To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Aaron Fulton 707-547-1974
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Cotati No. 1 and Kastania Reservoir Rehabilitation Project
End
Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager to execute the First Amended and Restated Agreement for Engineering, Design, Inspection, and Related Services for Cotati No. 1 and Kastania Reservoir Rehabilitation with Harper and Associates Engineering, Inc., in a form approved by County Counsel. The amended agreement increases the amount by $200,000 and extends the agreement term by six months for a new not-to-exceed agreement total of $500,000 and end date of June 30, 2025.
end
Executive Summary:
Sonoma County Water Agency (Sonoma Water) is performing tank maintenance on the Cotati No. 1 and Kastania reservoirs as part of the Tank Maintenance Program (Program)-an essential element of Sonoma Water’s Capital Improvement Plan (Plan) that protects the transmission system’s 18 above-grade welded steel tanks through targeted proactive maintenance actions. These activities include painting, coating, structural repairs, and installation of new cathodic protection systems. Approval of the recommended action will increase the construction period services task budget and adjust billing rates for Harper and Associates Engineering (Consultant) to continue to provide critical painting, coating, welding, and cathodic protection system inspection services for this 18-month construction project that will rehabilitate the 6 million gallon and 12 million gallon Cotati No. 1 and Kastania Reservoirs.
Discussion:
HISTORY OF ITEM/BACKGROUND
Sonoma Water’s Plan identifies key infrastructure projects to meet the needs of the water system, wastewater districts, and flood management facilities within its jurisdiction. The Plan describes the infrastructure projects that are planned over the next 5 years and includes the Program with a goal to maintain and protect the 18 above-grade welded steel water storage tanks (reservoirs) in Sonoma Water’s transmission system. Water storage reservoirs are an integral component of the water transmission and supply system that provide a source of water when demand rates exceed production capacity. In total, Sonoma Water’s 18 reservoirs provide 129 million gallons of storage, which is approximately 3 times the average daily system demand.
Sonoma Water’s average reservoir age is approaching 40 years. Welded-steel reservoirs are susceptible to corrosion and can have a limited functional lifespan of 25 to 50 years without recoating. With regularly scheduled and targeted maintenance actions and monitoring activities, welded-steel water storage reservoirs can attain a lifespan of up to 100 years. Sonoma Water’s Program specifically targets the protection and maintenance of steel transmission reservoirs by routinely inspecting, cleaning, and monitoring the condition of each reservoir to identify needs and deficiencies. When inspections and monitoring indicate more substantial rehabilitation efforts are required or as coatings reach end of their useful life, Sonoma Water develops design plans and tank rehabilitation projects that include recoating, structural repairs, and installation of cathodic protection systems to maximize the functional life of the facility.
The Cotati No. 1 and Kastania reservoirs were constructed in 1976 and 1984 and have a capacity of 6 million and 12 million gallons, respectively. Kastania reservoir is located on the Petaluma Aqueduct south of Petaluma, supports water transfers to the City of Petaluma, North Marin Water District, and Marin Municipal Water District, and was last recoated (exterior only) in 1999. Cotati No. 1 is located on the Cotati Intertie Aqueduct west of the City of Cotati and was last recoated in 1998. Recent inspections have indicated that both Kastania and Cotati No. 1 reservoirs require recoating and structural repairs to maintain their functional life. Localized corrosion in the rafters and various surficial coating failures were identified in the latest tank inspection report for Cotati No. 1. Kastania’s vent system is also corroded, and the exterior coating system is delaminating and failing to protect exterior elements of the steel structure and exhibits visible signs of corrosion. To rectify these deficiencies and meet the goals of the Program, Sonoma Water has commenced the Project. The Project will restore the Cotati No. 1 and Kastania reservoirs to their original character and condition, protect against premature structural failure, and maximize facility lifespan.
