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HomeMy WebLinkAbout03-28-2017 Agreement between SLO City and CH2M Hill Engineers IncAMENDMENT TO AGREEMENT NO. 1 1111 THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on 2T�t hxqd4rtb 20Y and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City, and CI12M I -fill Engineers, Inc., hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on November 23, 201 S the City entered into an Agreement with Contractor for Design Services for the Water Resources Recovery Facility per Specification No. 91363; and WHEREAS, the City desires to amend the scope of services to include Architectural, future and existing facility design, value engineering modifications, concept valuation changes and MBR pre -selection, 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: I . The scope of services is hereby amended as set forth in Exhibit A attached hereto. 2. Project fees for the additional scope of work described in Exhibit A shall be paid in accordance with the Fee Estimate in Exhibit B attached hereto. 3. 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 Clerk APPROVED ASTO FORM: CITY OF SAN LUIS OBISPO .By: Mayor idi Carman / CONTRAC'T'OR By: U ►c, pry► CIC4 December 8, 2016 Mr. Dave Hix Deputy Director - Wastewater Public Utilities City of San Luis Obispo 879 Morro Street San Luis Obispo, CA 93401-2710 Exhibit A CH2M 1501 W. Fountainhead Pkwy Suite 401 Tempe, AZ 85282 (480) 966-8188 (T) (480) 966-9450 (F) www,ch2m.com Subject: City of San Luis Obispo — Water Resource Recovery Facility Project - Architectural, MBR, Existing Facility Upgrades and VE Dear Mr. Hix, As we progress towards the Design Development (60%) Stage of the Project, there are a number of changes that have occurred resulting in additional scope for the project. The additional scope of the project has developed in the following areas: Item No. 1- Architectural Scope Changes + Item No. 2 - MBR Facility Design w Item No. 3 - Existing Facility Modifications Item No. 4 - Value Engineering Modifications Item No. 5 — Concept Validation Changes ■ Item No. 6 — MBR Pre -Selection Item No. 1- Architectural Scope Changes The original scope of work included the following elements: 4 A new 12,200 square foot Water Resources Center. • 30% design for a new 12,881 square foot Maintenance Facility based on the revised Maintenance Facility Building Program dated October 16, 2015. The 60%, 95% and final contract documents were based on the original maintenance facility program and presented in the Facilities Plan. Remodel of the existing 3,800 square foot Administration Building to a Public Learning Facility. The current scope of`work for the project includes the following: A new 27,500 square foot Water Resource Center will be constructed. The spaces within the new WRC include an Interpretive Center, a large conference room, a new warehouse, maintenance space for the Water Distribution, Wastewater Collections and WRRF Operations, men's and women's locker facilities, process lab, team space for Water Distribution, Wastewater Collections and WRRF Operations, SCADA Control room, offices, lunch room and public areas. The existing Administration Building (3,800 sf) will be remodeled, with spaces generally serving the same functions as in the existing building. WRRF Operations will have the lab remodeled to serve as PAGE 2 NUMBER 8, 2016 a process laboratory and office spaces will be remodeled to house regulatory compliance. It is not anticipated that there are any structural modifications or space remodeling that will occur. The additional architectural scope of the project is related to the Combined Maintenance Facility Program identified in the October 16, 2015 document prepared by RRM Our original proposal only included effort through 30% Preliminary Design for these combined functions. Therefore, additional effort is required to reflect the change in the building programming for the additional design phases of the project including the 60% submittal, 95% submittal, Final Contract Documents, Bidding Services and building permitting assistance. The increase in personnel spaces as part of the increased staff functions in the Water Resource Center results in additional design for architectural, structural, electrical, HVAC, and plumbing. Item No. 2 — MBR Facility Design During the Concept Validation phase of the project, the City made the final decision to implement a Membrane Bioreactor (MBR) in lieu of the Conventional Activated Sludge (CAS) treatment train. The following items were included in the original scope of work and are deleted from the scope for secondary/tertiary treatment: A separate blower building • Two new final clarifiers, with new RAS and WAS pumps per clarifier Expansion of the filter feed pump station Expansion of the tertiary filter complex, including two new mono -media filters, new backwash pumps and air scour blowers The stated capacity of the MBR is still not determined. WSC recently issued a revised storm hydrograph. This revised hydrograph will require that CH2M re-evaluate the equalization basin capacity. However, the basic MBR Facilities required for treatment will be as follows: Membrane feed pump station, with submersible axial flow can arrangement pumps located in a wet well. Membrane tanks with the associated mechanical and control systems. The tanks will be equipped with tank covers, but will not be located in a building. Membrane tanks are proposed as above grade tanks, with gravity flow of return activated sludge to the bioreactors. • Membrane chemical cleaning systems, with chemical storage, metering, and cleaning systems located outside, under a canopy cover. • Blower room, including process aeration blowers and air scour blowers. Y Electrical room. ■ Permeate pumps, located outside under a canopy cover. The permeate pumps will pump flow to an in -pipe UV system. • The original proposal from GE for a 16 mgd sustained peak flow peak flow for 2 days with one train out of service required the following facilities; 1) 5 trains, 2) 10 full cassettes (room for 11) per train. This configuration would result in a net flux of 22.5 gfd with 4 trains. The revised proposal from GE for a 12 mgd sustained peak flow for 4 days with one train out of service requires the following facilities; 1) 5 trains, 2) 7.5 cassettes (room for 9) per train. This configuration would result in a net flux of 22.5 gfd with 4 trains. In addition to the MBR Facility, the following will be incorporated, based on MBR operating requirements: Primary effluent fine screen facility, with two screens with 2mm openings. The facility will include the fine screen channels and flow split gates for the bioreactors. The primary effluent screen facility WAGE 3 nECEMBER 8, 2076 will be located outside, with channel covers. Two washer compactors will be included for screenings washing/dewatering. The washer compacters and screening bin will be located outside. Primary effluent mixer. A primary effluent mixing chamber will be located upstream of the screens, with a vertical rapid mixer installed for mixing calcium hydroxide. WAS pumps configured for bioreactor surface wasting. Item No. 3 — Existing Facility Modifications The following existing facility modifications will be added to the project scope: Existing Digester Heating and Mixing System Upgrades. The WRRF Operations and Maintenance staff have requested that the heating and mixing systems for existing Digester No. 1 be replaced to match the new digester and be located with the heating and mixing systems for the new digester. The June 2015 Facility Plan identified that the mixing system for existing Digester No. 1 be replaced as part of the project; however, upgrade of the heating system was not specifically identified. In an effort to provide a complete mixing and heating system for the digester complex to optimize operation and maintenance, CH2M is proposing that the mixing and heating system for the new digester be expanded to include the digester heating and mixing system for the new digester. Thus, based on the scope identified in the Facilities Plan, the new work for this effort includes additional design of the expanded heating system, additional yard piping to connect the existing digester to the new mixing and heating system and the ancillary mechanical, electrical, and I&C work to incorporate the expanded scope elements. Structural work is limited to any provisions for modified piping penetrations of the structure. This scope does not include modifications to the existing digester gas piping systems. Sludge Storage Tank Piping Modifications. The WRRF Operations and Maintenance staff have requested that Digester No. 2 be converted to a digested sludge storage tank upstream of sludge thickening. This approach will provide significant flexibility for the operations staff in managing the dewatered sludge operation. The Facility Plan did not identify this approach so this scope is new scope added to the project. Digester No. 2 has a connection to the existing digester gas system. A site walk was conducted with WRRF to review the needs for converting the existing digester to a sludge storage system. It was determined that some of the valves/piping, given the age and potential condition need to be replaced. However, a detailed assessment is required to be conducted to understand the full scope. Thus, the specific scope required to re -purpose existing Digester No. 2 to a digested sludge storage tank is limited to modifications of the sludge inlet and outlet piping, level control and valve modifications. The sludge storage tank will be de -coupled from the digester gas system and will be connected to the odor control system. WRRF staff have requested that a new mixing system is required to avoid the existing gas mixing system. It is assumed that the installation of odor control for the Sludge Storage Tank will de -classify the space around the sludge storage tank and thus eliminate the need to upgrade other equipment to be in compliance with NFPA 820 and the NEC code. • Site Fire Protection System Modifications. The WRRF Program Management Team in conjunction with the City is anticipating that the existing Site Fire Protection system is inadequate and will require upgrades to meet the current codes and standards. The June 2015 Facilities Plan did not address the overall site fire protection plan or requirements. The level of effort for this scope is based on the assumption that the existing fire loop inside the WRRF site is adequate to meet the new fire flows. Thus, the planned scope to meet the current standards is as follows; 1) Installation of a new connection to the existing water main along the WRRF's entrance road to provide a new PAGE 4 DECEMBER 8, 20] 6 water supply that can meet the flow requirements, 2) installation of a new backflow assembly near the point of connection, and 3) connection to the existing fire loop. The scope includes modeling the fire protection system modifications to demonstrate compliance with the required fire flow. It is anticipated the existing Administration Building, and the new Water Resource Center will include sprinklers to reduce the overall site fire flow requirements. There may be additional spaces on the site where the Fire Marshall will require that sprinklers be added to existing spaces. The meeting scheduled with the City Fire Marshall will provide clarity on this item. The scope assumes adequate water supply is available to the site from the water main connection and fire pumps and fire water storage are not required. Additional Primary Clarifier Modifications. Subsequent to submittal of the Preliminary Design Report, the City has identified the need to evaluate and develop a plan for additional modifications of the existing primary clarifiers. The City has expressed concern that these pipes may experience severe corrosion given the fact that these pipes were installed in the 1940's. These additional improvements were not identified in the June 2015 Facilities Plan. The additional scope items include the following: 1) Repair of the primary clarifier influent pipes beneath the primary clarifier structures. For this scope item, the City will be completing an inspection of these existing pipes and will determine the structural condition of the existing influent pipes. For the purposes of this scope of work, it is assumed that the structural integrity of the existing primary clarifier influent pipes is intact, thus only slip lining will be required to replace these pipes. It is not anticipated that new pipes will be required to be installed beneath the existing primary clarifiers; 2) Replacement of all piping in the primary effluent island; 3) Replacement of the old biofilter pumps and upgrading with gates as necessary for individual primary clarifier effluent isolation, 4) Remove the two junction boxes located south of Primary Clarifier 1 and direct route the lines to the primary clarifiers. 