To: Board of Directors, Sonoma Valley County Sanitation District
Department or Agency Name(s): Sonoma Valley County Sanitation District
Staff Name and Phone Number: James Griggs 707-547-1924
Vote Requirement: Majority
Supervisorial District(s): First
Title:
Title
Engineering Design of Sonoma Valley County Sanitation District Trunk Main Replacement Phase 4C and Phase 5
End
Recommended Actions:
Recommended action
In an ongoing effort to replace aging Sonoma Valley County Sanitation District (District) infrastructure and increase the capacity of the District’s collection system to prevent future sanitary sewer overflows:
A) Authorize Sonoma County Water Agency’s (Sonoma Water) General Manager acting on behalf of District to execute an agreement in a form approved by county counsel with Woodard and Curran, Inc. for engineering design services through December 31, 2022 in the not-to-exceed amount of $524,315; and
B) Authorize Sonoma Water’s General Manager to amend the agreement provided amendments do not cumulatively increase the total cost to Sonoma Water by more than 10 percent, while retaining authorities under Resolution 04-0547, and do not substantially change the scope of work.
(First District)
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Executive Summary:
The design of District’s Trunk Main Replacement Phase 4C and Phase 5 consists of the final design of the District’s Trunk Main Replacement Phase 4C Project, and the preliminary design of the District’s Trunk Main Replacement Phase 5 Project. The construction of Phase 4C must be completed by October 31, 2022, and the construction of Phase 5 must be completed by October 31, 2024 to satisfy mandates dictated in Cease and Desist Order No. R2-2015-0032, which was issued to the District on June 10, 2015 by the San Francisco Bay Regional Water Quality Control Board. Construction of the trunk main replacement Phase 4C and Phase 5 Projects includes replacing deteriorating and undersized pipelines to increase the capacity and reliability of the collection system.
Discussion:
HISTORY OF ITEM/BACKGROUND
During a 1995 restructuring of the county government, Sonoma Water assumed responsibility for managing the county sanitation zones and districts, which provide wastewater treatment, reclamation, and disposal for approximately 22,000 residences and businesses. Each sanitation zone and district operates under a unique, individual permit from the California Regional Water Quality Control Board (San Francisco and North Coast regions) that sets the requirements for operation. The District operates under a National Pollutant Discharge Elimination System (NPDES) permit from the California Regional Water Quality Control Board (San Francisco). The District serves the City of Sonoma and the unincorporated areas of Agua Caliente, Boyes Hot Springs, Eldridge, Fetters Hot Springs, Glen Ellen, Schellville, Temelec, and Vineburg.
The District began operation in 1953, when much of the current collection system was installed. The original scale of the collection system was constructed for a service area that has since grown beyond the capacity for which it was originally designed, and with pipe that has since degraded substantially. In an effort to mitigate these issues, the District has replaced approximately 20,500 linear feet of trunk main, and 90 manholes over the past 16 years.
Despite the District’s ongoing efforts to upgrade its collection system, the terms of the NPDES permit were not met due to the occurrence of 52 sanitary sewer overflows between the dates of August 1, 2010 and January 31, 2015. As a result of violations to the NPDES permit, the San Francisco Bay Regional Water Quality Control Board issued a Cease and Desist order to the District on June 10, 2015. The Cease and Desist Order includes two mandates.
The first mandate requires the District to replace 7,108 linear feet of existing 21-inch reinforced concrete trunk main with 27-inch diameter trunk main, replace 31 manholes, and address the structural deficiencies and capacity restrictions in certain sections of the trunk main. This portion of the work must be completed by October 31, 2022.
The second mandate requires the District to replace 8,245 linear feet of 21-inch and 18-inch diameter reinforced concrete trunk main with appropriately larger sized trunk main, replace 35 manholes, and address the structural deficiencies and capacity restrictions in certain sections of the trunk main. This portion of the work must be completed by October 31, 2024. District compliance with the mandates in the Cease and Desist Order is expected to greatly reduce or eliminate future sanitary sewer overflows in the collection system.
Two construction projects are currently in design to address the mandates in the Cease and Desist Order. The District’s Trunk Replacement Phase 4A and 4B.1 Project involves the installation of 3,404 linear feet of 27-inch trunk main and 15 manholes from the intersection of 6th Street West and Studley Street to the intersection of Highway 12 and Ramon Street in the City of Sonoma, as well as the installation of 620 linear feet of 27-inch trunk main and one manhole in the ballfield area of Maxwell Farms Regional Park. The District’s Trunk Replacement Phase 4A and 4B.1 Project is in final design and will soon be advertised for construction.
