To: Boards of Directors, Sonoma County Water Agency, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, and South Park County Sanitation District
Department or Agency Name(s): Sonoma County Water Agency, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, and South Park County Sanitation District
Staff Name and Phone Number: Bert Braden 707-547-1920
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Arc Flash Hazard Studies and Related Services
End
Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager acting on behalf of Sonoma County Water Agency, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, and South Park County Sanitation District to execute an agreement with LEE & RO, Inc., in substantially the form as the draft presented to this Board, for arc flash hazard studies through June 30, 2027, in the not-to-exceed amount of $1,387,384.
end
Executive Summary:
Sonoma County Water Agency (Sonoma Water) operates Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, and South Park County Sanitation District (Districts) under contract with Districts. Sonoma Water and Districts have electrical equipment at their various water and wastewater facilities. Electrical equipment protective device settings for the facilities require review of the arc flash hazard assessments every five years per the National Fire Protection Association NFPA-70E Safety Code.
Discussion:
HISTORY OF ITEM/BACKGROUND
Sonoma Water and Districts have electrical equipment at their various water and wastewater facilities. Arc flash is one of the most dangerous workplace hazards that could cause serious injuries and fatalities. Electrical equipment protective device settings for the facilities require review of the Arc Flash Hazard Assessment (Assessment) every five years per the (NFPA)-70E Standard for Electrical Safety in the Workplace, and in keeping with Occupational Safety and Health Act (OSHA) Section 5(a)(1) and OSHA 29 CFR 1910 Subpart S.
The most recent previous arc flash hazard assessment that commenced in 2018 encompassed 35 sites and was conducted under codes and standards which have since been superseded. This Assessment will cover 60 sites across Sonoma Water and the sanitation Districts and zones it manages, including major production and treatment facilities such as Wohler Collectors, Mirabel Collectors, and the Sonoma Valley Treatment Plant. All arc flash model elements will be updated to reflect the latest issue code requirements and standards and translated to the industry preferred software format to facilitate future portability.
The Assessment includes a short-circuit study, protective device coordination, and arc flash calculations in accordance with the Institute of Electrical and Electronics Engineers (IEEE) 1584-2018 Guide for Performing Arc-Flash Hazard Calculations.
The Assessment will support Sonoma Water’s and Districts’ ongoing electrical workplace safety program in accordance with the aforementioned standards and regulations. The results of the Assessment will be used to determine the personal protective equipment required for staff when working on energized equipment.
In addition, Sonoma Water and Districts require an overall physical condition assessment of the electrical system components for compliance with NFPA 70 and NFPA 820. Work under the physical condition assessment portion of this Agreement will include collection of facility condition assessment information which will be made available for the NexGen Computerized Maintenance Management System data collection program to guide Sonoma Water in prioritizing ongoing maintenance and capital projects.
SELECTION PROCESS
LEE & RO, Inc. (Consultant) was selected from a list of qualified consultants developed from a competitive selection process. Attached is a memo that explains the competitive selection process.
Consultant was selected for the subject work based on its extensive experience and successful completion of prior projects for Sonoma Water and Districts related to power distribution and protection. Consultant also has familiarity with Sonoma Water’s systems and related arc-flash hazard mitigation program.
Sonoma Water may seek to amend or enter into subsequent agreement(s) with Board approval if required, relying upon this competitive selection process, after the preliminary or initial work is completed.
SERVICES TO BE PERFORMED
Under the agreement, Consultant will conduct arc flash hazard studies and risk assessments of overall electrical systems and prepare reports and recommendations from the assessment findings.
The cost of services will not exceed $1,387,384; the term end date is June 30, 2027.
Under the agreement, the General Manager shall have the ability to extend the term of the agreement for up to two additional years by providing written notice to the other party thirty days in advance of the expiration date. The extension shall be formalized in an amended agreement or amendment signed by the parties.
County of Sonoma Strategic Plan Alignment
N/A
Sonoma Water Strategic Plan Alignment
Goal: Planning and Infrastructure
Strategy: Conduct planning that integrates and balances operational, maintenance, and infrastructure priorities.
Action: Continue to engage in planning efforts and partnerships to protect and enhance our water supply, and continue to engage in planning efforts to support reliable wastewater and flood management services
The Assessment ensures compliance of proper operation of water and wastewater facilities. Further, the risk assessment will help Sonoma Water and Districts evaluate the condition of critical infrastructure to inform future improvement projects to enhance the resiliency of the water and wastewater facilities.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
03/13/2018: Approved agreement between Sonoma Water and GHD Inc. for arc flash hazard assessments. Cost $440,000; term end December 30, 2020.
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
$739,410 |
$623,474 |
|
|
Additional Appropriation Requested |
$24,500 |
|
|
|
Total Expenditures |
$763,910 |
$623,474 |
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
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|
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Fees/Other |
$763,910 |
$623,474 |
|
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$763,910 |
$623,474 |
|
Narrative Explanation of Fiscal Impacts:
Budgeted amounts are available from FY 2024/2025 appropriations for the following: $132,790 in the Russian River County Sanitation District fund, $124,460 in the Sonoma Valley County Sanitation District fund, $61,740 in Sonoma Water’s General fund, $320,460 in the Water Transmission fund, $12,250 in the Penngrove Sanitation Zone fund, and $63,210 in the Airport-Larkfield-Wikiup Sanitation Zone fund.
Additional appropriations of $24,500 are required from the Occidental County Sanitation District Fund to process this expense. With Board approval, unused appropriations budgeted in FY 2023/2024 will be rolled forward to FY 2024/2025 in Sonoma Water’s Q1 Consolidated Budget Adjustments
FY 2025/2026 appropriations will be budgeted in that fiscal year.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Draft Agreement with LEE & RO, Inc.
Attachment 2: Competitive Selection Process Memo
Related Items “On File” with the Clerk of the Board:
None.