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Home My WebLink About03.b. Execute Professional Engineering Services for $1,250,000 with CDM Smith, Inc. for Equipment Evaluation and Design Services under the Treatment Plant Piping Renovations, Phase 11, DP 100073Page 1 of 8 Item 3.b. , lax. ka-Csp MEETING DATE: FEBRUARY5, 2025 BOARD OF DIRECTORS POSITION PAPER DRAFT SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT IN THE AMOUNT OF $1,250,000 WITH CDM SMITH, INC. TO PERFORM EQUIPMENT EVALUATION AND DESIGN SERVICES UNDER THE TREATMENT PLANT PIPING RENOVATIONS, PHASE 11, DISTRICT PROJECT 100073 SUBMITTED BY: INITIATING DEPARTMENT: KHANG NGUYEN, ASSOCIATE ENGINEER ENGINEERING AND TECHNICAL SERVICES- NANCYA. MOLINA, 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 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 wastewater treatment plant (plant) was primarily constructed in the mid-1970s, with some infrastructure dating back even further. Over time, various process pipes and ancillary equipment have experienced normal wear and deterioration. Much of this equipment is ending its useful life and may not be as reliable for operational needs. Repairs, rehabilitation, or replacement are needed to maintain operational reliability. Operations and Maintenance (O&M) and Capital Projects staff has identified a list of O&M issues such as the grit piping or potable water deficiencies. The Treatment Plant Piping Renovations, Phase 11, District Project 100073 (Project), aims to address these aging infrastructure concerns and improve the safety and reliability of the plant's process piping systems and ancillary equipment. This Project will involve a comprehensive evaluation of various piping systems and equipment throughout the plant, followed by design for the necessary repairs, rehabilitation, or replacements. The selected consultant will collaborate closely with Central San's Engineering and O&M teams to design solutions that enhance performance and reliability of the impacted systems. February 5, 2025 EOPS Regular Committee Meeting Agenda Packet - Page 16 of 43 Page 2 of 8 The project scope will include the following plant process areas: 1. Potable Water Supply System (1 W): Evaluate and propose improvements for the 1 W system, addressing performance issues that affect safety showers, eye wash stations, and other critical equipment. The current system struggles to meet demand, and a lack of redundancy presents risks to plant operations and safety compliance. A primary goal is to ensure that safety systems meet OSHA standards while maintaining overall system functionality. 2. Service Air System: Renovations will focus on improving the plant's service air system, which supports critical processes, including instrumentation and pneumatic valves. The Project will evaluate the replacement of aging equipment installed in the 1970s, 1980s, and 2000s to improve system reliability and efficiency. The service air components may be bid separately and is the reason for an increase to the budget. 3. West Gallery Area — Grit and Sludge System Improvements: Replace deteriorating grit piping, improve the grit washer overflow system, and resolve valve operability issues within the sludge system. Additionally, building drainage and electrical issues affecting sludge pumps will be assessed. 4. Primary Sedimentation Basin Area Improvements: Replace and upgrade critical level control valves, as well as improve utility and spray water piping and accessibility. 5. Pump and Blower Building Area Improvements: Replace and upgrade pneumatic valve actuators that are outdated and difficult to maintain due to the lack of replacement parts. Additionally, improvements will be made to facilitate the maintenance and inspection of effluent pumps, and abandoned equipment in the hydropneumatic room will be demolished. 6. Dissolved Air Flotation (DAF) System: Replace DAF recycle pumps, make improvements to DAF valve operability, and assess and rehabilitate the DAF tank coating system. Consultant Selection: On September 13, 2024, a request for proposal was publicly advertised on PlanetBids and the Central San website for professional engineering services for the Project. On November 5, 2024, four proposals were received from CDM Smith, Inc. (CDM), GHD, Inc., Alisto, Inc., and Arup US, Inc. Proposals were evaluated based on qualifications, statement of approach, and availability. CDM, GHD, Inc., and Arup US, Inc. were interviewed, afterwhich staff selected CDM as the top scoring firm. ALTERNATIVES/CONSIDERATIONS The Board could consider the following two alternatives for the Project or provide other direction. Alternative 1: Do not authorize the agreement and request that internal staff work to design the replacement or improvements in-house with Engineering. Although staff has the expertise and professional licensing to perform the work with specialty consultant assistance, this alternative is not recommended as staff does not have the current capacity available at this time under the Capital Program. Alternative 2: Status Quo — Do nothing