Loading...
HomeMy WebLinkAbout05-02-2012 Operations Committee Agenda Packet Orange County Sanitation District Wednesday, May 2, 2012 Regular Meeting of the 5:00 P.M. Operations Committee _ Administration Building Board Room 10a44 Ellis Avenue Fountain Valley, CA 92708 (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 Chairand the General Managermaypresent verbalreports on miscellaneous matters ofgeneml interest to the Committee Members. These reports are forinformation only and require no action by the Committee. DEPARTMENT HEAD REPORT: ( FY 2012-14 Budget Update CONSENT CALENDAR: 1. Approve Minutes of April 4, 2012, Operations Committee meeting. 2. Recommend to the Board of Directors to: A. Approve a Professional Consultant Services Agreement with HDR/Schiff, Inc. to provide construction support services for Interplant Gas Line Rehabilitation, Project No. J-106, for an amount not to exceed $325,000; and, B. Approve a contingency of$22,750 (7.0%). 3. Recommend to the Board of Directors to: A. Approve a Professional Design Services Agreement with Atkins North America, Inc., for Final Effluent Sampler and Building Area Upgrades, Project No. J-110, providing for engineering design services for an amount not to exceed $1,764,022; and, B. Approve a contingency of$176,402 (10%). 05/02/12 Operations Committee Agenda Page 1 of 3 4. Recommend to the Board of Directors to: A. Approve a Professional Design Services Agreement with the Black&Veatch Corporation for engineering design services for Central Generation Emissions Control at Plant No. 1 and Plant No. 2, Project No. J-111, for an amount not to exceed $1,988,683; and, B. Approve a contingency of$198,868 (10%). 5. Authorize the General Manager to negotiate a Professional Consultant Services Agreement with Black & Veatch for construction support services for Outfall Land Section and Ocean Outfall Booster Station Phase 2—Surge Tower No. 2 to Beach Junction Box, Contract No. J-112B. 6. Recommend to the Board of Directors to: A. Approve a Task Order with Black & Veatch for Project No. SP-150, Uninterruptible Power System Study, On-Call Planning Studies, PLAN2010-00, Contract Plan2010-01, Task Order No.2,fora not-to-exceed amount of$199,853; and, B. Approve a contingency of$19,985 (10%). NON CONSENT: 7. Recommend to the Board of Directors to: A. Approve a contingency increase of $330,000 (15%) to the Professional Design Services Agreement with The Austin Company for the Title 24 Access Compliance and Building Rehabilitation Project, Project No. P1-115, for a total contingency of$550,000 (25%); and, B. Authorize the General Manager to negotiate a Professional Services Agreement with The Austin Company to provide architectural services for an Administrative Facilities Master Planning study for the Title 24 Access Compliance and Building Rehabilitation Project, Project No. P1-115. INFORMATION ITEMS: 9. Operations & Maintenance Benchmarking Study 05/02/12 Operations Committee Agenda Page 2 of 3 OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: ADJOURNMENT: The next Operations Committee meeting is scheduled for Wednesday, June 6, 2012, at 5:00 P.M. 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 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 mavala(@,ocsd.com For any questions on the agenda, Committee members may contact staff at: General Manager Jim Ruth (714)593-7110 imth(olocsd.com Assistant General Manager Bob Ghirelli (714)593-7400 rohirelli(rpomd.com Assistant General Manager Jim Herberg (714)593-7300 iherbern(glocsd.com Director of Facility Support Services Nick Arhontes (714)593-7210 narhontes(caocsd.com Director of Operations&Maintenance Ed Torres 714 593-7080 etorresitctoosd.com 05/02/12 Operations Committee Agenda Page 3 of 3 OPERATIONS COMMITTEE Meeting Date To6A.of Dir. 05/oz/12 OS/23/I2 AGENDA REPORT Item Number Item Number z Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Assistant General Manager CIP Project Manager: Martin Dix SUBJECT: INTERPLANT GAS LINE REHABILITATION, PROJECT NO. J-106 GENERAL MANAGER'S RECOMMENDATION A. Approve a Professional Consultant Services Agreement with HDR/Schiff, Inc. to provide construction support services for Interplant Gas Line Rehabilitation, Project No. J-106, for an amount not to exceed $325,000; and, B. Approve a contingency of$22,750 (7%). SUMMARY The Orange County Sanitation District (Sanitation District) owns a pipeline that transfers digester gas for power