10 Alkalinity Feed System. The current location of the alkalinity connection for off-loading chemicals is not conducive to safe and efficient delivery of chemicals. The June 2015 Facilities Plan did not identify the remedy of this issue. The specific scope of work for this item includes the relocation of the alkalinity off-loading connection. This scope includes the relocation of the chemical supply connection along the road where other chemicals will be delivered. A spill containment slab will be provided to capture incidental spills. CH2M is also to confirm the appropriate location for chemical dosing. Currently the WRRF is dosing above the amount required for nitrification for pH control. A sodium hydroxide dosing station is partially installed in tertiary treatment, and could be used for pH control to lower the calcium hydroxide dose. o Irrigation System Replacement. The WRRF Operations and Maintenance staff have identified that the existing landscape irrigation system is in poor working order and needs to be replaced. This item was not identified in the June 2015 Facilities Plan. The scope of work for this item is to replace the irrigation system serving existing and new landscaping. It is assumed that the irrigation system water will be supplied from the plant's W3 system. It is also assumed that the existing W3 system will be tapped at the appropriate location, a new backflow preventer and flowmeter will be installed to monitor the amount of reuse water being used on-site for irrigation. This item will be addressed utilizing a performance specification. PA6 E 5 DECEMBER 8, 2016 Item No. 4 - Value Engineering Modifications A value engineering study was conducted based on the Predesign Report and a decision was made to proceed with several of the value engineering cost saving revisions, including the following: • WSC has proceeded with re-evaluating the storm hydrograph, resulting in a reduction in peak flows to the WRRF. Additional equalization basin volume will be provided by expanding the existing equalization basin, resulting in a reduction of peak design flow to the liquids treatment processes. • Reduce the size of the membrane bioreactor system and the UV disinfection system to approximately 10 to 12 mgd or as small as possible based on lower peak flows and increased equalization volume. In order to incorporate the value engineering modifications, additional design work is required to revise design work already completed during the Predesign. The scope of the additional design work includes the following: 1. Value engineering proposal evaluations, including presentation development and attendance at meetings occurred during September and October 2016. The original design scope included providing responses to value engineering comments, but did not include design or analysis related to value engineering. 2. Update treatment plant hydraulic modeling based on the peak flow revisions. This task will include an update of the hydraulic profile. Update treatment plant process modeling, based on the revised flow to treatment. 3. Revise membrane bioreactor and UV disinfection system sizing and update design memoranda based on the reduced size. Coordination with equipment suppliers based on the revised system sizing. 4. Expand the flow equalization pond size to the north to increase flow equalization capacity. This task includes developing sizing criteria, coordinating geotechnical and civil requirements for the increased size, design for equalization modifications, including developing drawings, and developing a basis of design memoranda for the revised sizing. S. Cost estimate update to incorporate value engineering revisions. 6. Develop a Bridging Document, summarizing the value engineering modifications, basis of design revisions, and information as needed for cost estimating and as required to proceed with final design for the value engineering modifications. Deliverables for Task 4 include the following: Presentations and meeting notes (for meetings already conducted, through October 14) • Updated hydraulic profile, incorporating the value engineering modifications Updated mass balance Updated design memoranda summarizing the revised sizing for the MBR and UV disinfection systems including an updated process flow diagram • Flow equalization basin design drawings and basis of design memoranda. Final design drawings will be developed concurrently with final design for the WRRF project. Preliminary drawings will be developed initially and submitted with the basis of design memoranda. a List of existing facilities that will remain and facilities that will be demolished. • Documentation of management of flow events greater than the 10 -Year design storm. Updated construction cost estimate, incorporating the value engineering revisions. Site plan including a list of upgrades and design criteria PAGE 6 DECEMBER Y.,, .2.01 E Item No. 5 — Concept Validation Changes The intent of the Concept Validation tasks included in the original scope of work was to evaluate three elements of the project: 1) Treatment options to facilitate future potable reuse, 2) Dual treatment for peak flow events, and 3) Effluent cooling utilizing wetlands. Consideration of theses alternative has provided the City the opportunity to consider additional options that were not previously considered in the City's 2015 Facilities Plan. As it stands today, there has been significant consideration, dialogue and discussion of each of these alternatives with the City and the Program Manager. This additional consideration, dialogue and discussion with the City has resulted in additional work and effort by CH2M beyond the original scope of work for these items. The paragraphs below will provide a detailed discussion of the additional work that has been completed for each area. itr: fn N Treatment Options to Facilitate Future Potable Reuse In an effort to position the City on the path to potable reuse, during the Concept Validation stage of the project the City decided to utilize a membrane bioreactor (MBR) in lieu of conventional activated sludge (CAS). Utilizing an MBR will achieve the following benefits for the City: Consistent production of high quality Title 22 reuse water to maximize effluent reuse. Consistent production of high quality effluent that will consistently meet the NPDES permit limits. Position the City to implement future potable reuse and preserve some existing facilities in an effort to achieve that goal. For example, not utilizing the tertiary filters to produce Title 22 effluent will preserve them for future utilization in an advanced treatment scheme aimed at implementing indirect or direct potable reuse. CH2M expended additional effort beyond the scope of work in developing and evaluating detailed information to compare MBR with CAS. This additional effort included the following items: • CH2M conducted the following additional workshops: 1) December 15, 2015, 2) MBR 101 workshop on February 9, 2016, 3) Triple Bottom Line workshop on February 24, 2016, 4) MBR Working Session on March 16, 2016 and 5) an MBR Follow Up workshop on March 23, 2016. The additional effort associated with these workshops included advanced preparation of the presentation materials, review of these materials with WSC and then presentation to the City team. CH2M attended with the City and the Program Manager the IRWD and Fillmore MBR site visits on February 10 —11, 2016. • CH2M arranged and led the City of Henderson and City of North Las Vegas site tours on June 23, 2016. CH2M produced multiple versions of the MBR and CAS cost comparison utilizing our CH2M Cost Parametric Estimating System. Item No. 2 — Dual Treatment for Peak Wet _Weather Events The original focus of this task was to evaluate dual treatment for disinfection to optimize infrastructure provided to treat wet weather flows. This was later expanded to CH2M working with the City's Program Manager to identify and evaluate treatment alternatives aimed at "right sizing the secondary and tertiary treatment train" as well as developing approaches to manage the peak wet weather events. The specific additional work that has been completed includes: Multiple meetings were conducted with the Program Manager in discussing alternatives for managing peak wet weather events. Included in these meetings were consultations with CH21VI Wet Weather Senior Technical Consultants seeking advice and approaches aimed at reducing the size the of the wet weather events. Process evaluations and cost estimates were developed to evaluate potential scenarios. These meetings, consultations, and evaluations resulted in the approach to focus on a strategy to expand flow equalization, coupled with the Program Manager revisiting the design storm hydrograph based on updated rainfall data. PAGE 7 DECEMBER 8, 2016 Item No. 3—Cooling Wetlands. There has been additional effort expended in evaluating and considering the alternative of implementing the cooling wetland for effluent cooling. The additional effort included the following items: • CH2M conducted the additional following workshops: 1) December 17, 2015, 2), August 24, 2016 and September 29, 2016. The additional effort associated with these workshops included advanced preparation of the presentation materials, review of these materials with WSC and then presentation to the City team. ■ CH21V1 attended an additional meeting with the Regional Board on June 3, 2016. Based on the last workshop with the City on September 29, 2016, the City is requesting that additional analysis be conducted to determine the long term implications of implementing cooling wetlands. The City's Program Manager has requested that CH21VI implement the relocation of the cooling towers and addition of the new cooling towers on the southern end of the site. The final decision on the implementation of wetlands will occur at a later date. Item No. 6 — MBR Pre -Selection In late March 2016, the City of San Luis Obispo Utility Department made the decision to utilize a Membrane Bioreactor (MBR) technology for implementation at the City's Water Resource Recovery Facility (WRRF). This decision was based in part of the City's consideration for the future implementation of Potable Reuse at the City's WRRF. Thus, this scope of work is for CH2M to work with the City's Program Manager and the City to go through a process to pre -select the MBR manufacturer, approve the submittals for the selected manufacturer and assign the final equipment contract to the City's contractor. The basic tasks that will be required to accomplish this are as follows: • Establish the Bidding Requirements • Develop the Contract Forms • Develop the Conditions of the Contract • Prepare the Technical Specifications • Develop Required Drawings Conduct Vendor Presentations Prepare Addenda • Conduct a Bid Evaluation and Recommendation Review Equipment Supplier Submittals This scope of work has been prepared with the following assumptions: • CH2M will be required to coordinate with the State Board Division of Financial Assistance to confirm that all pre -selection activities are in compliance with SRF requirements • Pre -selection will incorporate elements of the Project Charter • CH2M will be required to coordinate with the City's Legal and Finance Department • The MBR is separate from any other equipment pre -selection process • The pre -selection of the MBR will be conducted