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HomeMy WebLinkAbout12. Authorize a professional services agreement with Woodard & Curran for the Collection System Master Plan Update, DP 100028 Page 1 of 3 Item 12. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: JULY 7, 2022 SUBJECT: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT IN AN AMOUNT NOT TO EXCEED $1.4 MILLION WITH WOODARD & CURRAN, INC. FOR THE COLLECTION SYSTEM MASTER PLAN UPDATE; AND FIND THE AGREEMENTS FOR THIS WORK ARE EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT SUBMITTED BY: INITIATING DEPARTMENT: JUSTIN WAPLES, ASSOCIATE ENGINEER ENG-PDS-DIVISION MANAGER DAN FROST, SENIOR ENGINEER REVIEWED BY: DANEA GEMMELL, PLANNING AND DEVELOPMENT SERVICES DIVISION MANAGER 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 $200,000. BACKGROUND Central San's collection system comprises of over 1,500 miles of gravity sewers, 21 miles of force mains, 18 pump stations, collection system operations facilities and equipment, and many other support facilities. The collection system includes several billions of dollars of assets which are critical for ensuring continuous operation and conveyance of over 13 billion gallons of wastewater per year. Within the next 10 years, Central San expects to invest nearly$335 million (M) in capital improvements for the Collection System Program. The 2017 Comprehensive Wastewater Master Plan included recommendations for the Collection System Program. Staff recommends updating the Collection System Master Plan (CSMP)to better understand upcoming and future capital improvement needs, to enhance the CSMP so that it supports Central San's July 7, 2022 Regular Board Meeting Agenda Packet- Page 70 of 137 Page 2 of 3 upcoming Fiscal Year 2022-24 Strategic Plan and other Central San initiatives towards being a Utility of the Future that considers smart solutions, and ensures its infrastructure and services are both resilient and sustainable. Staff issued a Request for Proposal (RFP)for professional engineering services for the CSMP Update, and performed a comprehensive consultant selection process. On April 4, 2022, Central San received three proposals: 1) Woodard & Curran, I nc. (W&C); 2) West Yost Associates, I nc.; and 3) G HD, I nc.After conducting interviews on April 26, 2022 with all three proposers, staff selected W&C to lead and prepare the CSMP Update. The W&C team includes additional subject matter expertise and services provided from VW Housen &Associates, Carollo Engineers, Inc. and V&A Consulting Engineers. The scope of work for W&C will include the following: • Update the sewer renovation program based on asset risk and actual condition information; • Update the large diameter inspection and renovation program, and initiate concrete corrosion investigation efforts; • Develop and pilot large diameter siphon cleaning and inspection plan; • Update the force main inspection and renovation program, and confirm upcoming pilot inspection efforts; • Update pump station existing facilities/inventory information, and perform condition assessment of pump stations with Central San Maintenance staff (field inspections for four pump stations, desktop assessment of all others); • Develop and clarify Collection System Program vision and approach to sustainability, risk, and resiliency; • Workshops to identify collection system needs and opportunities for smart system solutions, and develop smart system projects; • Assist with updates and enhancements to the sewer system management plan; • Assist in project development of near-term projects for the 10-year Capital I mprovement Plan (C I P) and identify projects for the 20-year CI P. The CSMP Update is expected to start in late July 2022 with workshops to develop, present and explain all aspects of the vision for Central San's collection system Utility of the Future. The CSMP Update project will continue for approximately 12 to 16 months. Findings and recommendations will be presented to the Executive Team and the Board in at least two workshops. In addition to working with W&C, staff will continue to perform ongoing collection system planning work that will support the CSMP Update (e.g. I nfoWorks I CM dynamic model updates and evaluations, I nfoAsset Planner sewer risk and renovation forecast updates, large diameter inspection and renovation work, and force main inspection work). This other collection system planning work will be completed through existing on-call agreements and proposed new on-call agreements that will be brought to the Board of Directors for consideration as a future agenda item. California Environmental Quality Act (CEQA) Staff has concluded that these actions are exempt from CEQA under District CEQA Guidelines Section 15262, since they allow 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 these actions will establish the Board's independent finding that these agreements are exempt from CEQA. Central San will conduct an environmental evaluation of any environmental-altering, physical project that is proposed in the future as a result of these studies to determine the need for any additional CEQA documentation. July 7, 2022 Regular Board Meeting Agenda Packet- Page 71 of 137 Page 3 of 3 ALTERNATIVES/CONSIDERATIONS Do not authorize the agreement and do not update the CSMP. This is not recommended because the CSMP Update is an important process that documents Central San's plan for addressing infrastructure needs and opportunities for the C I P, provides necessary budgetary forecast information for sewer service charge rate planning, and helps identify how Central San's Operations and Maintenance practices and CI P will help Central San achieve its mission, vision, values and goals outlined in the Strategic Plan. FINANCIAL IMPACTS The total cost for the CSMP Update is estimated at$1.6 million, which includes consulting services for $1.4 million (estimated at$1.2 million with contingency of $200,000) and staff time for$200,000. The CSMP Update, District Project 100028 was included in the adopted Fiscal Year 2022-23 Capital Improvement Budget with a total budget of $1.6 million. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this matter at its meeting on June 22, 2022 and recommended approval. RECOMMENDED BOARD ACTION Staff recommends the following Board actions: 1. Find that these agreements are exempt from CEQA; and 2. Authorize the General Manager to execute a professional engineering services agreement in an amount not to exceed $1.4 million with Woodard & Curran, I nc. for the Collection System Master Plan Update. Strategic Plan Tie-In GOAL FIVE:Infrastructure Reliability Strategy 1—Manage assets optimally to prolong their useful life, Strategy 2—Execute long-term capital renewal and replacement program July 7, 2022 Regular Board Meeting Agenda Packet- Page 72 of 137