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HomeMy WebLinkAbout10-05-2011 Operations Committee Agenda Packets 10/05/11 Operations Committee Agenda Page 1 of 3 Orange County Sanitation District Regular Meeting of the Operations Committee Wednesday, October 5, 2011 5:00 P.M. Administration Building Board Room 10844 Ellis Avenue Fountain Valley, CA (714) 593-7130 AGENDA PLEDGE OF ALLEGIANCE: DECLARATION OF QUORUM: PUBLIC COMMENTS: If you wish to speak, please complete a Speaker’s Form and give it to the Clerk of the Board. Speakers are requested to limit comments to three minutes. REPORTS: The Committee Chair and the General Manager may present verbal reports on miscellaneous matters of general interest to the Committee Members. These reports are for information only and require no action by the Committee. CONSENT CALENDAR: 1. Approve Minutes of September 7, 2011, Operations Committee meeting. 2. Recommend to the Board of Directors to: A. Approve a Professional Design Services Agreement with HH Fremer Architects, Inc. to provide architectural and engineering design services for Operations Center Entrance and Building Repairs, Project No. J-122, for an amount not to exceed $256,554; and, B. Approve a contingency of $25,655 (10%). 3. Recommend to the Board of Directors to: A. Approve a Professional Design Services Agreement with Carollo Engineers for providing engineering design services for Plant Water System Rehabilitation at Plant No. 2, Project No. P2-101 for an amount not to exceed $471,975; and, B. Approve a contingency of $47,198 (10%). 10/05/11 Operations Committee Agenda Page 2 of 3 NON-CONSENT CALENDAR: 4. Recommend to the Board of Directors to: A. Approve a Sole Source Service Agreement with Jamison Engineering for the Outfall Beach Junction Box Repair Services, Project No. FR11-003, for an amount not to exceed $250,000; and, B. Approve a contingency of $75,000 (30%). 5. Recommend to the Board of Directors to: Approve a contingency increase of $803,198 (3%) to the Professional Services Agreement with Carollo Engineers for Headworks Improvements at Plant No. 2, Job No. P2-66, for a total contingency of $1,337,000 (5%). DEPARTMENT HEAD REPORTS · EnerTech Update OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: ADJOURNMENT: The next Operations Committee meeting is scheduled for Wednesday, November 2, 2011, at 5:00 p.m. 10/05/11 Operations Committee Agenda Page 3 of 3 Accommodations for the Disabled: Meeting Rooms are wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Clerk of the Board’s office at (714) 593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted outside the main gate of the Sanitation District’s Administration Building located at 10844 Ellis Avenue, Fountain Valley, California, not less than 72 hours prior to the meeting date and time above. All public records relating to each agenda item, including any public records distributed less than 72 hours prior to the meeting to all, or a majority of the Board of Directors, are available for public inspection in the office of the Clerk of the Board. NOTICE TO DIRECTORS: To place items on the agenda for the Committee Meeting, items must be submitted to the Clerk of the Board 14 days before the meeting. Maria E. Ayala Clerk of the Board (714) 593-7130 mayala@ocsd.com Page 1 of 3 OPERATIONS COMMITTEE Meeting Date 10/05/11 To Bd. of Dir. 10/26/11 AGENDA REPORT Item Number 2 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Assistant General Manager CIP Project Manager: Dean Fisher SUBJECT: OPERATIONS CENTER ENTRANCE AND BUILDING REPAIRS, PROJECT NO. J-122 GENERAL MANAGER'S RECOMMENDATION A. Approve a Professional Design Services Agreement with HH Fremer Architects, Inc. to provide architectural and engineering design services for Operations Center Entrance and Building Repairs, Project No. J-122, for an amount not to exceed $256,554; and, B. Approve a contingency of $25,655 (10%). SUMMARY The Professional Design Services Agreement (PDSA) includes preliminary design, final design, and bid support services for the settlement repairs and upgrades required by building codes at the entrance to the Plant 2 Operations Center Building including a new patio area, lighting, security, and Title 24 accessibility. A Request for Proposal (RFP) was sent to four firms and four proposals were received. Based on the overall qualifications and expertise, Orange County Sanitation District (Sanitation District) staff recommends awarding a Professional Design Services Agreement to HH Fremer Architects, Inc. for a total fee not to exceed $256,554. PRIOR COMMITTEE/BOARD ACTIONS None. ADDITIONAL INFORMATION The purpose of this project is to investigate and rehabilitate differential settlement issues around the entrance to the Plant 2 Operations Center Building (Operations Center). The Operations Center was built in 1984 with