City Council Meeting - FINAL


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  8.C.       
Meeting Date: 10/04/2022  
Co-Submitter: Jeff Bauman From: Mac McNamara, Capital Improvements Project Manager

Information
TITLE:
Consideration and Approval of Contract: Engineering Professional Services Contract with Carollo Engineers, Inc. in the total amount of $1,890,481, for the Wildcat Hill Water Reclamation Plant Digester Complex Design and Bid Phase Services.
STAFF RECOMMENDED ACTION:
  1. Approve the Engineering Professional Services Contract with Carollo Engineers, Inc. in the total amount of $1,890,481, which includes a $155,000 Contract Allowance, with a contract period of 16 months; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
  • The recommended award of the Engineering Professional Services Contract (the Contract) to Carollo Engineers, Inc. (Carollo) will authorize an agreement for the engineering services to develop and deliver the design of the Wildcat Hill Water Reclamation Plant (WHWRP) Digester Complex Design Project (the Project).
  • Carollo was selected through a Qualifications Based selection process.
  • The Design of the Project is anticipated to be completed in the Fall of 2023.
  • Pending approval of a separate construction contract by Council, construction is anticipated to begin in the Spring of 2024 with completion anticipated in the Fall of 2025.
  • The Project is located at WHWRP and consist of the planning and design of one (1) new conventional mesophilic anaerobic digester (CMAD), a new central Digester Control Building, and supporting facilities and appurtenances (for pumping, heating, and mixing) to address the City’s needs for additional solids treatment and stabilization capacity. Provisions for connections to the existing thickening process (thickened sludge pumps) and grease systems will be included. Provisions for PONDUS thermal hydrolysis process (THP) will be evaluated and may be included. The Project will also include select rehabilitation and replacement of assets associated with the existing digestion system at WHWRP.
Financial Impact:
The Project is funded by: Wildcat – New Digester #3 & #4 under Water Services’ Wastewater fund from the FY 2022-2023 authorized budget of $1,750,000 and FY 2023-2024 appropriation of $3,943,894 (Acct #203-08-375-3411-0-4463).
Policy Impact:
None.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
The Project is funded by: Wildcat – New Digester #3 & #4 under Water Services’ Wastewater fund from the FY 2022-2023 authorized budget of $1,750,000 and FY 2023-2024 appropriation  of $3,943,894 (Acct #203-08-375-3411-0-4463).
 
Carbon Neutrality Plan
Not applicable
 
Regional Plan
Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
  • Policy WR.2.1. Develop and adopt an integrated water master plan that addresses water resources, water production and its distribution, wastewater collection and its treatment, and reclaimed water treatment and its distribution.
  • Policy WR.2.2. Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services.
Goal WR.4. Logically enhance and extend the City’s public water, wastewater, and reclaimed water services including their treatment, distribution, and collection systems in both urbanized and newly developed areas of the City to provide an efficient delivery of services.
  • Policy WR.4.2. Maintain, at the City level, a financially stable utility to provide reliable, high quality utility services.
Goal E.1. Increase energy efficiency
  • Policy E.1.4. Promote cost-effective, energy-efficient technologies and design in all new and retrofit buildings for residential, commercial, and industrial projects.
Has There Been Previous Council Decision on This:
The City Council has previously approved the FY 2023 Capital Improvement 5-Year Plan and authorized the FY 2023 budget for this Project. This Project is also the initial phase of the City Council approved 2019 Biosolids Master Plan.
 
Options and Alternatives:
  1. Approve the Engineering Professional Services Contract with Carollo Engineers, Inc.; or
  2. Not approve the Engineering Professional Services Contract and direct staff to re-solicit the services. This is not the recommended option of staff.
Background/History:
Purchasing staff posted a Request for Statement of Qualifications (RSOQ) solicitation for engineering professional services to the City of Flagstaff’s PlanetBids Website on June 13, 2021. On June 30, 2021, the City received six (6) Statements of Qualifications from Engineering Consultant Firms. A six-member Selection Committee consisting of City Staff and one outside Construction Consultant, reviewed and evaluated the statements.  Based upon the numerical scoring of the SOQs, the Selection Committee identified the most qualified Firm to perform the engineering professional services for the Project and recommended commencing negotiations for a scope and fee proposal to be provided by Carollo. Final scores of all Firms are as followed:
 
Carollo 897
Brown and Caldwell 873
Black and Veatch 839
Hazen 831
HDR 826
WWE 798
Key Considerations:
The existing WHWRP digestion system lacks both redundancy and adequate capacity to stabilize the CITY’s projected sludge production. Both existing digesters need to be in service to meet minimum hydraulic retention time (HRT) of 15 days for Class B biosolids stabilization, which is required for disposal at the WHWRP dedicated land disposal site (DLD). The result is limited to no operational flexibility with downtime for digester cleaning or proactive O&M efforts.
 
The Project will be delivered through the Design-Bid-Build project delivery method, with the award of a construction contract by Council, projected for Winter of 2024. The Project will also include select rehabilitation and replacement of assets associated with the existing digestion system at WHWRP.
 
This Project will be the initial phase for implementing the recommended biosolids management strategies from the approved Wastewater Biosolids Management Plan (BMP) (Carollo, 2019), including an ultimate digester complex configuration along with provisions for alignment with future mechanical dewatering and solar drying facilities.
Expanded Financial Considerations:
None.
Community Benefits and Considerations:
None.
Community Involvement:
None.
Expanded Options and Alternatives:
None.
Attachments
Professional Service Agreement
Exhibit A - Scope of Work
Exhibit A - Fee Schedule
Vicinity Map-WHWRP Digester Complex
Context Map-WHWRP Digester Complex


    

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