FROM: Robert Thompson, General Manager
Originator: Mike Dorman, Director of Engineering
SUBJECT:
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ELECTRICAL POWER DISTRIBUTION SYSTEM IMPROVEMENTS, PROJECT NO. J-98
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
A. Approve a Professional Construction Services Agreement with Brown and Caldwell to provide construction support services for Electrical Power Distribution System Improvements, Project No. J-98, for a total amount not to exceed $2,667,874; and
B. Approve a contingency of $266,787 (10%).
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BACKGROUND
Brown and Caldwell were selected as part of a competitive, qualifications-based solicitation process to design Electrical Power Distribution System Improvements, Project No. J-98. At the time of the solicitation, the Orange County Sanitation District (OC San) documented its intent to award a subsequent agreement to the design consultant for continuation of engineering services during construction.
This project will implement a load shedding system and arc flash mitigation system at Plant No. 1 (similar to Project No. J-117B at Plant No. 2), to extend the load shedding system and arc flash mitigation system to Distribution Center A at Plant No. 2 and provide electrical power monitoring and control improvements, add portable load bank connections and grounding system improvements at the Headworks and Effluent Pump Station Annex (EPSA) standby generation facilities, and replace aged transformers at Power Building B.
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”
• 24/7/365 treatment plant reliability
• 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, preparation of standard operating procedures, providing startup assistance, and preparing record drawings
PROPOSED SOLUTION
Approve a Professional Construction Services Agreement with the design consultant, Brown and Caldwell, to provide engineering support services during construction.
TIMING CONCERNS
Engineering support services will be required at the start of construction. Construction is anticipated to start in July 2025.
RAMIFICATIONS OF NOT TAKING ACTION
The engineering support services needed to facilitate and review construction activities would not be available from the Engineer of Record, which may negatively impact the contract execution.
PRIOR COMMITTEE/BOARD ACTIONS
February 2020 - Approved a Professional Design Services Agreement with Brown and Caldwell to provide engineering services for the Electrical Power Distribution System Improvements, Project No. J-98, for an amount not to exceed $2,240,000 and approved a contingency of $224,000 (10%).
ADDITIONAL INFORMATION
Brown and Caldwell have successfully furnished engineering services for the design of this project and their support services during construction will provide continuity through the completion of the project.
Staff negotiated with Brown and Caldwell for these support services in accordance with OC San’s adopted policies and procedures. A review of the proposed price was conducted using estimated quantities of requests for information, submittals, meetings, site visits, change order review, and design revisions, as well as the level of effort for preparing record drawings.
Based on this review, staff determined the negotiated fee to be fair and reasonable for these services. Staff are requesting a 10 percent contingency in case unanticipated professional services are needed during construction.
CEQA
The project is exempt from CEQA under the Class 1 categorical exemptions set forth in California Code of Regulations section 15301. A Notice of Exemption has been filed with the OC Clerk-Recorder.
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Budget FY 2024-25 and 2025-26, Section 8, Page 48, Electrical Power Distribution System Improvements, Project No. J-98) and an increase to the project budget is being requested as part of the annual budget update. The approval of this agreement will be contingent upon approval of the increased project budget as part of the budget update adoption.
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
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