To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Grant Davis 707-547-1900, 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 Second 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 $327,277, expands the scope of work to include additional engineering services during construction, and extends the agreement term by two years for a new not-to-exceed agreement total of $636,108 and end date of June 30, 2029.
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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). The first amended agreement added scope for additional design services and engineering services during construction and extended the agreement term by two years to allow for design to be completed. The proposed second amended agreement extends the agreement term by two additional years to extend past the date of construction completion and expands engineering services during construction including preparation of Record Drawings.
Discussion:
HISTORY OF ITEM/BACKGROUND
When the Wilfred Booster Station was constructed in 1972, 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.
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 First Amended and Restated Agreement, approved by the Board on December 10, 2024, increased the amount by $200,309, expanded the scope of work, and extended the term by two years for a new not-to-exceed total of $308,831 and term end date of June 30, 2027. The project design has been completed and the construction contract for the project was awarded on December 9, 2025.
The proposed Second Amended and Restated Agreement provides additional design and engineering services during construction and extends the agreement by two years to June 30, 2029.
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 mechanical engineering design for mechanical equipment at the Site, including the pumps, valves, and piping. This amended agreement adds design services and construction phase mechanical engineering services for the project, which includes a comprehensive reconstruction of the pump station to add redundancy and increase efficiency. These mechanical improvements will be constructed concurrently with electrical, instrumentation, and control equipment upgrades at the Site.
SERVICES TO BE PERFORMED
Under the Original Agreement, Consultant is providing engineering design services for Project, including design of a new redundant pump system at the Site.
Under the first amended agreement, Consultant will also design the replacement of the existing pump system and provide engineering services during construction.
Under the proposed amended agreement, Consultant will provide additional construction phase engineering services.
The additional cost is $327,277, for a new not-to-exceed agreement total of $636,108. The new end date is June 30, 2029.
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
Reconstruction of the existing pump station and electrical equipment, which was installed in 1972, will improve the safety and reliability of the site. Installation of a redundant pump set and electrical equipment will increase the resiliency of the water system. Using modern motor controls, such as variable frequency drives, will improve the efficiency of site operation and reduce energy use.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
12/10/2024: Authorized Sonoma County Water Agency’s General Manager to execute a first amended agreement with Lee & Ro, Inc. Increased cost $200,309; new term end date of June 30, 2027
06/06/2023: Authorized Sonoma County Water Agency’s General Manager to execute an agreement with 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 |
FY25-26 Adopted |
FY26-27 Projected |
FY27-28 Projected |
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Budgeted Expenses |
$327,277 |
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Additional Appropriation Requested |
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Total Expenditures |
$327,277 |
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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 |
$327,277 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$327,277 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $327,277 is available from FY 2025/2026 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: Second Amended Agreement with Lee & Ro, Inc.
Attachment 2: Competitive Selection Process Memo
Attachment 3: List of Qualified Consultants
Related Items “On File” with the Clerk of the Board:
None.