BOARD AGENDA MEMORANDUM
SUBJECT:
Title
Approve the Agreement with Carollo Engineers, Inc. for Consulting Services, for the Water Treatment Plant Implementation Project, Project No. 93044001, CAS File No. 5144, for a Not-to-Exceed Fee of $6,461,429.
End
RECOMMENDATION:
Recommendation
Approve the Agreement with Carollo Engineers, Inc. for consulting services, for the Water Treatment Plant Implementation Project, for a Not-to-Exceed Fee of $6,461,429.
Body
SUMMARY:
Santa Clara Valley Water District (Valley Water) is undertaking a comprehensive capital projects implementation planning effort for existing water utility treatment and distribution infrastructure with three distinct implementation projects: Water Treatment Plant (WTP) Implementation Project; Supervisory Control and Data Acquisition (SCADA) Implementation project, and the Distribution System Implementation Project (DSIP). The WTP Implementation Project is the first of these three projects and will develop a 30-year WTP Capital Improvement Program (CIP) with a suite of capital improvement projects along with a Programmatic Environmental Impact Report (PEIR) for the Board’s consideration. Staff recommends Board approval of the consultant services agreement for the WTP Implementation Project.
Background:
On January 14, 2020, staff presented three new CIP projects for the Board’s consideration to address the infrastructure needs of existing water treatment and distribution infrastructure. These three infrastructure implementation projects (WTP, Distribution System and SCADA Implementation Projects) are aimed at a comprehensive evaluation of the existing infrastructure under the lens of future needs with respect to demand and regulatory compliance and will define the capital projects needed to ensure the reliability of Valley Water’s water supply infrastructure. The Board approved the three projects, and they were subsequently adopted as part of Valley Water’s FY 2021-25 five-year CIP. The WTP Implementation Project is the first of the three projects that is being presented for Board consideration of consulting services to complete the project.
This project supports the Board Governance Policy and Water Supply (WS) Goal E-2.3 to protect and maintain existing water infrastructure and the corresponding WS Objectives: 2.3.1. Plan for infrastructure maintenance and replacement to reduce risk of failure; 2.3.2. Prioritize funding for maintenance and replacement of existing water infrastructure over investments in new infrastructure; and 2.3.3. Prepare for and respond effectively to water utility emergencies.
Consultant Selection Process:
On January 19, 2021, a Request for Proposal (RFP) for the WTP Implementation Project was published on Valley Water’s Contract Administration System (CAS).
The RFP notification was sent to firms registered in CAS, under expertise codes WS10 - Water Supply Infrastructure and Reliability, WT10 - Water Treatment Infrastructure Design and Project Management, and WQ10 - Water Quality Infrastructure Planning and Design. Additionally, a search was completed using the Department of General Services (DGS) small business enterprise web portal, as well as advertisements in the San Jose Post and SBEINC.com, prior to publishing the RFP.
Valley Water received proposals from four (4) consultant firms: Brown and Caldwell, Inc., Carollo Engineers, Inc., Cordoba Corporation, Inc., and Stantec Consulting Services, Inc.
An Evaluation Committee (EC) consisting of subject matter experts from Valley Water and an external agency, evaluated and ranked the written proposals. Three (3) firms, Stantec Consulting Services, Inc., Carollo Engineers, Inc., and Brown and Caldwell, Inc. were invited to participate in the subsequent virtual interviews conducted on March 24, 2021.
Based on the combined (written and interview) rating scores, the EC recommended staff to proceed with the highest ranked firm, Carollo Engineers, Inc., for contract negotiations.
Consultant Agreement & Scope of Services:
Over the last three months staff has successfully completed the negotiations with Carollo Engineers, for the tasks and level of effort to develop the WTP Implementation Project. The recommended scope of work includes the required tasks and budget to develop a comprehensive CIP forecasting over a 30-year period, projects to repair, replace, and/or upgrade the infrastructures at Valley Water’s WTPs, address the increasingly stringent water quality regulations, and integrate with other key plans such as the Water Supply Master Plan, Countywide Water Reuse Master Plan, and other concurrent water supply implementation projects.
