HomeMy WebLinkAboutStaff Report 3.C 9/8/2014a]
DATE: September 8, 2014
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St -2 - SCE — Director, Public Works & Utilities
Leah G. Walker, P.E. — Environmental Services Manager
SUBJECT: Resolution Authorizing the City Manager to Amend the Professional Services
Agreement with Kennedy/Jenks Consultants, Inc. for Engineering and Design
Services for the Headworks Screen Upgrade and the Performance Optimization
Projects at the Ellis Creek Water Recycling Facility
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the City
Manager to Amend the Professional Services Agreement with Kennedy/Jenks Consultants, Inc.
for Engineering and Design Services for the Headworks Screen Upgrade and the Performance
Optimization Projects at the Ellis Creek Water Recycling Facility.
BACKGROUND
The City's Ellis Creels Water Recycling Facility (ECWRF) has been in operation since early
2009 and currently processes an average dry weather daily flow of 4.7 MGD (million gallons per
day). Generally the plant has worked well and has consistently achieved compliance with all
requirements. The primary issues being addressed at ECWRF by the headworks improvement
project is the inadequacy of the initial screening equipment at the headworks of the treatment
facility. The preliminary step in the treatment process is the influent headworks screens where
coarse materials, such as rocks, rags, branches, bottles, and plastics are removed. The existing
headworks screens allow certain materials, particularly non -woven disposable wipes such as
"handiwipes" to pass through to the downstream processes. Disposable wipes are routinely
placed in the toilet and cause major problems in sewer pumps where they tend to shred and bind
within a pump interior. Frequent maintenance to clear the pump is required. The existing
headworks screens were designed and installed before these disposable products rose in
popularity.
City staff selected Kennedy/Jenks Consultants for the engineering assessment and design
services for modifications to the ECWRF. Kennedy/Jenks was selected after a comprehensive
process including Request for Qualifications, interviews, and reference checks. The original
agreement was executed on August 19, 2013.
Agenda Review:
City Attomev Finance Director City Masag;r�
On July 21, 2014, Council approved the purchase of new equipment for the headworks facility
(Resolution No. 2014-123) from Huber Technology. The fabrication of the equipment is
expected to take over eight months. City staff is preparing to bid the installation of the equipment
separately and will require the subject engineering services to support the bidding and
construction phase of the project. Design phase services were included in the existing contract
and are not subject to the proposed action.
Staff recommends execution of Amendment 1 for Professional Services Agreement with
Kennedy/Jenks Consultants for Engineering and Design Services at ECWRF. The proposed
action meets Council Goal: "Plan for and implement priority capital projects as funding permits"
and, "Attract and retain businesses in Petaluma to enhance the tax base, jobs, and quality of life
of the community" and "Attract and Retain Businesses in Petaluma to enhance the tax base, jobs
and quality of life for the community".
The proposed action meets City Council goal: "Plan for and implement priority capital projects
as funding permits."
DISCUSSION
The purpose of this amendment is to expand the scope of services to include the bidding and
construction phase services. The amendment will increase the not -to -exceed limit and extend the
time period of the current agreement with Kennedy/Jenks. In addition, the amendment will
address changes in the project due to extra data collection, revision in the bidding approach for
the headworks project and preparation of an extensive grant application. The initial scope of
work included design of the headworks project, but did not include bid and construction phase
services. The following summarizes the findings of the overall plant evaluation performed by the
consultant.
The ECWRF evaluation by Kennedy/Jenks confirmed that additional facilities will be needed to
treat the projected loading, both liquids and solids portions, of the wastewater stream. ECWRF is
currently operating at near design capacity for organic loading although a significant buffer
exists for liquid capacity. Additional digestion and solids handling capacity will be needed in the
near future to address high Biochemical Oxygen Demand (BOD) loads from food and beverage
facilities discharging to the system. Modifications are necessary in the liquids treatment process
to increase BOD capacity of the aeration basins and for wetlands management. Additional
capacity is needed in the filtration and ultraviolet light (UV) disinfection capacity as demand for
recycled water increases. The solids treatment components are crucial to address immediate
needs and to allow for expansion or modification of liquids process components. Staff is
preparing to present the findings of the ECWRF process evaluation and propose next steps to the
City Council.
