piping were constructed over 100 years
ago. The District recognizes the need to address this aging infrastructure and, as a
result, is developing an Asset Management Program.
Due to potential changes in future State and /or Federal water, air, and solids
regulations, there is a need to develop a CWMP that coordinates regulatory- driven
changes with aging infrastructure needs and other capacity - related and optimization
improvements. The following are potential regulatory changes that could impact the
District:
• Changes to existing final effluent limits and new final effluent limits for
nutrients, selenium, contaminants of emerging concern, and others;
• Changes to California /National Toxics Rules, 303 (d) listed pollutants and
micropollutants, and new virus -based disinfection criteria;
• Reductions in greenhouse gas emission cap and trade program thresholds;
• Compliance with Federal 129 sewage sludge incineration rules, changes to
air emission limits, and biosolids handling /management and disposal
regulations;
• Indirect and direct potable reuse requirements; and
• Collection system regulatory requirements.
A key deliverable of the CWMP will be a recommended Capital Improvement Plan (CIP)
for the next 20 -year planning horizon. The recommended CIP will include descriptions,
rationales, and estimated costs for the collection system, wastewater treatment plant,
capital improvement projects, and ongoing programs in order to address aging
infrastructure, meet existing and anticipated regulatory requirements, accommodate
planned growth, optimize energy use, and implement the District's vision for a "plant of
the future" that is consistent with the District's Strategic Plan. For example, the CWMP
will be a critical tool used by the District to implement the following strategies from the
District's Strategic Plan (FY 2014/2016):
Meet Regulatory Requirements for the Good of the Community and
Environment by striving to achieve 100% permit compliance in air, water, land
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POSITION PAPER
Board Meeting Date: June 4, 2015
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH THE CAROLLO ENGINEERS, INC. AND CH2MHILL TEAM FOR
PROFESSIONAL ENGINEERING SERVICES TO DEVELOP THE
COMPREHENSIVE WASTEWATER MASTER PLAN
and other regulations and by striving to reduce the number of sanitary sewer
overflows by continuing Best Management Practices.
• Be a Leader in the Wastewater Industry by using sustainable practices that
minimize waste, maximize resources, protect the ratepayer, improve the
community, and embrace innovation.
• Maintain a Reliable Wastewater Infrastructure by updating the Capital
Improvement Program through prioritization and risk analysis, while focusing
on the sustainability of customer service, environmental needs, and economic
demands.
The CWMP is critical for maintaining a high level of service, establishing long -term,
fiscally responsible policies for the District's customers, and providing a clear direction
for the District. To accomplish this, the CWMP will perform the following:
1. Confirm CIP projects, costs, and site layouts for future facilities.
2. Identify linkages among the major capital improvement projects and repair and
replacement strategies such that the projects can be re- sorted and re- scheduled
as changes in planning assumptions and needs occur.
3. Identify triggers for implementing applied research (if applicable), preliminary
design, design, and construction of the recommended capital improvement
projects in order to determine efficient "just -in- time" project implementation.
4. Consider opportunities to implement innovative solutions and treatment
technologies, maximize resource recovery (water, nutrients, energy, etc.),
consider sustainability principles, explore the feasibility of achieving net zero
energy or becoming an energy exporter, and evaluate the feasibility of achieving
zero discharge of the District's effluent to Suisun Bay.
5. Identify policies, programs, and guidelines to address overall program
implementation including project prioritizations, implementation costs, project
delivery methods, potential funding sources, and an estimated schedule for
implementing plan elements.
6. Confirm and incorporate operations, maintenance, and energy management
strategies.
7. Accelerate and coordinate condition assessments with implementation of the
Asset Management Plan and confirm long -term repair and replacement
strategies.
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POSITION PAPER
Board Meeting Date: June 4, 2015
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH THE CAROLLO ENGINEERS, INC. AND CH2MHILL TEAM FOR
PROFESSIONAL ENGINEERING SERVICES TO DEVELOP THE
COMPREHENSIVE WASTEWATER MASTER PLAN
Consultant Selection
District staff performed a comprehensive, quality -based consultant selection process
that included four prime proposers and ultimately resulted in the Carollo /CH2M Hill team
as the highest ranked team. The selection process included the following:
Request for Qualifications (35% of consultant selection criteria): A request for
qualifications was advertised on PlanetBids and the District's website to solicit
a statement of qualifications (SOQ) from qualified consultants /teams. The
District received and scored four SOQs. The District received SOQs from the
Carollo /CH2M Hill team, HDR (teamed with Black & Veatch, RMC Water and
Environment, and West Yost Associates), Brown and Caldwell (teamed with
RMC) and CDM Smith.
