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Home My WebLink About04.a. Review draft Position Paper to authorize the General Manager to amend an existing professional engineering services agreement in an amount not to exceed $1.2 million with Stantec Consulting Services, Inc., increasing the agreement cost ceiling from Page 1 of 4 Item 4.a. CENTRAL SAN BOARD OF DIRECTORS . , , . POSITION PAPER . , DRAFT MEETING DATE: APRIL 6, 2022 SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL MANAGER TOAMENDAN EXISTING PROFESSIONAL ENGINEERING SERVICES AGREEMENT IN AN AMOUNT NOT TO EXCEED $1.2 MILLION WITH STANTEC CONSULTING SERVICES, INC., INCREASING THE AGREEMENT COST CEILING FROM $4,562,000 TO $5,762,000 FOR ENGINEERING SUPPORT SERVICES FOR THE FILTER PLANT AND CLEARWELL IMPROVEMENTS AND THE WET WEATHER BASIN IMPROVEMENTS PROJECTS; AND FIND THE PROJECT IS EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT SUBMITTED BY: INITIATING DEPARTMENT: CHATHURAABEYRATHNA, ASSOCIATE ENGINEERING AND TECHNICAL SERVICES- ENGINEER CAPITAL PROJECTS REVIEWED BY: CRAIG MIZUTANI, SENIOR ENGINEER EDGAR J. LOPEZ, CAPITAL PROJECT DIVISION MANAGER JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES ISSUE The Board of Directors'authorization is required for the General Manager to execute an amendment to an existing professional engineering services agreement above $200,000. BACKGROUND On May 3, 2018, the Board authorized an agreement with Stantec Consulting Services, I nc. (Stantec)to provide design services for the Filter Plant and Clearwell Improvements. Stantec reviewed the condition of the facilities, proved disinfection alternatives, hydraulics, seismic assessment, process and automation solutions, and alternative filtration technology information. Staff and Stantec took a long-term approach to the Filter Plant and Clearwell Improvements Project and evaluated the possible impacts of future projects, including the Concord Community Reuse Project and the Water Exchange Project. When looking at possible solutions, the team evaluated Central San's immediate needs, which include the most critical items that require replacement to provide system April 6, 2022 EOPS Regular Committee Meeting Agenda Packet- Page 4 of 20 Page 2 of 4 reliability, and that would not conflict with or potentially leave stranded assets when other projects are implemented, like the potential Water Exchange Project. All the needed improvements to meet current recycled water demands were scoped and planned under the current Filter Plant and Clearwell Improvements, Phase 1, District Project 7361. However, the design and construction of Phase 1 was split into two sub-phases: Phases 1 A and 1 B. Phase 1 A is currently in construction and includes improvements to the Applied Water Pump Station, Recycled Water Pump Station, Filter Plant, a new electrical building, and two new recycled water storage tanks located at the Clearwell. The improvements to the Filter Plant include an improved polymer feed system, sodium hypochlorite disinfection system, instrumentation and piping, and one filter refurbishment. Phase 1 B will include seismic upgrades, rehabilitation of electrical equipment at the Filter Plant, replacement of the three remaining existing filters, hydraulic upgrades to bypass the Forebays, chlorine contact tanks, and other improvements. However, Phase 1 B has been deferred in an attempt to coordinate with the Concord Community Reuse Project. There are several aging electrical items that were not included in the Phase 1 A project but now need to be addressed in an urgent manner, and possibly before the Phase 1 B project is fully constructed. The Filter Plant Electrical Rehabilitation Project will include the replacement of 480V feeders, motor control centers, transformers and transformer disconnect switches, battery systems, low voltage conduit, and wire. Other anticipated work includes the addition of HVAC units and exhaust fans to portions of the filter building. Staff is recommending continuing with Stantec to design the electrical replacements and rehabilitation to ensure overall system reliability. In addition, there are other needs relating to the Phase 1A project construction that require the engineering services of Stantec. These include: • Engineering for a new emergency access road to the recycled water storage tanks for use by Central San and the Contra Costa County Fire District. • Additional services are anticipated as the Operations staff has requested that Stantec look at existing permit compliance measures and design improvements to ensure continuous compliance with Title 22 regulations. The Regional Board has required a new engineering study and report