In addition to necessary plant modifications, the evaluation identified an opportunity to scrub and
reuse the byproduct of the solid digestion process, methane gas. Staff expects to propose the
addition of gas scrubbing equipment to allow the production of Compressed Natural Gas (CNG)
and a CNG pumping facility. The CNG is suitable to fuel City buses and garbage vehicles. Staff
is actively seeking grant funding for these and other facilities. The addition of the CNG
equipment would provide further opportunities for sustainability and reuse. The City submitted
an application to the California Energy Commission (CEC) for grant funding towards the
installation of CNG facilities. Petaluma Transit and Petaluma Refuse and Recycle provided non-
binding letters of intent supporting conversion to CNG as attachments to the CEC grant
application Although the City was not awarded a grant this year, the application was favorably
reviewed by the CEC and the City was encouraged to apply again in the next year's funding
cycle.
The installation of the headworks screening equipment will be bid as a separate contract from the
purchase of the equipment. The equipment fabrication is expected to be complete by April 2015.
The installation contract will be bid in approximately four months to allow time for mobilization
and site preparation prior to delivery of the equipment. City staff will oversee project
construction, but will require bid phase and construction support from the project designer,
Kennedy/Jenks, and the electrical and instrumentation designer, ArcSine Engineering.
In addition to bid and construction phase services, the amended Scope of Work addresses minor
additional work for the ECWRF evaluation, minor changes needed in bid documents for the
headworks screens and the CEC grant application. The tasks included in the amendment include:
Supplemental Data Collection: Additional field measurements necessary to calibrate the
hydraulic model as part of the liquids process assessment.
Pre -purchase Documents for Mechanical Screens: After initial assessment of the headworks
screen design, Kennedy/Jenks recommended and the City agreed that it would be expeditious
for the City to pre -purchase the equipment prior to bidding the headworks construction. By
purchasing the equipment ahead of time, the City could bid the construction project closer to
the delivery date of the equipment and have greater control in the selection of equipment.
Kennedy/Jenks will have created two sets of bid documents, one for the equipment and one
for the construction, in contrast to the original scope calling for a single bid document.
California Energy Commission (CEC) Grant Application: Kennedy prepared an application
to the CEC for biomethane production facilities. The methane produced at ECWRF could be
scrubbed and converted to Compressed Natural Gas (CNG) which could be used to fuel city
buses and refuse trucks in the future once these fleets are converted. Kennedy/Jenks oversaw
the preparation of the application, incorporating portions provided by City staff; and
financial, environmental, and economic development consultants.
Engineering Services during Bid and Construction Phases: Kennedy/Jenks will provide
assistance to the City during bid and construction phases, including review of submittals (i.e.
shop drawings), requests for information, change orders; startup assistance, participation in
construction progress meetings and preparation of as -constructed drawings and manual
revisions.
The scope of service cost for the above tasks is $213,963. The initial agreement included an
allowance for On Call Services of $75,000. After utilizing this allowance the total cost of the
amendment is $138,963.
FINANCIAL IMPACTS
The total 2014/15 CIP budget for this project is $5,306,000 for the ECWRF solids handling
(C66501305 - $2,984,000) and headworks screen upgrades (C66501306 - $2,322,000).
The agreement is for a period through June 30, 2015 at a projected cost not to exceed $731,583.
Staff recommends that the current Agreement with Kennedy/Jenks Consultants be amended by
increasing the total "Not to Exceed Amount' by $138,963 from the initial agreement amount of
$592,620 to $731,583. The additional services are within the project budget.