Request for Proposal (30% of consultant selection criteria): A request for
proposal was provided to qualified consultants /teams that submitted SOQs
and met minimum qualification requirements. The District received and
scored proposals from the same four teams listed above.
• Interview (35% of consultant selection criteria): The four consultants /teams
that submitted proposals each participated in a one -hour oral
presentation /interview.
SOQs and proposals were scored by District staff representing each of the divisions
within the Engineering & Technical Services and Operations Departments (including
planning, capital projects, operations, maintenance and collection system operations
division managers and senior staf). The Director of Engineering recused himself from
the consultant selection and review process. The interview panelists consisted of three
District managers and two non - District panelists. The City Engineer from the City of
Concord and key District staff were in the audience during the oral presentations. Total
scores from the SOQ, proposal, and interview were used to determine the top ranked
team. Scores were not shared with anyone until they were all tallied.
Proiect Team
The Carollo /CH2M Hill team consists of Carollo as the lead consultant responsible for
the overall CWMP, with CH2M Hill leading the solids and energy tasks, treatment plant
condition assessments, and providing quality assurance /quality control for the CWMP.
The Carollo /CH2M Hill team also includes the following subconsultants:
• RMC Water and Environment: To perform collection system modeling and
capacity evaluation.
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POSITION PAPER
Board Meeting Date: June 4, 2015
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH THE CAROLLO ENGINEERS, INC. AND CH2MHILL TEAM FOR
PROFESSIONAL ENGINEERING SERVICES TO DEVELOP THE
COMPREHENSIVE WASTEWATER MASTER PLAN .
• Katz & Associates: To provide community outreach planning and implementation
services.
• V&A Consulting Engineers: To support collection system condition assessment
efforts. V&A provided the District flow monitoring services and rainfall data
collection for Winter 2014/2015.
• Talavera & Richardson (T &R): To extract HTE (SunGard) parcel information and
consumption data to be used for hydraulic loading into the collection system
model.
• EMS: To provide data harvesting support for development of the collection
system model.
• One Rain: To provide historical radar data to be used in conjunction with field
rain gauge data for calibrating the collection system model.
Approximately 60% of the Carollo /CH2M Hill team members (including subconsultants)
reside in local offices.
Board Interaction
As part of the CWMP, District staff and select members of the Carollo /CH2M Hill team
will provide updates at the Real Estate, Environmental & Planning Committee meetings
and at regularly scheduled Board of Directors meetings. Additional Board Workshops
have been included in the CWMP to present critical findings to the Board and discuss
potential Board policies, strategies, levels of service goals, and programs that may be
required to support the CWMP.
Community Outreach
A critical element of the CWMP will be to inform and, in some cases, engage internal
and external stakeholders. Katz & Associates will work with the District to develop a
community outreach plan and provide outreach implementation services that will be
supported by the District's Communication Services staff.
Staff has concluded that the proposed agreement is exempt from the California
Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15262,
since they involve planning and design tasks for possible future actions which the
District has not approved, adopted, or funded, and the outcome of these tasks will not
have a legally binding effect on later activities. Approval of this agreement will establish
the Board's independent finding that this agreement is exempt from CEQA. The District
will conduct an environmental evaluation of any capital project that is proposed in the
future as a result of the CWMP to determine the need for any additional CEQA
documentation.
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POSITION PAPER
Board Meeting Date: June 4, 2015
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH THE CAROLLO ENGINEERS, INC. AND CH2MHILL TEAM FOR
PROFESSIONAL ENGINEERING SERVICES TO DEVELOP THE
COMPREHENSIVE WASTEWATER MASTER PLAN
COMMITTEE RECOMMENDATION: The Real Estate & Environmental Planning
Committee reviewed this project at its May 27, 2015 meeting and recommended that
the Board of Directors authorize the General Manager to execute an agreement with
Carollo Engineers, Inc. for professional engineering services to develop the
Comprehensive Wastewater Master Plan for an amount not to exceed $4,044,988, and
find that the agreement is exempt from CEQA.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an
agreement with Carollo Engineers, Inc. for professional engineering services to develop
the Comprehensive Wastewater Master Plan for an amount not to exceed $4,044,988,
and find that the agreement is exempt from CEQA.
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