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HomeMy WebLinkAbout13. Authorize $2.4 million agreement with V. W. Housen and Associates for design services of the Pump Stations Upgrades, Phse 2, DP 8457 Page 1 of 6 Item 13. CENTRAL SAN BOARD OF DIRECTORS vie . , Hill. , , . . POSITION PAPER MEETING DATE: NOVEMBER 7, 2019 SUBJECT: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT IN AN AMOUNT NOT TO EXCEED $2,400,000 WITH V.W. HOUSEN AND ASSOCIATES FOR DESIGN SERVICES OF THE PUMP STATION UPGRADES, PHASE 2, DISTRICT PROJECT 8457 SUBMITTED BY: INITIATING DEPARTMENT: KEITH GELLERMAN, ASSOCIATE ENGINEER ENGINEERING AND TECHNICAL SERVICES- CAPITAL PROJECTS REVIEWED BY: SASHA MESTETSKY, SENIOR ENGINEER EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES Roger S. Bailey Kenton L. Alm General Manager District Counsel 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 2017 Comprehensive Wastewater Master Plan identified several structural, mechanical, electrical, and instrumentation improvements needed at many of the Central San pump stations, including Martinez, Fairview, and Maltby Pump Stations, which are all located in Martinez. These pump stations have shown multiple concerns, including aging assets, reliability of existing equipment and infrastructure, including November 7, 2019 Regular Board Meeting Agenda Packet- Page 99 of 414 Page 2 of 6 many of the electrical gears, corrosion, potential risk of flooding, accessibility issues for Operations and Maintenance (O&M) staff, and pumping capacity limitations at some of the Martinez pump stations. Since the three pump stations are connected hydraulically (i.e., the stations pump in a series towards the treatment plant and interconnected through controls), Central San staff decided to combine the design and renovation effort into one project within the Capital Improvement Budget titled Pump Station Upgrades. Central San staff at that time also decided to package these Martinez pump stations with three other pump stations having similar critical needs (Moraga, Orinda Crossroads, and Flush Kleen)to form one all- encompassing pumping station project, which had been included in the Capital Improvement Budget in Fiscal Year(FY) 2016-17 entitled Pump Station Upgrades Project, District Project (DP) 8436. Consultant Selection: I n May 2017, a formal Request for Proposals (RFP)was advertised on PlanetBids and the Central San website to select a professional engineering consultant to provide design services for the project. The RFP scope of work included design services and follow-up engineering services during construction for six pumps stations: Orinda Crossroads, Moraga, Flush Kleen, Martinez, Fairview, and Maltby. The scope also includes the replacement of the Concord flow meter. Three proposals (Carollo Engineers, Inc., Stantec Consulting Services, Inc., and V.W. Housen and Associates (VW HA))were received and staff evaluated the proposals, interviewed the consultant teams, and recommended VWHA as the best overall fit for the project. The VWHA team consists of two major subconsultants: HDR, I nc. (HDR)for architectural, structural and geotechnical engineering, and ArcSine Engineering (ArcSine)for electrical, instrumentation and controls engineering. On July 20, 2017, the Board was informed of the need to perform planning and predesign on the Pump Station Upgrades project prior to initiating any final design. Staff recommended evaluation of the six pump stations for efficiency since similar investigation and condition assessments were needed for the project. At that meeting, the Board authorized staff to hire VWHA to assist staff in the predesign. The work consisted of numerous field investigations, workshops, meetings (with O&M and Capital Projects staff), facility tours, and other important efforts to comprehensively evaluate alternatives for each of the six sites and prepare business case evaluations (BCEs), so that staff could make informed decisions and recommend solutions for the improvements needed at each of the pump stations. The predesign was completed in February 2018, which included assessments of the following subjects: hydraulic analysis; structural; electrical, instrumentation and controls; corrosion; heating, ventilation and air conditioning; and flood risk. Project delivery options, BCEs, cost estimating, and construction sequencing were also included in the pre-design. The BCEs were prepared so that staff could review the technical alternatives and make informed decisions to recommend solutions needed at each of the pump stations to the Board. Staff decided to prioritize and split the design and renovation effort into two separate phases. At the May 3, 2018 Board Meeting, staff presented