The District’s Trunk Replacement Phase 4B.2 Project involves the installation of 2,162 linear feet of 27-inch trunk main and 10 manholes from the intersection of Highway 12 and Ramon Street, through Maxwell Farms Regional Park, across Verano Avenue, and tying into the downstream end of the Agua Caliente Creek siphon. The District’s Trunk Replacement Phase 4B.2 Project is expected to be constructed in 2020.
PROPOSED SCOPE OF WORK
Due to time restrictions and limited staff availability, the District has determined it prudent to enter an agreement with Woodard and Curran, Inc. (Consultant) to complete the final design of Phase 4C. The Sonoma Valley County Sanitation District Trunk Replacement Phase 4C Project involves the replacement of 21-inch reinforced concrete trunk main from the upstream end of the Agua Caliente Creek siphon, to manhole 90-3, located on Happy Lane in the unincorporated area of Boyes Hot Springs. The completion of the District’s Trunk Replacement Phases 4A and 4B.1, 4B.2, and 4C Projects will satisfy the first mandate of the Cease and Desist Order. In addition to completing the final design of Phase 4C, Consultant will perform the preliminary design for the District’s Trunk Replacement Phase 5 project. The District’s Trunk Replacement Phase 5 Project involves the replacement of 8,245 linear feet of 21-inch and 18-inch diameter reinforced concrete trunk main with appropriately larger sized trunk main and the replacement of 35 manholes, starting at manhole 90-3 on Happy Lane in the unincorporated area of Boyes Hot Springs, and ending at manhole 48-2 on Las Flores Drive in the unincorporated area of Agua Caliente. Completion of the District’s Trunk Replacement Phase 5 Project will satisfy the second mandate of the Cease and Desist Order.
SELECTION PROCESS
On March 22, 2018, Sonoma Water and its affiliated sanitation districts issued a Request for Statements of Qualifications (RFQ) to 29 firms. The RFQ was also posted on Sonoma Water and County of Sonoma Purchasing Department websites. Ten firms submitted Statements of Qualifications (SOQs).
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
Based on the evaluations, the following respondents were selected for the list of qualified consultants:
1. AECom
2. BKF
3. Coastland
4. lnfraterra
5. Kennedy Jenks
6. Kleinfelder
7. Mott MacDonald
8. Schaaf and Wheeler
9. West Yost
10. Woodard and Curran, Inc.
SERVICES TO BE PERFORMED
Under the proposed agreement, the consultant will design Phases 4C and 5 of the District’s Trunk Main Replacement Project. Tasks will include conducting meetings; performing hazardous waste assessment; acquiring rights-of-way, permissions, and easements; estimating costs; preliminary design; preparing design reports; pipeline design; drafting; preparing specifications; assistance during the bidding and construction; and project management.
The cost of services will not exceed $524,315; the term end date is December 31, 2022.
District 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.
Prior Board Actions:
01/29/2019: Approved Resolution #19-0027 determining the District’s Sewer Trunk Main Replacement Project will not have an adverse effect on the environment, and adopting the Mitigation Monitoring and Reporting Plan/Program; making certain related findings; approving the Project; and authorizing the filing of a notice of determination (First District)
01/29/2019: Approved easement agreement for construction of a sanitary sewer main within Maxwell Farms Regional Park for the District’s Sewer Trunk Main Replacement Project, Reach 4B.
01/29/2019: Approved District to make offers to acquire property rights needed to construct any remaining portions of the District Sewer Main Replacement Project, Reach 4C, conditioned on final approval by the Board of Directors, and authorized the General Manager to offer affected property owners the reasonable cost, up to $5,000, for an independent appraisal for property rights needed for the Project in accordance with Code of Civil Procedure section 1263.025
01/29/2019: Approved agreement between District and Tom Origer and Associates for implementation of an archaeological data recovery plan. Cost $550,000; term end December 31, 2020
Fiscal Summary
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Expenditures |
FY 18-19 Adopted |
FY19-20 Projected |
FY 20-21 Projected |
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Budgeted Expenses |
524,315 |
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Additional Appropriation Requested |
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Total Expenditures |
524,315 |
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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 |
524,315 |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
524,315 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $524,315 is available from FY 2018/2019 appropriations for the Sonoma Valley CSD - Construction 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):
None
Attachments:
Attachment 1: Agreement with Woodard and Curran, Inc.
Related Items “On File” with the Clerk of the Board:
None