generation between the two plants. The pipeline falls under the jurisdiction of the US Department of Transportation Pipeline and Hazardous Materials Safety Administration (PHMSA) regulations. The Office of PHMSA is the Federal safety authority under the US Department of Transportation for the transportation of hazardous materials. Through PHMSA, the US Department of Transportation develops and enforces gas pipeline regulations. The Interplant Gas Pipeline was voluntarily taken out of service in 2006 because it did not meet the specifications in the PHMSA regulations. This project rehabilitates the Interplant Gas Line and returns it to service as a PHMSA-regulated pipeline to maximize the use of digester gas for energy production. In addition, by limiting the flaring of excess digester gas, this project reduces air quality emissions thus providing a regulatory benefit. HDR/Schiff satisfactorily furnished engineering services for the design of Project No. J-106 and their engineering support during construction is needed to provide continuity through the completion of the project. The proposed construction services include reviewing equipment submittals, answering Contractor requests for information, reviewing plan changes, preparing as-built drawings, engineering support during commissioning, closeout of the project. In addition, the Consultant will prepare the required plans and implement the necessary training to insure Sanitation District staff is qualified to operate and maintain the Interplant Gas Line according to PHMSA's safety, operation, and maintenance standards. Page 1 of 2 ADDITIONAL INFORMATION The Consultant will prepare the following PHMSA plans: Integrity Management Plan, Operations and Maintenance Plan, Operator Qualification Plan, and Emergency Response Plan. These manuals must meet all applicable requirements of PHMSA, and these plans must be in place and implemented prior to operating the pipeline. PRIOR COMMITTEE/BOARD ACTIONS February, 2010 —Authorized staff to enter into negotiations with M.J. Schiff& Associates, Inc. for construction support services for the Interplant Gas Line Rehabilitation, Job No. J-106; and approved a budget increase of$751,734 for a total budget of$4,503,734. February, 2006 —Approved Amendment No. 1 to Professional Services Agreement (PSA)with M.J. Schiff& Associates and budget increase. May, 2005—Approved Professional Services Agreement with M.J. Schiff&Associates. CEQA Notice of Exemption was filed on January 19, 2006. BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This recommendation 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 (FY2011-12 Update, Page A-10, Item 63). Date of ADDroval Contract Amount Contingency 05/23/12 $325,000 $22,750(7%) JH:MD:dm:gc Page 2 of 2 OPERATIONS COMMITTEE Meetln,Me To91.ofDlr. 0512112 t15/23112 AGENDA REPORT Item Number Rem Number s Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Assistant General Manager CIP Project Manager: Dean Fisher SUBJECT: FINAL EFFLUENT SAMPLER AND BUILDING AREA UPGRADES, PROJECT NO. J-110 GENERAL MANAGER'S RECOMMENDATION A. Approve a Professional Design Services Agreement with Atkins North America, Inc., for Final Effluent Sampler and Building Area Upgrades, Project No. J-110, providing for engineering design services for an amount not to exceed $1,764,022; and, B. Approve a contingency of$176,402 (10%). SUMMARY The Final Effluent Sampler Building at Plant No. 2, located at the South-east corner of the property site of the plant, houses equipment to collect samples of the final effluent from the Ocean Outfall before being discharged into the ocean. Over the past 20 years, several projects have been implemented to modify and rehabilitate the Final Effluent Sampler Building and equipment. At this time, the useful life of the building and equipment cannot be extended any further. Therefore, the purpose of this project is to construct a new building to provide housing for the new sampling equipment. The proposed Professional Design Services Agreement (PDSA) includes a Preliminary Design Report (FOR), Final Design, and construction documents (plans and specifications). The Orange County Sanitation District (Sanitation District) advertised using a two-step process. First, a Request for Qualifications (RFQ) was publically advertised to develop a short list of consultants. Then a Request for Proposals (RFP) was sent to the short list of consultants. Based on the overall