the predesign findings and project recommendations, which included to phase the project: Phase 1 to address Orinda Crossroads, Moraga, and Flush Kleen Pump Stations under DP 8436 and Phase 2 would address Martinez, Fairview, and Maltby Pump Stations under a separate project number, DP 8457. At this meeting, staff also recommended to proceed with final design of Phase 1. The Board authorized staff to include final design with VWHA. Phase 2 would be initiated later due to land acquisition needed for the proposed work and for operational support concerns. With Phase 1 now ready to start construction, staff plans to start moving forward and preparing for Phase 2. Government Code Section 1090 (Section 1090) Compliance: VWHA with HDR and ArcSine will be performing the technical work for the final design of Phase 2. VWHA should not have been precluded from continuing with the final design and potential subsequent November 7, 2019 Regular Board Meeting Agenda Packet- Page 100 of 414 Page 3 of 6 engineering services during construction of Phase 2 based on the following facts: 1. The publicly advertised scope of the project for consultant selection included from its inception both Phases 1 and 2, including both preliminary and design work; 2. VW HA's role and scope on the project during the preliminary design, BCE, and assessments were limited to technical evaluations in nature only and did not include any recommendations independent from staff; 3. Central San staff, not VW HA, made all the decisions as to whether and how to proceed with all phases of the two pump station projects and VW HA never acted in a capacity similar to that of a Central San employee or staff; 4. Central San staff, not VW HA, independently analyzed the best approach to carrying out the design and construction activities, including defining the scope the subsequent contract; 5. VW HA was not requested to provide and did not provide recommendations on the sequencing and overall approach regarding the subsequent work; and 6. All decisions regarding the subsequent work were independently made by Central San through staff analysis, recommendations, and presentations at publicly noticed Board Committee and Board Meetings with final decisions being made by Board Action following substantial discussion. The scope of Phase 2 project includes the three Martinez pump stations. A brief description of each pump station is presented below: Martinez Pump Station This pump station is located at 202 Embarcadero Street near downtown Martinez and is the first of the three pump stations in series, which pumps to the Fairview Pump Station. The Martinez Pump Station was originally the City of Martinez's wastewater treatment plant and converted to a Central San pump station in 1968. This pump station has undergone several upgrades, including a complete rebuild in 1994. Staff recommends the following renovation work at the Martinez Pump Station: 1. Replace major electrical equipment including PG&E electrical service, variable frequency drives (VF Ds), and the automatic transfer switch. 2. Replace instrumentation including gas monitoring, annunciators, programmable logic controllers, and graphical displays. 3. Resolve the wet weather capacity issue by increasing the impeller size and the associated electric motor and VFDs. 4. Recoat the wetwell. 5. Replace various piping, valves, and other appurtenances, including seal water system. Staff also recommends replacing the wet weather pumps with dry pit submersible pumps so that the pump station could operate in a flooded drywell condition. Fairview and Maltby Pump Stations The Fairview and Maltby Pump Stations are the second and third of the three pump stations in series, respectively, and were both constructed in 1969. Fairview Pump Station is situated in an industrial area adjacent to the Shell Refinery at 2001 Marina Vista, and Maltby Pump Station is in an isolated area accessible via a gravel road at 990 Central Avenue. These pump stations are nearly identical in design and November 7, 2019 Regular Board Meeting Agenda Packet- Page 101 of 414 Page 4 of 6 features with similar drywell/wetwell configurations. The drywell consists of steel cans and are packaged pump stations manufactured by the Mundix Company. The existing package houses the station components in a single structure rather than separate structures. The condition of the drywell steel cans has visible corrosion on the interior floor and lower wall surfaces which poses major apprehension in reusing the existing steel cans. I n addition, drywell access is via a narrow circular access hatch which makes for O&M access and egress very difficult. Both stations have undergone limited upgrades, with the most recent in 