CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
8/8/2022
1 SUBJECT:
Master Agreement and Task Order No. 1 between the City of Pacifica and Carollo Engineers, Inc. for Engineering Design Services related to the Ultraviolet Disinfection Replacement Project (P034).
RECOMMENDED ACTION:
Approve Master Agreement for Consultant Services and Task Order No. 1 between the City of Pacifica and Carollo Engineers, Inc. for Engineering Design Services in the amount of $800,000 in connection to the Ultraviolet Disinfection (UV) Replacement Project (P034); approve budget authority in the amount of $920,000 which includes 15% contingency in the amount of $120,000; authorize the City Manager to execute all documents related to the project.
STAFF CONTACT:
Nelson Schlater, P.E., Senior Engineer - Wastewater
(650) 738-3767
[email protected]
Maria Aguilar, P.E., Plant Manager
(650) 738-4660
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
Design for the Ultraviolet Disinfection Replacement Project is included the City’s approved FY 2022-2027 Capital Improvement Program (CIP). The Calera Creek Water Recycling Plant (CCWRP) was brought online in the Year 2000. At that time, CCWRP was a State-of-the-Art treatment facility, employing ultraviolet (UV) disinfection utilizing the Trojan UV4000 UV treatment system. Although less energy efficient than today’s UV technology, the existing UV treatment system has performed well for the City, with City Maintenance staff receiving reliable support from the vendor. Like other industries that require mechanical/electrical equipment, the municipal wastewater industry is constantly innovating and replacing aging technology with new offerings. Now, this is the case for the City’s existing UV treatment system whose model will no longer be supported. Although the City has purchased spare components to maintain operation for the next several years, the time has come for replacement.
The City commissioned a UV Feasibility Study that was completed in March 2022. The purpose of this Study was to identify replacement alternatives and establish an opinion of probable project cost. On April 4, 2022, the City advertised a Request for Proposal (RFP) to solicit proposals from engineering design teams (Consultants) to design and develop construction bid documents for replacement of the existing UV treatment system (Project). A mandatory preproposal mandatory meeting was held on April 21, 2022, which four consultant firms attended.
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Then on May 20, 2022, three consultants bid the Project: Carollo Engineers, Inc. (Carollo), Lee & Ro, Inc. (L&R) and Woodard & Curran, Inc. (W&C). The table below summarizes the fee and level of effort for each consultant.
Proposer Fee Level of Effort (Hours)
Carollo Engineers $800,000 3,200
Lee & Ro, Inc. $559,539 2,650
Woodard & Curran, Inc. $1,128,776 4,540
As required by state Public Contracts Code, the RFP utilized a qualifications-based selection (QBS) approach to ensure the City selected the most qualified Consultant for this complex and critical Project. The QBS evaluation used the following criteria: 1) Project Understanding and Approach; 2) Project Team; and 3) Ultraviolet Disinfection Project Experience. Furthermore, level of effort (i.e., hours) was requested in the RFP response to help calibrate proposal information. Following the interviews and review of the proposals, Carollo Engineers was rated the most qualified consultant for the project.
The fees shown in the table above only became available to staff after a thorough review of all the proposals and completing the ranking of the bidders. As shown on the table above, Carollo’s fee is $240,461 more than the proposal of the lowest cost proposer, L&R. However, the selection process is not based on the lowest cost and must be qualification based. In addition, Carollo’s level of effort (LOE) is about 21% more than L&R which is why Carollo’s fee is higher.
City staff believes that Carollo’s LOE is more representative of the project than the other two bidders.
Accordingly, based on the QBS approach, City staff ranked Carollo first, followed by L&R then W&C. City staff determined that Carollo’s team was the most experienced, completed the most UV projects in California, and proposed a concept that would result UV equipment which would allow for multiple UV equipment vendors to bid the Project. Furthermore, Carollo recommended development of a Contingency Plan during the design phase to identify upfront design issues that could disrupt the construction schedule which is critical given that the Project will need to furnish temporary UV disinfection during construction. Moreover, Carollo is a national leader in UV treatment systems and their UV practice lead is located in the bay area.
As stated above, time is of the essence, given that the existing UV treatment system will no longer be supported. The following table summarizes the schedule anticipated for the Ultraviolet Disinfection (UV) Replacement Project (P034):
Description Date
Council Approval of Engineering Agreement August 2022
Notice to Proceed Mid-August 2022
Preliminary Design November 2022
90-Percent Design July 2023
100-Percent (Final) Design September 2023
Bidding October 2023-January 2024
This proposed schedule will allow Project Construction to commence in Spring 2024.
Approval of the recommendation will allow staff to move forward with developing bid documents for design and equipment procurement for a new UV treatment system and shepherd the CCWRP into the next generation of energy efficient UV technology to disinfect wastewater for Pacifica City Council 3
August 08, 2022
discharge to Calera Creek. Therefore, the City Manager recommends the Council approve the Master Agreement for Consultant Services (Attachment 1) and Task Order No. 1 (Attachment 2) between the City of Pacifica and Carollo Engineers, Inc. for Engineering Design Services in the amount of $800,000 and approve the budget authority in the amount of $920,000 which includes 15% contingency in the amount of $120,000 in connection to the Ultraviolet Disinfection (UV) Replacement Project (P034).
ALTERNATIVE ACTION:
Council may choose not to approve the Master Agreement for Consultant Services and Task Order No. 1; however, this will result in project delays, possible increase of construction costs, and increased possibility of equipment failure whose replacement parts may not readily be available. Staff does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the Master Agreement for Consultant Services and Task Order No. 1 is consistent with the following Council adopted Goals:
· Stewardship of City Infrastructure and Maintaining a Safe Community: This design project will develop bid documents whose construction will replace technology that will no longer be supported by the vendor; increase Calera Creek Water Recycling Plant energy efficiency; maintain the CCWRP National Pollutant Discharge Elimination System (NPDES) Permit, supply recycled water to North Coast County Water District; and deliver highly treated wastewater to help preserve the Calera Creek wetland.
FISCAL IMPACT:
The cost of Task Order No. 1 is $800,000. City staff recommends including a 15% contingency to the Task Order for any additional design work due to the complexity of the project. The Source and Use of Funds spreadsheet is shown below.
Total Use of Funds
Task Order No. 1 - Engineering Design
Services
$ 800,000.00
Contingency (15%) $ 120,000.00
Total Cost $ 920,000.00
Total Project Source
Enterprise Fund (Fund 34) Account No.
34.900000.52800.P034.000
$ 920,000.00
Total Source of Funds $ 920,000.00
No additional budget authority is necessary as sufficient funds have been allocated in the Wastewater Enterprise Fund FY 2022-23 budget for this project. The total cost of $920,000 is within the project budget of $1,000,000 allocated for engineering design services.
ORIGINATED BY:
Public Works - Wastewater Division
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ATTACHMENT LIST:
Attachment 1 - UV Disinfection Replacement Master Agreement_ Carollo Engineers (PDF) Attachment 2 - UV Disinfection Replacement Task Order No. 1 Agreement Carollo Engineers (PDF)