since the new storage tanks will be used for chlorine contact time, and staff will need to update compliance procedures. • Stantec designed the raising of the wet weather Basin C roadways under the Phase 1 A project using the soils generated from the Clearwell levee. Portions of the roads for Basins B and D require the same design to protect from potential flooding of Pacheco Slough. Staff is recommending that Stantec continue the engineering effort to complete the work. • Staff is requesting additional contingency for engineering services due to supply-chain issues, as more effort has been needed to review submittals and respond to request for information. Stantec was selected through a competitive solicitation, Request for Proposal process, to provide the type of services stated above and for the Phase 1 A project, including the Filter Plant Electrical Rehabilitation. California Environmental Quality Act (CEQA) Staff has concluded that this project is exempt from CEQA under Central San's CEQA Guidelines Section 15301, since it involves minor alterations to existing public facilities involving no expansion of use, and CEQA Guidelines Section 15302, since it involves replacement of existing public facilities at the same location and with the same purpose. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. April 6, 2022 EOPS Regular Committee Meeting Agenda Packet- Page 5 of 20 Page 3 of 4 ALTERNATIVES/CONSIDERATIONS Other alternatives are set forth below; however, they are not recommended by staff. Alternative 1: Postpone the recommended project elements longer or minimize the scope and wait to integrate solutions to the current problems with a future project phase. Under this alternative, staff would amend Stantec's agreement for a lower value in the future as well as proceed with a smaller scope project and postpone some of the needed work to the future, if possible.All elements suggested in the Filter Plant Electrical Rehabilitation project are critical for the reliable operation of the recycled water system. These electrical items were specifically selected to be replaced before the beginning of Phase 1 B because of their importance. Alternative 2: Do nothing to address the electrical equipment. Under this alternative, staff would lower the amendment costs for Stantec's agreement, and the existing electrical items would continue operating in their current condition. Repairs would be done as failures occur. This alternative could be more costly in the future and likely impact the delivery and service to the recycled water users, the Central San treatment plant, and Zone 1 customers. Alternative 3: Seek other consultants to assist with the work. Stantec has performed satisfactorily under the Phase 1 A project, and staff does not recommend any change which would delay the projects. FINANCIAL IMPACTS The current Stantec agreement value is $4,562,000. This amendment has been negotiated to not exceed $1,200,000, which will increase the agreement cost ceiling to $5,762,000.Approximately$600,000 of the amendment will be allocated for the Filter Plant Electrical Rehabilitation. The construction of the electrical rehabilitation is estimated at$6 million at this time. The remaining costs will include $150,000 for the roadway/levee design and for additional engineering services as needed for the Phase 1 project. Phase 1 A and 1 B have sufficient funds to proceed, and the budgets are shown on pages 277 and 280 of the fiscal year District Budget. COMMITTEE RECOMMENDATION The Engineering and Operations Committee Reviewed this subject at the April 6, 2022 meeting and recommended RECOMMENDED BOARD ACTION Staff recommends the following Board action: 1. Find the project is exempt from CEQA; and 2. Authorize the General Manager to amend an existing professional engineering services agreement in an amount not to exceed $1.2 million with Stantec Consulting Services, I nc., increasing the agreement ceiling from $4,562,000 to $5,762,000 for engineering support services for the Filter Plant and Clearwell Improvements and the Wet Weather Basin Improvements, District Projects 7361 and 100022, respectively. April 6, 2022 EOPS Regular Committee Meeting Agenda Packet- Page 6 of 20 Page 4 of 4 Strategic Plan re-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service GOAL THREE: Fiscal Responsibility Strategy 1—Maintain financial stability and sustainability GOAL FIVE: Infrastructure Reliability Strategy 1—Manage assets optimally to prolong their useful life GOAL SIX: Innovation and Optimization Strategy 2—Improve and modernize operations through technology and efficiency measures April 6, 2022 EOPS Regular Committee Meeting Agenda Packet- Page 7 of 20