December 14, 2004
SUBJECT: Award of a Contract to Assess the Condition of Assets, including Structures and Equipment, at the Water Pollution Control Plant (F0306-77)
REPORT IN BRIEF
Approval is requested for the award of a contract to Carollo Engineers of Walnut Creek to provide engineering consulting services to assess the condition of all significant assets, including structures and equipment, at the Water Pollution Control Plant (WPCP). This data will be used to assist WPCP staff in the development of an Asset Management Plan, which will assist in long-term financial planning as well as optimizing operational reliability and insuring regulatory compliance.
BACKGROUND
Initial construction of the WPCP took place in 1954 with further additions and process modifications in subsequent years. Most of the concrete structures are showing signs of wear and aging in the facility's harsh chemical environment. Others are nearing the end of their useful life after nearly fifty years of continuous service. Additionally, the WPCP sits in an area with high susceptibility to liquefaction and the likelihood of high intensity shaking in the event of a high Richter Scale earthquake.
Taking all of these factors into consideration, staff has determined that a comprehensive and up-to-date review of the condition of all significant assets at the WPCP is advisable at this time.
DISCUSSION
Public Works and Purchasing staff developed Request for Proposals No. F0306-77 which was distributed to fifteen northern California engineering firms. The specified scope of services included performing an asset condition assessment at the WPCP, including physical testing and seismic risk evaluation.
Sealed proposals were publicly opened on August 4, 2004. Responsive proposals were received from Carollo Engineers of Walnut Creek, Olivia Chen Consultants of San Francisco, and Kennedy-Jenks Consultants of Palo Alto. All three proposers were invited to make presentations to an evaluation panel composed of Public Works and Purchasing staff.
The evaluation panel then scored and ranked the three proposals, based on the following criteria:
· Adherence to RFP requirements;
· Experience in structural and equipment testing and result analysis;
· Validity and reliability of proposed testing methods;
· Past client references; and
· Total cost to the City.
The evaluation panel determined that the proposal from Carollo Engineers offered the best value to the City. Carollo Engineers offered the only proposal with the desired product fully envisioned and included, and the firm has successfully completed several projects of this type for utilities in California and Hawaii. Carollo's proposal pricing was mid-range between pricing offered by the other two proposers. Staff, therefore, recommends award of contract to Carollo Engineers.
Under the terms of the negotiated contract, a draft of which is attached to this report, Carollo Engineers will develop a complete WPCP asset inventory, perform physical testing of assets on an as-needed basis; determine the remaining useful life of all assets; and make recommendations relative to asset repair and replacement. Deliverables include a written report, including full documentation of project methodology, as well as a fully-developed software program for long-term asset management, populated with all asset inventory and physical condition data.
FISCAL IMPACT
Project costs are, as follows:
|
Professional services for Asset Condition Assessment
(includes sub-consultant fees) |
$368,000 |
|
Additional or optional services, if approved in advance by the Director of Public Works, not-to-exceed |
$ 55,200 |
|
Total not-to-exceed cost |
$423,200 |
Funds are available in Public Works Special Projects No. 823140 - Structural and Infrastructure Assessment at WPCP and No. 823220 - Wastewater Data/Process/Service Assessment Studies.
RECOMMENDATION
It is recommended that Council award a contract, in substantially the same form as the attached draft and in an amount not to exceed $423,200, to Carollo Engineers to perform an asset condition assessment at the Water Pollution Control Plant.
Prepared by:
Elaine Wesely
Purchasing Officer
Reviewed by:
Mary J. Bradley
Director, Finance
Reviewed by:
Marvin Rose
Director, Public Works
Approved by:
Amy Chan
City Manager
Attachments
Draft Consultant Services Agreement (PDF)