a major expansion in 1993 (P2-23-5 and P2-23-5-1, respectively). During the expansion, an entrance foyer was added to the building resting on the raised patio. Over the ensuing years, significant differential settlement has occurred between the raised patio and the building. Several large cracks can be seen in both the raised patio and the at-grade approach slab. A July 2010 geotechnical investigation by AMEC Geomatrix suggested the settlement is due to Page 2 of 3 expansive soils which are adversely affected when saturated. Today, the foyer entrance doors will not operate properly and the entrance area is supported by temporary wooden columns. Staff developed a scope of work to restore the building front and mitigate settlement by removing the foyer entrance structure, removing the elevated patio, making geotechnical improvements, installing a new at-grade patio, new Title 24 accessible steps and related appurtenances, and a new patio covering. Lighting and security equipment for the area will be relocated and improved, including the flag pole and monuments, as necessary to complement the proposed improvements and the landscape design currently being prepared under Project No. P2-66. A complete roof replacement is also included in the proposed work. Staff Evaluation of Proposals: On July 26, 2011, the Sanitation District issued an RFP to the four firms. Prior to receipt of the Proposals, a four-member Evaluation Team of Sanitation District staff was formed. On August 19, 2011, proposals were received, one from each firm. The Evaluation Team reviewed and ranked each of the proposals in accordance with Resolution No. OCSD 07-04, Section 5.07. Proposal evaluation criteria included six parts as follows: · Understanding of the scope of work · Technical approach · Management approach · Staff qualifications · Related project experience · Project schedule Following the technical proposal evaluations, interviews were conducted on August, 31, 2011, with the four proposers. The Evaluation Team ranked HH Fremer Architects, Inc. as the most qualified firm. All proposals were accompanied by a sealed fee proposal. The fee proposals were not opened until the proposal evaluation process was complete, interviews conducted, and the results compiled. Staff recommends awarding the PDSA for architectural design services to HH Fremer Architects, Inc. for a not-to-exceed amount of $256,554. Page 3 of 3 PROPOSAL EVALUATION TABLE EVALUATORS PROPOSERS & SCORE BOA Fleming HH Fremer Stern Reviewer A 69% 74% 87% 62% Reviewer B 75% 63% 83% 65% Reviewer C 79% 79% 90% 81% Reviewer D 65% 51% 78% 53% Overall Score 72% 67% 85% 65% Ranking 2 3 1 4 Proposal Fee $125,000 $216,745 $298,534 $215,165 Negotiated Fee NA NA $256,554 NA CEQA A Notice of Exemption was filed for this project on April 14, 2011. BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District’s Delegation of Authority. This item has been budgeted under Project No. J-122, Operations Center Entrance and Building Repairs, and the budget is sufficient for the recommended action (Budget Update Fiscal Year 2011–12, Line item 113, Page A-12). Date of Approval Contract Amount Contingency 10/26/2011 $256,554 $25,655 (10%) JDH:CM:aln:gc Page 1 of 3 OPERATIONS COMMITTEE Meeting Date 10/05/11 To Bd. of Dir. 10/26/11 AGENDA REPORT Item Number 3 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Assistant General Manager CIP Project Manager: Victoria Pilko SUBJECT: PLANT WATER SYSTEM REHABILITATION AT PLANT NO. 2, PROJECT NO. P2-101 GENERAL MANAGER'S RECOMMENDATION A. Approve a Professional Design Services Agreement with Carollo Engineers for providing engineering design services for Plant Water System Rehabilitation at Plant No. 2, Project No. P2-101, for an amount not to exceed $471,975; and, B. Approve a contingency of $47,198 (10%). SUMMARY The Professional Design Services Agreement (PDSA) includes professional engineering services to prepare a Preliminary Design Report and Final Design documents for Plant Water Rehabilitation at Plant 2. A Request for Proposal was sent to eight firms and seven proposals were received. Based on the overall qualifications and expertise, staff recommends awarding a PDSA to Carollo Engineers for a total amount not to exceed $471,975. PRIOR COMMITTEE/BOARD ACTIONS None. ADDITIONAL INFORMATION This project includes many Plant Water and Cooling Water system improvements at both plants including additional Plant Water and Cooling Water pumps, 1,600 feet of replacement piping in the plant tunnels, new Plant Water and Cooling Water strainers along with the valves and instrumentation improvements to support these improved systems. Project also includes temporary bypass piping systems to support the rehabilitation of the existing facilities. Page 2 of 3 Staff Evaluation of Proposals: A Request for Proposal was sent to eight Engineering