To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Steve Koldis 707-547-1914
Vote Requirement: Majority
Supervisorial District(s): Fifth
Title:
Title
Engineering and Design Services for Russian River-Cotati Intertie Pipeline
End
Recommended Action:
Recommended action
A) Authorize Sonoma County Water Agency’s General Manager to execute the Third Amended and Restated Agreement with Geosyntec Consultants, Inc., to provide engineering and design services in a form approved by County Counsel. The amended agreement increases the amount by $200,000, expands the scope of work to include restarting a design process that was substantially delayed awaiting completion of NEPA compliance and FEMA grant obligation, modifies construction phase services to support current project needs, and extends the agreement term by two years for a new not-to-exceed agreement total of $888,000 and end date of May 31, 2024.
B) In addition to the authorities granted under Resolution 20-0092, authorize Sonoma County Water Agency’s General Manager to amend the agreement to extend the term, make modifications to the scope of work, and increase costs provided amendments do not cumulatively increase the total cost to Sonoma County Water Agency by more than 10 percent.
(Fifth District)
end
Executive Summary:
This item requests authority for Sonoma County Water Agency’s (Sonoma Water’s) General Manager to execute a third amended and restated agreement with Geosyntec Consultants, Inc. (Consultant) to provide engineering services and support for the planning, design, and implementation of the Russian River-Cotati Intertie at Mark West Creek Crossing project (Project). This Project is designed to reduce the risk of damage to the transmission system in the event of a major earthquake. The subject amended agreement expands the existing scope and payment to restart and complete design after years of inactivity due to delays resulting from the Federal Emergency Management Agency’s (FEMA) National Environmental Policy Act (NEPA) and grant obligation process and to modify construction phase support services to meet current project needs, including, but not limited to, review of product submittals; shop drawings; work plans; and contractor requests for information; participate in weekly progress meetings; conduct site inspections as needed; and prepare record drawings.
Discussion:
HISTORY OF ITEM/BACKGROUND
On January 8, 2008, the Sonoma Water’s Board of Directors (Board) adopted Sonoma Water’s Local Hazard Mitigation Plan (Plan), which is a basis for procuring federal funds for natural hazard mitigation projects. The 2018 update to the Plan was adopted by the Board and was approved by FEMA on October 16, 2018. On January 24, 2020, FEMA obligated $2,810,700 in grant funding to the Project. The grant funding is for work associated with CEQA, construction, and inspection/contract administration. Design is not funded by the grant.
The Project is a natural hazard mitigation project identified in the Plan as a first-tier objective that will reduce the risk of damage or failure of the water transmission system as a result of a major seismic event.
The Project will replace a portion of the Russian River-Cotati Intertie Pipeline where it crosses Mark West Creek near Forestville. The Project would largely eliminate the pipeline’s exposure to earthquake-triggered permanent ground displacement in the area by increasing pipe thickness, butt-welding pipe joints and lowering the pipeline from a high hazard zone to an elevation that is expected to have negligible ground displacement.
Sonoma Water and Consultant entered into an agreement for engineering services, dated August 8, 2013, in the amount of $528,000.
A first amended agreement, approved by the Board on February 9, 2016, increased the contract amount by $160,000 for a new not-to-exceed total of $688,000 and extended the agreement by two years to May 31, 2019. A second amended agreement, approved by the General Manager of Sonoma Water on July 17, 2019, extended the agreement by three years to May 31, 2022. These time extensions were necessary due to the time required to complete the NEPA process in coordination with U.S. Department of Agriculture Natural Resources Conservation Service (NRCS) and to accommodate a design change that required a scope modification with the project grant funding.
The project design is complete, the construction contract was awarded by the Board on January 25, 2022, and the contractor, Ranger Pipelines, has been issued a notice to proceed. Some construction product submittals and requests for information are currently being reviewed by Sonoma Water staff, but Consultant services are required to assist with this effort, review and support change orders, attend construction progress meetings, conduct site visits, prepare record documents, and provide other construction support services as needed. The third amended agreement will allow Consultant to do this work and provide payment for services rendered to restart and complete the design after substantial delays encountered while awaiting completion of FEMA’s NEPA compliance and grant funding obligation processes.