as a separate and distinct task • The MBR pre -selection will be conducted to position the City for future potable reuse alternatives Criteria specific to obtaining log removal credits will be included in the pre -selection documents Section 1— Scope of Work The specific scope of work for this effort is as follows: Task 1- Bidding Requirements CH21VI will be responsible for developing the Bidding Requirements for the project. The specific items that will be developed include: — Invitation to Bid — Instruction to Bidders — Bid Form — Supplements including: • Bid Schedule A — Bid Schedule A — Life Cycle Cost Evaluation Form and Worksheets ■ Bid Schedule B — Warranties and Service Contracts Bid Schedule C—Technical Data for Membrane System Bid Schedule D — Scope of Supply v Bid Schedule E — Drawings Bid Schedule F — Baseline Wastewater Quality Conditions — Bid Bond Form This task includes one meeting to coordinate with the City's pre -selection and legal department on the Bidding Requirements for pre -selection. Deliverable: Bid Documents Task 2 - Contract Forms CH2M will be responsible for developing the Contract Forms for the pre -selection. The specific items that will be developed include: — Agreement including the following sections: — Supplementary Conditions and Supplements: ■ Exhibit A-1: Assignment of Contract, Consent to Assignment, Acceptance of Assignment Exhibit A-2: Agreement to Assignment by Sellers Surety — Performance Bond — Payment Bond This task includes one meeting to coordinate with the City's pre -selection and legal department on the Contract Forms for pre -selection. Deliverable: Contract Forms Task 3 - Conditions of the Contract CH2M will be responsible for developing the Conditions of the Contract for the pre -selection. It is anticipated that the Standard General Conditions of the Procurement contract utilized will be Engineers Joint Contract Document Committee (EJCDC) general conditions. It is assumed that the EJCDC General Conditions contract are acceptable to the City. Supplementary Conditions will also be developed that are specific to each pre -selection. This task includes one meeting to coordinate with the City's pre -selection and legal department on the Conditions of the Contract forms for pre -selection. Deliverable: Conditions of the Contract Task 4 - Technical Specifications CH2M will be responsible for developing the technical specifications required for the pre -selection of the equipment. The technical specifications that will be developed for the pre -selection of the MBR equipment will include: — Technical Specifications: PAGE 9 DECEMBER 8, 2016 ■ Division 1: Section 01011— Summary, Section 01025 — Measurement and Payment, Section 01250—Contract Modification Procedures, Section 01301—Administrative Requirements, Section 01601— Product Requirements, Section 01701— Special Services • Division 9 — Finishes • Division 11— Equipment • Division 13 —Special Construction • Division 15 — Mechanical ■ Division 16 — Electrical Deliverable: Conditions of the Contract Task 5 — Drawings CH2M will develop a general layout drawing to inform the equipment suppliers the area allocated for installation of the equipment. Deliverable: General Layout Drawings Task 6 - Vendor Presentations It is anticipated that as part of the equipment pre -selection process, the potential equipment suppliers will come in and make a presentation to the Program Management staff and the City WRRF staff. The purpose of these presentations is for the potential equipment vendors to present the performance and operating requirements of their equipment. It is also anticipated that the WRRF staff that will be responsible for the operations and maintenance of the equipment can become knowledgeable and familiar with the equipment to understand the pros and cons of each equipment supplier. This task assumes that there will be up to three presentations MBR equipment vendors. For this task, it has been assumed that two CH2M team members will be in attendance at the presentations. Deliverable: Presentation Summaries Task 7 - Addenda Preparation and Bid Evaluation It is anticipated that based on the Vendor Presentations, questions and clarifications that evolve from issuance of the contract documents, that an addenda will be required. Furthermore it is anticipated that only one addenda will be needed for each equipment pre -selection activity. The addenda will be issued prior to the bid for the equipment but after the Vendor Presentations. Upon receipt of the bids from the equipment vendors, CH2M will complete an evaluation of the bids for compliance with the contract documents. CH2M will then make a recommendation to the City for award of the preferred equipment supplier based on the selection criteria provided in the contract documents. CH2M will submit a formal letter to the City with a recommendation for award. Deliverable: Addenda and Letter for Recommendation of Award Task 8 - Supplier Submittal Reviews CH2M will perform up to 2 submittal reviews for each equipment vendor. The objective of these submittal reviews is to ensure that the assignment of the contract to the Contractor for construction is completed with the approved submittals. If more than two reviews of the submittals is required, CH21VI is entitled to additional compensation if required. Deliverable: Submittal Review and Comments Detailed Fee Estimate City of San Luis Obispo Water Resource Recovery Facility EXHIBIT B Office/Cleric.1 �� . i ■ramiaaoam�a�m�m�aa■r�m■�m■r�m , �ooro���ia�i���m��® :� � �ma�at's�tsta•000000�oo�a■�o����or�oo���o�:a�������� � ® :. t,mo ®�ta�o�m�t,m©��t�aot�o�ta�t',■0m��ur��m�m��o�f������o �r�r �t�a000sm■�ot�o■��o om��omo�� ����■����� � �■m■ram:�■000�■000�o®�a■�o■a�■��■o■m�o�o�n■oo0o ������■■�����■�ra � � � o oAm m ®ria �o��o ■rat�m� ��m�■m �i■� o �t�ta��oo�ta�■a■or�ta•®t�m� ���ta�ta•o��t��m�e����t��t��������� �� ��o � taooa��o�tao■o��o�oo�o■��o�asA��oo���o�n■o�■�����������o . �■■moo®■o�oo��o��o0 0tto■�■�o mo■0�o�0�0�■■������ . o�o�o�m�e�o0o���e�mr■r0��a�;a®gin■ o�atarrm�ta omoo�000�■u■� ���� .; , ��■�0�00�0 ■�o�:ata�am�o�o�or��:am�oro�ort�ao�� �� o�� � ���■o ■�� �m�t�a■��0���� :: v ... :: oma�om�i�so�o�om��o■���am����oon��■�:vim•■�i��■�■��■�■�■ � • ooaamot�ta■o■o�o�a■o■��a■i�o■r�o�oo � ■000n�0o■im■��■���■������■� ■�� • ta��aamo�m�o��o��o■�mt�tam��a��o�omo�ar��� �■����� •• 0�00o to tam■moo■Er��■■�o��o�ao�■��■�a0o�■No���■��■������� . �t�oo■o�r�■��a���:a�t�a����a�®t��t����t�a■®�tv��a�■®��■r�:a�a�a� r N City Manager Report Final City Manager Approval Approver Name ! Date Approved City Administration K. Lichtig 11/17/15 Reviewer Routing List Reviewer Name Date Reviewed Finance & Information Technology DJJ 11/6/15 Public Works Barbara Lynch 11/6/15 City Attorney Jma 11/10/15 FROM: Carrie Mattingly, Utilities Director cgm PREPARED BY: David Hix, Utilities Deputy Director — Wastewater DCH Award Contract to CH2M Hill Engineers, Inc. for the Engineering Design SUBJECT: Services for the Water Resource Recovery Facility Project, Specification No. 91363 RECOMMENDATION Authorize award of contract for the Engineering Design Services for the City of San Luis Obispo Water Resource Recovery Facility Project, Specification No. 91363, to CH2M Hill Engineers, Inc. in the amount of $6,229,323. DISCUSSION On July 7, 2015 (Attachment 1) the City Council approved the issuance of the Request for Proposals for the Engineering Design Services for the City of San Luis Obispo's Water Resource Recovery Facility (WRRF) Project. The scope of work includes the preliminary and final design of the project which comprises: 1. Upgrades to meet discharge requirements of the City's recently adopted National Pollutant Discharge Elimination System (NPDES) permit; 2. Treatment of future additional flows identified in the City's General Plan; 3. Replacement of aging infrastructure; 4. Maximizing the production of recycled water; and 5. Incorporation of interpretive features and public amenities to the facility. The City received proposals from four consulting firms on August 6, 2015. An evaluation panel consisting of staff from the Utilities and Public Works Departments and program manager Water Systems Consulting, Inc., reviewed the proposals and interviewed three consultant teams. The Award of Engineering Design Services for the WRRF Project, Specification No.91363 Page 2 evaluation and consultant selection were based on the following criteria set forth in the request for proposals: 1. Quality, clarity and responsiveness of the proposal; 2. Demonstrated competence and professional qualifications of the proposed team, including the project manager and key team members; 3. Proposed approach for working effectively with the Program Management team; 4. Proposed approach in completing the work; 5. Proposed schedule; 6. References; and 7. Proposed fee. Consultant interviews were conducted on September 15, 2015 and, based on the above criteria, it is recommended the contract be awarded to CH2M Hill Engineers, Inc (known as CH2M). CH2M is a nationally recognized wastewater and water design firm. CH2M's presentation and proposal (Attachment 2) demonstrated its clear understanding of the project and tenets of the WRRF project charter. The proposal evaluation team unanimously selected CH2M as the superior firm to provide design engineering services for the WRRF project. CH2M will bring innovation from its extensive experience and bench depth of technical expertise. It has proposed an exciting approach of an integrated water strategy to maximize recycled water along with a strategy to ensure process reliability, optimization of plant performance and efficiency at a reasonable cost. CH2M is committed to involving City staff from day one to guarantee facility functionality and ultimate operational success. Locally, Cannon Engineering of San Luis Obispo will be an integral partner with CH2M for this project along with RRM and Seed. The Nature Conservancy is also expected to be a project partner. Lengthy discussions and negotiations were required to ensure the proposed work scope will successfully deliver the project. CH2M has submitted a revised scope of work that City staff are confident will result in a WRRF that will truly be a community asset (Attachment 3). FISCAL IMPACT On July 7, 2015, the City Council authorized the City Manager to award the contract for Engineering Design Services, if the selected proposal did not exceed $6.3 million. CH2M's proposed compensation for design services for the WRRF project is $6,229,323 (Attachment 4). A total of $7.3 million has been identified in the 2015-17 Financial Plan, Capital Improvement Plan, pages 3-72 to 3-75, Water Resource Recovery Facility for design engineering services. The Sewer Fund has adequate funding to execute this agreement and proceed with design. CONCURRENCES The Public Works Department reviewed proposals and participated in the selection process. Its representative concurs with the Utilities Department recommendation. Award of Engineering Design Services for the WRRF Project, Specification No.91363 Page 3 ATTACHMENTS 1. July 7 2015 Council Agenda Report and Re nest for Proposal, Specification No. 91363 2. C112M Proposal dated August 6 2015 3. Agreement between the City of San Luis Obispo and CH2M dill En ineers Inc. 4. l xhibit A CH2M Revised Scope of Work Fee Estimate and Schedule TACityManager Reports\Utilities12015\WRRF Design Award CH2M 12 Council Agenda Report f �qt w Meeting Date; 1/3/2017 FROM: Carrie Mattingly, Utilities Director PREPARED BY: David Hix, Deputy Director — Wastewater Jasmine Diaz, Assistant Program Manager — WSC SUBJECT: WATER RESOURCE RECOVERY FACILITY PROJECT — DRAFT PREDESIGN AND COST ESTIMATE; CH2M CONTRACT AMENDMENT RECOMMENDATIONS 1. Receive and file the Water Resource Recovery Facility Draft Predesign Report; and 2. Approve a CH2M contract amendment in the amount of $1,519,049 for changes in project scope and membrane bioreactor preselection. Report -In -Brief The City's Water Resource Recovery Facility (WRRF) Project draft Predesign Report has been prepared based on the July 2015 Facilities Plan and City Council direction on four project components. The City Council authorized a State Revolving