firms and seven proposals were received by the Sanitation District. A panel consisting of four members of the Sanitation District’s staff reviewed and ranked each of the proposals in accordance with Resolution No. OCSD 07-04, Section 5.07. The proposals were evaluated in the following six categories: (1) understanding of the scope of work, (2) technical approach, (3) management approach, (4) staff qualifications, (5) related project experience, and (6) schedule. Staff also conducted interviews with each of the top four firms to meet the key team members and further explore the firm’s proposal. Carollo Engineers was the top ranked team, as shown in Table 1. All proposals were accompanied by a sealed fee proposal estimate. The fee proposal estimates were not opened until the proposals were evaluated and a firm was selected in accordance with Resolution No. OCSD 07-04, Section 5.07. TABLE 1 PROPOSAL EVALUATION Consultant Evaluator Carollo Engineers Lee & Ro Atkins Reviewer A 74% 72% 66% Reviewer B 90% 75% 75% Reviewer C 80% 70% 50% Reviewer D 100% 80% 90% Overall Score 86% 74% 69% Ranking 1 2 3 Proposal Fee $497,704 $636,498 $299,095 Negotiated Proposed Fee $471,975 Page 3 of 3 The Sanitation District staff met with Carollo Engineers to clarify the requirements of the scope of work and negotiate the final fee. During these meetings, the project scope of work and the design process were discussed and clarified. Staff recommends awarding the design contract to Carollo Engineers for a not-to-exceed amount of $471,975. CEQA A Notice of Exemption was filed and recorded on May 5, 2008. BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District’s Delegation of Authority. This item has been budgeted and the budget is sufficient for the recommended action. (Line item: FY 2011-12 Update, Page A-10, Item 75). Date of Approval Contract Amount Contingency 10/26/2011 $471,975 $47,198 JH:DF:VP:el:aln:gc Page 1 of 3 OPERATIONS COMMITTEE Meeting Date 10/05/11 To Bd. of Dir. 10/26/11 AGENDA REPORT Item Number 4 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Nick Arhontes, P.E, Director of Facilities Support Services Engineering Manager: Mark Esquer, P.E., FSSD SUBJECT: OCEAN OUTFALL BEACH JUNCTION BOX REPAIR SERVICES Project No. FR11-003 GENERAL MANAGER'S RECOMMENDATION A. Approve a Sole Source Service Agreement with Jamison Engineering for the Outfall Beach Junction Box Repair Services, Project No. FR11-003, for an amount not to exceed $250,000; and, B. Approve a contingency of $75,000 (30%). SUMMARY Repairs are needed on the Ocean Outfall Beach Junction Box that houses the 120-inch diameter and 78-inch diameter outfall pipelines. The District is replacing an existing steel access frame and cover on the 78-inch pipeline compartment and building a concrete barrier wall between the 78-inch and 120-inch pipelines. The purpose of this work is to make the needed repairs and reduce the potential risk for non-permitted effluent spills until a major public works construction project (CIP J-112) begins in the future. In addition, three frames and covers for the 120-inch compartment and two steel bulkheads are being fabricated to be prepared for future short-term repairs should a leak develop. The Ocean Outfall Beach Junction Box structure is located on the beach between the Santa Ana River and the Least Tern Sanctuary. This junction box has been in service since 1966 and the steel access covers have never been replaced. There are a number of high risks associated with preforming the necessary repair services. They include working adjacent to the operational 120-inch outfall pipe and working in an ecologically sensitive area that requires that the project be completed by March 2012 and not interfere with the Least Tern Nesting Season (annually March- September). Therefore, the District requires the services of a contractor who is familiar with similar repair activities, has current knowledge of the District facilities, has a thorough understanding of the complexity of the risks involved, and can complete the work in the restricted time schedule. Jamison Engineering has performed work in the Ocean Outfall Beach Junction Box in the past and they are fully equipped to manage the complexity and sensitivity of this work. In addition, they have the necessary knowledge to prepare for possible contingencies. Staff worked with the Contracts/Purchasing division and negotiated the terms and rates with this contractor to secure the best scope, schedule, and cost. Page 2 of 3 PRIOR COMMITTEE/BOARD ACTIONS N/A ADDITIONAL INFORMATION Background In March 2007, Carollo Engineers (design consultant) conducted a condition assessment on the 120-inch outfall pipeline at Plant 2. This assessment identified the potential for a leak or corrosion failure. The highest risk is associated with the structural integrity of