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HomeMy WebLinkAbout2006-07-26 STAFF REPORTS 2R O�?ALM gA� U 0 FIOAFiCP iV,a Cg41FOR�,P City Council Staff Report DATE: July 26, 2006 CONSENT CALENDAR SUBJECT: APPROVE CONTRACT SERVICES AGREEMENT WITH CAROLLO ENGINEERS TO PREPARE A CAPITAL REPAIR AND REPLACEMENT PLAN FOR THE CITY'S WASTEWATER TREATMENT PLANT FROM: David H. Ready, City Manager BY: Assistant City Manager--Administration SUMMARY The City's wastewater treatment plant is over 25 years old and in need of some extensive rehabilitation of its major process components. To better understand the capital repair and replacement needs, the City needs to develop a long-range capital planning document. This action would approve a contract services agreement with Carollo Engineers, a nationally recognized expert in wastewater treatment facilities, to prepare a capital repair and replacement plan for the City's wastewater treatment plant. RECOMMENDATION: 1. Adopt Minute Order No. approving, in a form acceptable to the City Attorney, a contract services agreement with Carollo Engineers to prepare a Capital Repair and Replacement Plan for the City's Wastewater Treatment Plant in an amount not-to-exceed $77,531. 2. Authorize the City Manager to execute all necessary documents to effectuate this agreement. STAFF ANALYSIS: The City's wastewater treatment infrastructure is aging and in need of rehabilitation. Much of the process equipment is original (installed circa 1982) and is nearing the end of its useful life. While the City's wastewater treatment plant operator, Veolia, practices preventative maintenance to ensure the longevity of the infrastructure and plant i equipment, these assets are now approaching the time when some of them will require j either replacement or extensive rehabilitation. I � A ITEM NO, Agreement with Carollo Engineers Page 2 of 3 The City Council recently approved a new agreement with Veolia to operate its wastewater treatment plant. As part of the City's due diligence efforts during its negotiations with Veolia, staff retained Carollo Engineers to perform an operational evaluation of the major treatment process infrastructure and equipment at the wastewater treatment plant. As part of this evaluation, Carollo conducted an assessment on equipment in each of the following unit processes: headworks, primary clarifiers, primary effluent and sludge pumping station, trickling filters, secondary clarifiers, sludge thickeners, anaerobic digesters, co-generation, drying beds and pond percolation. A simple tiered ranking was used to assess the condition of each component. In addition to their physical assessment of the equipment, Carollo reviewed Veolia's operating procedures and maintenance standards. Although the Operational Evaluation prepared by Carollo was useful in assessing the current conditions at the wastewater treatment plant to verify Veolia's performance, it was simply a "snap shot" in time and did not include enough specificity to be utilized for capital planning purposes. To gain a better understanding of the capital repair and replacement needs at the wastewater treatment plant staff asked Carollo Engineers to submit a proposal to further develop their Operating Evaluation into a comprehensive capital repair and replacement plan for the wastewater treatment plant. Under the proposed scope of work, Carollo will use their existing Operational Evaluation to better analyze and define the capital repair and replacement facility needs at the wastewater treatment plant, emphasizing the critical priorities for improvements needed over the next 5, 10, 15 and 20 year planning horizon. This analysis will also include an evaluation of projected wastewater flows and waste loading to determine the future wastewater treatment plant needs. Finally, as part of this project Carollo will prepare a final executive summary report with capital recommendations, a cost estimate for each capital project and implementation schedule over the planning horizon. The total cost to perform this work is $77,531. As part of the new agreement the City recently entered into with Veolia for the operations and maintenance of the wastewater treatment plant, Veolia will contribute $50,000 towards this study. Therefore, the total cost to the City, less Veolia's contribution, is $27,531. It is anticipated that this project will take three to four months to complete. Normally, the City would solicit competitive proposals for such projects. However, Section 7.04.030 of the Municipal Code allows for contracts to be awarded without competition when it is determined that an unusual or unique situation exists, in that due to experience and expertise demonstrated in prior contracts with the city a particular contractor is uniquely qualified for a particular task. Since Carollo prepared the Operational Evaluation, which will be used as the basis for this work effort, they are uniquely qualified for this project. Based on this, staff is recommending that the City Council approve a contract with Carollo Engineers to prepare a capital repair and replacement plan for the City's wastewater treatment plant in an amount not-to-exceed $77,531. Agreement with Carollo Engineers Page 3 of 3 Carollo Engineers specializes in water and wastewater planning, design, and construction management. Founded in 1933, the environmental engineering firm has successfully completed more than 15,000 public sector projects and is ranked as one of the nation's top consultants on water and wastewater treatment services by the Engineering News Record. FISCAL IMPACT: Finance Director Review The total cost of this contract is $77,531. Veolia has agreed to provide $50,000 towards the cost of this study. The City's total cost after Veolia's contribution is $27,531. There are sufficient funds within the Wastewater Treatment Plant Fund to cover this expense. Troy 'ISJutzlaff, Arsiftt City Manager David Barakian, Director Public Works David H. Ready, City M er Attachments: Minute Order MINUTE ORDER NO. APPROVING, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, A CONTRACT SERVICES AGREEMENT WITH CAROLLO ENGINEERS TO PREPARE A CAPITAL REPAIR AND REPLACEMENT PLAN FOR THE CITY'S WASTEWATER TREATMENT PLANT IN AN AMOUNT NOT-TO-EXCEED $77,531. I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this Minute Order approving, in a form acceptable to the City Attorney, a contract services agreement with Carollo Engineers to prepare a Capital Repair and Replacement Plan for the City's Wastewater Treatment Plant in an amount not-to- exceed $77,531, was adapted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 26t" day of July 2006. James Thompson, City Clerk