HomeMy WebLinkAbout4/15/2009 - STAFF REPORTS - 2.L. O"?ALM SA4
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City Council Staff Report
Date: April 15, 2009 CONSENT CALENDAR
Subject: APPROVAL OF A NOTICE TO PROCEED FOR VEOLIA WEST
OPERATING SERVICES, INC., FOR THE DESIGN PHASE OF THE
ELECTRICAL SYSTEM UPGRADE, CITY PROJECT 09-03
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
Approval of this item will authorize Veolia West Operating Services, Inc., ("Veolia") to
coordinate preparation of plans and specifications for an overall electrical system
upgrade at the City's wastewater treatment plant.
RECOMMENDATION:
Authorize the Director of Public Works/City Engineer to issue a Notice to Proceed for
Veolia West Operating Services, Inc., in the amount of $252,048.24 for the design
phase of the Wastewater Treatment Plant Electrical System Upgrade, City Project No.
09-03,
STAFF ANALYSIS:
The City and Veolia continue to coordinate on various capital improvement projects at
the City's Wastewater Treatment Plant (WWTP). The WWTP was initially built in the
1950's with several upgrades during the 1980's. The electrical system, including the
main power feed, motor control centers, and other components are 40 or more years
old and have met their life expectancy. Upgrading the existing electrical system is the
most critical and highest priority project of the WWTP capital improvement plan.
Veolia proposes to use Beecher Engineering and Carollo Engineers to prepare plans
and specifications for this project. Both consultants have previously provided
professional and technical services for the City at the WWTP. Beecher Engineering is
intimately aware of the existing electrical system, while Carollo Engineers has been
involved with preparation of a Capital Rehabilitation and Repair Plan which will identify
the upgrade or replacement of individual unit processes within the WWTP over a 20
year plan to upgrade the WWTP. Integrating the existing electrical system while
City Council Staff Report
April 15, 2009 - Page 2
Veolia Notice To Proceed (CP09-03)
planning for all future WWTP capital needs are essential with this project. A copy of the
design proposals from each consultant is included as Attachment 1.
Veolia will provide direct supervision and coordination of the consultants through
preparation of the plans and specifications. The existing Veolia staff will play an
important role in identifying the complexities involved with phasing of the electrical
system upgrade to ensure no individual unit processes at the WWTP are left without
electrical power. Implementing this project will be challenging as certain portions of the
electrical power grid within the WWTP are taken off-line, temporary power is provided,
and the new electrical power grid within the WWTP is installed.
Veolia's proposal includes three components: Professional Services (consultant fees),
Veolia Labor (contract administration, oversight and coordination throughout 6 month
design phase), and Liability Insurance (to offset Veolia's general liability insurance costs
assumed with contracting directly with the professional consultants). The proposed fees
are:
Professional Services: $160,000
Veolia Labor: $70,354.64
General Liability Insurance: $1,693.60
Mark-Up: $20,000 (12.5% of$160,000 consultant fee)
Total: $252,048.24
In accordance with Section 5.3(f) of the Amended and Restated Wastewater Services
Agreement between the City and Veolia, Veolia is entitled to make a first proposal to do
any Capital Project related to the wastewater treatment plant. The Agreement provides
for a mark-up and profit margin varying between 12.5% and 16%. For this project,
Veolia has proposed a 12-5% mark-up which is applied only to the professional
consultant fees, and is not applied to Veolia's own labor rates and general liability
insurance cost. Veolia's proposal is included as Attachment 2-
Staff has reviewed Veolia's proposal, and recommends approval of the total fee (not to
exceed) of $252,048.24 which includes professional design fees for Veolia's
consultants, Veolia's labor fees for administering this phase of the project, and a 12.5%
mark-up as authorized pursuant to the Agreement.
It should be noted that a preliminary estimate to construct a full electrical system
upgrade throughout the WWTP is $3,000,000. The design fees of $160,000 represent
5.33% of this estimate.
FISCAL IMPACT:
Sufficient funds are available in account No. 420-6800-57022 (Electrical System
Upgrade).
G2
City Council Staff Report
April 15, 2009 - Page 3
Veolia Notice To Proceed (CP09-03)
Submitted: /
David J. Barakian Thomas J. Wi on
Director of Public Works/City Engineer Assistant City Manager
David H. Ready,
City Manager
Attachments:
1. Professional Design Proposals
2, Veolia ProposallTask Authorization
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BBeCity of Palm Springs 4/2/2009
e.c�i e-y- -e YIn3 Electrical System Upgrade
Design Budget Estimate
Item Project Manager Electrical Engineer Drafter Item
No. Task Description Hours Rate Hours Rate Hours Rate Budget
Task 1.0: Pre-Design
Develop an accurate single line diagram for existing plant
1 power distribution system and comprehensive existing 32 $150.D0 16 $90.00 $6,240.00
equipment list with "worst case" loading defined. Time
includes two-day site visit and meeting with Plant Staff.