the Outfall Beach Junction Box and the Box Covers. Based on this assessment, and given the sensitivity and time constraints, in 2008 OCSD staff recommended and approved sole source agreements with Carollo Engineers and Jamison Engineering (contractor) to conduct repairs. Jamison Engineering performed corrosion investigations using ultrasonic thickness testing. The testing revealed that 25% to 50% of the thickness of the steel covers on the 78-inch and 120-inch pipeline compartments has been eroded due to corrosion from salt and water. They made short-term repairs that included sandblasting and applying a protective coating on the four steel access covers located inside 78-inch outfall pipeline compartment. The Final Report summarizing the work conducted during the winter of 2008 was issued in August 2009 and presented the findings and recommendations of Carollo Engineers. Unfortunately, due to time limitations and inability to use the 78-inch outfall, it was determined that all the repair work recommended could not be completed. Three of the frames and covers located within the in service 120-inch pipeline compartment were not repaired. These repairs will be addressed by the future CIP project (J-112). OCSD staff recommends installing a concrete barrier wall between the 78-inch and 120- inch pipelines and replacing one frame and cover on the 78-inch compartment. This should provide adequate protection and eliminate the need to replace three of the four frames and covers on the 78-inch outfall compartment. Justification to hire Jamison Engineering: Jamison Engineering is uniquely qualified because they recently completed similar type of work on the Ocean Outfall Beach Junction Box. Additionally, they have previously completed inspection and maintenance tasks on the outfall junction box structure. Jamison Engineering is familiar with the complexities associated with working in this environmentally-sensitive area, using heavy lifting equipment on unstable ground, and has completed other sensitive work with short duration for OCSD in the past. Working in this environmentally sensitive area requires the contractor to hire a biologist to determine what precautions must be taken to minimize impacts to the environment. Precautions include but are not limited to installing sound barriers and working in small Page 3 of 3 lay down and set up areas. The steel covers are located inside a concrete vault which is surrounded by a chain link fence and sand. In order to work on the steel covers the contractor must remove two concrete covers that weigh more than 10,000 lbs. each which requires a crane to be set on soft sand. Project Cost Estimates Description Cost Beach Junction Box $250,000 Contingency (30%) $75,000 Total $325,000 CEQA Not applicable. This project is maintenance work required to keep the district facilities functional. BUDGET / DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District’s Delegation of Authority. This item has been budgeted. (Line item: Section 8, Page 6). Date of Approval Contract Amount Contingency 10/26/11 $250,000 $75,000 (30%) Page 1 of 3 OPERATIONS COMMITTEE Meeting Date 10/05/11 To Bd. of Dir. 10/26/11 AGENDA REPORT Item Number 5 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Assistant General Manager CIP Project Manager: Pamela Koester SUBJECT: HEADWORKS IMPROVEMENTS AT PLANT NO. 2, JOB NO. P2-66 GENERAL MANAGER'S RECOMMENDATION Approve a contingency increase of $803,198 (3%) to the Professional Services Agreement with Carollo Engineers for Headworks Improvements at Plant No. 2, Job No. P2-66, for a total contingency of $1,337,000 (5%). SUMMARY This project includes the design and construction of a new Headworks and demolition of the existing Headworks at Plant No. 2. The total project budget is $257,733,000 and construction has been ongoing since Fall 2005. There have been significant construction issues and resulting delays incurred on this project, including modifications to the electrical gear, 84-inch bypass design, generator controls, site dewatering, and unknown utility conditions. In addition, significant delays were incurred relative to the manufacturing issues with the influent bar screens and a large effort has been put into optimizing the construction sequencing of the project as the new facilities are constructed and incorporated into the operating facility. The project is 95% complete and in order to provide continued support for the project to review contractor construction documentation, prepare final project record documentation, and support potential future design changes due to unexpected field conditions, staff has determined that the contingency budget of 2% is inadequate and requests an additional contingency of $803,198 (3%), for a total project contingency of $1,337,000 (5%). This additional contingency is currently included