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File #: 2020-0896   
Type: Consent Calendar Item Status: Agenda Ready
File created: 8/24/2020 In control: Sonoma County Water Agency
On agenda: 10/13/2020 Final action:
Title: Engineering and Design for Roof Replacements
Department or Agency Name(s): Sonoma Valley County Sanitation District (Director, Sonoma County Water Agency
Attachments: 1. Summary, 2. Agreement, 3. Recipient List, 4. Statements of Qualifications Received
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Board of Directors, Sonoma County Water Agency and Sonoma Valley County Sanitation District

Department or Agency Name(s): Sonoma Valley County Sanitation District

Staff Name and Phone Number: Nazareth Tesfai / 521-1835

Vote Requirement: Majority

Supervisorial District(s): First

 

Title:

Title

Engineering and Design for Roof Replacements

End

 

Recommended Action:

Recommended action

A)                     Authorize Sonoma County Water Agency’s General Manager acting on behalf of Sonoma Valley County Sanitation District to execute an agreement with Allana Buick & Bers, Inc. for engineering and design services through September 15, 2023 in the not-to-exceed amount of $245,000.

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, extend the term, and make modifications to the scope of work.

(First District)(2/3rd Vote Reuqired)

end

 

Executive Summary:

Sonoma Valley County Sanitation District (District) treatment plant has three buildings identified to have roofs in need of replacement.  This project will design roof replacements on the administration, maintenance shop, and influent/effluent buildings (Project).  Due to the unique demands placed on buildings at a wastewater treatment facility, the services of an engineering firm is desired to design the roof replacements.

 

Discussion:

HISTORY OF ITEM/BACKGROUND

There are three District treatment plant buildings that have roofs with leaks.  They are the administration, maintenance shop, and influent/effluent buildings which all have the original roofs from when they were constructed in 1977.  The Project consists of designing the replacements for aging roofs and related appurtenances.

 

The type of roofs necessary at a wastewater treatment plant differ from typical commercial roofs.  They require unique design adaptations to achieve the required temperature parameters for operations equipment and laboratory instruments, and to accommodate specialized ventilation systems for the equipment.  The District does not have staff with this expertise, therefore, an engineering firm is needed to design the roof structures and to determine the exact roofing system materials demanded by the site. 

 

SELECTION PROCESS

On May 17, 2019, Sonoma County Water Agency (Sonoma Water) issued a Request for Statements of Qualifications (RFQ) to the 36 engineering firms listed in Attachment 2 (Recipient List).  The RFQ was also posted on the Sonoma Water and County of Sonoma Purchasing Department websites.

 

The 22 firms listed in Attachment 3 (Statements of Qualifications Received) 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, all 22 respondents were determined qualified and included on the list of qualified consultants.

 

Allana Buick & Bers, Inc. (Consultant) was selected for this project because they have specific experience designing roofs for wastewater treatment plants.

 

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.

 

SERVICES TO BE PERFORMED

Under the proposed agreement, Consultant will prepare Project design drawings and specifications, and provide support to District during bidding and construction.

 

The cost of services will not exceed $245,000; the term end date is September 15, 2023.

 

The agreement includes two options for District 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.

 

Until this project is completed, Sonoma Water staff will continue to capture and divert rainwater as it enters the buildings in order to protect vital equipment.

 

Prior Board Actions:

None

 

Fiscal Summary

 Expenditures

FY 20-21 Adopted

FY 21-22 Projected

FY 22-23 Projected

Budgeted Expenses

$245,000

 

 

Additional Appropriation Requested

 

 

 

Total Expenditures

$245,000

 

 

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

 

 

 

Fees/Other

$245,000

 

 

Use of Fund Balance

 

 

 

Contingencies

 

 

 

Total Sources

$245,000

 

 

 

Narrative Explanation of Fiscal Impacts:

Budgeted amount of $245,000 is available from FY 2020/2021 appropriations for the Sonoma Valley County Sanitation District Operations 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:

Attachment 1:  Agreement with Allana Buick & Bers, Inc.

Attachment 2:  Recipient List

Attachment 3:  Statements of Qualifications Received

 

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

None