Fund application up to $140 million at the December 13, 2016 meeting. The draft Predesign Report estimates project construction costs between $91.8 and S119.3 million with total project cost going forward, including construction and professional services, is estimated between $107 and $140 million, inclusive of all contingencies and estimated price escalators. City Council is being asked to receive and file the draft Predesign Report (PDR). The purpose of filing the PDR is to present the bridge between the Facilities Plan and the path towards final design. To best support future potable reuse and regulatory requirements, the secondary/tertiary process recommended in the Facilities Plan, which was the basis for the CH2M design contract, has changed from conventional activated sludge and granular media filtration to Membrane Bioreactor (MBR). The benefits of MBR vs conventional filtration is outstanding performance in meeting current and future regulatory requirements and best positioning the WRRF towards potable reuse. Due to the assortment of MBR process configurations available from manufacturers, the specific type of MBR. must be selected now to move forward with project design. Other changes to the design project scope have also been required. Authorization of a CH2M contract amendment in the amount of $1,519,049 is being requested to do this work. If approved, CH2M's contract amount would be $7,748,372. The following are the WRRF project summary highlights: The December 1, 2014 NPDES (National Pollutant Discharge Elimination System) permit issued by the Central Coast Water Board for the City's Water Resource Recovery Facility (WRRF) requires process changes to the facility in order to meet the new regulations. Packet Pg. 235 12 2. The City needs to rebuild and rehabilitate many components of its Water Resource Recovery Facility on Prado Road in order to maintain compliance with its Central Coast Water Board permit to discharge water to San Luis Obispo Creek. The facility has been on-site since the early 1900's. Structures and processes built over time must be modernized. 3. The City kicked off the Water Resource Recovery Facility (WRRF) Project in January 2014. Focus group outreach, community workshops, and City Council feedback created a WRRF Project vision to create a community asset that is recognized as supporting health, well-being and quality of life. The Project Mission is to deliver a Water Resource Recovery Facility in partnership with stakeholders that provides economic, social and environmental value to our community. 4. The City is, essentially, rebuilding the Water Resource Recovery Facility at its current site. When complete, it will position the City to create an additional 1500 acre feet per year for potable water reuse while further improving the quality of the 1800 acre feet of water discharged to San Luis Obispo Creek for environmental benefits. The City has applied for a $140 million State Clean Water Revolving Fund loan in order to fund the Water Resource Recovery Facility project. The City has been preparing its wastewater fund to support this loan. Rates are expected to continue to track with past projections of increasing 3 / 3-1/2% a year to support both operations and capital work efforts of the wastewater division. BACKGROUND From Sewer Farm to Water Resource Recovery Facility The City of San Luis Obispo has processed- the community's wastewater on property off Prado Road between Higuera Street and Highway 101 since 1920 when the City purchased Schow Place, a 10 -acre sugar beet farm, for $2,000. Over the last century, many wastewater treatment process changes have occurred and the plant has grown with the City. Noteworthy changes to the plant occurred in 1994 when a project to improve plant processes also focused on improving habitat for fish in San Luis Obispo Creek. This was the beginning of a decades -long journey that has expanded what was a sharp focus on solely meeting minimum regulatory requirements to include the provision of recycled water in - 2006 for irrigation purposes (as well as the dedication of environmental water to San Luis Obispo Creek.) to energy - Packet Pg. 236 12 recovery, beneficial reuse of biosolids, a major energy efficiency project completed in 2015, and a purposeful shift toward One Water resource management. The plant's name was changed from Water Reclamation Facility to Water Resource Recovery Facility in 2014 to better represent its function as a facility to treat and recover water for beneficial uses. The property on which the WRRF is located is also currently home to the City's Corporation Yard, Transit Operations bus barn, Prado Day Center, a small bore gun range, a secured storage yard, and part of the Bob Jones Trail; all of which, over time, have constrained the way the WRRF has been able to grow. Over the last century, equipment, processes, piping, and assorted buildings related to treating wastew While maintained to high standards, the plant will no longer meet future discharge future discharge requirements... Some processes installed in 1920 are still operating; while other processes, piping systems, and several buildings have reached the end of their useful lives and need to be demolished. The WRRF operates under a permit issued by the Central Coast Water Board. This permit is called a NPDES permit. NPDES stands for National Pollutant Discharge Elimination System. The NPDES permit, which has a five-year term, details both prescriptive and narrative parameters the Water Resource Recovery Facility must meet in order to operate in compliance with the permit. If the permit parameters are not met the City can be assessed regulatory fines. There are numerous complex rules surrounding the plant operation. The City's current WRRF NPDES permit runs through November 30, 2019. Packet Pg. 237 12 Water Resource Recovery Facility The WRRF Project kicked Project off in January 2014 with the selection of a program manager (WSC) and the creation of a project charter. Water Resource Recovery Facility Project The WRRF Project Charter PROGRAM CHARTER is a key tool that has been, Engage. Transform. Sustain, and will continue to be, used as a filter to inform vision knowledge-based decision CrOam te a comuw rdy assol tial is rognlzod as supporting health, woll Doing and qua4ly 01100 making for the project. Mission Months of varied Qaliver a Walm Resmc.rce Recovm Facility n partnership wth stakeholders Ilial prow -es amncam, sodal and environmental value to our community stakeholder engagement and outreach infonned the Objectives and Performance Measures WRRF Project Facilities ECpndm]C Environmental Social • Oetniee oepW tMasl ,l -a Ire • O'—lop esc ,mplarnw,t o hdlaec • Create and suslaw il,- s Plan. The Facilities Plan tads a* avai0gy w menmzo$,s—aolo P"OnA46 raldt pail$W rwthe h(trI►wraeeelt*fmlm,pyr• "am cera 0—Y-4.—ga' As ov+nwwry took the project to about ten "dourlN rM1unM*6d nvrowroup . Aw"an IAl&"YR�Mlr and taserdeml. 11a 04h am w,up4y patala �na�a5a dedk.adleawro nanpau aM percent design. It was le Rdep to WwnCernr. rm V{!/rtp�5J91�ndhiHfY predYe4n �AIY1dFtlM f.VnrnO+Sy tw n.40 pL—J�d"0%Wrribu..,I B,nvoee "aw accepted by the City ,, „�; ["4 rl(�ed1" wttusl b Aged • Opolaae aepscabip life Ka go% . hlaintan winpWnce aid ntl wwo p 4ft;i1l)" tetd„fty bRWttM to O;.mub—mid Vw &49011110 de"40WW9 rk Council in July 2015. oxWW'1Y ewng consuu"an >aTC *W=N or" p[pA/J", Suevhi—lzbaWmpla—posh tAn,lrucUon On July 7, 2015 the City Guiding Principles Council authorized a r;a""Ag,am.a"°"""dtobuldarA ,ra�nr:, F �a"""`�"" ��" wM' x4loit1 "hit6 and Request for Proposals for • Canml toVw4W* vansler dAenrrg po1111s of vow En[wRgo".W a 60 : = "a d4V l 4W da"'s�ns • Undea WW Ino and llM kuv0" at the drier Water Resource Recovery • Malnaela ho elanda" of D"kir"a"Ce • 00"kwr successes wt* MN tAbd ehcol and BB pm"Uve nd ae-, wnwd noid"v malvas anlearning from W mdnates Facility Project design. a tette • Have run, ,l .�l•tt ri,x (�;.• c/-r,,�•• . •r = CH2M was the successful ! �...�.. ��, �,,.` .. it I -Vi The draft eel —'41, proposer. Predesign Report is a key _ k� c� r.+ = Y ,x� '•�� ,. �'': project milestone. It was.c �' .� y �.•_ z'' ,,i,�,; submitted to the City for w2'` •IEiP review on August 5, 2016. DISCUSSION From Facilities Plan to Draft Predesign Report The Facilities Plan is a foundational document that provided a solid framework necessary to bid the Water Resource Recovery Facility Project design. Based on the infonnation in the Facilities Plan, CI -12M commenced design work on the draft Predesign Report in November 2015. The draft Predesign Report takes the project to 30 percent design. Plans, ideas, and changes to the project accomplished during this phase have the least impact on project scope and budget. A very critical point for the Council and Community to understand is that while the design will certainly continue to be refined, any major changes made after 30 percent design become costlier as time goes on — both in meeting critical timelines and staying within project budget. Packet Pg. 238 `m With the addition of the new design team members, some key aspects of the Facilities Plan were re -analyzed and subsequently changed to the betterment of the project. Some changes increase initial project costs but holistically best meet the triple bottom line criteria in the long-term, Attachment A provides a cost comparison of the Facilities Plan and the draft Predesign Report. While there are numerous improvements to the Facilities Plan detailed in the draft Predesign Report, major changes are the secondary and tertiary treatment processes, inflow and infiltration management, water cooling alternatives, and the One Campus concept. Secondary Treatment Process. Based on the Project Charter, the City Council provided direction to do more with recycled water and create the plant's capacity for the rapid acceleration of potable reuse options spurred on by drought. CH2M brought forward an alternative that strongly challenged the Facility's Plan selection of a secondary treatment process. In the community's best interest, CH2M's recommendation warranted consideration and needed to be fully vetted. After numerous workshops, several interviews and facility tours, and an extensive triple bottom line analysis, that considers the economic, environmental and social aspects of the project, the membrane bioreactor (MBR) was selected to replace conventional activated sludge as the secondary process. The MBR process will preserve the existing filters for future use, allow the disinfection process to be downsized, it has the ability to consistently meet or exceed regulatory requirements (including anticipated future), and provides the City with the most flexibility for future potable reuse options. Holistic Inflow and Infiltration Management. On October 4, 2016 City Council conducted a study session on collection system inflow and infiltration during which time it learned about some of the impacts of inflow and infiltration on the system. Water that enters the wastewater collection system through inflow and infiltration can result in normal flows to the WRRF being increased from 3 Million Gallons per Day (MGD) to over 24 MGD during storm events. All flows to the WRRF must be treated to the standards set forth in the NPDES permit. Peak wet weather flows coming into the facility require all processes and equipment throughout the plant to be sized large enough to handle these unusually large amounts of water. Applying holistic thinking to the project, the WRRF Project team is currently analyzing the impacts and timing of collection system and lateral improvements in selected areas and whether those improvements could be made quickly enough to eliminate sufficient storm flow to the Water Resource Recovery Facility to allow the design team to reduce the process sizing and produce significant construction savings at the plant. Modem collection system pipe can have a lifespan of 100 years or more and uses little to no energy aside from that expended in its manufacture and installation. WRRF processes and equipment use tremendous amounts of energy and must be replaced every 15 to 35 