at this time. Under this alternative, staff would not proceed with the final design, and the equipment would continue operating in its current condition. Repair or replacement of the equipment would be done upon failure. This alternative could have significant regulatory and operating risks or costly emergency response since the facility operates 24 hours every day. This is not recommended due to the O&M staff being involved with the daily needs of running the plant, performing scheduled routine maintenance and repairs, and supporting numerous capital projects. February 5, 2025 EOPS Regular Committee Meeting Agenda Packet - Page 17 of 43 Page 3 of 8 FINANCIAL IMPACTS The Project is included in the Fiscal Year 2024-25 Budget on page 287 with a total estimated budget of $8,550,000. The agreement with C D M is valued at $1,250,000. There is uncertainty on the level of replacement needed for the service air system and construction budget related to the improvements. Therefore, the total estimate for the Project will be updated after pre -design. There are adequate funds available to continue with the condition assessments, equipment evaluation, and start design for the Project. COMMITTEE RECOMMENDATION The Engineering and Operations Committed reviewed this matter at its meeting on February 5, 2025 and recommended RECOMMENDED BOARD ACTION Authorize the General Manager to execute a professional engineering services agreement in an amount of $1,250,000 with CDM Smith, Inc. to perform equipment evaluation and design services under the Treatment Plant Piping Renovations, Phase 11, District Project 100073. Strategic Plan re -In GOAL TWO: Environmental Stewardship Strategy 1 - Achieve compliance in all regulations, Strategy 4 - Identify and advance sustainability initiatives, including reducing energy usage and emissions GOAL FOUR: Governance and Fiscal Responsibility Strategy 3 - Maintain financial stability and sustainability GOAL FIVE: Safety and Security Strategy 1 - Reduce and eliminate risks of injury or illness 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 1 - Leverage data analytics to become a more efficient utility ATTACHMENTS: 1. Presentation February 5, 2025 EOPS Regular Committee Meeting Agenda Packet - Page 18 of 43 Page 4 of 8 Attachment 1 February 5, 2025 Treatment Plant Piping Renovations, Phase 11 District Project 100073 Engineering and Operations Committee Meeting Nancy Molina, P.E. Senior Engineer Khang Nguyen, P.E. Associate Engineer Project Development and Focus Areas Routine O&M and Capital Projects coordination To address items not captured under other larger capital projects. Focused on piping or mechanical systems and related infrastructure. Major Scope Areas Potable Water Supply System (1W) Service Air System West Gallery Area, Grit and Sludge System Improvements Primary Sedimentation Basin Area Improvements Pump and Blower Building Area Improvements Dissolved Air Flotation System i February 5, 2025 EOPS Regular Committee Meeting Agenda Packet - Page 19 of 43 Page 5 of 8 Service Air System X IR i fir' RE EI ER I II _I no AC #2 AC To orals sw Air compressor (x2) - ;Lo F.n Dryers (3 total) fr'.' 1A• � �t 1 Air compressor (x I) February 5, 2025 EOPS Regular Committee Meeting Agenda Packet - Page 20 of 43 Page 6 of 8 West Gallery Area: Outdoor Grit Piping Outdoor Grit Piping Overflow Piping and 3-way Valve -.9 RFP Process and Design Schedule December 6, 2024 September 13, 2024 Interviews, CDM Smith, RFP Advertised Inc. Selected • • • • November 5, 2024 April 30, 2026 RFP Submittal Deadline, Final Design & 4 Proposals Received Bidding Anticipated Completion February 5, 2025 ECIPS Regular Committee Meeting Agenda Packet - Page 21 of 43 Page 7 of 8 Estimate and Budget CDM Smith, Ines agreement for evaluation services and final design is $1,250,000. Engineering services during construction was part of the RFP scope, however, will be negotiated and determined prior to construction award. Total Estimated Budget: $8,550,000 and includes: Consultant and staff costs Contractor costs and construction management f Service Air Scope and Potential Changes Maintenance has requested to evaluate and improve the service air system based on recent compressor failures and other critical system components such as variable frequency drives. The scope of CDM Smith, Ines services was increased to address staff concerns and the estimated project budget may not be adequate based on the condition assessment findings or improvements recommended. Service air components may be bid separately depending on the final scope and the specialty nature of the improvements. February 5, 2025 EOPS Regular Committee Meeting Agenda Packet - Page 22 of 43 Page 8 of 8 Recommended Board Action Authorize the General Manager to execute a professional engineering services agreement with CDM Smith, Inc. in an amount of $1,250,000 to perform equipment evaluation and design services under the Treatment Plant Piping Renovations, Phase 11, District Project 100073 i February 5, 2025 EOPS Regular Committee Meeting Agenda Packet - Page 23 of 43