Design of the project was completed in December 2022, formal bids were received from Contractors on February 7, 2023, and the project was awarded on April 4, 2023. Sonoma Water’s Contractor (AMP United, LLC) commenced work on June 26, 2023, with a target substantial completion date of October 15, 2024. Consultant (Harper and Associates Engineering) and Sonoma Water staff inspect the Contractor’s work on a daily basis and enforce the requirements of the Contract Documents to ensure applied paints and coatings will meet manufacturer-expected lifetimes to maximize Sonoma Water’s infrastructure investment.
Sonoma Water and Consultant entered into an agreement for engineering, design, inspection, and related services, dated January 2, 2022, in the amount of $300,000 for the Cotati No. 1 and Kastania reservoirs. This First Amended and Restated Agreement will increase the construction period services task for Consultant by $200,000 to provide critical painting, coating, welding, and cathodic protection system inspection services for this 18-month construction project that will rehabilitate the 6 million gallon and 12 million gallon Cotati No. 1 and Kastania reservoirs, respectively.
The original agreement with Consultant included sufficient hours and expenses to initiate construction, and now that construction has commenced, the additional labor requirement has been determined based on five months of completed construction period services, established construction sequencing, observed contractor progress, and an updated construction schedule.
SELECTION PROCESS
On June 1, 2021, Sonoma Water issued a Request for Statements of Qualifications (SOQ) for Engineering and Design Services for Welded Steel Water Tank Rehabilitation to 30 firms listed in the attached Recipient List. The Request for Qualifications was also posted on the Sonoma Water and County of Sonoma Purchasing Department websites.
The six firms listed below submitted Statements of Qualifications:
1. Biggs Cardosa Associates, Inc., San Jose CA
2. Brelje & Race Consulting Engineers, Santa Rosa, CA
3. Harper and Associates Engineering, Inc., Corona, CA
4. Kleinfelder, Inc., Santa Rosa, CA
5. Stetson Engineers, Inc., San Rafael, CA
6. West Yost and Associates, Inc., Davis, CA
The following criteria were used to evaluate each firm:
1) Thoroughness of SOQ
2) Professional qualifications and demonstrated ability to perform the work
3) Exceptions to standard terms in the sample agreement
Consultant was selected for the work under this agreement because of their expertise and considerable experience conducting welded-steel water tank inspections, assessments, and rehabilitation designs for structural repairs and coating reapplications. Consultant has recently completed similar sized water tank rehabilitation projects in Napa and Humboldt counties and is familiar with the challenges of the Project.
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 for the Project.
SERVICES TO BE PERFORMED
Under the amended agreement, Consultant will complete construction period services including Association for Materials Protection and Performance Level 2 and Level 3 inspections of surface preparation, paint and coating application, monitoring of environmental conditions, project management, quality control, and inspection of welding and structural repairs.
The additional cost is $200,000, for a new not-to-exceed agreement total of $500,000. The new contract end date is June 30, 2025.
County of Sonoma Strategic Plan Alignment
N/A
Sonoma Water Strategic Plan Alignment
Goal: Planning and Infrastructure
Strategy: Fund and implement the planned capital and maintenance projects on schedule to ensure reliable services
Action: Fund Capital Improvement Program budgets to meet infrastructure needs
The recommended action will support infrastructure maintenance activities at Cotati No. 1 and Kastania reservoirs, protect against premature infrastructure failure, and therefore improve the reliability and resilience of Sonoma Water’s water transmission facilities for the future.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
11/16/2021: Approved agreement between Sonoma Water and Harper and Associates Engineering, Inc., for engineering and design services. Cost $300,000; term end December 31, 2024
Fiscal Summary
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Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
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Budgeted Expenses |
$200,000 |
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Additional Appropriation Requested |
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Total Expenditures |
$200,000 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
$200,000 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$200,000 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $200,000 is available from FY 2023/2024 appropriations for the Water Transmission fund. No additional appropriation is required.
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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:
None
Related Items “On File” with the Clerk of the Board:
None