years depending on the component. Chemical use is also high at the WRRF. While the project cost impacts to apply the reduced inflow and infiltration strategy are, if not greater, at least equal to construction costs on the WRRF site, the long-term triple bottom line benefits are significant. Analysis on this option is underway. If it is determined to be a viable project option, it will be incorporated into the WRRF Project. if it is not a viable project option, projects will be addressed over time in the capital improvement Packet Pg. 239 12 program. Water Cooling Alternatives. The WRRF NPDES permit requires creek discharges do not increase the temperature of San Luis Obispo Creek's cold fresh water habitat beneficial use. The WRRF's discharge cannot increase the creeks temperature by more than 5 degrees or above 72.5 degrees. The Facilities Plan identifies cooling towers as the treatment process to meet this requirement, During the draft Predesign Report process, CH2M proposed an option of cooling treatment wetlands. This treatment option was included as an alternative in the Environmental Impact Report approved by Council on August 16, 2016. There are promising benefits and potential serious drawbacks to this option that require additional research and investigation (including a robust triple bottom line analysis) in order to make a full knowledge-based decision. This work continues in the concept validation phase of the project. Because it is a project alternative, design and construction are additional costs. Maximum project cost includes a preliminary construction estimate for a cooling wetland. One Campus Concept. The Facilities Plan envisioned the repurposing of the existing laboratory and office building into a One Water interpretive learning center. Unfortunately, it was determined that the existing building cannot cost-effectively be repurposed due to building code upgrades required with the proposed change in use, The building will be used as a satellite process control lab for WRRF operators. The interpretive One Water learning center was incorporated into the new Water Resources Center in the draft Predesign Report. The Facilities Plan envisioned a new one-story Water Resources Center to house operators and the plant control center, laboratory analysts and a new laboratory, supervisors, a large conference room, lunch room, and adequate restroom/locker room facilities. Exactly how maintenance and control systems operations were to be incorporated into the footprint was not clearly defined in the Facilities Plan but noted as an outbuilding near the bus barn. Transit Operations bus navigation and access, and Corporation Yard access were incorporated into the Facilities Plan, but essentially the WRRF site was cleanly separated from those functions. Based on its understanding of the Project Charter, professional experience, and in-depth interviews and job shadowing with Utilities workgroups, CH2M's architectural design firm challenged the thought processes that led to the Facilities Plan Water Resources Center concept, which were admittedly focused on WRRF functions and not meant to be fully fleshed out at that stage of project planning. It recommended incorporating all operational functions, including WRRF maintenance, control systems, wastewater collection, and water distribution personnel, along with the associated supervisors, under one roof, This recommendation resulted in much dialogue to ensure functional needs were met, The design team architect challenged the team to view the new Water Resources Center as a new addition to the Corporation Yard (much like a new building on a university campus). The community won't see the Water Resources Center as a different property from the Corporation Yard; all is a City resource. This approach will resolve multiple operational issues, including providing potential solutions for other City operations that are space constrained. Viewing the Corporation Yard and the new Water Resource Recovery Facility as one campus led to significant and positive changes in the draft Predesign Report. The new concept requires a two - Packet Pg. 240 I 12 story building, incorporates the One Water Learning Center, and increases the building cost estimate from the Facilities Plan. City Council Triple Bottom Line Analysis. At its March 3, 2015 meeting, the WRRF Project program management team brought four items to City Council on which to receive triple bottom line feedback related to the direction the team was headed. These items were 1) odor control strategies, 2) inclusion of a RV dump station, 3) recycled water production efforts, and 4) incorporation of interpretive center/public amenities. Odor Control Strategies. There is no change from the Facilities Plan to the draft Predesign Report related to odor control strategies. The focus remains on being a good neighbor and incorporating odor control by design wherever possible across the site. Operational changes resulting from the project will reduce or eliminate odor sources. Allowing time to see how the changes impact odors once the new plant is operating through post -project evaluation and then adding additional odor controls as required at that time remains the approach moving forward. RV Dump Station, City Council encouraged partnering with the Elks Lodge and its current facility. If nothing could be accomplished through this avenue, Council indicated it was important to have an easily accessible RV dump station somewhere. The Elks Lodge is not interested in partnering to be a designated discharge point for RV generated wastewater; the only alternative the City has been able to identify to -date is a facility be installed at the new WRRF. The draft Predesign Report has designated space at the WRRF for a RV dump station. Recycled Water Production. City Council clearly said do more. MBR (membrane bioreactor) is now the secondary/tertiary process, and further studies have either been performed or are underway to not only maximize production but maximize distribution of recycled water for beneficial use. Preparations to take the next step to potable reuse are incorporated in the current design. Interpretive Center/Public Amenities. The Council indicated satisfaction with the direction the project was headed with the One Water interpretive learning center and other public amenities and encouraged the pursuit of grant funding and other partnerships to help with the effort. It was Packet Pg. 241 12 determined repurposing the existing laboratory/office building into a learning center is not feasible. The One Water learning center has now been incorporated into the design of the Water Resources Center. A demonstration wetland at the entrance to the Water Resources Center and other public amenities surrounding and throughout the facility are also in the design. Value Engineering. The draft Predesign Report was provided to an independent team of industry experts to evaluate opportunities to increase the economic, social and environmental value of the project. This process is called Value Engineering and it encourages development of critical, practical and out -of -the box ideas to achieve the objectives defined in the Project Charter in a more cost efficient manner. The Value Engineering team identified concepts and ideas such as alternatives for peak wet weather flow management, and ways to optimize the solids treatment process that could have the potential to positively impact project components and/or reduce overall project cost. Cons tructability Review. As part of the review of the draft Predesign Report, the design was evaluated by a team of discipline specialists to determine the Constructability of the project based on 30 percent design. The reviewers determine if there are built-in problems, or flaws that may hinder constriction or cause delays. Comments were provided to the project design team. At 60 and 90 percent design there will be additional opportunities to ensure the Constructability and ability to bid the WRRF Project based on the updated design. Program Management Team and City Stakeholder Review. Hundreds of comments were compiled, sorted by subject matter, and submitted for review to the project design team. These comments will inform the design as it moves forward toward the 60 percent design milestone. The completion of the draft Predesign Report is a major project milestone. Where to From Here? The draft Predesign Report bridges the gap between the "what's" of the Facilities Plan conceptual design and the "how's" of the detailed design that eventually produces final design and construction drawings. The City is now in the detailed design phase. Milestones in the detailed design phase will be broken into 60%, 90% and final detailed drawing and specifications for project construction. Its anticipated design will be complete at the end of 2017. Concurrent with WRRF Project design other project work in 2017 includes: 1. Refining the costs estimates 2. Analyzing collection system improvements to reduce 1/I as a part of the WRRF project 3. Examining treatment options for potable reuse 4. Investigating treatment options for peak wet weather events. 5. Evaluation cooling wetlands 6. Requesting proposals for pre -selection of MBR 7. Requesting proposals and hiring a construction management team 8. Additional value engineering 9. Continuing outreach to stakeholders and other interested parties. Packet Pg. 242 EIR = Environmental Impact Report PDR = Preliminary Design Report RFPlQ = Request for Proposals/Qualiticatlons WRRF ProdpctMi1estone2 Facilities Plan EIR Initiated Approved July 2015 July 2015 Preliminary Design Initiated • . ...... - November 2015 12 E� I! M . .*. it. t/ �1 2015 Submit General .........•. Package October 2015 ---•207.6 ...................................... ................. EIR•- ---- Final EIR Certification Draft Predesign Submit by City Council ReportCompleted Environmental August 2016 August 2016 : Package •�----a - August 2016 Value Engineering - ; 80% Designs............. *.. ......... August 2016 2017 Submit Technical Submit Financial PDR. • Package Package December 2016 December 2016 Design Services Amendment January 2017 MBR Pre -selection RFP ......•........ February 2017 6096 Design & Specs Construction Completed Manager RFP • • • • • • • • Apri12017 April 2017 Construction Manager Contract Award Spring 2017 Final Design . Completed & Bidding . • • • • • • • • • • December 2017 Execute Agreement October 2017 Packet Pg. 243 12 CH2M CONTRACT AMENDMENT A triple bottom line exercise with design engineer, CH2M, surfaced components of the Facilities Plan that warranted reconsideration. After considerable analysis, several of these have demonstrated significant advantages to the project. To include these components into the project will require additional design services. CH2M has provided a contract amendment (Attachment B) which addresses six areas; 1. Architectural 2. Membrane Bioreactor (MBR) 3. Existing Facility Modifications 4. Value Engineering 5. Concept Validation 6. MBR Pre -selection Architectural. To realize a One Campus concept described earlier in this report that will combine workgroups and facilitate staff efficiencies and effectiveness will require additional architectural design for the new Water Resource Center. Because the concept of having all the workgroups under one roof wasn't wholly envisioned in the Facilities Plan, the design scope did not include the additional work space and only included 30% design for the maintenance facility. This portion of the amendment includes design of the additional personnel space including the maintenance facilities for all the workgroups and a remodel of the existing administration building into a process laboratory and some additional offices. MSR and MBR Preselection. To support the City's objective of the most flexible use of recycled water, the secondary/tertiary process recommended in the Facilities Plan, which was the basis for the CH2M design contract, has changed from conventional activated sludge and granular media filtration to a membrane bioreactor (MBR). MBR offers many advantages such as the best path for potable reuse