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Home My WebLink About052112-Staff-Report-2761-DTN-Contract City of Palo Alto (ID # 2761) City Council Staff Report Report Type: Consent Calendar Meeting Date: 5/21/2012 May 21, 2012 Page 1 of 4 (ID # 2761) Summary Title: BAO and Contract with DTN Engineers for Electrical/Mechanical Systems Design Title: Adoption of a Budget Amendment Ordinance in the amount of $249,918 to Provide an Additional Appropriation for the Electrical/Mechanical Systems Upgrade Project at the Regional Water Quality Control Plant (WQ-80021); and Approval of a Wastewater Treatment Enterprise Fund Contract with DTN Engineers, Inc. in a Total Amount Not to Exceed $249, 918 for Electrical/Mechanical Systems Design at the Regional Water Quality Control Plant-Capital Improvement Program WQ-80021 From: City Manager Lead Department: Public Works Recommendation Staff recommends that Council: 1. Adopt the Budget Amendment Ordinance in the amount of $249,918 (Attachment A) to provide an additional appropriation for the Electrical/Mechanical Systems Upgrade Project at the Regional Water Quality Control Plant (WQ-80021); and 2. Approve and authorize the City Manager or his designee to execute the attached contract with DTN Engineers, Inc. (Attachment B) in a not to exceed amount of $249,918 for engineering services for the Electrical/Mechanical Building Systems Upgrade Project at the Regional Water Quality Control Plant - Capital Improvement Program Project WQ- 80021; including $223,118 for basic services and $26,800 for additional services. Discussion May 21, 2012 Page 2 of 4 (ID # 2761) The Administration Building was originally constructed in 1975 to house advanced wastewater treatment systems for recycled water treatment. The advanced wastewater treatment system was decommissioned in 1986 and subsequently removed. Important recycled water pumps, motor controls, electrical, mechanical, and control systems still reside in the Administration Building. The Administration Building has undergone several modifications in recent years. The existing electrical systems are deficient in several aspects: (a) the existing electrical system is the original system and original manufacturer parts are no longer available, (b) the system does not meet the latest building code regulations, and (c) lacks standby emergency power backup in the event of a power disruption. Emergency power, in particular, is needed to support operation of the recycled water system as well as compressed air systems used to operate wastewater treatment equipment. Additional shortcomings include: (a) the recycled water distribution pumps being fed from a single source of water with no emergency backup supply and (b) the SCADA system, which provides communication and control of equipment, consists of wiring that is terminated on open terminal strips, which subjects the panel to dust and risk of water damage. This project will improve the reliability of the existing systems by providing emergency backup supplies and protective enclosures. The upgraded electrical system will meet code requirements, be above the flood elevation, include a back-up power source, and be properly sized for current and possible future needs. Scope of Services Description The scope of work includes design of a new electrical system with emergency backup power supply, a second source of water supply to the recycled distribution pumps, and protection for the SCADA system. The work also includes assisting the City during bidding, providing technical support during construction, and preparing the as-constructed record drawings for the project. Summary of Solicitation Process Proposal Title/Number Consulting Services for Administration Building Systems Upgrade Project At The Regional Water Quality Control Plant - RFP No. 144855 Proposed Length of Project 18 months May 21, 2012 Page 3 of 4 (ID # 2761) Number of Solicitations for Proposal mailed &/or emailed 10 Total Days to Respond to Proposal 36 Pre-proposal Meeting Date February 15, 2012 Number of Company Attendees at Pre- proposal Meeting 7 firms Number of Proposals Received: 6 Number of Companies Interviewed 4 Range of Proposal Amounts Submitted $182,590 to $263,608 Evaluation of Proposals An evaluation committee consisting of the RWQCP staff reviewed the proposals. Four firms were invited to participate in oral interviews on March 26, 2012. The committee carefully reviewed each firm's qualifications and