Develop an accurate site plan depicting existing electrical
installations including power distribution equipment locations
2 12 $150.00 12 $90.00 $2,880.00
and underground ductbank routing. Site visit time for this item
is included in Item "1" above. Estimate is based on using a
provided ACAD site plan drawing file.
One-day workshop with City, Plant Staff,Veolia and CarD110 to
determine future process upgrade and expansion projects
3 along with "phasing"schedule for future projects. In addition 12 $150.00 D $90.00 $1,800.00
to Plant process upgrades and expansions, plans for a new
Administration Building and alternative energy sources will be
discussed.
4 Develop revised plant electrical load equipment list which
includes existing and future electrical loads. 8 $150.00 0 $90.00 $1,200.00
5 Develop set of"phased" main plant single line diagrams
16 $150.00 16 $90.00 $3,540.00
indicating electrical system upgrades/additions for each
anticipated "phase" of plant upgrade/expansion.
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City of Palm Springs 4/2/2009
J Electrical System Upgrade
Design Budget Estimate
Item Project Manager Electrical Engineer Drafter Item
No. Task Description Hours Rate Hours Rate Hours Rate Budget
Develop set of"phased" Plant electrical site plans which show
electrical equipment locations and underground ductbank
routing for each anticipated "phase" of plant
6 24 $150.00 24 $90.00 $5,760.00
upgrade/expansion. Site plans will also include conceptual
sizes and locations for anticipated future process areas,
Adminstration Bldg and alternative energy areas along with
upgrades to Digester No.1 and the Plant Water Pump Station.
7
Site meeting with Southern California Edison to discuss 12 $150.00 0 $90.00 $1,800.00
electrical service upgrade options and costs.
8 Pre-Design Report Write-up including the following items: 40 $150.00 12 $90.00 $7,080.00
- Identification of power distribution equipment requiring
replacement; 1) Immediately, 11) Within 10 Years, iii) Beyond
10 Years
- SCADA system upgrades which coincide with each "phase" of
plant electrical system upgrade
Construction sequencing and electrical system switchover
discussion for each planned "phase" of upgrade
- Discussion on power distribution system future flexibility for
expanding to accommodate "unforeseen"future loads and
alternative energy connections.
New power distribution equipment selection options
Standby power provisions
Construction cost estimates for each "phase" of electrical
system expansion
pre-Design Report'review phone meeting with City, Plant Staff,
'} g 4 $150.00 0 $90.00 $600.00
Veolia and Carollo.
2of3
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� ( _ City of Palm Springs 4/2/2009
6,f l�V � l����1 Electrical System Upgrade
Design Budget Estimate
Item Project Manager Electrical Engineer Drafter Item
No. Task Description Hours Rate Hours Rate Hours Rate Budget
Task 2.0: Final Design
Drawings, Division 13 (SCADA) and Division 16 (Electrical)
10 Specifications including site plan,single line diagrams, circuit
480 $15O.00 140 $90.00 $84,600.00
schedules,control schematic diagrams, ductbanlc sections,
electrical details, building plan drawings and interim system
single diagrams and plans
11 Design review meetings at 50%, 90%and 100%submittals (to 40 $150.00 0
be held at Palm Springs WVTP) $9D.D0 $6,OD0.00
12 Field Investigation Site Visits (3 separate 2-day visits planned) 60 $150.00 0 $90.00 $9,000.00
13 Bidding assistance 8 $150.00 0 $90.00 $1,200.00
* Construction period services not included in this proposal-to
be negotiated at a later date
Task 1A: Pre-Design Total 0 160 80 $31,200.00
Task 2.0: Final Design Total 0 589 140 $100,800.00
TOTAL PROPOSED ELECTRICAL DESIGN BUDGET: $132,000.00
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3 oF3
Engineering Services Proposal March 31,2009
ATTACIE"ENT A
SCOPE OF WORK
INTRODUCTION
The existing electrical infrastructure at the City of Palm Springs (City's) Wastewater Treatment
Plant is out-dated and in need of upgrades to attain a level of reliability normally present at
municipal wastewater treatment facilities. The plant's main switchboard, some of the motor
control centers and some underground duct banks powering critical treatment processes are over
40 years old and have recently experienced various component failures. In March, 2008, Carollo
Engineers (Carollo), in conjunction with Beecher Engineering (Beecher) completed a technical
memorandum comparing alternatives for upgrading the plant's major electrical infrastructure.
Based on City and Veolia (VWOS) review of this technical memorandum, it was recommended
to proceed with the design and construction of upgrades to the plant's power and control systems
as soon as practical, to significantly improve the plant's electrical reliability. This proposed
scope of work will define the efforts of Carollo in assisting Beecher and VWOS with
engineering services for the 2009 Electrical Upgrades Project, to be completed in the following
tasks.