in the project budget and no increase to the project budget is required. PRIOR COMMITTEE/BOARD ACTIONS April 2007 – Approved a contingency of $533,802 (2%) to the Professional Services Agreement with Carollo Engineers for Headworks Improvements at Plant No. 2, Job No. P2-66. Page 2 of 3 July 2005 - Approved Amendment No. 7 to the Professional Services Agreement with Carollo Engineers for Headworks Replacement at Plant No. 2, Job No. P2-66, providing for additional engineering services during construction for an additional amount of $10,457,710, increasing the total amount not to exceed $26,740,004; June 2004 - Approved Amendment No. 6 to the Professional Services Agreement with Carollo Engineers for Headworks Improvements at Plant No.2, Job No. P2-66, providing for additional engineering services for an additional amount of $634,501, increasing the total amount not to exceed $16,282,294. December 2002 - Authorized the General Manager to negotiate and award Addendum No. 5 to the Professional Services Agreement with Carollo Engineers for design of Headworks Improvements at Plant No. 2, Job No. P2-66, providing for additional engineering services for an additional amount not to exceed $2,600,000, increasing the total amount not to exceed $15,877,372. August 2001 - Approved Addendum No. 4 to the Professional Services Agreement with Carollo Engineers for design of Headworks Improvements at Plant No. 2, Job No. P2-66, for an additional amount of $12,628,299, increasing the total amount not to exceed $13,277,372. November 2000 - Approved Addendum No. 3 to the Professional Services Agreement with Carollo Engineers for Headworks Improvements at Plant No. 2, Job No. P2-66, providing for additional services for an additional amount of $224,153, increasing the total not to exceed contract amount to $649,073. September 2000 - General Manager Approved Addendum No. 2 to the Professional Services Agreement with Carollo Engineers for Headworks Improvements at Plant No. 2, Job No. P2-66, providing for additional services for an additional amount of $24,980, increasing the total not to exceed contract amount to $424,920. September 2000 - General Manager Approved Addendum No. 1 to the Professional Services Agreement with Carollo Engineers for Headworks Improvements at Plant No. 2, Job No. P2-66, providing for additional services for an additional amount of $24,940, increasing the total not to exceed contract amount to $399,940. February 2000 - Approved Professional Services Agreement with Carollo Engineers for professional engineering services, including a preliminary engineering report for a new Headworks at Plant No. 2, Job No. P2-66, for an amount not to exceed $375,000. ADDITIONAL INFORMATION The requested additional contingency is for Carollo Engineers to provide engineering and construction support services for a period of 15 months between November 2011 and January 2013. The estimated breakdown of work effort is listed below. Page 3 of 3 Shop Drawing Review – This item is to review 30 shop drawing submittal packages from the contractor and/or manufacturers to ensure that it meets the contract requirements. The estimated cost for this work is $43,000. Changes and Request for Information – This item is to clarify contract requirements to the contractor and assist staff during influent trunk tie-in, existing facility demolition or startup and testing of new facilities. Staff estimates 70 change issues and RFIs prior to project completion. The estimated cost for this work is $211,000. Meetings – Staff estimates 30 field meetings to verify/clarify major pipe connections, electrical circuits, resolve construction and coordination issues, prepare meeting minutes, and modify drawings and specifications. The estimated cost for this work is $62,000. Record Drawings – Prepare/design changes to contract drawings based on field conditions and necessary change orders. Estimated work effort is for 1,500 drawings at the rate of 1.5 hours per drawing. The estimated cost for this work is $393,000. Operations Manuals – Prepare detailed instructions to operate and maintain 15 new facilities that are being constructed. The estimated cost for this work is $87,000. CEQA This project was included in the Final Subsequent Environmental Impact Report for the Treatment Plant No. 2 Headworks Replacement Project, dated April 2004, prepared by Environmental Science Associates (ESA), certified on April 28, 2004. A Notice of Determination was filed on April 30, 2004. BUDGET / DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District’s Delegation of Authority. This item has been budgeted (FY2011-12 Update, Page A-9, Line Item 40) and the budget is sufficient for the recommended action. Date of Approval Contract Amount Contingency 04/25/07 10/26/11 $26,740,004 $ 533,802 (2%) $ 803,198 (3%) $1,337,000 (5%) JH:DF:el:gc:tlc