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Home My WebLink About09. Execute a professional engineering services agreement with Stantec for an amount not to exceed $1,040,000 for wet weather basin improvements DP 100022Page 1 of 14 Item 9. DCENTRALSAN MEETING DATE: JULY25, 2024 BOARD OF DIRECTORS POSITION PAPER SUBJECT: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH STANTEC INANAMOUNT NOT TO EXCEED $1,040,000 FOR FINAL DESIGN SERVICES UNDER THE WET WEATHER BASIN IMPROVEMENTS, DISTRICT PROJECT 100022 SUBMITTED BY: INITIATING DEPARTMENT: MIKE ZUBRZYCKI, ASSOCIATE ENGINEER ENGINEERING AND TECHNICAL SERVICES- NATHAN HODGES, SENIOR ENGINEER CAPITAL PROJECTS REVIEWED BY: EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER GREG NORBY, DEPUTY GM - ENGINEERING & OPERATIONS Roger S. Bailey General Manager ISSUE The Board of Directors' authorization is required for the General Manager to execute a professional engineering services agreement in an amount greater than $200,000. BACKGROUND Central San has five wet weather storage basins at the treatment plant (plant): Basin A North, Basin A South, Basin B, Basin C, and Basin D as shown in Attachment 1. The basins, with the exception of Basin A South, are located north of Imhoff Drive and have a combined volume of 188 million gallons. The basins are used for wet weather storage, plant diversions, and final effluent diversions associated with outfall inspections that take place approximately every ten years. The current order for filling the basins is: Basin B, Basin A North, Basin C, Basin D, and Basin A South. Flows can be diverted to the basins from several processes in the plant, with typical diversions taking place post UV or from the primary tanks. Stored water is returned to the plant headworks regardless of the source of the diversion. I n December 2022-January 2023, Central San grappled with an intense and prolonged wet weather event that continued for three weeks. This event severely strained plant processes, and the basins nearly July 25, 2024 Special Board Meeting Agenda Packet - Page 40 of 188 Page 2 of 14 reached their storage capacity. Central San successfully navigated the storms without overflows or permit violations. While other projects are addressing process capacity, Central San staff proactively began to address basin deficiencies exposed by the storm to improve plant resiliency, basin operations, and reliability and safety. Prior to the storm event, a portion of the Basin C levees were raised as part of the Filter Plant and Clearwell Improvements, Phase 1A, District Project 7361 construction (2020-2021), and additional vulnerabilities were identified. Brown and Caldwell performed a flood protection review in 2022. 1 n 2023, Brown and Caldwell completed the Hydraulic/Hydrologic Analysis and Improvement Options Technical Memorandum (TM) that evaluated the wet weather storage system for potential basin improvements and phasing. I n 2024, Stantec (in a continuation of their work on Filter Plant and Clearwell Improvements, Phase 1A Project) completed a conceptual design for raising the levees along Basins B and D, and a draft geotechnical report for the levee raising was completed by Cal Engineering and Geology. Additionally, the Contra Costa Flood Control District and Central San have a collaborative project to raise the Walnut Creek and Grayson Creek levees that border the east side of the plant. The latest information from the County indicates that construction is expected to commence in the summer of 2025. This Project's scope combines the preliminary work completed by Stantec and a selection of recommendations from the Brown and Caldwell TM. Rather than manage two separate design efforts, staff determined it is more efficient to address the identified basin improvements in a single project. The scope of work consists of the following: • Basin monitoring cameras, level instrumentation, and site lighting • Dechlorination building demolition • Basin B and Basin C gate structure installation • Basin C and Basin D low -spot installation • Basin D levee raising, cleaning and utility monuments • Control structures A and B improvements • Basin A North new levee and infill • Earthern channel gunite installation • Basin B levee raising • Basin B and C sump pumps • Retrofit gunite channel bar screen The goal of the Project is to complete construction of the improvements prior to the November 2025 - April 2026 wet weather season. Future wet weather basin work is also anticipated to complete the scope that has been identified but is not included in this Project due to other project constraints, sequencing, and prioritization. On April 30, 2024, a Request for Proposal (RFP) was publicly advertised and on May 29, 2024, one consulting firm, Stantec, responded with a proposal. Other consulting firms that reviewed the RFP communicated that they did not propose due to a shortage of project managers and abundance of work industry wide. After evaluating Stantec's proposal based on qualifications and scope, staff interviewed Stantec on June 7, 2024. Stantec was selected and is, therefore, recommended for the Project. The RFP scope did include engineering services during construction; however, these services will be negotiated with Stantec after the design is complete and authorized as an amendment at time of award for construction by the Board. California Environmental Quality Act (CEQA) July 25, 2024 Special Board Meeting Agenda Packet - Page 41 of 188 Page 3 of 14 Staff has determined that the recommended action for this item, to approve a professional engineering services agreement with Stantec to complete final design services for the Project, is not in -and -of -itself a "project" (pursuant to CEQA Guidelines Section 15378) since it does not commit the Central San to a physical change in the environment. The Board will make an independent determination of CEQA compliance at the time the Project is brought to the Board for award of a construction contract. 