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Home My WebLink About03.b. Review draft Position Paper authorizing the General Manager to execute a professional engineering services agreement with TJC and Associates, Inc.Page 1 of 3 Item 3.b. CENTRAL SAN BOARD OF DIRECTORS ' POSITION PAPER DRAFT MEETING DATE: NOVEMBER 7, 2017 SUBJECT: REVIEW DRAFT POSITION PAPER AUTHORIZING THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES SUBMITTED BY: AGREEMENT W ITH TJC AND ASSOCIATES, INC. IN THE AMOUNT NOT TO EXCEED $170,000 FOR DESIGN OF THE PLANT CONTROL SYSTEM 1/0 REPLACEMENT, PHASE 1 - FILTER PLANT PROJECT INITIATING DEPARTMENT: NATE MORALES, SENIOR ENGINEER ENGINEERING AND TECHNICAL SERVICES - CAPITAL PROJECTS REVIEWED BY: EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER JEAN -MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES ROGER S. BAILEY GENERAL MANAGER ISSUE Board of Directors' authorization is required for the General Manager to execute a professional engineering services agreement in an amount greater than $100,000. BACKGROUND The treatment plant (plant) uses a Schneider Modicon control system which is largely comprised of Quantum Programmable Logic Controllers (PLC) connected to Quantum 800 -Series Input and Output (1/0) cards. PLC 1/0 cards are critical for equipment and instrumentation communication to the plant control system for process control and monitoring. The first plant PLC 1/0 card was installed in the mid- 1980s. Today, the number of 1/0 cards in use has grown to nearly 1,800. Approximately 1,100 of these 1/0 cards are 800 -series, which became obsolete in 2007. Replacement units cannot be purchased from the manufacturer, nor are they supported. Central San maintains an inventory of approximately 100 spare 1/0 cards to reactively replace units as they fail. The Plant Control System 1/0 Replacement, Phase 1 - Filter Plant Project (Project) is the first of a multi- phase effort to replace the 800 -series 1/0 with modern Schneider X80 1/0. This Project phase will retrofit the Recycled Water Filter Plant 1/0. The Filter Plant was selected as the first area to retrofit because of its operational flexibility; the facility can generally support brief control system outages. The effort at the Filter Plant will serve as a pilot to optimize the approach for future 1/0 replacements involving critical plant November 7, 2017 EOPS Regular Committee Meeting Agenda Packet - Page 5 of 28 [REVISED] Page 2 of 3 processes and other plant capital improvement projects. The Project will also include development of accurate As -Built documentation of the updated control system. Although As-Builts are not part of the Project budget scope, the Comprehensive Wastewater Master Plan does identify the development of Control System As -Built documentation as an "Immediate Priority". Production of As-Builts will require additional field work and drafting which will result in an increased design cost; however, the additional cost will be less than performing the As -Built project separately since both efforts require extensive documentation of the existing system. On September 22, 2017, a Request for Proposal (RFP) was publicly advertised on Central San's website and PlanetBids. Two firms, TJC and Associates, Inc. and ArcSine Engineering, responded with qualified and responsive proposals. After evaluating the proposals, both firms were invited to participate in an oral interview. Based on the combined score of the RFP and the interview, staff selected TJC and Associates, I nc. The scope of services will include pre -design, final design, and As -Built documentation. The field investigation will be performed by Telstar I nstruments who will subcontract with TJ C and Associates, I nc. Staff plans to complete and bid the Project phase this Fiscal Year (FY) 2017-18. ALTERNATIVES/CONSIDERATIONS Staff has the ability to self -perform the design; however, this work requires extensive field investigation and documentation to verify existing drawings and subsequently produce a set of new, accurate As -Built drawings that show all 1/0 cards, associated field wiring, and field devices. This is not recommended since the design will take away from the daily tasks needed for Operations and time available to design or review other capital projects that are already in progress or in construction. Although there are several other plant projects in the Capital Improvement Budget (Cl B) that will replace obsolete 1/0 cards, this Project will develop construction constraints, sequencing, and other benefits to staff that can be used for implementation. I n addition, there are several other areas within the plant that are not included in the Ten -Year Capital Improvement Program plan that contain obsolete cards. FINANCIAL IMPACTS The agreement with TJC and Associates, Inc. is estimated to reach $170,000, which includes preliminary, final design, and As -Built documentation for this Project phase. The Project is included in the FY 2017-18 CI B on page 159 with a total estimated project budget of $4,320,000. This phase will cost approximately $1,020,000 through FY 2018-19 with the remaining $3,300,000 in future fiscal years. There is adequate funding for the Plant Control System 1/0 Replacement, District Project 7339. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this project at the meeting on November 7, 2017 and recommended approval of the agreement. RECOMMENDED BOARD ACTION Authorize the General Manager to execute a Professional Engineering Services Agreement with TJ C and Associates, I nc. with a cost ceiling of $170,000 for the Plant Control System 1/0 Replacement, Phase 1 — Filter Plant Project. November 7, 2017 EOPS Regular Committee Meeting Agenda Packet - Page 6 of 28 [REVISED] Page 3 of 3 GOAL FIVE: Maintain a Reliable Infrastructure Strategy 1 - Manage Assets Optimally Throughout Their Lifecycle, Strategy 2 - Facilitate Long-term Capital Renewal and Replacement November 7, 2017 EOPS Regular Committee Meeting Agenda Packet - Page 7 of 28 [REVISED]