qualifications and expertise, staff recommends awarding a PDSA to Atkins North America, Inc. (Atkins) for an amount not to exceed $1,764,022. ADDITIONAL INFORMATION Project Scope of Work: Page 1 of 4 This project will demolish and replace the final Effluent Sampler Building and the associated final effluent sampler pumping system. Additionally, this project will remove the two adjacent unused buildings (storage building and Ocean Monitoring trailer), and will provide for drainage and minor landscaping restoration in the areas adjacent to the new Final Effluent Sampler Building. The Consultant will perform condition assessment of the various land sections of the Standby Ocean Outfall and associated pipeline in order to ensure reliability, prepare construction documents, and provide bid support services, for all the recommendations from the condition assessment studies, and to correct surface drainage and landscaping improvements of the areas adjacent to the new building. Request for Qualifications (RFQ): The RFQ was advertised on October 31 and November 7, 2011, in the Orange County Register. Furthermore, the advertising letter was sent to all engineering consultants in the Sanitation District vendor database and to the consultants who previously expressed an interest in receiving RFQ documents. As a result, six Statements of Qualifications (SOQ) were received on November 29, 2011. Three consultants declined to submit their SOQs. SOQs were reviewed by a Staff Screening Committee that consisted of five representatives from Engineering, and Maintenance & Operations Departments. A representative from the Contracts Administration Division and an IPMC Project Manager participated in the evaluation process as non-voting members. The evaluation period was from December 6 to December 21, 2011. No formal interviews were conducted as not required by the RFQ. After reviewing and scoring the SOQs, the six consulting firms were ranked according to the score achieved. Below is the summary of the ranking results for the six firms: 1. Black & Veatch 87% 2. Atkins North America, Inc. (Atkins) 77% 3. Lee & Ro 75% 4. HDR 62% 5. Brady 56% 6. Austin 52% Based on the ranking results, staff determined that Black & Veatch, Atkins, and Lee & Ro, were the top ranking firms. Request for Proposals (RFP): The evaluation and selection process is based on procedures pursuant to the California Government Code requiring the Sanitation District to select "the best qualified firm" for architectural and engineering services and to negotiate a "fair and reasonable" fee with that firm. Page 2 of 4 An RFP which outlined Consultant Scope of Work and criteria required for this project was sent to the top three Engineering firms and three proposals were received. A panel consisting of five voting members and two advisory members reviewed and ranked each of the proposals in accordance with the evaluation process set forth in the Sanitation District Resolution No. OCSD 07-04, Section 5.07. The proposals were evaluated according to the following four criteria: (1) understanding of the Scope of Work (2) technical approach, (3) management approach, and (4) proposed delivery schedule. Once initial ranking was established, staff also conducted interviews with each of the top three firms to meet the proposed key team members and further evaluate the firm's proposal. Pursuant to the results of the interview, staff selected Atkins as the top- ranked firm 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 top-ranked firm was selected in accordance with Sanitation District Resolution No. OCSD 07-04, Section 5.07. TABLE 1 PROPOSAL EVALUATION Consultant Evaluator Atkins Black &Veatch Lee & Ro Rank Rank Rank Reviewer A 1 2 3 Reviewer B 1 2 3 Reviewer C 1 2 3 Reviewer D 1 2 3 Reviewer E 1 2 3 Average Rank 1 2 3 Overall Ranking 1 2 3 Proposal Fee $1,840,002 1 $1,942,387 $1,387,120 Negotiated Fee Proposal $1,764,022 Staff conducted negotiations with Atkins to clarify the requirements of the Scope of Work and to establish the final negotiated fee. During these meetings, the project Scope of Work and the design process were discussed and clarified as required for the completion of the Scope of Work for the project. Elements reviewed include total labor hours and labor-hour distribution by task as related to the work items, labor overhead rates, and profit calculations. These elements are compared to budgeted amounts, RFP requirements, industry