1998. The staff recommended improvements to the Fairview and Maltby Pump Station sites will require the acquisition of land adjacent to each site. The Fairview Pump Station site requires that a portion of the parcel, located in the existing public right-of-way, be vacated by the City of Martinez. The Maltby Pump Station site requires the acquisition of a portion of the privately-owned parcel located to the north of the existing site. Due to topography or land use, other properties adjacent to the Maltby Pump Station are less desirable. Staff recommends pursuing the land acquisition at the two sites prior to moving forward with the final design. Business Case Evaluations A comprehensive BCE was performed during the predesign of the project. A total of ten different alternatives were evaluated and, in general, considered rehabilitation, new pump stations for the Fairview and Maltby sites, and eliminating the Fairview Pump Station. Staff recommends proceeding with rehabilitation of the existing pump station at the Martinez Pump Station. Even though the BCE for Fairview and Maltby Pump Stations indicates that the option to build a new submersible pump station has similar capacity, benefits, reliability and electrical improvements cost less, compared to constructing a new drywell/wetwell pump station. Staff is recommending and selecting the new drywell/wetwell option for multiple reasons: • Preventative maintenance (asset management); staff strongly believes that being able to monitor the pumps and having the ability to inspect or work on the equipment in a dry pump room environment is a better long-term solution and more reliable than using submersible pumps in a wetwell. • Reduces safety concerns; operations staff will have safe access to the dry pump room while working over a confined space and wetwell does pose more safety risks. • Central San does not operate any submersible stations at the size of the Martinez pump stations. Staff's approach would increase reliability, improve safety and resiliency, and is more favorable for construction. ALTERNATIVES/CONSIDERATIONS The Board could consider the following two alternatives for the project or provide other direction. Alternative 1: Split the project into separate projects. Postponing the design and construction of improvements would spread construction over several fiscal years. This is not recommended due to the current condition of the pump stations, project drivers, and design coordination mentioned above. This alternative would increase the overall project cost by implementing multiple projects over a longer period. Alternative 2: Status Quo — Do nothing to the facilities at this time. Under this alternative, staff would not proceed with the final design and the pump stations would continue operating in their current condition. Repair or replacement of the facilities would be done upon failure. This alternative could have significant regulatory and operating risks or costly emergency response since these facilities operate in a series, 24- hours every day. November 7, 2019 Regular Board Meeting Agenda Packet- Page 102 of 414 Page 5 of 6 FINANCIAL IMPACTS The VW HA final design services for the project is estimated at $2.4 million, which is approximately nine percent of the $26.45 million total estimated project cost, as detailed in Attachment 1. The Project is listed in the FY 2019-20 Budget on page 167. The final design will be performed this fiscal year and next FY 2020-21. There are adequate funds within the current budget for the final design of this project. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this project at the meeting on October 15, 2019, and recommended approval. RECOMMENDED BOARD ACTION Authorize the General Manager to execute a professional engineering services agreement with V.W. Housen and Associates in an amount not to exceed $2,400,000 for the final design of the Pump Station Upgrades, Phase 2, District Project 8457. 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, Strategy 3- Comply with all federal, state, and local regulations related to District administration 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 ATTACHMENTS: 1. Total Construction Cost Estimate November 7, 2019 Regular Board Meeting Agenda Packet- Page 103 of 414 Page 6 of 6 Attachment 1 Pump Station Upgrades, Phase 2 District Project 8457 Estimated Capital Costs of Recommended Improvements Estimated Total Estimated Pump Station Construction Cost Project Cost Martinez Pump Station $4,936,000 $6,100,000 Fairview Pump Station $7,820,000 $10,100,000 Maltby Pump Station $7,983,000 $10,250,000 Total Project Cost $20,739,000 $26,450,000 November 7, 2019 Regular Board Meeting Agenda Packet- Page 104 of 414