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 The Board may elect to not authorize the agreement with Stantec and postpone the Project to a future fiscal year. However, this is not recommended because this Project's scope is necessary for wet weather basin operations and resiliency, and the goal is to complete the improvements prior to the 2025-2026 wet weather season. FINANCIAL IMPACTS This Project is included in the Fiscal Year (FY) 2024-25 Budget on page 273. The total estimated cost for the planning and design phases for the Project is $1,900,000, which includes Stantec's design cost of up to $1,040,000, staff time, and previous planning expenditures. The total estimated project cost listed in the FY 2024-25 Budget is $10,900,000. There are adequate funds within the yearly budget allocations for the final design of this Project. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this subject at its special meeting on July 15, 2024 and recommended Board approval. RECOMMENDED BOARD ACTION Authorize the General Manager to execute a professional engineering services agreement with Stantec in an amount not to exceed $1,040,000 for final design services under the Wet Weather Basin Improvements, District Project 100022. Strategic Plan Tie -In GOAL TWO: Environmental Stewardship Strategy 1 - Achieve compliance in all regulations GOAL FIVE: Safety and Security Strategy 2 - Protect personnel and assets from threats and emergencies GOAL SIX. Infrastructure Reliability Strategy 1 - Manage assets optimally, Strategy 2 - Execute long-term capital renewal and replacement program GOAL SEVEN: Innovation and Agility Strategy 3 - Be adaptable, resilient, and responsive July 25, 2024 Special Board Meeting Agenda Packet - Page 42 of 188 Page 4 of 14 ATTACHMENTS: 1. Basin Location Map 2. Presentation July 25, 2024 Special Board Meeting Agenda Packet - Page 43 of 188 Page 5 of 14 I / l I 0 700 1400 I,► II FEET I II i ® II • II II „ n 11 1� 11 a h II 1 Il asin 11 Basin C 1 v 1 rz 1 11 � 11 11 � Il 11 11 11 II Basin D 1 Il Alum Il 11 Sludge 11 Ponds • II II ` 0 • 11 11 � n 1 u 1 Cleamell II 11 G Basin 1�Il 11 I er an O o 11 11 // 11 ° ® Basin A r II bss Ion North / Il rr r Il Il r r 11 D IMHOFFDRI r 11 II N r 11 11 bl 11 Il o asm rr r J 11 11 �I (�� rrr rr 111 11 r - r 11 D 111 13 AD c 11 � 11 rrr i 11 u Y CENTRAL SAN WET WEATHER BASIN IMPROVEMENTS Attachment ' DISTRICT PROJECT 100022 1 LOCATION MAP July 25, 2024 Special Board Meeting Agenda Packet - Page 44 of 188 Page 6 of 14 Attachment 2 Outline Project Background Scope and background for wet weather operations Project Scope Description Consultant Selection Project Schedule and Budget July 25, 2024 Special Board Meeting Agenda Packet - Page 45 of 188 Page 7 of 14 Project Purpose During the December 2022 —January L 2023 storms, the basins were at capacity and needed improvements were identified The wet weather basins provide critical storage during large wet _- weather events. Increase treatment plant resiliency -_ and improve function and safety Protect basins from outside flooding December 2022- January 2023 Storm Event J_ July 25, 2024 Special Board Meeting Agenda Packet - Page 46 of 188 2 Page 8 of 14 Current Operations 188 million gallons total storage M available Flow diverted from Headworks, after Primaries to the basins Divert flows over 100 MGD Basin filling order B->ANorth ->C->D->A South Largest basin is filled first (Basin B) Basin B also used for outfall bypass through the Wet i 'I Weather Structure approximately every 10 years Project Background Brown and Caldwell Flood Vulnerability Study, 2021-22 Brown and Caldwell Brown Bag, May 2022 Brown and Caldwell Basins Study, February— December 2023 Filter Plant and Clearwell Improvements, Phase 1A, District Project 7361 Stantec Conceptual Levee Design July 25, 2024 Special Board Meeting Agenda Packet - Page 47 of 188 3 Page 9 of 14 Project Scope Basin monitoring cameras, level instrumentation, and site lighting Dechlorination building demolition Basins B and C gate structure installation Basins C and D low -spot installation Basin D cleaning and utility monuments Control structures A and B improvements Basin A North new levee and regrade Earthen channel gunite installation Basin B levee raising Basin D levee raising Basins B and C sump pumps Retrofit gunite channel bar screen July 25, 2024 Special Board Meeting Agenda Packet - Page 48 of 188 4 Page 10 of 14 Basi RailroitSb,b'r -Basin D LeVee_;;—,-' Basi Raise 111 W/01- July 25, 2024 Special Board Meeting Agenda Packet - Page 49 of 188 Page 11 of 14 Basins B and C Sumps Mechanical Bar Screen kr'� IIII"Il n July 25, 2024 Special Board Meeting Agenda Packet - Page 50 of 188 6 Page 12 of 14 Consultant Selection Request for Proposal advertised April 30, 2024 One proposal received May 29, 2024 Only Stantec proposed, other firms communicated that they did not propose due to project manager shortages and abundance of work industry wide Stantec interviewed and selected June 7, 2024 Anticipated Design and Construction Schedule 6m Final Design: August 2024—January 2025 Bidding/Award: February 2025 — April 2025 Construction: May 2025 — November 2025 Wet Weather Season: November 2025 — April 2026 Goal is to construct improvements prior to 2025-2026 wet weather season July 25, 2024 Special Board Meeting Agenda Packet - Page 51 of 188 7 Page 13 of 14 Estimate and Budget Planning/Design Phase: $1,900,000 (includes consultant services and staff time) Design Agreement $1,040,000 Construction: $9,000,000 Dependent on soil costs Total budget: $10,900,000 Recommended Board Action Authorize the General Manager to execute a professional engineering services agreement with Stantec in an amount not to exceed $1,040,000 for the final design under the Wet Weather Basin Improvements, District Project 100022 July 25, 2024 Special Board Meeting Agenda Packet - Page 52 of 188 8 Page 14 of 14 Questions July 25, 2024 Special Board Meeting Agenda Packet - Page 53 of 188