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HomeMy WebLinkAbout08. Authorize agreement with Brown and Caldwell for design of Influent Pump Electrical Improvements, DP 7328 Page 1 of 4 Item 8. CENTRAL SAN CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: NOVEMBER 15, 2018 SUBJECT: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT IN AN AMOUNT NOT TO EXCEED $844,000 WITH BROWN AND CALDWELL FOR DESIGN OF THE INFLUENT PUMP ELECTRICAL IMPROVEMENTS, DISTRICT PROJECT 7328 SUBMITTED BY: INITIATING DEPARTMENT: NANCY MOLINA, ASSOCIATE ENGINEER ENGINEERINGAND TECHNICAL SERVICES- CAPITAL PROJECTS REVIEWED BY: CRAIG H, 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 The Influent Pump Station is an essential and critical facility for daily operations. Without the influent pumps, wastewater cannot be lifted up to the downstream treatment processes or diverted to the storage basins for flow equalization. The influent pumps programmable logic controllers (PLCs) and variable frequency drives (VFDs) are outdated technology, installed over 20 years ago, and are becoming increasingly difficult to maintain. The VFDs are showing signs of wear and have experienced failures, as November 15, 2018 Regular Board Meeting Agenda Packet- Page 51 of 254 Page 2 of 4 presented to the Board on May 3, 2018 for the replacement of the VFD for Influent Pump No. 1. The VFDs and PLCs are essential to the treatment plant for managing influent flows, particularly during wet weather events. Furthermore, the influent pump motors are in a dry pit room below grade that could be susceptible to internal flooding. Electrical improvements are recommended to improve reliability and resiliency of the station. Being de facto in the lowest point in our gravity collection system, without a fully functional and reliable Influent Pump Station, Central San will be at risk of wastewater overflowing out of the sewer system and spilling into the treatment plant and Grayson Creek if some of these critical components are not addressed and fail. With this project, a sixth influent pump will be added to provide redundancy. During high flows in the winter(over 200 million gallons per day(MGD)was recorded in 2017), all existing influent pumps were in service, which means that at that time Central San had no readily available standby pump in case of mechanical or electrical and controls failure. The inclusion of this sixth pump was planned in the original design, as provision for adding this pump were constructed both from a physical space and with the majority of piping already constructed. On August 31, 2018, a Request for Proposal (RFP)was publicly advertised on Central San's website and PlanetBids. Five (5) consulting engineering firms responded with qualified and responsive proposals.After evaluating the proposals based on qualifications, statement of approach, staff availability, and understanding of the project, staff invited the top three scoring consulting firms to participate in an oral interview. The three consulting engineering firms were Black and Veatch, Brown and Caldwell (B&C), and Kennedy/Jenks Consultants. Based on the combined score of the RFP and interview, B&C ranked as the top firm and is recommended for this project. B&C's scope of work includes a detailed investigation and assessment of the Influent Pump Station electrical systems such as VFDs, motor control centers, PLCs, and related electrical infrastructure.An evaluation of all project components will be performed, and recommendations will be provided on how to update and integrate with our existing electrical system. Pump capacity will be evaluated and the addition of a sixth pump will be addressed. B&C's design services will include the pre-design, detailed construction cost estimates, final design, and bid support services. Staff has also included two critical items under this project aimed to potentially lower operations costs and increase resiliency of the facility by including the following to B&C's scope: 1. Operations Optimization - B&C will be tasked to provide recommendations to help reduce operations and maintenance (O&M) costs associated with improving efficiencies at the facility. Influent pumping is often one of the top three highest electrical demand at a wastewater treatment plant. The scope will include creating algorithms focused on the most important, optimum operation of the Influent Pump Station and upstream Headworks. Data will be displayed on dashboard(s) showing such information as wetwell levels, pump speed, power demand, electrical costs, other critical data (amperage, vibration, bearing temperatures, motor temperature, etc.), and that data will be integrated with our computerized maintenance management system software database (CityWorks)to improve predictive maintenance, reduce reactive type maintenance and prevent failure, and to constantly measure performance. The goal is to find areas to lower O&M costs (power or maintenance to equipment) using "big data" analytics. 