FROM: James D. Herberg, General Manager
Originator: Kathy Millea, Director of Engineering
SUBJECT:
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HEADWORKS REHABILITATION AT PLANT NO. 1, PROJECT NO. P1-105
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve a Professional Construction Services Agreement with Carollo Engineers, Inc. to provide construction support services for Headworks Rehabilitation at Plant No. 1, Project No. P1-105, for an amount not to exceed $16,500,000; and
B. Approve a contingency of $1,650,000 (10%).
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BACKGROUND
Carollo Engineers, Inc. was selected as part of a competitive, qualifications-based solicitation process to design Headworks Rehabilitation at Plant No. 1, Project No. P1-105. At the time of the solicitation, the Orange County Sanitation District (Sanitation District) documented its intent to award a subsequent agreement to the design consultant for continuation of engineering services during construction.
This project will rehabilitate systems including the metering and diversion structure, the bar screen building, the bin loading building, the main sewage pump station, the grit basins, the primary influent channels, and electrical power distribution and control systems. This project will also construct new facilities including a grit pump station, grit handling building, headworks odor control and chemical facility, a drainage lift station, electrical buildings, and other support systems. The original Headworks No. 1 facilities and other unused systems will be demolished as part of this contract.
RELEVANT STANDARDS
• Comply with California Government Code Section 4526 to engage the best qualified firm “on the basis of demonstrated competence and qualifications” and “negotiate fair and reasonable fees”
• Ensure the public’s money is wisely spent
PROBLEM
This project requires the design consultant to provide as-needed services during construction including submittal review, responding to the Contractor’s requests for information, reviewing construction change orders, participating in meetings, attending site visits, providing personnel training, preparation of standard operating procedures, providing startup assistance, and preparing record drawings.
PROPOSED SOLUTION
Award a Professional Construction Services Agreement with the design consultant, Carollo Engineers, Inc., to provide engineering services during construction.
TIMING CONCERNS
Engineering support services will be required at the start of construction. Construction is anticipated to start in May 2021.
RAMIFICATIONS OF NOT TAKING ACTION
The engineering support services needed to facilitate and review construction activities would not be available by the Engineer of Record, which may negatively impact the contract execution.
PRIOR COMMITTEE/BOARD ACTIONS
March 2019 - Approved a contingency increase of $5,083,398 (29%) to the Professional Design Services Agreement with Carollo Engineers for the Headworks Rehabilitation and Expansion at Plant No. 1, Project No. P1-105, for a total contingency amount of $8,939,398 (51%).
April 2018 - Approved a contingency increase of $2,103,104 (12%) to the Professional Design Services Agreement with Carollo Engineers for the Headworks Rehabilitation and Expansion at Plant No. 1, Project No. P1-105, for a total contingency amount of $3,856,000 (22%).
May 2015 - Approved a Professional Design Services Agreement with Carollo Engineers to provide engineering design services for the Headworks Rehabilitation and Expansion at Plant 1, Project No. P1-105, for an amount not to exceed $17,528,957, and approved a contingency of $1,752,896 (10%).
ADDITIONAL INFORMATION
Carollo Engineers, Inc. has successfully furnished engineering services for this project and their support services during construction will provide continuity through the completion of this project. Staff negotiated with Carollo Engineers, Inc. for these support services in accordance with the Sanitation District’s adopted policies and procedures.
A review of the proposed price was conducted using estimated quantities of requests for support, as well as level of effort for preparing record drawings. The level of effort for this project is likely to be proportionally higher than typical due to the greater complexity, risks, and longer duration. Based on this review, staff determined the negotiated fee to be fair and reasonable for these services.
The negotiated upper limit, however, is not based on the worst case scenario. Midway through construction, staff intends to present to the Board a review of the progress and risks encountered.
CEQA
The project is included in the “Headworks Rehabilitation at Plant No. 1 (Project No. P1-105)” Mitigated Negative Declaration (MND), State Clearinghouse Number 2019049152.
FINANCIAL CONSIDERATIONS
This request complies with authority levels of Sanitation District’s Purchasing Ordinance. This item has been budgeted (Adopted Budget, Fiscal Years 2020-2021 and 2021-22, Section 8, Page 54, Headworks Rehabilitation at Plant No. 1, Project No. P1-105) and the budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• Professional Construction Services Agreement
• Presentation