of recycled water, meeting future regulatory requirements and simplifying disinfection. This change requires additional design funding and, due to the assortment of MBR process configurations available from manufacturers, the specific type of MBR must be pre- selected soon to move forward with project design. Packet Pg. 244 12 Existing Facility Modifications. Several existing plant deficiencies were not well described in the Facilities Plan. These include matching digester heating and mixing systems which will ensure the most effective sludge treatment and maximum production of gas for the creation of energy and sludge storage which will allow for efficient dewatering of biosolids. Both digester and sludge storage processes will be incorporated into the odor control system. City Fire and the Utilities Department have worked collaboratively examining the WRRF's fire protection system. The existing fire protection system is not adequate for the new plant and will require some modifications that will better protect the facility and its users. The WRRF's primary clarifiers have been in service since the 1940's and additional inspection revealed several critical component replacements such as pump and pipe replacement, and junction box removal. Treatment processes such as MBR utilize biology to remove and convert pollutants and require chemicals to ensure a suitable environment to thrive. The existing alkalinity feed system does not allow efficient and safe chemical deliveries. Finally, the WRRF's landscape irrigation system has experienced several time consuming and expensive repairs. This portion of the amendment will utilize a performance specification which will evaluate the existing system and will design only the portions that need to be replaced. Value Engineering. To make sure the City receives the maximum value from the WRRF project, a process referred to as value engineering is performed at several milestones during design. The value engineering for the pre -design discovered several valuable changes regarding the flows that enter the WRRF and the subsequent sizing of processes and that will reduce construction and operational costs. This portion of the amendment addresses the design and cost estimates and also provides a bridging document that summarizes the basis of this change. Concept Validation. As part of the original scope of CH2M's contract, three elements of the project design were intended to be evaluated. These elements are treatment options for potable reuse, dual treatment for peak wet weather events and cooling wetlands. Presently significantly more work than originally scoped has been performed on these important elements. Additional funding is being requested to complete the evaluation. Based on the changes that have occurred between the Facilities Plan and the Predesign Report it became apparent CH2M had more to design than was originally set forth in the Facilities Plan. CH2M submitted a request for a design contract amendment in September 2016. The City diligently compared the request with CH2M's existing scope, ensured the amount of design requested was adequate to meet the facility design needs and negotiated with CH2M in a collaborative fashion to produce an amendment that will adequately complete the WRRF Project's design and best meets the future needs of the WRRF and community. Authorization of a CH2M contract amendment in the amount of $1,519,049 is being requested to complete the remaining design and related construction bid documents. A Request for Proposals for MBR selection is scheduled for the February 21, 2017 City Council meeting. Packet Pg. 245 12 PROJECT SCHEDULE 2014 2015 2016 2017 2018 2019 2020 2021 Q1 1021 Q31 44 Q1 Q2 43 Q4 Q1 Q2 43' Q4 Q1 C12 Q3 Q4 Q1 Q2 43 Q4 Qli 42 43 44 Q1 Q2 43 Q4 Ql Q2 43 Q4 Draft Facllities Plan Final Facilities Plan Design Consultant Selection CEQA Prelim Desi n Final Design Bidding and Award Construction 11/30/19 - TSO Camplim nce Closeout FISCAL IMPACT The amendment to the C112M design contract for MBR pre -selection will cost $1,519,049. There are adequate fiends in the sewer fiend working capital balance for this amendment and the increased cost has been taken into account in the long-term fiscal forecast for the fund and the recent authorization to apply for State Revolving Fund (SRF) funding Total design costs are shown below: Original CH2M Contract $6,229,323 Amendment $1.51.9,049 Total CH2M Contract $7,748,372 Construction and construction -related professional services for the WRRF Project are estimated between $107 to $140 million. The relationship of design costs to construction costs is generally that design costs nm between 7% to 9% or $7,490,000 to $9,630,000 of a $107 million construction project which places CH2M's total contract after the amendment at the bottom of that range. The sewer fund has been carefully planning for this project to be adequately positioned to fund the debt service in the project rate schedule. Total costs for the project will continue to be refined as the design nears completion and funding analysis for subsequent stages of the project will be presented to Council throughout this process Packet Pg. 246 12 ALTERNATIVE Council could choose not to amend CH2M's contract for design services. This action would significantly shift the course of the project. Staff could request C112M to use its existing contract funding which would result in returning to the original design. The original design did not address existing facility deficiencies, had no MBR process, still requires additional funding for completion of a WRRF maintenance facility and did not include a one campus concept. Also completion of studies such as cooling wetlands, and peak wet weather flow management would be discontinued, Lack of design funding will require significant changes to the draft predesign report and decrease the overall ability of the WRRF project to meet important aspects of the Project Charter. Staff would return to Council to request additional direction for key elements of the design, such as the existing facility deficiencies, potable reuse, architectural scope and other elements to complete design and construction documents. Attachments: a - Facilities Plan Preliminary Design Cost Opinion Comparison b - Amendment No 1 to CH2M Agreement c - Council Reading File - SLO Draft Predesign Report d - Council Reading File - SLO WRRF Drawings e - Council Reading File - Basis of Estimate Packet Pg. 247 04 T— v V Q m Ss g ffi}� a w w w w w N N a m v 'd q iFi N N 14 W R N 2 m Y L I mry N N 12 N m O • N � Z2 Ir/i N N y� d f� w p C� N o �' c o ? .� mp •� $� w w w w a ii N �� � u'i `� Q ; X C � V W O IL d K m v s S � a � a S w a c IA Q � o {7 m o N 0 0 " LL O u W n R R q p c a c � a D U LL0 w U. n g 5 n E � •U S I y � E � W B ka r)f va 3 S u n u a r a 12 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 CH2M Hill Engineers, Inc. , hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on November 23, 2015 the City entered into an Agreement with Contractor for Design Services for the Water Resources Recovery Facility per Specification No. 91363; and WHEREAS, the City desires to amend the scope of services to include Architectural, future and existing facility design, value engineering modifications, concept valuation changes and MBR pre -selection, 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: hereto. 1. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached 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 Clerk CITY OF SAN LUIS OBISPO Bv: Mayor Heidi Hannon APPROVED AS TO FORM: CONTRACTOR By: City Attorney Packet Pg. 249 December 8, 2016 Mr. Dave Hix Deputy Director - Wastewater Public Utilities City of San Luis Obispo 879 Morro Street San Luis Obispo, CA 93401-2710 EX142 A CH2M 1501 W. Fountainhead Pkwy Suite 401 Tempe, AZ 85282 (480) 966-8188 (T) (480) 966-9450 (F) www.ch2m.corn Subject: City of San Luis Obispo — Water Resource Recovery Facility Project - Architectural, MBR, Existing Facility Upgrades and VE Dear Mr. Hix, As we progress towards the Design Development (60%) Stage of the Project, there are a number of changes that have occurred resulting in additional scope for the project. The additional scope of the project has developed in the following areas: ■ Item No. 1 - Architectural Scope Changes • Item No. 2 - MBR Facility Design • Item No. 3 - Existing Facility Modifications ■ Item No. 4 - Value Engineering Modifications ■ Item No. 5 — Concept Validation Changes • Item No. 6 — MBR Pre -Selection Item No. 1 - Architectural Scope Changes The original scope of work included the following elements: • A new 12,200 square foot Water Resources Center. • 30% design for a new 12,881 square foot Maintenance Facility based on the revised Maintenance Facility Building Program dated October 16, 2015. The 60%, 95% and final contract documents were based on the original maintenance facility program and presented in the Facilities Plan. ■ Remodel of the existing 3,800 square foot Administration Building to a Public Learning Facility. The current scope of work for the project includes the following: ■ A new 27,500 square foot Water Resource Center will be constructed. The spaces within the new WRC include an Interpretive Center, a large conference room, a new warehouse, maintenance space for the Water Distribution, Wastewater Collections and WRRF Operations, men's and women's locker facilities, process lab, team space for Water Distribution, Wastewater Collections and WRRF Operations, SCADA Control room, offices, lunch room and public areas. • The existing Administration Building (3,800 sf) will be remodeled, with spaces generally serving the same functions as in the existing building. WRRF Operations will have the lab remodeled to serve as Packet Pg. 250 12 PAGE 2 DECEMBER 8, 2016 a process laboratory and office spaces will be remodeled to house regulatory compliance. It is not anticipated that there are any structural modifications or space remodeling that will occur. The additional architectural scope of the project is related to the Combined Maintenance Facility Program identified in the October 16, 2015 document prepared by RRM Our original proposal only included effort through 30% Preliminary Design for these combined functions. Therefore, additional effort is required to reflect the change in the building programming for the additional design phases of the project including the 60% submittal, 95% submittal, Final Contract Documents, Bidding Services and building permitting assistance. The increase in personnel spaces as part of the increased staff functions in the Water Resource Center results in additional design for architectural, structural, electrical, HVAC, and plumbing. Item No. 2 — MBR Facility Design During the Concept Validation phase of the project, the City made the final decision to implement a Membrane Bioreactor (MBR) in lieu of the Conventional Activated Sludge (CAS) treatment train. The following items were included in the original scope of work and are deleted from the scope for secondary/tertiary treatment: • A separate blower building • Two new final clarifiers, with new RAS and WAS pumps per clarifier • Expansion of the filter feed pump station • Expansion of the tertiary filter complex, including two new mono -media filters, new backwash pumps and air scour blowers The stated capacity of the MBR is still not determined. WSC recently issued a revised storm hydrograph. This revised hydrograph will require that CH2M re-evaluate the equalization basin capacity. However, the basic MBR Facilities required for treatment will be as follows: • Membrane feed pump station, with submersible axial flow can arrangement pumps located in a wet well. • Membrane tanks with the associated mechanical and control systems. The tanks will be equipped with tank covers, but will not be located in a building. Membrane tanks are proposed as above grade tanks, with gravity flow of return activated sludge to the bioreactors. • Membrane chemical cleaning systems, with chemical storage, metering, and cleaning systems located outside, under a canopy cover. • Blower room, including process aeration blowers and air scour blowers. ■ Electrical room. • Permeate pumps, located outside under a canopy cover. The permeate pumps will pump flow to an in -pipe UV system. • The original proposal from GE for a 16 mgd sustained peak flow peak flow for 2 days with one train out of service required the following facilities; 1) 5 trains, 2) 10 full cassettes (room for 11) per train. This configuration would result in a net flux of 22.5 gfd with 4 trains. The revised proposal from GE for a 12 mgd sustained peak flow for 4 days with one train out of service requires the following facilities; 1) 5 trains, 2) 7.5 cassettes (room for 9) per train. This configuration would result in a net flux of 22.5 gfd with 4 trains. In addition to the MBR Facility, the following will be incorporated, based on MBR operating requirements: • Primary effluent fine screen facility, with two screens with 2mm openings. The facility will include the fine screen channels and flow split gates for the bioreactors. The primary effluent screen facility Packet Pg. 251 12 PAGE 3 DECEMBER 8, 2016 will be located outside, with channel covers. Two washer compactors will be included for screenings washing/dewatering. The washer compacters and screening bin will be located outside. Primary effluent mixer. A primary effluent mixing chamber will be located upstream of the screens, with a vertical rapid mixer installed for mixing calcium hydroxide. WAS pumps configured for bioreactor surface wasting. Item No. 3 — Existing Facility Modifications The following existing facility modifications will be added to the project scope: Existing Digester Heating and Mixing System Upgrades. The WRRF Operations and Maintenance staff have requested that the heating and mixing systems for existing Digester No. 1 be replaced to match the new digester and be located with the heating and mixing systems for the new digester. The June 2015 Facility Plan identified that the mixing system for existing Digester No. 1 be replaced as part of the project; however, upgrade of the heating system was not specifically identified. In an effort to provide a complete mixing and heating system for the digester complex to optimize operation and maintenance, CH2M is proposing that the mixing and heating system for the new digester be expanded to include the digester heating and mixing system for the new digester. Thus, based on the scope identified in the Facilities Plan, the new work for this effort includes additional design of the expanded heating system, additional yard piping to connect the existing digester to the new mixing and heating system and the ancillary mechanical, electrical, and I&C work to incorporate the expanded scope elements. Structural work is limited to any provisions for modified piping penetrations of the structure. This scope does not include modifications to the existing digester gas piping systems. Sludge Storage Tank Piping Modifications. The WRRF Operations and Maintenance staff have requested that Digester No. 2 be converted to a digested sludge storage tank upstream of sludge thickening. This approach will provide significant flexibility for the operations staff in managing the dewatered sludge operation. The Facility Plan did not identify this approach so this scope is new scope added to the project. Digester No. 2 has a connection to the existing digester gas system. A site walk was conducted with WRRF to review the needs for converting the existing digester to a sludge storage system. It was determined that some of the valves/piping, given the age and potential condition need to be replaced. However, a detailed assessment is required to be conducted to understand the full scope. Thus, the specific scope required to re -purpose existing Digester No. 2 to a digested sludge storage tank is limited to modifications of the sludge inlet and outlet piping, level control and valve modifications. The sludge storage tank will be de -coupled from the digester gas system and will be connected to the odor control system. WRRF staff have requested that a new mixing system is required to avoid the existing gas mixing system. It is assumed that the installation of odor control for the Sludge Storage Tank will de -classify the space around the sludge storage tank and thus eliminate the need to upgrade other equipment to be in compliance with NFPA 820 and the NEC code. Site Fire Protection System Modifications. The WRRF Program Management Team in conjunction with the City is anticipating that the existing Site Fire Protection system is inadequate and will require upgrades to meet the current codes and standards. The June 2015 Facilities Plan did not address the overall site fire protection plan or requirements. The level of effort for this scope is based on the assumption that the existing fire loop inside the WRRF site is adequate to meet the new fire flows. Thus, the planned scope to meet the current standards is as follows; 1) Installation of a new connection to the existing water main along the WRRF's entrance road to provide a new Packet Pg, 252 `v PAGE DECEMBER 8, 2016 water supply that can meet the flow requirements, 2) installation of a new backflow assembly near the point of connection, and 3) connection to the existing fire loop. The scope includes modeling the fire protection system modifications to demonstrate compliance with the required fire flow. It is anticipated the existing Administration Building, and the new Water Resource Center will include sprinklers to reduce the overall site fire flow requirements. There may be additional spaces on the site where the Fire Marshall will require that sprinklers be added to existing spaces. The meeting scheduled with the City Fire Marshall will provide clarity on this item. The scope assumes adequate water supply is available to the site from the water main connection and fire pumps and fire water storage are not required. • Additional Primary Clarifier Modifications. Subsequent to submittal of the Preliminary Design Report, the City has identified the need to evaluate and develop a plan for additional modifications of the existing primary clarifiers. The City has expressed concern that these pipes may experience severe corrosion given the fact that these pipes were installed in the 1940's. These additional improvements were not identified in the June 2015 Facilities Plan. The additional scope items include the following: 1) Repair of the primary clarifier influent pipes beneath the primary clarifier structures. For this scope item, the City will be completing an inspection of these existing pipes and will determine the structural condition of the existing influent pipes. For the purposes of this scope of work, it is assumed that the structural integrity of the existing primary clarifier influent pipes is intact, thus only slip lining will be required to replace these pipes. It is not anticipated that new pipes will be required to be installed beneath the existing primary clarifiers; 2) Replacement of all piping in the primary effluent island; 3) Replacement of the old biofilter pumps and upgrading with gates as necessary for individual primary clarifier effluent isolation, 4) Remove the two junction boxes located south of Primary Clarifier 1 and direct route the lines to the primary clarifiers. • Alkalinity Feed System. The current location of the alkalinity connection for off-loading chemicals is not conducive to safe and efficient delivery of chemicals. The June 2015 Facilities Plan did not identify the remedy of this issue. The specific scope of work for this item includes the relocation of the alkalinity off-loading connection. This scope includes the relocation of the chemical supply connection along the road where other chemicals will be delivered. A spill containment slab will be provided to capture incidental spills. CH21VI is also to confirm the appropriate location for chemical dosing. Currently the WRRF is dosing above the amount required for nitrification for pH control. A sodium hydroxide dosing station is partially installed in tertiary treatment, and could be used for pH control to lower the calcium hydroxide dose. o Irrigation System Replacement. The WRRF Operations and Maintenance staff have identified that the existing landscape irrigation system is in poor working order and needs to be replaced. This item was not identified in the June 2015 Facilities Plan. The scope of work for this item is to replace the irrigation system serving existing and new landscaping. It is assumed that the irrigation system water will be supplied from the plant's W3 system. It is also assumed that the existing W3 system will be tapped at the appropriate location, a new backflow preventer and flowmeter will be installed to monitor the amount of reuse water being used on-site for irrigation. This item will be addressed utilizing a performance specification. Packet Pg. 253 12 PAGE 5 QECEMBER 8, 2016 Item No. 4 - Value Engineering Modifications A value engineering study was conducted based on the Predesign Report and a decision was made to proceed with several of the value engineering cost saving revisions, including the following: • WSC has proceeded with re-evaluating the storm hydrograph, resulting in a reduction in peak flows to the WRRF. • Additional equalization basin volume will be provided by expanding the existing equalization basin, resulting in a reduction of peak design flow to the liquids treatment processes. • Reduce the size of the membrane bioreactor system and the UV disinfection system to approximately 10 to 12 mgd or as small as possible based on lower peak flows and increased equalization volume. In order to incorporate the value engineering modifications, additional design work is required to revise design work already completed during the Predesign. The scope of the additional design work includes the following: 1. Value engineering proposal evaluations, including presentation development and attendance at meetings occurred during September and October 2016. The original design scope included providing responses to value engineering comments, but did not include design or analysis related to value engineering. 2. Update treatment plant hydraulic modeling based on the peak flow revisions. This task will include an update of the hydraulic profile. Update treatment plant process modeling, based on the revised flow to treatment. 3. Revise membrane bioreactor and UV disinfection system sizing and update design memoranda based on the reduced size. Coordination with equipment suppliers based on the revised system sizing. 4. Expand the flow equalization pond size to the north to increase flow equalization capacity. This task includes developing sizing criteria, coordinating geotechnical and civil requirements for the increased size, design for equalization modifications, including developing drawings, and developing a basis of design memoranda for the revised sizing. 5. Cost estimate update to incorporate value engineering revisions. 6. Develop a Bridging Document, summarizing the value engineering modifications, basis of design revisions, and information as needed for cost estimating and as required to proceed with final design for the value engineering modifications. Deliverables for Task 4 include the following: • Presentations and meeting notes (for meetings already conducted, through October 14) ■ Updated hydraulic profile, incorporating the value engineering modifications • Updated mass balance ■ Updated design memoranda summarizing the revised sizing for the MBR and UV disinfection systems including an updated process flow diagram ■ Flow equalization basin design drawings and basis of design memoranda. Final design drawings will be developed concurrently with final design for the WRRF project. Preliminary drawings will be developed initially and submitted with the basis of design memoranda. 