standards, historical data, and Sanitation District guidelines. Based on the above, staff determined the final cost proposal to be fair and reasonable for the Scope of Work and recommends awarding the Professional Design Services Agreement to Atkins for an amount not to exceed $1,764,022. Page 3 of 4 PRIOR COMMITTEE/BOARD ACTIONS None. CEQA Notice of Exception was filed 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 (FY 2011-12 Update, Page A-10, Item 57) and the budget is sufficient for the recommended action. Date of Approval Contract Amount Contincencv 05/23/12 $1,764,022 $176,402 (10%) JH:DF:AA:dm:gc Page 4 of 4 OPERATIONS COMMITTEE NeedngDate TOBd. DI,. 05/02/12 OS/z3/1of2 AGENDA REPORT Item Number Item Number a Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Assistant General Manager CIP Project Manager: Dean Fisher SUBJECT: CENTRAL GENERATION EMISSIONS CONTROL PROJECT NO. J-111 GENERAL MANAGER'S RECOMMENDATION A. Approve a Professional Design Services Agreement with the Black & Veatch Corporation for engineering design services for Central Generation Emissions Control at Plant No. 1 and Plant No. 2, Project No. J-111, for an amount not to exceed $1,988,683; and, B. Approve a contingency of$198,868 (10%). SUMMARY This project will provide new emissions reduction systems for the central generation engines at both plants, as well as provide recommendations to improve efficiency in the heat recover and hot water systems. The Professional Design Services Agreement (PDSA) includes a Preliminary Design Report (PDR), Final Design, and construction documents (plans and specifications). The Orange County Sanitation District (Sanitation District) advertised a Request for Proposals (RFP) and four proposals were received. Based on the overall qualifications and expertise, staff recommends awarding a PDSA to Black & Veatch Corporation for an amount not to exceed $1,988,683. PRIOR COMMITTEE/BOARD ACTIONS None. ADDITIONAL INFORMATION The Sanitation District operates three central generation engines at Plant No.1 and five central generation engines at Plant No. 2. The exhaust emissions from the engines are regulated by the South Coast Air Quality Management District (SCAQMD) through Rule 1402 and Rule 1110.2. Proposed amendments to Rule 1110.2 will require reductions in specific emissions contaminates. The purpose of this project is to install emission reduction equipment which will provide emission contaminate levels which comply with Page 1 of 3 the requirements of Rule 1402 and the amended Rule 1110.2 and will result in an optimal and more flexible operation of the Central Generation Systems at both Plant Nos.1 and 2. The deadline for compliance was established at July 1, 2012. This deadline will be extended by SCAQMD; however, the revised compliance date will be closely monitored by the SCAQMD. Staff Evaluation of Proposals: The evaluation and selection process of the recommended consultant is based on procedures pursuant to California Government Code requiring the District to select "the best qualified firm" for architectural and engineering services and to negotiate a "fair and reasonable"fee with that firm for those services. The Sanitation District advertised an RFP and four proposals were received by the Sanitation District. A panel consisting of five 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 four firms to meet the key team members and further explore the firm's proposal. The Black & Veatch Corporation 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 Black & Worley Veatch Carollo Arcadis Parsons Evaluator Rank Rank Rank Rank Reviewer A 1 3 2 4 Reviewer B 1 3 2 4 Reviewer C 3 2 1 4 Reviewer D 2 1 3 4 Reviewer E 1 2 3 4 Average Ranking 1.6 2.2 2.2 4 Overall Rank 1 2 3 4 Proposal Fee $2,997,782 $1,173,585 $2,471,948 $3,073,265 Negotiated $1 988 683 Proposed Fee Page 2 of 3 The Sanitation District staff met with the Black & Veatch Corporation 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. Elements reviewed include total labor hours and labor-hour distribution by task as related to the work items, labor overhead rates, and profit calculations. These elements are compared to budgeted amounts, RFP requirements, industry standards, historical data, and Sanitation District guidelines. As a result of these meetings, the proposal fee was decreased by $1,009,099 due to refinements in the understanding of the Scope of Work, scheduling clarifications, and