HomeMy WebLinkAbout03-03-2015 C7 WRRF Program Contract AmendmentCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Carrie Mattingly, Utilities Director
Prepared By: David Hix, Deputy Director Utilities – Wastewater
SUBJECT: WATER RESOURCE RECOVERY FACILITY PROGRAM CONTRACT
AMENDMENT
RECOMMENDATION
1. Authorize the City Manager to execute a contract amendment with Water Systems
Consulting, Inc. for an amount not to exceed $79,300, and;
2. Authorize the City Manager to approve payment for the contract amendment, from the
sewer fund working capital if adequate funding is unavailable within the existing
contract.
DISCUSSION
Background
On January 21, 2014, City Council awarded a contract to Water Systems Consulting, Inc. (WSC)
for $2,225,383 to provide program management services for the Water Resource Recovery Facility
(WRRF) project. The WRRF project will address required upgrades to its treatment processes due
to the recent adoption of its revised National Pollutant Discharge Elimination System (NPDES)
permit that mandates the discharge requirements into San Luis Obispo Creek. The project will also
address aged infrastructure, future growth and a variety of other aspects.
Program Amendment
The program contract is comprehensive and covers a multitude of tasks to guarantee the WRRF
project successfully addresses all of the requirements and criteria identified by the City. Recent
evaluation of treatment processes and the public outreach elements of the program surfaced two
items that were outside of the scope of the contract. These two items warrant amending the existing
contract and will enhance the project.
Study. During the treatment process evaluation, a promising treatment alternative was presented
that deserves preliminary study. The initial calculations of the High Rate A/B process suggest
significant annual energy savings versus other processes, thereby reducing life cycle costs. Because
it is an emerging technology in the United States, a small size or “bench-scale” study is proposed. If
the study shows promise, then staff will return with next steps and possible larger, pilot testing
alternatives.
Outreach. Public outreach is an important component of the overall success of the WRRF project.
The community workshop and subsequent public input have shown substantial community interest
in the project. Many community members have expressed a desire for additional and on-going
information. Presently there is no approved funding and staff resources to develop and maintain a
project specific website throughout the duration of the project. The proposed website would be
utilized for the duration of the project (until 2021).
The scope of the Contract Amendment is further described in Attachment 1.
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WRRF Program Amendment Page 2
FISCAL IMPACT
The proposed amendment is outside of the current contract’s approved scope of work therefore
requires Council approval. The approved contract includes a contingency, but the proposed
amendment is outside of the approved scope of the work and there is insufficient funding in
contingencies for this request.
Presently, contract expenditures are tracking lower than anticipated. At this time it appears likely
adequate funding will be available at contract end to cover the proposed contract amendments.
However, if funding is not available at the completion of the project to cover these additional
expenses, Council’s authorization of this request will allow the City Manager to move funds
from sewer fund working capital to pay for the additional study and outreach proposed. There is
adequate funding for this request in the sewer fund’s working capital.
Fiscal Impact Summary
Costs by Type
Current Contract $2,225,383
Proposed Contract Amendment $79,300
Total $2,304,683
ALTERNATIVE
Approve scope amendment only. Council may choose to just approve the scope amendment. At
the point contract expenditures exceed the approved amount, staff would return to Council to
request the additional funding.
ATTACHMENTS
1. Scope Amendment
2. Amendment to Agreement
T:\Council Agenda Reports\2015\2015-03-03\WRRF Program Amendment
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PO Box 4255 l San Luis Obispo, CA 93403 l Phone: (805) 457‐8833 l Fax: (805) 888‐2764 l www.wsc‐inc.com
2/17/2015
Ms. Carrie Mattingly
Utilities Director
City of San Luis Obispo
879 Morro Street
San Luis Obispo, CA 93401
SUBJECT: PROPOSAL TO CONDUCT BENCH SCALE TESTING AND DEVELOP A PROJECT WEBSITE FOR
THE WATER RESOURCE RECOVERY FACILITY PROJECT
Dear Carrie,
We have prepared this proposal to provide the following additional services for the Water Resource
Recovery Facility (WRRF) Project: (1) perform bench scale testing to better understand the advantages
and disadvantages of the High Rate adsorption/bio‐oxidation (HR A/B) process; and (2) develop a WRRF
Project Website to inform and engage the community about the WRRF Project. The proposed services
are further described below and in the attached scopes of work.
Bench Scale Testing:
Based on the results of the process alternatives analysis and subsequent conversations with the
Core Management Team (CMT), we have prepared this proposal to perform bench scale testing to
better understand the advantages and disadvantages of the High Rate adsorption/bio‐oxidation (HR
A/B) process. The HR A/B process could provide benefits for the WRRF as described in the attached
scope of work, but only has full‐scale installations in Europe. The Program Management (PM) Team
has developed and submitted a draft Bench Scale Test Protocol; we expect to be able to cover the
cost of the protocol development within our existing budget. This amendment covers the scope to
construct and start‐up the test, support the operation of the test, analyze the data, and document
the findings in a technical memorandum (TM). The activities and deliverables included are
described in the attached scope of work (Task 19 – Conduct HR Bench Scale Testing).
