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Report regarding a resolution approving a consulting services agreement with Kennedy/Jenks Consultants, Inc. of Walnut Creek, California for the WQCP Switchgear & Cogeneration Controls Upgrade Project (Project No. ss1705) in an amount not to exceed $504,616, authorizing the City Manager to execute the agreement, and authorizing a total design agreement budget of $555,000. (Brian Schumacker, Plant Superintendent and Peter Vorametsanti, Consultant)
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RECOMMENDATION
Recommendation
Staff recommends that the City Council adopt a resolution approving a consulting services agreement with Kennedy/Jenks Consultants, Inc. of Walnut Creek, California for the WQCP Switchgear & Cogeneration Controls Upgrade Project (Project No. ss1705) in an amount not to exceed $504,616, authorizing the City Manager to execute the agreement, and authorizing a total design agreement budget of $555,000.
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BACKGROUND/DISCUSSION
Modern wastewater treatment plants rely on complex electronics and controls such as automatic switchgears and motor control centers (MCC). Most of the Plant’s switchgear and MCC electrical components are over 25 years old and have reached the end of their design life. Manufactures design these types of electrical components to last fifteen to twenty five years depending on manufacture support and parts availability. The electronic controls technology is becoming outdated, safety standards have improved, and the components have experienced normal wear and tear, which increases the frequency of maintenance needs.
In 2017, Plant Management completed a plant electrical systems condition assessment. The condition assessment determined that, for reliability and operational cost effectiveness, Plant’s major electrical components should be replaced. The electrical components in need of replacement include the plants original main power service (1950’s vintage), upgrading and adding circuit breakers to the switchboards, upgrading and interconnecting several of the motor control centers, and replacing the cogeneration control panel. This new, upgraded equipment will be integrated into the Plant’s communication that is more modern and process control networks, thus reducing the need for manual operation. Because the proposed upgrade of this equipment will supplement and enhance the major Wet Weather and Digester Improvements project currently underway, staff recommends beginning the design of this project as soon as possible so that the installation of the new electrical equipment can be completed alongside the digester improvement project.
On November 29, 2018, staff issued a Request for Proposals (RFP) for professional design and construction services on the eBidboard and the City’s websites. The project manager also contacted the eight engineering firms in Northern California known to do this type of design work to solicit that they submit proposals. All eight firms (HDR, AECOM, Kenny/Jenks, West Yost, Brown Caldwell, Zeiger, TJC, and A Teem) expressed interest. Three firms visited the Plant to view the equipment and spoke with staff. The remaining firms declined our RFP, explaining that they generally do not accept smaller jobs, or that their current heavy workloads prevented them from committing the necessary resources. Staff spoke with several other agencies with treatment plants and confirmed that the Bay Area providers of this type of design work are overwhelmingly busy and it is difficult to stimulate much interest for these types of projects in the currently overloaded San Francisco Bay economic climate.
On January 25, 2019, the City received proposals from AECOM, Kennedy Jenks, Lee & Ro and Zeiger Engineers. Staff convened a panel to review the submitted proposals and then interviewed the firms on March 12, 2019. The panel, consisted of 6 staff members and they independently rated the firms’ proposals and interviewed 3 firms according to the weighted criteria established established before receipt of the proposals. The panel found all firms to be responsive to the RFP requirements and qualified to perform this scope of work, but ranked Kennedy/Jenks as best qualified. Kennedy/Jenks demonstrates that they have the staffing availability and expertise to provide the required design and construction support for the WQCP switchgear and cogeneration controls upgrades.
Selection of consulting services is not based on the lowest bidder, but on the firm’s expertise, experience, and references. Staff negotiated a fee proposal and refined the scope of work to obtain a reasonable cost for the design effort. Staff found these fees to be consistent with industry standards.
The scope of services of this agreement is to provide engineering design and construction support for the switchgear and cogeneration controls upgrade project. Major tasks include field verifying the condition of the existing equipment, developing design criteria, and designing replacement components for deficient equipment to produce the construction plans and specifications, and providing bidding and construction engineering phase support. All design work will need to be developed in close coordination with plant operators and the designers for the Wet Weather and Digester Improvements Project.
Specific items of work include:
• designing a new Main Power Service
• designing replacements for MCC-B
• designing replacements Switchboard K-2
• designing replacements Cogeneration Controls
• designing upgrades to Switchboard K
• designing the interconnection of MCC-S with MCC-S1
• designing the installation of a new power meter network for Switchboard K-3
The designer needs to sequence this work to minimize shutdowns and outages. Design personnel must be qualified electrical, mechanical, and civil engineers with knowledge and experience with treatment plant operations.
Because this project is locally funded, there are no Disadvantaged Business Enterprise (DBE) requirements.
Therefore, staff recommends that the City enter into Professional Services Agreement with Kennedy/Jenks Consultants, Inc. for design of the WQCP Switchgear & Cogen Controls Upgrade Project based upon the firm’s expertise, experience, resources, project understanding and positive references. The initial term of this agreement is from April 24, 2019 to April 23, 2021, the expected project completion.
FISCAL IMPACT
This project is included in the City of South San Francisco’s Fiscal Year 2018-19 Capital Improvement Program (Project No. ss1705) and is funded by the Sewer Enterprise Fund. The City’s adopted sewer rate plan provides revenue to accommodate this project.
Sufficient funding for this project is included in the City of South San Francisco 2018-19 Capital Improvement Program (CIP):
Design Consulting Services with Kennedy Jenks $504,616
Design Contingency (10%) $50,384
Total Project Design Funding $555,000
Available Total Project Budget $3,507,630
RELATIONSHIP TO STRATEGIC PLAN
This project will contribute to the City’s Strategic Plan outcome of improved Quality of Life by maintaining the WQCP per discharge permit requirements.
CONCLUSION
Staff recommends the City Council adopt a resolution authorizing the City Manager to execute a consulting services agreement with Kennedy Jenks based on their qualifications, expertise, experience, resources, project understanding, positive references, and immediate availability.
Attachments:
1. Vicinity Map
2. Interview Evaluation
3. Kennedy Jenks Project Team Sheet
4. Kennedy Jenks Firm Experience with Project Similar to the Subject Project