an improved understanding of the Sanitation District's project management procedures. There were no revisions to the RFP requirements. The recommended Consultant is providing a total of 13,123 labor hours as compared to the second ranked consultant with 5,254 labor hours. Although a qualified engineering firm, the second ranked consultant's proposal has a significantly reduced level of effort in the areas of thermal energy recovery studies, field investigations and detailed design. This increases risk for amendments during design and change orders during construction on a retrofit project while trying to adhere to Sanitation District design standards and providing assistance with SCAQMD air quality permitting. The Black & Veatch proposed approach and project team provides the best assurance that the Sanitation District will meet the air quality goals of the SCAQMD in a timely manner. Therefore, based on the above, staff determined the final cost proposal to be fair and reasonable for the Scope of Work and recommends awarding the PDSA to the Black & Veatch Corporation for an amount not to exceed $1,988,683. CEQA A categorical Notice of Exemption will be filed for this project. 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, Item 65, Page A-10) and the budget is sufficient for the recommended action. Date of ADDroval Contract Amount Continnencv 05/23/12 $1,988,683 $198,868 (10%) JH:DF:DM:dm:gc Page 3 of 3 OPERATIONS COMMITTEE Meeting Date TOBd 0111 ,. 05/02/12 Os/23/12 AGENDA REPORT Item Number Item Number s Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: James Herberg, Assistant General Manager CIP Project Manager: Pamela Koester SUBJECT: OUTFALL LAND SECTION AND OCEAN OUTFALL BOOSTER STATION PIPING REHABILITATION, PROJECT NO. J-112 GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to negotiate a Professional Consultant Services Agreement with Black & Veatch for construction support services for Ouffall Land Section and Ocean Outall Booster Station Phase 2 — Surge Tower No. 2 to Beach Junction Box, Contract No. J-112B. SUMMARY The Ouffall Land Section and Ocean Outall Booster Station (GOBS) Piping Rehabilitation, Project No. J-112, provides for rehabilitation of the large diameter ouffall piping system between OOBS and the junction structure (beach box) located on the beach, south of Pacific Coast Highway, adjacent to the Santa Ana River. This project is being constructed in two phases in an effort to expedite critical work, as well as accommodate seasonal construction limitations. Black & Veatch has been awarded a design contract to design both phases of the project, but each phase will be bid and constructed separately. Phase 1 (J-112A) extends from COBS to Surge Tower 2, and Phase 2 (J-112B) extends from Surge Tower 2 to the beach box. The consultant agreement referenced in this agenda report only pertains to the J-112B portion of the project. Black & Veatch has satisfactorily furnished engineering services for the design of Contract No. J-112B, and their engineering support during construction is needed to provide continuity through the completion of the project. The proposed construction services include reviewing equipment submittals, answering Contractor requests for information, reviewing plan changes, preparing as-built drawings, engineering support during commissioning, closeout of the project, and inspecting the 5-mile outfall during construction. This Professional Consultant Services Agreement will be presented to the Board of Directors for approval at a future meeting. PRIOR COMMITTEE/BOARD ACTIONS January 2012 - Approved a Professional Consultant Services Agreement with Black & Veatch for construction support services for Contract No. J-112A for an amount not to exceed $594,891; and approve a contingency of$89,234. Page 1 of 2 December 201 - Authorized the General Manager to negotiate a Professional Consultant Services Agreement with Black & Veatch for construction support services for Contract No J-112A. May 2011 - Approved Amendment No. 2 to the Professional Design Services Agreement with Black & Veatch providing additional design services for an additional amount of $2,073,316, increasing the total amount not to exceed $3,365,130, with a contingency amount of$207,332, increasing the total contingency amount to $334,513. May 2011 - General Manager authorized Amendment No. 1 to the Professional Design Services Agreement with Black & Veatch, providing additional design services for an additional amount of$20,000, increasing the total amount not to exceed $1,291,814. March 2011 - Authorized the General Manager to negotiate an Amendment to the Professional Design Services Agreement with Black&Veatch. December 2009 - Approved a Professional Design Services Agreement with Black & Veatch for Outfall Land Section and Ocean Outfall Booster Station Piping Rehabilitation, Project No. J-112, providing for engineering design services for an amount not to exceed $1,271,814, with a contingency of$127,181. ADDITIONAL INFORMATION None CEQA The Phase 1 work (Contract No. J-112A) has been determined to be categorically exempt in accordance with Section 15301 (b). A notice of exemption was filed on April 14, 2011. The Phase 2 work was included in the Outfall Land Section and Ocean Ouffall Booster Station Piping Rehabilitation Environmental Impact Report prepared by ESA and certified on February 22, 2012. A Notice of Determination was filed on February 23, 2012. BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District's Delegation of Authority. This item has been budgeted (FY 2011-12 Update, Page A-10, Item 58) and the budget is sufficient for the recommended action. Date of ADDroval Contract Amount Contingency N/A N/A N/A JH:PK:dm:gc Page 2 of 2 OPERATIONS COMMITTEE Mewing Date TOBd 0111 Il. 05/02/12 OS/z3/12 AGENDA REPORT Item Number Item Number 6 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Assistant General Manager Project Manager: Gary Conklin SUBJECT: PROJECT NO. SP-150, UNINTERRUPTIBLE POWER SYSTEM STUDY GENERAL MANAGER'S RECOMMENDATION A. Approve a Task Order with Black & Veatch for Project No. SP-150, Uninterruptible Power System Study, On-Call Planning Studies, PLAN2010-00, Contract Plan2010- 01, Task Order No. 2, for an amount not-to-exceed $199,853; and, B. Approve a contingency of$19,985 (10%). SUMMARY Uninterruptable Power System (UPS) units provide power to equipment that is critical to monitoring and controlling the treatment plant process, reducing the impact of power outages and other power disturbances on the plant control system. The Orange County Sanitation District (Sanitation District) currently has a number of non-standard small and medium-sized UPS units in locations that can be difficult to access, and often are not equipped to provide feedback on their operational status. This project will develop a conceptual design and implementation plan to replace the existing systems with a limited number of larger units, as recommended in the 2007 Energy Master Plan. This consolidation and standardization will improve the reliability of critical monitoring and control equipment, and reduce future maintenance costs. The proposed Task Order is being requested within the Planning Studies Program (Program) that was approved by the Board of Directors on December 15, 2010. Proposals were requested from all five firms in the program. Three proposals were received and reviewed. Two firms, Black & Veatch and Brown and Caldwell, were interviewed. Staff negotiated with the top-ranked firm, Black & Veatch, for these services in accordance with the Sanitation District adopted policies and procedures. Through negotiation, the fee estimate was reduced from $216,885 to $199,853. Based on the overall qualifications and expertise, staff recommends approving a Task Order to Black & Veatch for a total fee not to exceed $199,853, and approving a contingency of $19,985 (10%). Page 1 of 3 ADDITIONAL INFORMATION This Task Order is being procured within the Program that was approved by the Board of Directors on December 15, 2010. The Program provides the services of five nationally recognized engineering firms in a variety of technical disciplines. Selection Process Proposals were requested from all five firms in the program, and three firms submitted proposals. A staff selection team evaluated the proposals, interviewed the top two proposers, Black & Veatch and Brown and Caldwell. Black & Veatch was the top- ranked proposer and through negotiation, the fee proposed was reduced from $216,885 to $199,853. Basis for Selection The key elements of this project include the conceptual design of the UPS system, selection of UPS facility locations, and the development of UPS design standards. In their proposal and interview, Black & Veatch clearly identified the key aspects of the project, and demonstrated their qualifications. In