0 List of existing facilities that will remain and facilities that will be demolished. • Documentation of management of flow events greater than the 10 -Year design storm. • Updated construction cost estimate, incorporating the value engineering revisions. • Site plan including a list of upgrades and design criteria Packet Pg. 254 12 PAGE 6 DECEMBER 8, 2016 Item No. 5 — Concept Validation Changes The intent of the Concept Validation tasks included in the original scope of work was to evaluate three elements of the project: 1) Treatment options to facilitate future potable reuse, 2) Dual treatment for peak flow events, and 3) Effluent cooling utilizing wetlands. Consideration of theses alternative has provided the City the opportunity to consider additional options that were not previously considered in the City's 2015 Facilities Plan. As it stands today, there has been significant consideration, dialogue and discussion of each of these alternatives with the City and the Program Manager. This additional consideration, dialogue and discussion with the City has resulted in additional work and effort by CH2M beyond the original scope of work for these items. The paragraphs below will provide a detailed discussion of the additional work that has been completed for each area. item No. 1 --Treatment Options to Facilitate Future Potable Reuse In an effort to position the City on the path to potable reuse, during the Concept Validation stage of the project the City decided to utilize a membrane bioreactor (MBR) in lieu of conventional activated sludge (CAS). Utilizing an MBR will achieve the following benefits for the City: Consistent production of high quality Title 22 reuse water to maximize effluent reuse. Consistent production of high quality effluent that will consistently meet the NPDES permit limits. Position the City to implement future potable reuse and preserve some existing facilities in an effort to achieve that goal. For example, not utilizing the tertiary filters to produce Title 22 effluent will preserve them for future utilization in an advanced treatment scheme aimed at implementing indirect or direct potable reuse. CH2M expended additional effort beyond the scope of work in developing and evaluating detailed information to compare MBR with CAS. This additional effort included the following items: CH2M conducted the following additional workshops: 1) December 15, 2015, 2) MBR 101 workshop on February 9, 2016, 3) Triple Bottom Line workshop on February 24, 2016, 4) MBR Working Session on March 16, 2016 and 5) an MBR Follow Up workshop on March 23, 2016. The additional effort associated with these workshops included advanced preparation of the presentation materials, review of these materials with WSC and then presentation to the City team. • CH2M attended with the City and the Program Manager the IRWD and Fillmore MBR site visits on February 10 — 11, 2016. • CH2M arranged and led the City of Henderson and City of North Las Vegas site tours on June 23, 2016. CH2M produced multiple versions of the MBR and CAS cost comparison utilizing our CH2M Cost Parametric Estimating System. Item No. 2 — Dual Treatment for Peak Wet Weather Events The original focus of this task was to evaluate dual treatment for disinfection to optimize infrastructure provided to treat wet weather flows. This was later expanded to CH2M working with the City's Program Manager to identify and evaluate treatment alternatives aimed at "right sizing the secondary and tertiary treatment train" as well as developing approaches to manage the peak wet weather events. The specific additional work that has been completed includes: Multiple meetings were conducted with the Program Manager in discussing alternatives for managing peak wet weather events. Included in these meetings were consultations with CH2M Wet Weather Senior Technical Consultants seeking advice and approaches aimed at reducing the size the of the wet weather events. Process evaluations and cost estimates were developed to evaluate potential scenarios. These meetings, consultations, and evaluations resulted in the approach to focus on a strategy to expand flow equalization, coupled with the Program Manager revisiting the design storm hydrograph based on updated rainfall data. Packet Pg. 255 12 PAGE 7 DECEMBER 8, 2016 Item No. 3 — Cooling Wetlands. There has been additional effort expended in evaluating and considering the alternative of implementing the cooling wetland for effluent cooling. The additional effort included the following items: CH21VI conducted the additional following workshops: 1) December 17, 2015, 2), August 24, 2016 and September 29, 2016. The additional effort associated with these workshops included advanced preparation of the presentation materials, review of these materials with WSC and then presentation to the City team. • CH2M attended an additional meeting with the Regional Board on June 3, 2016. Based on the last workshop with the City on September 29, 2016, the City is requesting that additional analysis be conducted to determine the long term implications of implementing cooling wetlands. The City's Program Manager has requested that CH2M implement the relocation of the cooling towers and addition of the new cooling towers on the southern end of the site. The final decision on the implementation of wetlands will occur at a later date. Item No. 6 — MBR Pre -Selection In late March 2016, the City of San Luis Obispo Utility Department made the decision to utilize a Membrane Bioreactor (MBR) technology for implementation at the City's Water Resource Recovery Facility (WRRF). This decision was based in part of the City's consideration for the future implementation of Potable Reuse at the City's WRRF. Thus, this scope of work is for CH2M to work with the City's Program Manager and the City to go through a process to pre -select the MBR manufacturer, approve the submittals for the selected manufacturer and assign the final equipment contract to the City's contractor. The basic tasks that will be required to accomplish this are as follows: ■ Establish the Bidding Requirements • Develop the Contract Forms • Develop the Conditions of the Contract • Prepare the Technical Specifications • Develop Required Drawings • Conduct Vendor Presentations ■ Prepare Addenda • Conduct a Bid Evaluation and Recommendation • Review Equipment Supplier Submittals This scope of work has been prepared with the following assumptions: • CH2M will be required to coordinate with the State Board Division of Financial Assistance to confirm that all pre -selection activities are in compliance with SRF requirements • Pre -selection will incorporate elements of the Project Charter • CH2M will be required to coordinate with the City's Legal and Finance Department • The MBR is separate from any other equipment pre -selection process • The pre -selection of the MBR will be conducted as a separate and distinct task • The MBR pre -selection will be conducted to position the City for future potable reuse alternatives Criteria specific to obtaining log removal credits will be included in the pre -selection documents Section 1— Scope of Work The specific scope of work for this effort is as follows: Task 1- Bidding Requirements Packet Pg. 256 12 PAGE 8 DECEMBER 8, 2016 CH2M will be responsible for developing the Bidding Requirements for the project. The specific items that will be developed include: — Invitation to Bid — Instruction to Bidders — Bid Form — Supplements including: Bid Schedule A — Bid Schedule A — Life Cycle Cost Evaluation Form and Worksheets Bid Schedule B — Warranties and Service Contracts R Bid Schedule C—Technical Data for Membrane System ■ Bid Schedule D — Scope of Supply ■ Bid Schedule E— Drawings r Bid Schedule F — Baseline Wastewater Quality Conditions — Bid Bond Form This task includes one meeting to coordinate with the City's pre -selection and legal department on the Bidding Requirements for pre -selection. Deliverable: Bid Documents Task 2 - Contract Forms CH21VI will be responsible for developing the Contract Forms for the pre -selection. The specific items that will be developed include: — Agreement including the following sections: Supplementary Conditions and Supplements: • Exhibit A-1: Assignment of Contract, Consent to Assignment, Acceptance of Assignment Exhibit A-2: Agreement to Assignment by Sellers Surety Performance Bond — Payment Bond This task includes one meeting to coordinate with the City's pre -selection and legal department on the Contract Forms for pre -selection. Deliverable: Contract Forms Task 3 - Conditions of the Contract CH2M will be responsible for developing the Conditions of the Contract for the pre -selection, It is anticipated that the Standard General Conditions of the Procurement contract utilized will be Engineers Joint Contract Document Committee (EJCDC) general conditions. It is assumed that the EJCDC General Conditions contract are acceptable to the City. Supplementary Conditions will also be developed that are specific to each pre -selection. This task includes one meeting to coordinate with the City's pre -selection and legal department on the Conditions of the Contract forms for pre -selection. Deliverable: Conditions of the Contract Task 4 -Technical Specifications CH21VI will be responsible for developing the technical specifications required for the pre -selection of the equipment. The technical specifications that will be developed for the pre -selection of the M BR equipment will include: — Technical Specifications: Packet Pg. 257 12 PAGE 9 DECEMBER 8, 2016 ■ Division 1: Section 01011— Summary, Section 01025 — Measurement and Payment, Section 01250 — Contract Modification Procedures, Section 01301—Administrative Requirements, Section 01601— Product Requirements, Section 01701— Special Services ■ Division 9 — Finishes = Division 11— Equipment = Division 13 — Special Construction Division 15 — Mechanical Division 16 — Electrical Deliverable: Conditions of the Contract Task 5 — Drawings CH2M will develop a general layout drawing to inform the equipment suppliers the area allocated for installation of the equipment. Deliverable: General Layout Drawings Task 6 - Vendor Presentations It is anticipated that as part of the equipment pre -selection process, the potential equipment suppliers will come in and make a presentation to the Program Management staff and the City WRRF staff. The purpose of these presentations is for the potential equipment vendors to present the performance and operating requirements of their equipment. It is also anticipated that the WRRF staff that will be responsible for the operations and maintenance of the equipment can become knowledgeable and familiar with the equipment to understand the pros and cons of each equipment supplier. This task assumes that there will be up to three presentations MBR equipment vendors. For this task, it has been assumed that two CH2M team members will be in attendance at the presentations. Deliverable: Presentation Summaries Task 7 - Addenda Preparation and Bid Evaluation It is anticipated that based on the Vendor Presentations, questions and clarifications that evolve from issuance of the contract documents, that an addenda will be required. Furthermore it is anticipated that only one addenda will be needed for each equipment pre -selection activity. The addenda will be issued prior to the bid for the equipment but after the Vendor Presentations. Upon receipt of the bids from the equipment vendors, CH2M will complete an evaluation of the bids for compliance with the contract documents. CH2M will then make a recommendation to the City for award of the preferred equipment supplier based on the selection criteria provided in the contract documents. CH2M will submit a formal letter to the City with a recommendation for award. Deliverable: Addenda and Letter for Recommendation of Award Task 8 - Supplier Submittal Reviews CH2M will perform up to 2 submittal reviews for each equipment vendor. The objective of these submittal reviews is to ensure that the assignment of the contract to the Contractor for construction is completed with the approved submittals. If more than two reviews of the submittals is required, CH2M is entitled to additional compensation if required. Deliverable: Submittal Review and Comments Packet Pg. 258 PAGE 10 QEGEMBER 8, 2016 We look forward to discussing the details of this proposal at your earliest convenience. Regards, CH2M HILL Engineers, Inc. Ronald E. 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