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Home My WebLink About07. Agreement with Stantec Consulting for preliminary design of Recycled Water Clearwell Project and Filter Plant Improvements, DP 7361 Page 1 of 4 Item 7. CENTRAL SAN BOARD OF DIRECTORS ACV- ' POSITION PAPER MEETING DATE: MAY 3, 2018 SUBJECT: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT IN AN AMOUNT NOT TO EXCEED $990,000 WITH STANTEC CONSULTING SERVICES, INC. FOR PRELIMINARY DESIGN OF THE RECYCLED WATER CLEARWELL PROJECTAND FILTER PLANT IMPROVEMENTS, DISTRICT PROJECT 7361 SUBMITTED BY: INITIATING DEPARTMENT: CHATHURAABEYRATHNA, ASSOCIATE ENGINEERING AND TECHNICAL SERVICES- ENGINEER CAPITAL PROJECTS REVIEWED BY: CRAIG MIZUTANI, SENIOR ENGINEER 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' (Board) authorization is required for the General Manager to execute a professional engineering services agreement in an amount greater than $100,000. BACKGROUND Central San's recycled water facilities, including the Filter Plant and Clearwell, were constructed in the mid- 1970s and have received minor improvements since the 1990s. The facilities produce recycled water that meets California Department of Public Health, Regulations Related to Recycled Water, Title 22 Code of Regulations (Title 22) requirements. Central San's treatment plant is the largest user of recycled water, May 3, 2018 Regular Board Meeting Agenda Packet- Page 64 of 225 Page 2 of 4 which includes recycled water for pump seals, cooling water, landscape irrigation of the entire Martinez campus, and for toilet and urinal flushing in the Headquarters Office Building. In addition, Central San provides recycled water to residential fill stations located at the Household Hazardous Waste Facility and to over 50 metered customer sites throughout"Zone 1" and commercial truck fill stations. Central San has provided recycled water since 1996 and produced approximately 600 million gallons of recycled water in 2017. The Filter Plant was originally designed to supply demands of 30 million gallons per day(MGD). The current peak recycled water demand is approximately 4 MG D.As a result, the pumps, pipes, valves, electrical system, and ancillary equipment are oversized for the current recycled water demands. The current filters and media were designed to treat nitrified/denitrified final effluent and do not work well on the current secondary effluent. As a result, large amounts of additional coagulant are required to produce Title 22 quality water, and this has significantly reduced the available filter capacity. In addition, the electrical and instrumentation infrastructure is mostly original, shows signs of significant degradation, is oversized for the current demand, and requires replacement to ensure reliable utility water/recycled water production. The Filter Plant Improvements Project will address these items and will also include filter media replacement, applied water pump replacement, rehabilitation and consolidation of motor control centers, and automation of filter processes, such as applied water and backwash pumping, and coagulant and sodium hypochlorite dosing. The Clearwell structure provides storage and chlorine contact time for recycled water prior to delivery. The Clearwell is an earthen basin with a sloped bottom that is lined with a propylene liner and separated into two cells by a concrete divider wall. Only the East Cell is covered and used for recycled water production. I n 1996, a reinforced polypropylene floating cover was installed on the East Cell to reduce algae, decrease fecal contamination from birds, and to minimize sodium hypochlorite dosage. The Comprehensive Wastewater Master Plan identified the East Cell cover as needing replacement by 2025 and includes the Recycled Water Clearwell Project within the Recycled Water Program starting in Fiscal Year(FY)2023-24. The Recycled Water Clearwell Project scope of work involves the following items: 1. Drain, clean, and inspect the entire Clearwell 2. Replace the Clearwell liner 3. Replace the Clearwell East Cell cover 4. Install a permanent West Cell cover 5. Evaluate storage and overall system reliability Over the last nine months, the East Cell cover has deteriorated rapidly. The cover was inspected by Global Diving and Salvage, I nc. in January 2018. The inspection confirmed that the cover is in poor condition and needs to be replaced soon. Staff is in the process of placing the currently unused West Cell into operation, so the East Cell can be inspected and repaired. The Board authorized the cleaning of the Clearwell and the installation of a temporary cover of the West Cell at the April 5, 2018 meeting. At the same meeting, the Board authorized Central San to enter into a Memorandum of Understanding (MOU)with the Contra Costa Water District and the Santa Clara Valley Water District to complete a preliminary feasibility evaluation on the refinery recycled water exchange project. With the current inter- agency agreements and potential recycled water projects in the horizon, it is imperative that Central San maintains a reliable recycled water supply. This project will not add capacity to the Filter