CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
8/22/2022
1 SUBJECT:
Task Order No. 1 with TJC And Associates, Inc. - Consulting Services for the Calera Creek Water Recycling Plant (CCWRP) Arc Flash Study (P031) and Electrical Condition Assessment (P037)
RECOMMENDED ACTION:
Approve Task Order No. 1 between the City of Pacifica and TJC And Associates, Inc. for Engineering Consulting Services in the amount of $134,932.00 in connection to Calera Creek Water Recycling Plant (CCWRP) Arc Flash Study (P031) and Electrical Condition Assessment (P037); approve budget authority in the amount of $148,430.00 which includes 10% contingency in the amount of $13,498.00; authorize the City Manager to execute all documents related to the project.
STAFF CONTACT:
Nelson Schlater, P.E., Engineering Manager - Wastewater (650) 738-3767
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
During the FY 2022-23 Capital Improvement Program (CIP) budget approval process, the Council approved funding for the Arc Flash Study and Electrical Conditions Assessment Project.
The City of Pacifica’s Calera Creek Water Recycling Plant (CCWRP), like many other treatment plants located in the San Francisco Bay Area, was originally designed and constructed for longevity and reliable service. But, also like other treatment plants, the CCWRP facility’s core power distribution system has been modified over the years coupled with the fact that originally installed power system equipment is approaching the end of its useful service life. The purpose of this project is twofold:
1. Develop power system studies and related arc flash hazard labels for compliance with NFPA 70E - Standard for Electrical Safety in the Workplace requirements.
2. Assess existing power distribution system equipment condition with respect to deterioration, obsolescence, reliability, maintainability and rating adequacy; and develop recommendation for improvements.
The outcome of this project will bring the CCWRP into compliance with NFPA 70E Standards regarding Arc Flash and Safety Standards; and identify and prioritize CCWRP electrical systems’ upgrades and/or replacement that is needed.
In May 2021, the City issued a Request for Qualifications (RFQ) for On-Call Electrical Pacifica City Council 2
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Engineering Services. This RFQ applied to the CCWRP and pump stations which require specific expertise in evaluating and designing electrical facilities in the wastewater environment.
The RFQ identified two projects at the CCWRP that included an Arc Flash Study and an Electrical Condition Assessment. Four consulting firms were selected for the On-Call list. All four consulting firms executed Master Service Agreements in the Fall of 2021. In May 2022, the City issued a Request for Proposal (RFP) to perform an Arc Flash Study and an Electrical System Condition Assessment for the CCWRP. These two projects were combined into one project, due to their synergy and potential for consultant cost savings. Three of the four consultants on the On-Call list submitted proposals for the RFP.
City staff evaluated the proposals and based on qualifications, approach and level of effort, selected TJCA & Associates as the most qualified to complete the work. TJCA & Associates has significant experience in conducting these types of studies, with their project manager having over 40 years of experience and their project engineer having completed 84 Arc Flash Study Projects. The following table summarizes the schedule anticipated for the CCWRP Arc Flash Study (P031) and Electrical Condition Assessment (P037):
Description Date
Council Approval of Engineering Agreement August 2022
Notice to Proceed September 2022
Arc Flash Study Completion December 2022
Electrical Condition Assessment Completion January 2023 Approval of the recommendation will allow staff to move forward with the needed study and assessment. Therefore, the City Manager recommends the Council approve Task Order No. 1 (Attachment 1) between the City of Pacifica and TJC and Associates, Inc. for Engineering Consulting Services in the amount of $134,932.00 and approve budget authority in the amount of $148,430.00 which includes 10% contingency in the amount of $13,498.00 in connection to Calera Creek Water Recycling Plant (CCWRP) Arc Flash Study (P031) and Electrical Condition Assessment (P037).
ALTERNATIVE ACTION:
Council may choose not to approve Task Order No. 1; however, this will result in project delays, which would hold up CCWRP NFPA 70E compliance and delay identification of electrical system improvements whose design and construction costs would most likely increase. Staff does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of Task Order No. 1 for Consultant Services is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: This design project will develop an Arc Flash Study to bring the CCWRP into compliance with NFPA 70E; and identify and prioritize CCWRP electrical systems’ upgrades and/or replacement to continue renewing equipment at the CCWRP.
FISCAL IMPACT:
The cost of Task Order No. 1 is $134,932.00. City staff recommends including a 10% Pacifica City Council 3
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contingency to the Task Order for any additional 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 - Arc Flash Study &
Electrical Condition Assessment $ 134,932
Contingency (10%) $ 13,498
Total Cost $ 148,430
Total Project Source
Enterprise Fund (Fund 34) Account No.
34.900000.52800.P031.000 $ 65,000
34.900000.52800.P037.000 $ 150,000
Estimated Project End Balance $ 66,570
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 $148,430 is within the project budget of $215,000 allocated for the Arc Flash Study and Electrical Condition Assessment.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Attachment 1-ArcFlash and CondAssmt Task Order No. 1 TJC & Associates (PDF)