The Project will accomplish the following objectives:
1. Identify water treatment infrastructure needs
2. Integrate identified projects with other Valley Water planning efforts
3. Develop, evaluate, select, and phase projects for the 30-year planning horizon
4. Prepare recommendations and options for Valley Water Board and stakeholder consideration
5. Prepare 30-year WTP CIP and develop planning study reports (10% design) for projects recommended in the first 10 years
6. Prepare a corresponding Programmatic EIR
The Cost Breakdown below (Table 1) provides a list of tasks included in the scope of services and the associated not-to-exceed fees for each task and the total for the agreement.
Table 1: COST BREAKDOWN
|
Task |
Description |
Not-to-Exceed Fees |
|
1 |
Project Management, Stakeholder Meetings, and Project Development Workshops |
$ 1,054,802 |
|
2 |
Review Existing Records, Master Plans, and Reports |
$ 93,878 |
|
3 |
Develop Goals and Objectives with Board and Stakeholder Input |
$ 189,034 |
|
4 |
Review Current Asset Management Program Information |
$ 108,127 |
|
5 |
Develop Project Assessment Methodology |
$ 119,071 |
|
6 |
Evaluation of Rinconada WTP |
$ 226,104 |
|
7 |
Evaluation of Santa Teresa WTP |
$ 311,706 |
|
8 |
Evaluation of Penitencia WTP |
$ 343,564 |
|
9 |
Integrate Recommendations with Other Master Plans |
$ 204,905 |
|
10 |
Project Development, Evaluation, Selection, and Planning Study (10% Design) |
$ 1,331,787 |
|
11 |
Project Implementation Plan (WTP CIP) |
$ 562,654 |
|
12 |
WTP Implementation Project Report |
$ 140,261 |
|
13 |
Stakeholder Outreach Strategy |
$ 107,209 |
|
14 |
Environmental Planning and Permitting (PEIR) |
$ 718,327 |
|
15 |
Supplemental Services |
$ 950,000 |
|
Total Not-to-Exceed Fees |
$ 6,461,429 |
Supplemental Services:
The Silicon Valley Advanced Water Purification Center (SVAWPC), Campbell Well Field, and San Francisco Public Utilities Commission (SFPUC) - Valley Water Intertie Pump Station evaluations are identified as supplemental services due to the uncertainties with the future use or expansion of these facilities. Further discussions and stakeholder and Board engagement may be necessary to develop the scope of services for these facilities. Staff plans to issue a task order for the evaluation of these facilities once we get more policy guidance from the Board and stakeholder engagement sessions.
Potential Future Program Management Supplemental Services:
The scope of services for this solicitation also included a potential for program management support as needed for implementing the developed WTP CIP. The consultant qualifications were also evaluated to perform these services and Carollo Engineers, Inc was deemed most qualified to perform these services as well.
Therefore, at the completion of the WTP implementation plan development, Valley Water may request the Consultant to perform program management services. If this option is exercised, Staff will negotiate the additional services with the Consultant and propose an amendment to the agreement at that time.
Staff anticipates that the development of the recommended WTP capital improvement projects and the implementation plan as well as the completion of the Programmatic EIR will take approximately three years to complete.
Staff recommends award of the agreement for WTP Implementation Project services to Carollo Engineers, Inc.
FINANCIAL IMPACT:
The WTP Implementation Project, Project No. 93044001, is included in the FY 2022-26 Five-Year Capital Improvement Plan (CIP) with funding for the requested services. Adequate budget is in the Board-adopted FY 2021-22 Budget to encumber the anticipated Consultant effort through the end of the fiscal year. Funding for subsequent fiscal year Consultant services will be recommended by staff in the regular FY 2022-23 budget process. Long term budget forecasts for the Water Utility Enterprise Fund (Fund 61) includes placeholder capital projects costs for implementation of the developed plan. Those placeholder budgets will be revised as the plan is developed and the funding will be requested in future CIPs and budgets. The not-to-exceed fee for the Consultant Services is $6,461,429. The funding source for the Project is Fund 61.
CEQA:
The recommended action to approve the Agreement does not constitute a project under the California Environmental Quality Act (CEQA) because it does not have the potential to result in direct or reasonably foreseeable indirect physical change in the environment.
The scope of services for this agreement includes the development and completion of a Programmatic EIR, and the developed plan will not be implemented until completion and certification of the PEIR.
ATTACHMENTS:
Attachment 1: Agreement
UNCLASSIFIED MANAGER:
Manager
Bhavani Yerrapotu, 408-630-2735