Task No. Description
1 Preliminary Design of Electrical and Instrumentation Upgrades
2 Design Drawings and Specifications
SCOPE OF SERVICES
Task 1 - Preliminary Design of Electrical and Instrumentation) Upgrades
The intent of Task 1 is to further evaluate the plant's existing electrical and control systems,
project potential future electrical needs, and develop a phased plan for installation and expansion
of a new power distribution and instrumentation network that will improve reliability with new
equipment, but be easily expandable to accommodate future improvements. The findings and
recommendations will be compiled by Beecher in a preliminary design report, under separate
contract with VWOS, so that VWOS, Engineer and the City can agree on the design criteria,
scope, cost and anticipated schedule for the design and construction project to follow. Carollo
will assist VWOS and Beecher during preliminary design with process-related engineering
efforts to establish the scope of design. Refer to the attached Exhibit A-1 for details of Carollo's
anticipated effort for this task. A description of each sub-task follows:
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Page 1 of 3
Engineering Services Proposal Ca�,_D I I O I M March 31,2009
1. Project Future Electrical Needs J
a) Conduct meeting with process mechanical engineers, electrical engineers, VWOS
staff and City staff to brainstorm and agree on a list of anticipated and potential
future process and facility additions that will impact power distribution and
instrumentation systems.
b) Determine potential range of space and power requirements to accommodate
future projects.
2_ Attend Workshop with City and VWOS
a) Attend a one-day workshop with City and VWOS Staff to evaluate alternative
locations for future electrical infrastructure, along with a "phasing' schedule for
the future projects. In addition to Plant process upgrades and expansions, plazas
for power and control systems for a new Administration Building and for
alternative energy sources will be evaluated.
3. Review Preliminary Electrical Site Plans
a) Review (from a process engineering perspective) a set of"phased" Plant electrical
site plans which show electrical equipment locations and underground ductbank
routing for each anticipated "phase" of plant upgrade/expansion. Site plans will
also include conceptual sizes and locations for anticipated future process areas,
Administration Bldg and alternative energy areas along with upgrades to Digester
No.l and the Plant Water Pump Station.
b) Provide Beecher written comments on the phased site plans for incorporation into
preliminary design report.
4, Review Preliminary Design Report
a) Review and comment on Beecher's draft preliminary electrical design report and
provide comments from a process planning and engineering perspective.
Task 2 - Design Drawin s and Specifications
The intent of this task is to participate in the design process so that the electrical upgrades are
coordinated with potential future process and facility needs on the plant site.
1. Drawing and Specification Review
Review(from a process engineering perspective) drawings and specifications prepared by
Beecher at the 30% and 90% complete levels_ Provide written comments and attend up to
two workshops during final design to review and coordinate comments.
Page 2 of 3 P
Engineering Services Proposal March 31,2009
CArD I Ip
Time of Performance
It is anticipated that the Task I efforts will take place within two months following notice-to-
proceed, and the Task 2 efforts will be, spread over the course of approximately six months
following completion of Task 1.
Compensation
Compensation will be on a time and materials basis, based on Engineer's standard fee schedule
(included below in Attachment B). Total payments will not exceed $28,000.00 unless prior
written authorization for additional project budget is issued to Carollo by VWOS.
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Page 3 of 3 s
ExhihitA-1 -Anticipated Effort
Draft
Carollo Engineers
City of Palm Springs-Wastewater Treatment Plant
Electrical and Instrumentation Systems Upgrade
e
prcJoc! Prj.ct S.nlor SpCcor rant
Cade o $pnlorPro! Pmf. Prof. Rmr. A..l Prof. Tech Toery Admin (Intl-mgkppl
Uircm UborRrte. $234 S213 S197 S1s5 S134 $142 Side S90 S1a5
---------------
Labor Eatlmate
Taek
Total Houn 9sblgt.l Cpa
Task 1 Pmlimina Oeel n of Eloctdcnl and Ins"irrentatien Uoqrsdos
Totals for Task 72 36 32 0 0 0 0 0 0 no
1 1 ProJoct P.Wro Elcctncal Needs 0 iE 16 40 Sa 432
1.2 Attend Workshop 0 E $1,704
1.3 Review Prcllminary Sim Plane A a 3 20 S4,E1G
14 Rovlow Pnelimingry poai(In Report 4 G 12 52,428
Tack 2 Oosion Drawings and specifications
Totals for Task 4 16 16 0 0 0 0 0 0 00
^_1 nrawlnp end Speeifm',tlon Rorlew 4 18 Pi ae G7,495
Non-Labor Estlmat9.Basic Services
Hem Uni4 Ouantlty Rate
Mileage Me 750 90.510 $ . 383.
Mo.I+/Lcdgkij f Renlel Car pe G s200 S 1000
Travel(Aldam) Cann 4 $500 9 2,090
PECE t:nen-Hi 80 ,TES oo $ 720
Per Diem(monthJy) Each o $0 3 -
Reproduce 1.3 0 T 200 s -
5
Total Non-Labor Oasts
Total Task Order Coats
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