As described in the Bench Scale Test Protocol, the bench scale will be constructed and be installed at
the WRRF where the PM Team will assist in the start‐up and operation of the test. The testing itself
will take up to 3 weeks and will involve WRRF operations, maintenance and laboratory staff to assist
with implementation, oversight, and sampling during the testing, as outlined in the Bench Scale Test
Protocol. The results of the testing will help the CMT determine if HR A/B should be carried forward
into subsequent project phases.
WRRF Project Website:
WSC’s current outreach scope included a round of stakeholder interviews, a community workshop,
study sessions and presentations with review bodies, and limited ongoing coordination with
stakeholders. The community workshop held June 4th, 2014, generated significant community
Attachment 1
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Ms. Carrie Mattingly, page 2 2/17/2015
interest in the project, and following that workshop, community members have reached out to City
staff to learn more about the project and how to stay informed and involved. The CMT believes a
Project Website is essential to keep the community engaged and informed about the project. The
CMT agrees that the current Utilities Department website in its current form is not sufficient for
communicating with the public about this important project. An engaging and tailored project
website is critical for the project and is needed as soon as possible to aid with outreach efforts for
current and future phases.
WSC is proposing to develop a Project Website that will be active for the duration of the project.
This scope includes development of the website as well as support for maintaining the website
through Phase 1 (June 30, 2015), as described in the attached scope of work (Task 20 – Project
Website).
Water Systems Consulting, Inc. (WSC) has teamed with Konig Media, a local website developer, to
develop the WRRF Project website.
The estimated cost for the proposed scope of services is $79,247 as shown in the attached cost
proposal.
Thank you for the opportunity to provide you with this proposal. Please feel free to contact us if you
have any questions or would like to discuss any aspect of our proposal in greater detail. We can be
reached at 457‐8833; Jeff is ext. 101 and Lianne is at ext. 108. We look forward to hearing from you.
Sincerely,
Water Systems Consulting, Inc.
Jeffery M. Szytel, PE, MBA
Program Manager
Lianne S. Williams, PE
Assistant Program Manager
Enclosures:
Attachment 1: Scope of Work for Bench Scale Testing (Task 19) dated 2/17/15
Attachment 2: Scope of Work for WRRF Project Website (Task 20) dated 2/17/15
Attachment 3: Cost Proposal dated 2/17/15
Attachment 1
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Task 19. Conduct HR Bench Scale Testing
Background and Objectives
The High Rate (HR) technology includes two processes in series, known as the Adsorption
Stage (A-Stage) and the Bio-oxidation Stage (B-Stage). Improved organics removal in the A-
Stage offers the following benefits over MLE:
Reduced B-stage energy demands due to lower organic loading to the B-stage.
Increased digester gas production due to higher organic removal in the A-stage.
Reduced capital cost due to a smaller footprint.
Preliminary calculations suggest that the HR process requires approximately 500 MWh/yr
compared to approximately 1,800 MWh/yr for the MLE process, a difference of 1,300 MWh/yr or
approximately $208,000 per year (at $0.16 per kWh). This energy comparison includes blowers,
pumping, and energy recovery associated with biogas production.
The bench-scale protocol has been developed to assess HR A-Stage performance at the
WRRF in comparison to primary clarifier performance. The bench-scale testing objectives are
as follows:
Estimate solids and organics removal of the HR A-Stage process, and
Compare HR A-Stage performance to the WRRF’s existing primary clarifier
performance.
The data collected with this bench scale testing will be used to evaluate the energy benefits of
implementing HR at the WRRF (rather than MLE), and to assist the City in making a decision to
carry the HR technology forward for further consideration. If the HR results are attractive, the
City should pilot test the HR technology to further investigate various full-scale conditions (e.g.,
performance under storm flows) and develop design criteria.
Task 19.1- Prepare for Testing
Under this task, HDR will procure equipment and materials for the bench scale testing. HDR
will construct the Seed Reactors and perform a water test with the reactors to confirm their
correct operation prior to arriving at the WRRF. Equipment and supplies for the bench scale
testing will be procured.
Key Assumptions:
Feed pump for raw wastewater to be provided by WRRF. Budgetary estimate does not
include procurement of feed pumps for Seed Reactor operation.
Laboratory analyses to be performed by WRRF lab (analytical costs are not included in
scope and budget)
Task 19.2 – Conduct Testing
Under this task, HDR will perform the bench scale testing with assistance from WRRF staff.
HDR will arrive onsite with the Seed Reactors and will startup the Seed Reactors. It is assumed
that the predetermined location for operation of the Seed Reactors will have electrical
connections (110V) for operation of two peristaltic pumps in parallel. It is also assumed a
WRRF Project
Bench Scale Testing
Scope of Work
2/17/2015
Attachment 1
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compressed air line is available at the predetermined location. After startup and troubleshooting,
the Seed Reactors will be operated for 5 to 7 days. During this time period, it is assumed that
WRRF Staff will be available to monitor operation of the Seed Reactor and report operational
issues to HDR (up to 6 hours per day – two hours per shift). HDR will coordinate with the
laboratory at the beginning of this task to review analytical testing, schedule, quantities, sample
bottles, turnaround times, etc.
