Item 313/2024
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Samuel Kim
Dept:
City Manager/General Manager Dept: Public Works
Date: 8/27/2024
Subject: Approval of Amendment No. 3 to an Agreement with West Yost Associates for Professional Services for SCADA Implementation Projects. (City Cost: $136,440; Sanitary Distric Cost: $103,322) (Joint Action Item between the Sanitary District and City Council)
OBJECTIVE
To receive City Council and Sanitary District Board approval for Amendment No. 3 to an agreement with West Yost Associates to provide professional engineering services for Supervisory Control and Data Acquisition (SCADA) Implementation Projects.
BACKGROUND
The City has contracted with West Yost Associates (the Consultant) to deliver engineering and design, bidding support, as well as construction management and inspection services for all SCADA projects identified in the City's 2020 SCADA Master Plan for the water system.
As part of the effort to standardize the SCADA system for both the water and sewer systems, the City amended the contract with the Consultant to also include SCADA upgrade for the sewer system.
Currently, the City has one project to construct the SCADA upgrade at two out of the five reservoir sites and one project to construct the SCADA upgrade for the pressure monitoring stations. Garden Grove Sanitary District has one project to construct the SCADA upgrade at all of the sewer lift stations. The Consultant is providing construction management and inspection support for all three projects.
DISCUSSION
Water System
For the water system, additional scope was identified during the design for the reservoir sites.
The Consultant originally proposed to design the SCADA upgrade for all the reservoir sites in one project and provide d one bid documentation. Following discussion, City staff and the Consultant decided to split the project into two. This approach allows for lessons learned from Item 313/2024
the first project to be applied to the second project, helping to identify any overlooked design aspects and mitigate significant change orders.
Dividing the reservoir sites upgrade into two packages resulted in additional work for the Consultant related to rework of the design packages, development of additional front -end specifications, additional bidding support, RFIs, and submittal reviews. The cost for th e additional work is $126,100.
A second added scope involves the relocation of one of the pressure monitoring stations. The Consultant will need to prepare design plan for the new site and provide additional construction management and inspection for the relocation work. The cost of th e second added scope of work is $10,340.
The total cost for the additional work for the water system is $136,440.
Sewer System
For the sewer lift stations SCADA upgrade construction project, material delays and additional work identified had expanded the Consultant’s scope of work (longer program management and construction management). The cost increase are caused by:
1. Schedule delay – Materials had long lead times (15 months)
2. Partridge Lift Station
a) Components being installed beyond construction window b) Level transmitter substitution
c) Alarm dialer replacement
3. Belgrave Lift Station
a) Components being installed beyond construction window b) Level transmitter substitution
c) Alarm dialer replacement
d) Site lighting replacement
e) Replacement of two Variable Frequency Drives (VFD)
4. Tiffany Lift Station
a) Components being installed beyond construction window b) Level transmitter substitution
c) Alarm dialer replacement
d) Replacement of power feed wiring for each pump
Item 313/2024
e) Pump 1 was inoperative, resulting in additional testing f) Troubleshooting Motor Saver issues for Pump 2
The total cost for the additional work for the sewer system is $103,322.
FINANCIAL IMPACT
The additional costs will be paid from the Water and Sewer utility f unds in the amount of $136,440 and $103,322 respectively.
RECOMMENDATION
It is recommended that the City Council and Sanitary District Board:
Approve Amendment No. 3 to the existing Agreement with West Yost Associates, increasing the existing Agreement amount from $3,676,343 to $3,916,105, a $239,762 increase;
Appropriate $136,440 in Water Funds for the water portion of the additional scope of work;
Appropriate $103,322 in Sewer Funds for the sewer portion of the additional scope of work; and
Authorize the City Manager /General Manager to execute Amendment No. 3 to the contract agree ment on behalf of the City and Sanitary District , and make minor modifications as appropriate thereto.
By: Rebecca Li, P.E., Senior Civil Engineer
ATTACHMENT
1. Agreement