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Home My WebLink About03.b. Review draft Position Paper to authorize the General Manager to execute a professional engineering services agreement with a cost ceiling of $850,000 with Carollo Engineers Inc. for design of the Mechanical and Concrete Renovations, DP 7351 Page 1 of 7 Item 3.b. CENTRAL SAN BOARD OF DIRECTORS ' POSITION PAPER DRAFT MEETING DATE: FEBRUARY20, 2018 SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH A COST CEILING OF $850,000 WITH CAROLLO ENGINEERS INC. FOR DESIGN OF THE MECHANICALAND CONCRETE RENOVATIONS, DISTRICT PROJECT 7351 SUBMITTED BY: INITIATING DEPARTMENT: NANCY MOLINA, ASSOCIATE ENGINEER ENGINEERINGAND TECHNICAL SERVICES- CAPITAL PROJECTS REVIEWED BY: CRAIG MIZUTANI, SENIOR ENGINEER EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES ISSUE Board of Directors' (Board) authorization is required for the General Manager to execute a professional engineering services agreement in an amount greater than $100,000. BACKGROUND The gates, concrete, and other miscellaneous equipment and surfaces within the Headworks, Pre- Aeration, and Primary Treatment areas of the treatment plant are exposed to corrosive environments. Many of these areas contain slide gates and equipment that are essential to isolate and re-direct flows for preventative maintenance of facilities and for emergency or wet weather scenarios. Additionally, there are some structures and concrete surfaces that have spalling concrete, corroded reinforcing bars, and show signs of significant cracking or are leaking. This project is to address these aging infrastructure needs and improve the safety and reliability of the existing equipment and structures. To date, several major project elements have already been identified as follows: • Replace the embedded floor primary tank rails and upper rails; • Replace grit piping and improve redundancy for grit washers; • Replace or rehabilitate influent structure gates, pre-aeration gates, primary influent gates, and primary effluent channel stop plates; • Structure repairs at the west gallery and dry pump room in Headworks to address leaks; and February 20, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 14 of 73 Page 2 of 7 I n addition, the variable frequency drives (VFD) and the motors for the influent pumps will also be evaluated under this project. Operations has reported multiple issues with the current VFDs and replacement will most likely be recommended. If the VFD issues continue, staff may return to the Board requesting an amendment to design a long-term solution. On January 4, 2018, a Request for Proposals (RFP)was publicly advertised on Central San's website and PlanetB ids, a service Central San uses to advertise electronically for solicitation of proposals. Two firms responded with qualified and responsive proposals.After evaluating the proposals based on qualifications, and proximity to Central San, staff invited both firms to participate in an oral interview. The two firms were Carollo Engineers, Inc. (Carollo) and HDR Engineering, Inc. Based on the combined score of the RFP and interview, staff selected Carollo. Carollo's scope for the agreement will generally include a detailed investigation and assessment on multiple locations where concrete corrosion has been identified and provide recommendations for rehabilitation. The condition of multiple gates and other mechanical equipment in the Headworks, Influent Pumping Station, Pre-Aeration, and Primary Treatment areas will also be assessed and recommendations will be provided for rehabilitation or replacement. Lastly, Carollo's design services will include the pre- design, final design, and detailed construction cost estimate for this project. C EE A: Staff has concluded that this project is exempt from the California Environmental Quality Act(CEQA) under Central San CEQA Guidelines Section 15301, since it involves minor alterations to existing public facilities involving no expansion of use.Approval of this project will establish the Board's independent finding that this project is exempt from CEQA. ALTERNATIVES/CONSIDERATIONS On August 3, 2017, the Board authorized a construction contract change order to repair the Primary Sedimentation Tanks (PST). The work included replacement of the embedded rails on PST Nos. 1 and 2 and new chains/flights for PST Nos. 2 and 3. This project included the scope of work under the repair; however, due to several failures and issues, staff recommended to immediately repair the tanks prior to the upcoming wet weather season. The remainder of the scope within the primary tanks will be addressed under this project. FINANCIAL IMPACTS The agreement cost ceiling is $850,000, which includes preliminary and final design services. This agreement will be funded under the Mechanical and Concrete Renovations listed in the Fiscal Year(FY) 2017-18 Capital Improvement Budget on page 163, which has an estimated total project budget of $6,906,000, which includes $100,000 for planning and $950,000 for design. To date, approximately $797,000 has been spent due to the urgent change order work performed late last year in the Primary Sedimentation Tanks. The VFD evaluation will be paid for by the Influent Pump Electrical Improvements, District Project(DP) 7328. This agreement will span into next fiscal year and construction is anticipated to take place between the dry weather seasons of FY 2018-19 to FY 2019-20. Financial Impact Table: Amount I] Funds budgeted this FY 2017-18 for this project $560,000 ❑ Funds taken from current FY 2017-18 C I B contingency $ 0 Funds transferred from current FY 2017-18 projects: ❑ a. Updated forecast; estimated savings from project available $ 0 February 20, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 15 of 73 Page 3 of 7 0 b. Acceleration of funds for project that is budgeted in future year $190,000 0 c. Combined project scope for bidding purposes: DP 7328 $100,000 d. Potential future year budget impact (May be mitigated through (1) savings from close-outs of current $ 0 year projects; (2) reprioritizing future year projects; (3) cost savings on future year projects) Total Current Year Cost $850,000 COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this agreement at the meeting on February 20, 2018, and recommended approval. RECOMMENDED BOARD ACTION Authorize the General Manager to execute a professional engineering services agreement with Carollo Engineers, I nc. with a cost ceiling of$850,000 under the Mechanical and Concrete Renovations, District Project 7351. Strategic Plan Tie-In GOAL TWO: Strive to Meet Regulatory Requirements Strategy 1 - Strive to Achieve 100% Permit Compliance in Air, Water, Land and Other Regulations GOAL FIVE: Maintain a Reliable Infrastructure Strategy 1 - Manage Assets Optimally Throughout Their Lifecycle, Strategy 2- Facilitate Long-term Capital Renewal and Replacement ATTACHMENTS: 1. Presentation February 20, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 16 of 73 Page 4 of 7 MECHANICAL & CONCRETE RENOVATIONS, DISTRICT PROJECT 7351 Engineering & Operations Committee February 20, 2018 Meeting Presented by Edgar J. Lopez, PE Capital Projects Division Manager and Nancy Molina, PE Associate Engineer LAST YEAR - PRIMARY SEDIMENTATION TANKS 3 i• Broken Flights 1 February 20, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 17 of 73 i9� s A • • S '��{+�4Y'�� may,�p� `:�: �a'.- .•. Page 6 of 7 PROJECT SCOPE AND TIMELINE • Replace or rehabilitate mechanical components • Repair and rehabilitate concrete structures • Improve grit system redundancy • Headworks and Primary areas Design to bid in Fiscal Year (FY) 2018-19 • Construction FY 2018-19 to FY 2019-20 •'4 RECOMMENDATIONS • Authorize the General Manager to execute a professional engineering services agreement with Carollo Engineers, Inc. with a cost ceiling of$850,000 under the Mechanical and Concrete Renovations, District Project 7351 3 February 20, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 19 of 73 Page 7 of 7 QUESTIONS? 4 LOS- February 20, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 20 of 73