ATTACHMENTS
Resolution
Amendment 1 to Professional Services Agreement
4
Attachment 1
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT 1 FOR PROFESSIONAL SERVICES AGREEMENT WITH
KENNEDY/JENKS CONSULTANTS FOR ENGINEERING AND DESIGN SERVICES
AT THE ELLIS CREEI{ WATER RECYCLING FACILITY
WHEREAS, on July 21, 2013, City Council approved the execution of a Professional Services
Agreement with Kennedy/Jenks Consultants for engineering and design services at the Ellis
Creels Water Recycling Facility (ECWRF); and
WHEREAS, the agreement with Kennedy/Jenks Consultants commenced on August 19, 2013;
and
WHEREAS, the City of Petaluma with the assistance of Kennedy/Jenks Consultants has
assessed the ECWRF operations and compliance; and
WHEREAS, the City has determined that the headworks screening equipment of the ECWRF
must be replaced for effective operation of the treatment facility; and
WHEREAS, the City determined that it would be expeditious for the City to bid the purchase of
headworks screen equipment in advance of bidding the headworks construction; and
WHEREAS, the City has determined that bid construction phase support from the project
designer, Kennedy/Jenks Consultants, is required for the timely and effectual completion of the
installation of headworks screening equipment; and
WHEREAS, the City has determined that it would be beneficial to consider the addition of
facilities to treat and reuse another wastewater byproduct, methane gas; and
WHEREAS, the City directed Kennedy/Jenks Consultants to oversee the preparation of an
application to the California Energy Commission for grant funding for facilities to produce
compressed natural gas from methane gas; and
WHEREAS, the current contract amount, time, and scope of work is insufficient to pay for the
additional engineering services to be provided by Kennedy/Jenks Consultants.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma
hereby:
1. Increases the project budget by 5138,963, which increases the total contract amount from
$592,620 to $731,583.
2. Extends the time of completion for the agreement from June 30, 2014 to June 30, 2015.
3. Authorizes the City Manager to execute an amendment to the Professional Services
Agreement with Kennedy/Jenks Consultants in the amount of $138,963 for additional
services as described in the revised Exhibit A of the agreement.
AMENDMENT NO. 1 Exhibit A
TO PROFESSIONAL SERVICES AGREEMENT FOR
F.neineerine and Desitin Services for the Headworks Screen Unerade and the Performance
Optimization Proiects at the Ellis Creek Water Reevclina Facilitv
THE AGREEMENT entered into and effective as of August 19, 2013, by and between the City
of Petaluma, a municipal corporation and a charter city (hereinafter referred to as "City") and
Kennedv/Jenks Consultants. Inc. a California Corooration (hereinafter referred to as
"Consultant") is hereby amended as follows:
The following sentence is added to the end of Section 1, "Services":
In addition to the services described in Exhibit A, Consultant shall provide the additional
services described in Exhibit A-1 attached hereto.
The "Not -to -Exceed Amount" specified in Section 2.A is amended as follows:
Original Agreement Amount $592,620.00
Amendment No. 1 $138,963
Total Not -to -Exceed Amount $731,583
3. Tenn. The term of this Agreement commences on the Effective Date, and terminates on
June 30. 2015. unless sooner terminated in accordance with Section 4. Upon termination,
any and all of the City's documents or materials provided to Consultant and any and all
of the documents or materials prepared for City or relating to the performance of the
Services, shall be delivered to the City as soon as possible, but not later than fourteen
(14) days after termination of the Agreement.
IN WITNESS WHEREOF. the parties hereto have executed this document the day of
,20
CITY OF PETALUMA
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
APPROVED:
Department Director
CONSULTANT
sy gw", t%��r�.
Signature C
Name 4?d Title
1;?�% 8cH h,' 1 7� , Svv71e ZOv
Address
-52.7hr AAY4;L 6:9 S9`7lP
City State Zip
IN —21 H700'7
Taxpayer I.D. Number
I-- 0C)5C0g0
Petaluma Business Tax Certificate Number
Amendment To Professional services Agreenrenl (Scope - Cost - Tenn)
(1668283) March 2013
6
APPROVED:
Risk Manager
APPROVED:
Finance Director
file name:
2
Amendment To Professinnal Services Agreement (Scope - Cost - Tenn)
(1668283) March 2013
7