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File #: 2020-0110   
Type: Consent Calendar Item Status: Agenda Ready
File created: 1/31/2020 In control: Sonoma County Water Agency
On agenda: 3/10/2020 Final action:
Title: Engineering and Design Services for Ely Booster Station Hazard Mitigation Project
Department or Agency Name(s): Sonoma County Water Agency
Attachments: 1. Summary Report, 2. Agreement, 3. Recipients List
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Board of Directors, Sonoma County Water Agency

Department or Agency Name(s): Sonoma County Water Agency

Staff Name and Phone Number: Hannah Salafia / 707-524-6435

Vote Requirement: Majority

Supervisorial District(s): Second

 

Title:

Title

Engineering and Design Services for Ely Booster Station Hazard Mitigation Project

End

 

Recommended Action:

Recommended action

A)                     Authorize Sonoma County Water Agency’s General Manager to execute an agreement with LEE & RO, INC. for engineering and design services for Ely Booster Station Hazard Mitigation Project through January 31, 2023, in the not-to-exceed amount of $337,321.

B)                     Authorize Sonoma County Water Agency’s General Manager to amend the agreement provided amendments do not cumulatively increase the total cost to Sonoma County Water Agency by more than 10 percent, while retaining authorities under Resolution 04-0547 to extend the term and make minor modifications to the scope of work.

(Second District)

end

 

Executive Summary:

Ely Booster Station sits within a 100-year floodplain and houses pumps that aid in the transportation of potable water around Sonoma and Marin Counties. During the wet season (October - April), the Booster Station operates intermittently, but is periodically inundated with floodwaters that enter the electrical facilities and threaten the operability of the Station, compromising delivery of drinking water to 310,000 residents. In addition, the Ely Booster Station is within five miles of the Rodgers Creek Fault, and Sonoma Water’s Local Hazard Mitigation Plan identifies this booster station as vulnerable to liquefaction and lateral spread. Lateral spread could damage pumps and electrical equipment, rendering them inoperable for months, leaving the water transmission system unable to keep the system pressurized. If the system cannot maintain pressure, a boil water notice would need to be issued to over 310,000 people served by this booster station. The purpose of this project is to design plans for a retrofit that would effectively provide protection against a 500-year flood event, and a magnitude 6.5 earthquake.

 

Discussion:

HISTORY OF ITEM/BACKGROUND

Sonoma County Water Agency (Sonoma Water) conducted a hazard assessment of its water supply and transmission system that was published in the “Phase II Natural Hazard Reliability Assessment, Water Supply and Transmission System for Sonoma County Water Agency” dated July 18, 2008 (Assessment).

 

On January 8, 2008, Sonoma Water adopted its first Local Hazard Mitigation Plan (Plan) that was approved by the Federal Emergency Management Agency (FEMA).  This Plan has been updated as required by FEMA on a five-year recurring schedule. The most recent 2018 Local Hazard Mitigation Plan Update was adopted by the Board of Directors on October 9, 2018 and approved by FEMA on October 16, 2018.

 

The Assessment and Plan identify the Ely Booster Station Hazard Mitigation Project (Project) as one of several mitigation projects that could be implemented to reduce the risk of damage to or failure of the water supply and transmission system as a result of potential vulnerabilities to a major seismic event or flood.

 

Sonoma County Board Resolution 17-0256, adopted on June 20, 2017, designates Sonoma Water’s General Manager, Assistant General Managers, and Chief Engineer as authorized agents of the Board to apply for, accept awards, and enter into agreements for federal and/or state disaster funds. This “universal” resolution is effective for all open and future disasters up to 3 years of the date of approval, and enables Sonoma Water to efficiently interact with FEMA in the wake of disasters such as our recent flood and fire events.

 

Sonoma Water submitted a grant application to the U.S. Department of Homeland Security, FEMA Hazard Mitigation Grant Program to perform a structural retrofit of the Ely Booster Station.

As part of Sonoma Water’s water transmission system, the Ely Booster Station helps supply water to over 310,000 residents in Marin and Sonoma Counties by pumping potable water to the City of Petaluma, the North Marin Water District, and the Marin Municipal Water District.  The booster station is within five miles of the Rodgers Creek Fault and sits within the 100-year floodplain.  The extreme elevation of the floodwaters threatens the operability of the booster station itself and raises safety concerns for onsite personnel.

 

In July 2019, Sonoma Water was awarded a $2,306,867 FEMA grant through the California Governor’s Office of Emergency Service for a hazard mitigation for the Ely Booster Station (award number DR-4344 #PJ0505).