submittal in response to the criteria identified in the RFP. The criteria used to evaluate the proposing firms included: quality and completeness of proposal; quality, performance, and effectiveness of the work plan; proposer's experience; proposer's ability to perform the work within the time specified; cost; proposer's financial stability; proposer's prior record of performance with the City; and proposer's compliance with applicable laws and regulations. DTN Engineers, Inc. was selected because of its innovations, understanding of project requirements, relevant project experience, and knowledge of project solutions. Resource Impact Funding of $249,918 from CIP Project WQ-04011, Facility Condition Assessment and Retrofit, will be transferred to CIP Project WQ-80021 via the attached Budget Amendment Ordinance (BAO). The additional funds from the BAO will cover the cost of the contract with DTN Engineers, Inc. There is no net change in the reserves of the Wastewater Treatment Fund. Policy Implications Authorization of this project does not represent a change in existing policies. Environmental Review This project is exempt from review under the California Environmental Quality Act pursuant to CEQA Guidelines Section 15301 (b), which includes repair and May 21, 2012 Page 4 of 4 (ID # 2761) maintenance of publicly-owned wastewater facilities involving negligible expansion. Attachments: A: Budget Amendment Ordinance (DOC) B: DTN Engineers Contract (PDF) Prepared By: James S. Allen, Manager, WQCP Department Head: J. Michael Sartor, Director City Manager Approval: ____________________________________ James Keene, City Manager Attachment A ORDINANCE NO.xxxx ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 2012 TO PROVIDE AN ADDITIONAL APPROPRIATION OF $249,918 TO CAPITAL IMPROVEMENT PROGRAM PROJECT NUMBER WQ-80021 PLANT EQUIPMENT REPLACEMENT The Council of the City of Palo Alto does ordain as follows: SECTION 1. The Council of the City of Palo Alto finds and determines as follows: A. Pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Council on June 20, 2011 did adopt a budget for fiscal year 2012; and B. In fiscal year 2012, the Council did not adopt a budget for CIP Project WQ-80021, Plant Equipment Replacement, within the Wastewater Treatment Fund; and C. Included in CIP Project WQ-80021 is the project at the Regional Water Quality Control Plant for upgrading the electrical system in the administration building. This project will improve the reliability of the existing systems by providing emergency backup supplies and protective enclosures; and D. A Request for Proposal was solicited for the design of a new electrical system. Bids were received from six qualified vendors and DTN Engineers, Inc. was selected with a bid of $223,118 for basic services, and $26,800 for additional services; and E. The existing appropriation balance of CIP Project WQ- 80021 includes amounts carried forward from the prior fiscal year for other items and is not sufficient to cover the costs of the contract with DTN Engineers, Inc. An additional appropriation of $249,918 is needed; and F. Funding of $249,918 from CIP Project WQ-04011, Facility Condition Assessment and Retrofit, will be transferred to CIP Project WQ-80021, Plant Equipment Replacement. G. City Council authorization is needed to amend the 2012 budget as hereinafter set forth. SECTION 2. The sum of Two Hundred Forty-Nine Thousand Nine Hundred Eighteen Dollars ($249,918) is hereby transferred from CIP Project WQ-04011, Facility Condition Assessment and Retrofit, to CIP Project WQ-80021, Plant Equipment Replacement. SECTION 3. The sum of Two Hundred Forty-Nine Thousand Nine Hundred Eighteen Dollars ($249,918) is hereby appropriated to CIP Project WQ-80021, Plant Equipment Replacement. SECTION 4. As specified in Section 2.28.080(a) of the Palo Alto Municipal Code, a two-thirds vote of the City Council is required to adopt this ordinance. SECTION 5. As provided in Section 2.04.330 of the Palo Alto Municipal Code, this ordinance shall become effective upon adoption. SECTION 6. This project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 (b), which includes maintenance of publicly-owned wastewater facilities involving negligible expansion. INTRODUCED AND PASSED: AYES: NOES: ABSTENTIONS: ABSENT: ATTEST: APPROVED: City Clerk Mayor APPROVED AS TO FORM: City Manager Sr. Assistant City Attorney Director of Public Works Department Director of Administrative Services