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Home My WebLink About05. Authorize a professional engineering services agreement for two Ultraviolet (UV) projects, DPs 100012 and 100013 Page 1 of 4 Item 5. Algi CENTRAL SAN BOARD OF DIRECTORS WE VS.101 M POSITION PAPER MEETING DATE: APRIL 15, 2021 SUBJECT: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH CAROLLO ENGINEERS, INC. IN AN AMOUNT NOT TO EXCEED $900,000 FOR PLANNING AND PRE- DESIGN SERVICES FOR THE ULTRAVIOLET (UV) DISINFECTION REPLACEMENT, DISTRICT PROJECT (DP) 100012 AND UV HYDRAULIC IMPROVEMENTS, DP 100013 SUBMITTED BY: INITIATING DEPARTMENT: NITIN GOEL, SENIOR ENGINEER ENGINEERING AND TECHNICAL SERVICES- PDS-ASSET MANAGEMENT REVIEWED BY: DANEA GEMMELL, PLANNING AND DEVELOPMENT SERVICES DIVISION MANAGER 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 professional engineering services agreements in an amount greater than $200,000. BACKGROUND The Engineering and Technical Services Department introduced the UV Disinfection Replacement, DP 100012 and UV Hydraulic Improvements, DP 100013 (Project)to the Engineering and Operations (E&O) Committee on December 1, 2020 and to the Board on December 15, 2020, before issuing a formal Request for Proposal (RFP) solicitation to the engineering community. In those meetings, staff presented a detailed explanation of the drivers and elements associated with the Project as summarized below. April 15, 2021 Regular Board Meeting Agenda Packet- Page 42 of 185 Page 2 of 4 Most of the current UV system has been in service for 26 years and requires substantial maintenance, lamp replacement, and frequent chemical cleaning of the UV banks. The UV disinfection system is mainly an electrical and electronic based equipment, most of which has outdated components and technologies. The power of the existing UV lamps cannot be modulated and leads to frequent lamps replacement. The current system equipment has nearly 10,000 lamps and 5,000 ballasts. For wet weather operation, the UV system has an approximate capacity between 90 to 100 million gallons per day(MGD) instead of the recommended 127 MGD. This creates a hydraulic bottleneck in the secondary treatment process, limiting the discharge of disinfected final effluent. The Project will evaluate these systems by performing a condition assessment and determining the optimal future disinfection system for Central San.A hydraulic evaluation of the UV disinfection system and final effluent channels will provide potential recommendations to increase disinfection capacity and confirm UV system dosage requirements. A new UV system will improve energy efficiency with state-of- the-art equipment, better and "smarter" controls (i.e., dosage based on UV transmittance and flow) and reduce maintenance time with built-in self-cleaning systems. In addition to the UV technology evaluation, the Project will also evaluate alternative disinfection technologies such as light-emitting diode (LED) UV, ozone, peracetic acid, sodium hypochlorite disinfection, etc. Since both projects are interrelated, staff recommended combining the evaluation, planning, future design, and potential engineering services during construction with one engineering consultant firm to determine the best alternative for Central San. Consultant Selection: On January 11, 2021, a RFP was publicly advertised and seven consulting firms responded with proposals.After evaluating the proposals based on qualifications, statement of approach, staff availability, and understanding of the Project, staff invited four consulting firms to participate in an oral interview. The four consulting firms were Aecom, CDM Smith, Carollo Engineers (Carollo), and Stantec. After the conclusion of a second interview between Carollo and Stantec, Carollo was selected and scored as the top proposer and is, therefore, recommended for the Project. The Project scope of work includes the following tasks: Project Tasks: 1. Condition Assessments: Evaluate and provide a detailed condition assessment of the UV equipment, electrical components, chemical systems and structures for the Project. 2. Disinfection Technologies Evaluation: Evaluate alternative disinfection technologies (i.e., peracetic acid, sodium hypochlorite disinfection, etc.) and determine the optimal future disinfection system for Central San. 3. Hydraulic and Process Evaluations: Complete a hydraulic evaluation of the UV disinfection system and Final Effluent channels to increase disinfection capacity, recommend improvements, and confirm UV system dosage requirements. 4. UV Transmittance and Dosage Testing: Perform the UV transmittance and dosage testing to size a UV disinfection system, if Central San determines that UV disinfection is the best alternative. 5. Business Case Evaluation (BCE) for Future UV System and Hydraulic Improvements: Evaluate installing new UV equipment in the same location or a new disinfection system at a new location. The location selection will consider future potential large projects such as the Nutrient Removal and Water Exchange to avoid stranded assets. April 15, 2021 Regular Board Meeting Agenda Packet- Page 43 of 185 Page 3 of 4 6. Pre-design Report: Prepare 10-percent design of selected alternative, cost estimate, pre- procurement, and pre-selection. California Environmental Quality Act(CEQA) Staff has concluded that this Project is exempt from CEQA under Section 15262 of Central San's CEQA Guidelines, 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. Central San will conduct an environmental evaluation of any capital project that is proposed in the future as a result of the tasks authorized herein to determine the need for any additional CEQA documentation. ALTERNATIVES/CONSIDERATIONS 1. The Board may elect to postpone the Project to a future fiscal year. However, this is not recommended as this Project deals with a critical step in the treatment process (disinfection), which is needed to achieve permit compliance and needs to be reliable. This alternative would impact planning and future replacement of the UV system and would likely increase the overall cost to Central San with more maintenance and potential risk with deteriorated equipment. Therefore, this alternative is not recommended. 2. The Board may elect to only perform the condition assessments and not with the design criteria development and other tasks identified in the Carollo scope of work. This alternative would be less cost-effective as the design criteria, BCEs, and other Project tasks are needed to select the appropriate Project(s) approach. Therefore, this alternative is not recommended. FINANCIAL IMPACTS Carollo's total agreement fee for the proposed scope of work is $900,000, which is about three percent of the estimated overall total project costs identified in the Ten-Year Capital Improvement Plan. Final design services and engineering services during construction are not currently budgeted under this agreement at this time. Central San will negotiate those services with Carollo and request approval from the Board as the Project progresses. It is anticipated that the fees for this agreement may reach up to $3.5-4.0 million for the life of the agreement. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this Project at its meeting on March 30, 2021 and recommended approval. RECOMMENDED BOARD ACTION Authorize the General Manager to execute a professional engineering services agreement with Carollo Engineering, I nc. in an amount not to exceed $900,000 for planning and pre-design services for the UV Disinfection Replacement, DP 100012 and UV Hydraulic Improvements, DP 100013. Strategic Plan Tie-In GOAL TWO: Environmental Stewardship Strategy 1—Achieve 100% compliance in all regulations, Strategy 2—Anticipate and prepare for potential regulatory changes GOAL FIVE:Infrastructure Reliability April 15, 2021 Regular Board Meeting Agenda Packet- Page 44 of 185 Page 4 of 4 Strategy 1—Manage assets optimally to prolong their useful life, Strategy 2—Execute long-term capital renewal and replacement program GOAL SIX:Innovation and Optimization Strategy 1—Implement the Central San Smart Initiative, Strategy 2—Improve and modernize operations through technology and efficiency measures April 15, 2021 Regular Board Meeting Agenda Packet- Page 45 of 185