2. Resiliency Improvements - This task will evaluate and provide recommendations of modifications that will allow the pumping station to continue to operate during internal flooding conditions, including evaluating the type of motors (e.g. immersible vs. submersible), or adding a new automatic gate to isolate the pump intake between the wetwell and the drywell, or installing a dry pit room sump pump, and/or recommending other modifications. Depending on the extent and cost of providing an acceptable and cost-effective resiliency to flooding, some of the modifications could be implemented in the future when assets are being replaced or budget is available. ALTERNATIVES/CONSIDERATIONS Alternative 1 - The Board could elect to reduce the scope of the agreement (e.g. remove the optimization November 15, 2018 Regular Board Meeting Agenda Packet- Page 52 of 254 Page 3 of 4 and/or resiliency tasks). This is not recommended since optimization is an important Central San Strategic Plan Goal and can result in future O&M savings. Flooding at critical facilities can happen, as Central San experienced several years ago when a pump casing broke and flooded a pump station. Alternative 2 - The Board could inquire about phasing the project: Phase 1) replace the VFDs; Phase 2) add the sixth pump; Phase 3) provide resiliency; and separately Phase 4) provide pump optimization and new PLC, or other combination or prioritization of the project elements. The VFD replacements and a sixth pump is a high priority due to the issues mentioned above, which also includes new influent pump PLCs, since modern VFDs have more information and controls compared to the existing units. With the recent Headworks Screening Upgrades, District Project(DP) 7327, the PLC and networking systems under the Plant Control System Input and Output (1/0) Replacement, DP 7339, and the potential for optimization under this project, staff has combined the improvements to be designed together. Staff is recommending to include all VFDs, other PLCs, and optimization modifications (e.g. new servers for"big data") under this project since it is more cost effective and standardized compared to two or more separate projects. Therefore, separating the scope items is not recommended. Alternative 3 - Do nothing. Continue with current equipment and systems as is without this project. The facility has limited electrical redundancy for wet weather and bypass conditions. Therefore, electrical failures to equipment, as experienced last year, can have a major impact on the operations of the facility and could result in major flooding. The last VFD repair took several months to perform and test, which was accomplished during the summer months and not during high flows.Adding a sixth pump provides redundancy in case of pump mechanical or electrical failure, operations has run all five existing pumps during flows above 200 MGD. The treatment plant has received incoming wet weather flows exceeding 200 MGD, last occurrence in 2017. Therefore, this alternative is not recommended. FINANCIAL IMPACTS The agreement cost ceiling is $844,000, which includes preliminary design, final design, and bidding assistance services. This agreement also includes the two optional tasks (optimization task for$34,000, and resiliency task for$44,000) described above. This agreement will be funded under the I nfluent Pump Electrical Improvements, DP 7328, listed in the Fiscal Year(FY) 2018-19 Capital Improvement Budget (CI B) on page 178 with a total estimated project budget of$4,748,000. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this subject at the meeting on November 5, 2018 and recommended approval of the agreement. RECOMMENDED BOARD ACTION Authorize the General Manager to execute a professional engineering services agreement with Brown and Caldwell in an amount not to exceed $844,000 for design of the Influent Pump Electrical Improvements, District Project 7328. 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, Strategy 2- Strive to minimize the number of sanitary sewer overflows November 15, 2018 Regular Board Meeting Agenda Packet- Page 53 of 254 Page 4 of 4 GOAL THREE: Be a Fiscally Sound and Effective Water Sector Utility Strategy 2- Manage costs GOAL FOUR: Develop and retain a highly trained and innovative workforce Strategy 3- Meet or exceed industry safety standards GOAL FIVE: Maintain a Reliable Infrastructure Strategy 1 - Manage assets optimally throughout their lifecycle, Strategy 2- Facilitate long-term capital renewal and replacement, Strategy 3- Protect District personnel and assets from threats and emergencies GOAL SIX: Embrace Technology, Innovation and Environmental Sustainability Strategy 3- Encourage the review and testing of technology to optimize and modernize business operations November 15, 2018 Regular Board Meeting Agenda Packet- Page 54 of 254