After 5 to 7 days of stable Seed Reactor operation, A-Stage Testing will be performed. A-stage
testing is assumed to have a duration of 1 week (5 days) and will be performed on 5 different
days. It is assumed that the A-Stage testing can be performed in the laboratory with access to a
compressed air line. All analytical testing is assumed to be performed by the WRRF.
This task is assumed to have a 2 to 3 week duration.
Key Assumptions:
WRRF Staff provides staff to check Seed Reactor operation for duration of testing; it is
assumed that WRRF Staff can check on reactor during each shift (estimated level of
effort is average of 4 hours per day, seven days per week).
WRRF to provide 2 Staff members, for 8 hours per day, to perform A-Stage testing (5
days of testing).
WRRF to perform all laboratory analyses.
WSC Staff will provide day to day oversight of reactor after startup (estimated at 1 to 2
hours per day). WSC to provide 1 Staff to assist with A-Stage testing (6 hours for 5
days).
Seed Reactor operation site has access to power and compressed air.
Seed Reactor is operational and achieves steady state conditions after 7 days of
operation.
A-Stage testing will be performed over a 5-day period.
Testing activities to conclude no more than 3 weeks after Seed Reactor startup.
Task 19.3 – Data Analysis and Technical Memorandum
After all laboratory analytical results are available, HDR will analyze the data and provide a
technical memorandum (TM) that describes testing conditions, results and conclusions. A draft
TM will be provided for review. Comments will be incorporated into the final TM. The final TM
will be included as an appendix to the Final Facilities Plan. It is assumed that test results and
findings will be discussed during a conference call.
Key Assumptions:
One draft TM will be provided to the City for review. Comments to be incorporated into
the final TM. The final TM will be issued as an appendix to the Final Facilities Plan.
HDR will conduct a conference call to review findings from the testing.
WRRF Project
Bench Scale Testing
Scope of Work
2/17/2015
Attachment 1
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WRRF Project 2/17/15
Scope of Work for WRRF Project Website
1
The following scope of work covers development of a WRRF Project website, which will remain active
for the duration of the WRRF Project. The scope also includes support for maintaining the website
through June 30, 2015 (Phase 1).
TASK 20.0 PROJECT WEBSITE
20.1 Website Development
Meet with the Core Management Team (CMT) to collect information on the vision and plan for
the website.
Develop an informational project website with five (5) main pages for the following purposes:
(1) Relay information to the public. The information can include project and construction
progress, event notifications, information about community workshops, schedule of
tours for the facility, and more.
(2) Allow a portal for the community to submit comments, concerns, feedback,
compliments, and ideas.
(3) Upload documents related to the project to be more accessible to the public.
(4) Educate the community on the Facility itself such as treatment process, equipment, and
recycled water production.
(5) Obtain email addresses from community members who wish to receive quarterly email
updates on the project.
The website will be built with Wordpress in form and function similar to the new City web
design standards, allowing the City to manage content.
This task assumes 26 hours of support by WSC to participate in the website design and
development, including participating in website development meetings and providing feedback
on draft layouts and templates.
This task assumes the City will lead the website development and will populate the website with
content generated previously by the PM Team and City staff.
20.2 Website Maintenance
Once the website is developed, assist the City in maintaining the website with current content.
This task assumes 30 hours of support by WSC to assist with website maintenance during Phase
1.
Deliverables: WRRF Project website
Attachment 1
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Attachment 1 C7-8
Attachment 2
AMENDMENT TO AGREEMENT NO. 1
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on
_______________________, by and between the CITY OF SAN LUIS OBISPO, a municipal
corporation, herein after referred to as City, and WATER SYSTEMS CONSULTING, INC., hereinafter
referred to as Contractor.
WITNESSETH:
WHEREAS, in January 29, 2014 the City entered into an Agreement with Contractor for Program
Manager Services per Water Reclamation Facility Upgrade Project, Specification No. 91219 and
WHEREAS, the City desires to amend the scope of services to include specific Bench Scale
Testing and Development and Maintenance of a Project Specific Website and Contractor has submitted a
proposal for this purpose that is acceptable to the City.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained, the parties hereto agree as follows:
1. The scope of services and related compensation is hereby amended as set forth in Exhibit
A attached hereto.
a. Additional work to expand the scope of the project for the Water Master Plan to
include the additional services per proposal dated February 17, 2015 at cost not
to exceed $79,300 and based on the existing hourly rates established in the
original agreement.
2. All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year first written above.
ATTEST: CITY OF SAN LUIS OBISPO
____________________________________ By:____________________________________
Anthony Mejia, City Clerk Katie Lichtig, City Manager
APPROVED AS TO FORM: CONTRACTOR
_____________________________________ By:____________________________________
Christine Dietrick, City Attorney Jeff Szytel, Water Systems Consulting, Inc.
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