particular, their key staff scored highly on technical expertise and communication skills necessary for project success. The Black & Veatch proposal also provides a good balance of hours between the various disciplines and tasks. The method of assigning task orders within the Program is described in the December 15, 2010 Agenda Report, which approved the Planning Studies Program. Task orders are assigned to a category based on the estimated fee amount. This task order was assigned to Category III, in which proposals are requested from all firms in the Program, with a goal of having at least three proposals. The results of the evaluation process are shown in the table below. PROPOSAL EVALUATION TABLE Black & Brown and Consultant Veatch Caldwell Carollo Evaluator Rank Rank Rank Reviewer A 1 2 3 Reviewer B 1 2 3 Reviewer C 1 2 3 Average Rank 1 2 3 Overall Ranking 1 2 3 Fee Proposed 216,885 201,655 199,827 Negotiated Fee 199,853 Page 2 of 3 CECIA The project is Statutorily Exempt and will only be a feasibility study for possible future actions, which the agency has not approved, adopted, or funded, and will not have a legally binding effect on later activities. 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-11, Item No. 85) and the budget is sufficient for the recommendation action. Date of Aooroval Contract Amount Contingency 05/23/12 $199,853 $19,985 GC:sa:gc Page 3 of 3 OPERATIONS COMMITTEE Meeting Date To91.of Dlr. 05 1 021i2 osizsiiz AGENDA REPORTItem Number Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Assistant General Manager CIP Project Manager: Wendy Sevenandt SUBJECT: TITLE 24 ACCESS COMPLIANCE AND BUILDING REHABILITATION PROJECT, PROJECT NO. P1-115 GENERAL MANAGER'S RECOMMENDATION A. Approve a contingency increase of $330,000 (15%) to the Professional Design Services Agreement with The Austin Company for the Title 24 Access Compliance and Building Rehabilitation Project, Project No. P1-115, for a total contingency of $550,000 (25%); and, B. Authorize the General Manager to negotiate a Professional Services Agreement with The Austin Company to provide architectural services for an Administrative Facilities Master Planning study for the Title 24 Access Compliance and Building Rehabilitation Project, Project No. P1-115 SUMMARY This project will retrofit existing support buildings and trailers at Plant No. 1 to meet accessibility requirements and other code requirements, provide maintenance replacements, and relocate Collections staff from Plant No. 2 to Plant No. 1. The Austin Company (Austin) is providing architectural and engineering services for this project. During building surveys for the preliminary design, additional deficiencies were discovered that need to be included in final design. The cost estimate for the additional design services is approximately $365,000. Additional contingency in the amount of $330,000 is needed for this additional work. In addition to the building improvements described above, an Administration Facilities Master Plan study has been budgeted to determine the most cost-effective long-term option for providing office space for the Orange County Sanitation District (Sanitation District). Decisions on later phases of the Title 24 Access Compliance and Building Rehabilitation Project will be dependent upon the outcome of the Administrative Facilities Master Plan. Since Austin has gained extensive detailed knowledge of the Sanitation District's existing buildings, and they have performed well on this phase of work, staff recommends negotiation of a new separate Professional Service Agreement (PSA) with Austin to perform the Administrative Facilities Master Plan. The study is estimated at $175,000 and the approval of the PSA will be brought back to the Operations Committee in June. Page 1 of 3 PRIOR COMMITTEE/BOARD ACTIONS July 2011 — Approved a Professional Design Services Agreement with The Austin Company to provide professional design services for Title 24 Access Compliance and Building Rehabilitation Project, Project No. P1-115, for an amount not to exceed $2,200,000; and approved a contingency of$220,000 (10%). ADDITIONAL INFORMATION The purpose of this project is to provide Title 24 accessibility improvements to the support facilities stipulated in an agreement with the City of Fountain Valley. During the development of the Scope of Work, staff developed a list of rehabilitation items that were necessary to maintain the support