Plant and Clearwell to accommodate the future project as outlined in the MOU. However, the consultant will take future recycled water uses into consideration when making design improvements and recommendations on this project. Future projects outlined in the MOU will be considered so no assets installed under this project will be �+rnr A^A ——%—A ire+k^ fi 41— May 3, 2018 Regular Board Meeting Agenda Packet- Page 65 of 225 Page 3 of 4 OU QI IUVU UI IGI IIUVVU 111 1116 IUIUI G. Due to the urgency of the Recycled Water Clearwell Project and because the Filter Plant and Clearwell are inter-connected, staff is recommending combining the delivery of these two projects to improve efficiency and schedule. The Filter Plant Improvements Project will be renamed as the Filter Plant and Clearwell I mprovements Project(Project). The Project number will continue to be District Project (DP) 7361. Staff issued a Request for Proposal (RFP)on January 16, 2018 to the engineering consulting community. On February 14, 2018, six proposals were received from Carollo Engineers, Inc., CDM Smith, Inc., HDR Engineering, Inc., Jacobs Engineering Group, Inc., Kennedy/Jenks Consultants, Inc., and Stantec Consulting Services, Inc. (Stantec). Engineering and Operations Divisions staff evaluated the proposals and interviewed four out of the six consultant teams that had the highest proposal scores. Stantec had the highest overall total score and is considered the most qualified firm for this Project. The agreement with Stantec will include the elements listed below. 1. Condition Assessment of the Filter Plant, Clearwell, and related facilities 2. Seismic Assessment of the Filter Plant and related facilities 3. Hydraulic Assessment of the Tertiary Treatment System 4. Feasibility Study and Alternatives Analysis for Filter Plant and Clearwell Improvements 5. Preliminary Design of the Filter Plant and Clearwell Improvements This Project will include a significant amount of planning and preliminary design work to ensure the improvements are made to meet current reliability, regulatory needs, and remain compatible with Central San's long-term vision and current use for recycled water. California Environmental Quality Act(CEQA): Staff has concluded that this agreement is exempt from CEQA the under Central San's CEQA Guidelines Section 15262 since it allows for further planning and feasibility studies for possible future actions which Central San 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 action will establish the Board's independent finding that this agreement is exempt from CEQA. Central San will conduct an environmental evaluation of any capital project that is proposed in the future as a result of this study to determine the need for any additional CEQA documentation. ALTERNATIVES/CONSIDERATIONS An alternative would be not to proceed with the agreement, which is not recommended because the action would delay staff's ability to implement the projects intended to maintain a reliable recycled water supply system. FINANCIAL IMPACTS The Stantec agreement cost for the planning and preliminary design phase is estimated to reach up to $990,000. The total Project cost, if fully implemented, is estimated at$22.36 million, of which approximately four-percent is estimated for planning and predesign with Stantec. The Filter Plant scope is estimated to cost$12,292,000 and the remaining $10,068,000 is intended for the Clearwell. The Project budget funding for this preliminary design effort is included in the FY 2017-2018 and future Capital I mprovement Budgets (CI B) as shown in the following table: May 3, 2018 Regular Board Meeting Agenda Packet- Page 66 of 225 Page 4 of 4 DP FY 2017-18 C I B FY 2018-19 Future Total No. Project Name Budget Page Budget FY Budget Project Cost Filter Plant and 7361 Clearwell I mprovements $330,000 192 $2,457,000 $19,573,000 $22,360,000 The engineering work with Stantec will help develop a more detailed predesign estimate for future construction costs to be included in the C I B. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this Project at the meeting on April 25, 2018, and recommended approval of the Project scope increase for the Clearwell and agreement authorization. RECOMMENDED BOARD ACTION Staff recommends the following: 1. Approve the Recycled Water Clearwell Project scope to be included with the Filter Plant Improvements, District Project 7361; and 2. Authorize the General Manager to execute a professional engineering services agreement with Stantec Consulting Services, I nc. in an amount up to $990,000 for preliminary design under the Filter Plant and Clearwell Improvements, District Project 7361. 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 THREE: Be a Fiscally Sound and Effective Water Sector Utility Strategy 2- Manage Costs GOAL FIVE: Maintain a Reliable Infrastructure Strategy 1 - Manage Assets Optimally Throughout Their Lifecycle GOAL SIX: Embrace Technology, Innovation and Environmental Sustainability Strategy 1 -Augment the Region's Water Supply, Strategy 3- Encourage the Review and Testing of Promising and Leading Technology May 3, 2018 Regular Board Meeting Agenda Packet- Page 67 of 225