To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Steven Girard 707-521-1810
Vote Requirement: Majority
Supervisorial District(s): Second and Third
Title:
Title
Wilfred Booster Station Upgrade Mechanical Design
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Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager to execute the First Amended and Restated Agreement for Mechanical Engineering and Design Services for Wilfred Booster Station Project with LEE & RO, Inc., in substantially the form as the draft presented to this Board. The amended agreement increases the amount by $200,309, expands the scope of work, and extends the agreement term by two years for a new not-to-exceed agreement total of $308,831 and end date of June 30, 2027.
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Executive Summary:
The Wilfred Booster Station Upgrade Project (Project) will improve the reliability of the Wilfred Booster Station, extend the useful life of the facility, address safety issues with the existing installation, and improve the resiliency of the water transmission system. Under the original agreement, design services included design for the addition of a redundant pump at the Wilfred Booster Station (Site). Sonoma County Water Agency (Sonoma Water) has since identified the need to concurrently replace the existing pump, associated valves, and piping (pump system).
The amended agreement also adds scope for engineering services during construction of Project, and extends the agreement term by two years to allow for construction to be completed. Further, due to the extended term and additional scope, the proposed amended agreement includes language allowing Consultant to increase rates up to 5 percent per year.
Discussion:
HISTORY OF ITEM/BACKGROUND
When the Site was constructed in 1978, the Site did not include a redundant pump. Consequently, any component failure within the pump, motor, valves, or electrical equipment have resulted in the station being inoperable until repairs are completed.
In the time since the Site was originally constructed, the water system demand has increased substantially due to growth in population and industry throughout the region it serves.
This Project was originally intended to add a redundant pump to the Site to ensure reliable operation of the pump station and to improve the resiliency of the water system. In conjunction with this work, electrical and control equipment onsite have exceeded their useful life and will be replaced due to age and safety issues. A separate agreement is in place to address the associated electrical work.
Sonoma Water and LEE & RO, Inc. (Consultant) entered into an agreement for mechanical design for the Project, dated June 23, 2023, in the amount of $108,522 (Original Agreement). Site investigations, conducted under the Original Agreement, revealed the need for full replacement of the existing pump system. Furthermore, since the initial construction of the existing pump system, the pump manufacturer has discontinued manufacturing service parts, making servicing, repairing, and maintaining the existing pump increasingly difficult. This amended agreement includes design for replacement of the existing pump, valves and associated piping.
The proposed amended agreement also adds scope for engineering services during construction, and an additional two years to the contract schedule to allow for construction to be completed. Further, due to the extended term and additional scope, the proposed amended agreement includes language allowing Consultant to increase rates up to 5 percent per year upon written notice to Sonoma Water.
SELECTION PROCESS
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 because the Consultant is already under contract for electrical engineering design for replacement of electrical and control equipment at the Site. This agreement adds mechanical engineering services for design of a redundant pump and replacement of the existing pump, which will be constructed concurrently with the electrical engineering upgrades at the Site.
Sonoma Water may seek to amend or enter into subsequent agreements with Board approval if required, relying upon this competitive selection process, after the preliminary or initial work is completed by LEE & RO, Inc for the Project.
SERVICES TO BE PERFORMED
Under the Original Agreement, Consultant is providing mechanical design services for Project, including design of a new redundant pump system at the Site.
Under the proposed amended agreement, Consultant will also design the replacement of the existing pump system and provide engineering services during construction.
The additional cost is $200,309, for a new not-to-exceed agreement total of $308,831. The new end date is June 30, 2027.
Strategic Plan:
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 addition of a redundant pump and replacement of the existing pump at the Site will ensure reliable operation of the pump station and improve the resiliency of the water system.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
06/06/2023: Approved agreement between Sonoma Water and LEE & RO, Inc. for mechanical engineering and design services for Project. Cost $108,522; term end June 30, 2025.
Fiscal Summary
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Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
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Budgeted Expenses |
$200,309 |
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Additional Appropriation Requested |
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Total Expenditures |
$200,309 |
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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 |
$200,309 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$200,309 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $200,309 is available from FY 2024/2025 appropriations for the Petaluma Aqueduct Capital 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:
Attachment 1: Draft Amended Agreement with LEE & RO, Inc.
Attachment 2: Competitive Selection Process Memo
Related Items “On File” with the Clerk of the Board:
None