facilities. These include such items as air conditioning replacement, installation of cell phone repeaters, roof replacements, roof access and fall protection, lighting improvements, painting, and other miscellaneous upgrades to allow compliance with current building codes. This project also performs the required tasks to relocate the Collections staff from Plant No. 2 to Plant No. 1. In July 2011, Austin was awarded a Professional Design Services Agreement (PDSA) to conduct the preliminary design and final design for Project P1-115. For the preliminary design report (PDR), Austin made field investigations of all the facilities in their scope. During these field investigations, additional deficiencies were identified by Austin that related to code requirements, safety recommendations, and building maintenance. Management met and agreed to have Austin describe, analyze, provide a solution, and provide construction cost estimates for these additional items in the PDR. The General Manager approved Amendment No. 1 in the amount of $87,571, reducing the available PDSA contingency from $220,000 (10%) to $132,429 (6%). The project is divided into five milestone packages. Austin was requested to submit a proposal for the final design of the additional items for the first milestone that were identified during the development of the PDR. Additional contingency would be allocated for these additional design costs. The estimated cost for the additional design services for milestone one is approximately $365,000. The remaining four milestone packages may also have added design costs based on items discovered during development of the PDR. The Sanitation District is addressing only the first milestone package at this time because these buildings will remain in place, and the Sanitation District has obligations to meet in the agreement with the City of Fountain Valley. Realizing that rehabilitating some of the existing buildings may not be the most cost- effective solution, the Planning Division developed a Scope of Work for the Administrative Facilities Master Plan. The Planning Division sought interest from the five on-call engineering firms to conduct this facilities planning work. With these five firms specializing in civil and wastewater process engineering, they all expressed that this particular study was not their core line of work. The work Austin is performing under Title 24 Access Compliance and Building Rehabilitation Project, Project No. P1-115, is one of the options to be included in the Page 2 of 3 Administration Facilities Master Plan study and the direction of this project is contingent on the outcome of this study. Austin has already accomplished the learning curve to understand the Sanitation District's existing buildings and administrative and maintenance functions, as well as the retrofits necessary to keep the existing buildings functioning over the 30-year duration to be used for the financial analysis in the planning study. CECIA A Notice of Exemption was filed for this project on January 5, 2011. BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District's Delegation of Authority. This funds for the additional design work identified in the PDR for milestone one are available in the project contingency under Project No. P1-115 Title 24 Access Compliance and Building Rehabilitation Project. The funds for the Administration Facilities Master Plan, SP-147 will be transferred to Project No. P1-115. There are sufficient funds available for the proposed work and additional program budget is not required. (FY2011-12 Update, Project No. P1-115, Page A-12, Item 114 and Project No. SP-147, Page A-12, Item 122). Date of Approval Contract Amount Continaencv 0 512 312 01 2 $330,000(15%) 0 712 712 01 1 $2,200,000 $220,000(10%) $550,000(25%) JDH:WS:dm:gc Page 3 of 3 OPERATIONS COMMITTEE Needng Dare I TO ad.of Di, 05,02,12 AGENDA REPORT Item Number Item Number e Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Ed Torres, Director, Operations and Maintenance SUBJECT: Operations & Maintenance Benchmarking Study GENERAL MANAGER'S RECOMMENDATION Informational item. SUMMARY The Operations & Maintenance department recently completed a benchmarking study with the Los Angeles County Sanitation District. The results of the benchmarking effort will be presented. PRIOR COMMITTEE/BOARD ACTIONS None. ADDITIONAL INFORMATION None. CEQA N/A BUDGET / DELEGATION OF AUTHORITY COMPLIANCE N/A Page 1 of 1