SELECTION PROCESS
Consultant was selected from a list of qualified consultants developed from a prior competitive selection process.
On February 4, 2011, the Sonoma Water distributed a Request for Qualifications (RFQ) for Consulting Services for Natural Hazard Mitigation Projects to 18 engineering consulting firms including Disadvantaged Business Enterprises (DBE’s). This RFQ included four projects: 1) Santa Rosa Fault Crossing in Sonoma Avenue, 2) Wohler-Mirabel Liquefaction Mitigation/Ground Improvement Study, 3) Russian River-Cotati Intertie Crossing at the Russian River Project, and 4) Local Hazard Mitigation Plan Update. Two firms, MMI Engineering (now Geosyntec) and Winzler and Kelly, responded to the RFQ. Each Statement of Qualifications was evaluated on qualifications and DBE outreach. The outcome of this review placed both teams on the “short-list” to be considered for future projects covered in the RFQ, with MMI ranking the highest.
Consultant was selected for the subject work due to its experience in seismic analysis and design for water supply infrastructure and related services.
SERVICES TO BE PERFORMED
In addition to ongoing work, under the proposed amended agreement, the Consultant will:
1. Provide final design documents that update the 99% design submittal
2. Attend weekly construction progress meetings
3. Conduct site visits
4. Review and respond to product, work plan, and shop drawing submittals
5. Respond to Requests for Information
6. Review change orders
7. Prepare record drawings
The additional work to restart and complete the final design services was not anticipated because Sonoma Water did not know it would take years for FEMA to complete their NEPA process and obligate grant funds. In the meantime, Sonoma Water modified preferences in their construction specifications and standard details, which required updating by Consultant and additional 90% and 99% submittals. The modified scope for construction phase services reflects the construction support needs tailored to the final design of the project.
The additional cost is $200,000, for a new not-to-exceed agreement total of $888,000. The new end date is May 31, 2024.
County Strategic Plan: N/A
Sonoma Water Strategic Plan Alignment:
Water Supply and Transmission System, Goal 2: Maintain and improve the reliability of the Water Transmission System infrastructure
This project will improve transmission system reliability by addressing a seismic vulnerability at the Russian River Cotati Intertie crossing at Mark West Creek.
Prior Board Actions:
01/25/2022: Approved Contract Award for Russian River-Cotati Intertie Pipeline Seismic Hazard Mitigation at Mark West Creek Crossing- Ranger Pipelines, Inc.
02/09/2016: Approved First Amended Agreement with MMI Engineering, Inc. for engineering, design, and seismic analysis services increasing the contract amount by $160,000 for a new not-to-exceed total of $688,000 and extending the agreement by two years to May 31, 2019.
07/30/2013: Approved agreement between Water Agency and MMI Engineering, Inc. for Russian River-Cotati Intertie Pipeline at Mark West Creek Crossing Project. Cost $528,000; term end May 31, 2017.
12/11/2012: Resolution No. 12-0572 to formally adopt the Sonoma County Water Agency’s Local Hazard Mitigation Plan 2012 Update.
02/15/2011: Resolution No. 11-0063 formally approving FEMA funding for Water Agency Hazard Mitigation Infrastructure Improvements and designating the General Manager or his designee to receive FEMA grant funding.
Fiscal Summary
|
Expenditures |
FY 21-22 Adopted |
FY22-23 Projected |
FY 23-24 Projected |
|
Budgeted Expenses |
$200,000 |
|
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$200,000 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$200,000 |
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$200,000 |
|
|
Narrative Explanation of Fiscal Impacts:
Budgeted amount of $200,000 is available from FY 2021/2022 appropriations for the Common Facilities Fund. No additional appropriation is required.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
None
Related Items “On File” with the Clerk of the Board:
None