 

Expenditures for consulting services, Sonoma Water project and grant management, design review, environmental documents, right-of-way, contract administration, and inspection services, and construction costs are estimated as follows:

 

 

Budgeted

Estimated

Estimated

Estimated

 

FY19-20

FY20-21

FY21-22

FY22-23

Engineering Design Services

$337,321

 

 

 

Sonoma Water Project and Grant Management, Design Review, Environmental Documents, Right-of-Way

$212,653

$142,402

$118,668

$4,686

Construction

 

 

$2,314,500

 

Construction Inspection and Contract Administration

 

 

$64,295

$64,294

Total Estimated Costs by Fiscal Year

$549,974

$142,402

$2,497,463

$68,980

Total Estimated Project Cost

$3,258,819

Sonoma Water staff will return to the Board to award the construction contract.

 

SELECTION PROCESS

On August 27, 2019, Sonoma Water issued a Request for Proposals (RFP) to the 29 firms included in the list attached.

The RFP was also posted on Sonoma County Water Agency and County of Sonoma Purchasing Department websites, as well as the Small Business Administration and Minority Business Development Agency websites.

The three firms listed below submitted Proposals.

1.                     IEC Corporation - Sacramento, California

2.                     HydroScience Engineers Inc. - Sacramento, California

3.                     LEE & RO INC. - Walnut Creek, California

 

The following criteria, listed in order of importance, were used to evaluate each firm:

1.                     Professional qualifications and demonstrated ability to perform the work

2.                     Responsiveness to the work requirements

3.                     Exceptions to standard terms in the sample agreement

4.                     Thoroughness of proposal

 

LEE & RO, INC., (Consultant) was selected to perform the work because Consultant submitted a thoughtful and thorough proposal for the work to be done at the Ely Booster Station.  Consultant has designed many similar projects that address the need for flood proofing and seismic stability.  In the proposal, Consultant described a number of design strategies that could be used to address some of the issues that Sonoma Water is currently mitigating.  The proposal also included code compliance reflecting Consultant’s commitment and awareness of requirements that must be met.

SERVICES TO BE PERFORMED

 

Under the proposed agreement, Consultant will design improvements to the station including sealing and elevating electrical appurtenances above the 500-year floodplain, replacing the pump motor housing structures and switchgear equipment, and anchoring equipment critical to the operation of the booster station which will protect the Ely Booster Station against a 500-year flood event and a magnitude 7.0 earthquake.

 

The cost of these services will not exceed $337,321; the term end date is January 31, 2023.

 

The agreement includes two options for Sonoma Water to extend this agreement for a period of one year each by providing written notice to Consultant thirty days in advance of the expiration date of the agreement and of the first extension option.

 

Prior Board Actions:

10/9/2018:                      Resolution 18-0411 Adopting 2018 Sonoma County Water Agency Local Hazard Mitigation Plan

6/20/2017:                      Adopted a Resolution designating the Water Agency’s General Manager, Assistant General Managers, and Chief Engineer/Director of Groundwater Management to file applications and execute agreements for federal and/or state disaster financial assistance.

 

Fiscal Summary

 Expenditures

FY 19-20 Adopted

FY20-21 Projected

FY 21-22 Projected

Budgeted Expenses

$549,974

$142,402

$2,497,463

Additional Appropriation Requested

 

 

 

Total Expenditures

$549,974

$142,402

$2,497,463

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

$332,700

$53,400

$1,920,767

Fees/Other

$217,274

$89,002

$576,696

Use of Fund Balance

 

 

 

Contingencies

 

 

 

Total Sources

$549,974

$142,402

$2,497,463

 

Narrative Explanation of Fiscal Impacts:

Total project costs are estimated to be $3.3 million with $2.3 million in offsetting FEMA grant funds, and $1 million in Sonoma Water cost share. Budgeted amount of $337,321 for engineering design services is available from FY 2019/2020 appropriations for the Petaluma Aqueduct Capital fund.  No additional appropriation is required.

FY 2019/2020 staff costs of $212,653 for design, environmental, and right-of-way services are available from FY 2019/2020 appropriations. Appropriations for ongoing staff costs for design, environmental and right-of-way activities will be budgeted in FY 2020/2021, FY 2021/2022 and FY 2022/2023.  Appropriations for construction and inspection during construction will be budgeted in FY 2021/2022 and FY 2022/2023. All appropriations will be budgeted in the Petaluma Aqueduct Capital Fund. The customers on the Petaluma Aqueduct are responsible for setting a rate to generate revenue from water sales for the Aqueduct Capital Fund.  This fund has sufficient annual revenue and fund balance for the project.

 

 

 

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:

Attachment 1:  Agreement with LEE & RO, INC.

Attachment 2:  List of RFP recipients

 

Related Items “On File” with the Clerk of the Board:

None