REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
DATE: 01/17/2024
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Utilities Department
SUBJECT:
Title
FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ADVANCED PROFESSIONAL ENGINEERING CONSULTANTS, INC. FOR THE WATER RECLAMATION FACILITY NO. 1 BOILER INSTALLATION DESIGN PROJECT
End
EXECUTIVE SUMMARY:
This staff report asks the City Council to consider the approval of the First Amendment to the Water Reclamation Facility No. 1 Boiler Installation Design Project with Advanced Professional Engineering Consultants, Inc. The existing agreement includes engineering design services for replacing the existing aging boiler at Water Reclamation Facility No. 1. To ensure that the project aligns with the City's current and future needs, an amendment to the agreement is needed for additional services. These services will include a comprehensive evaluation and enhancement of the existing systems, aimed at maximizing functionality and operational efficiency.
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Approve the First Amendment to the Professional Services Agreement with Advanced Professional Engineering Consultants, Inc. for the Water Reclamation Facility No. 1 Boiler Installation Design Project to increase the total compensation by $19,600 for additional services.
b. Authorize the City Manager, or his designee, to execute the First Amendment to the Professional Services Agreement with Advanced Professional Engineering Consultants, Inc. for the Water Reclamation Facility No. 1 Boiler Installation Design Project for a total contract amount of $107,400.
c. Authorize the City Manager, or his designee, to issue Change Order No. 1 to Purchase Order P23104 to Advanced Professional Engineering Consultants, Inc. for an additional $19,600, bringing the new total to $107,400.
d. Authorize the City Manager, or his designee, to approve amendments/change orders necessary for the execution of the work, in accordance with the Corona Municipal Code Section 3.08.060(J), up to 10 percent of the amended contract amount, or $10,740.
That the Corona Utility Authority review, ratify, and to the extent necessary, direct the City Council to take the above actions.
Body
BACKGROUND & HISTORY:
The existing boiler system at Water Reclamation Facility No. 1 (WRF1) is essential for the facility’s wastewater treatment sludge processing operations. The existing boiler has been operating in an outdoor setup where it is exposed to the elements and corrosive environment. Due to such conditions, the boiler requires frequent maintenance and is not able to reach and maintain the optimum temperature for all three (3) digesters. Additionally, the current boiler setup does not provide redundancy during planned maintenance or unplanned repairs.
In response to addressing these issues, the City of Corona Utilities Department (UD) solicited an Informal Request for Proposals (RFP) from three distinguished design firms on May 22, 2023, for the WRF1 Boiler Installation Design Project. By May 31, 2023, two proposals were received and subsequently evaluated by a team of four staff members. The evaluation criteria focused on the qualifications of the firm, qualifications of personnel, and the comprehensiveness of the work plan/project understanding, approach, and value. Following this evaluation, City Staff awarded the project to Advanced Professional Engineering Consultants, Inc. (APEC) in the amount of $87,000. APEC demonstrated a thorough understanding of the requested scope of work and was the highest-rated proposal.
The project engineering design includes the replacement of the existing boiler with two new units, one serving as the primary boiler and the other as a backup. It involves replacing the boiler at WRF1, potentially increasing its capacity by 33% to accommodate future digester requirements. The new boiler system, along with the backup unit, will be installed in the existing workshop room to protect them from outdoor elements.
ANALYSIS:
Recognizing the complexities involved in the WRF1 Boiler Installation Design Project, the UD is seeking to add additional services in the First Amendment to the Professional Services Agreement with APEC, in the amount of $19,600. This request for an increased scope of work emerged from an in-depth assessment that took place in the kick-off meeting on October 10, 2023. The meeting involved APEC, the Facilities Maintenance team, and the Water Reclamation Operators and primarily focused on planning the design phase and ensuring that every aspect of the project was thoroughly considered. During this session, UD staff requested APEC to include additional engineering evaluation of sludge process to ensure that the system (installed in the 1950’s) can reach and maintain the optimum temperature in three anerobic digesters. This evaluation, focusing on critical components such as heat exchangers, pumps, and mixing pumps, as well as an assessment of the overall system capacity, was identified as a crucial step beyond the initial scope of work agreed with APEC.
The additional services specified in the First Amendment of the Professional Services Agreement will enable APEC to conduct a comprehensive and detailed analysis. This analysis is essential for aligning the system components with the operational standards of WRF1 and ensuring the future readiness of the facility. APEC will approach this task with their recognized expertise guaranteeing that the final design fulfills the updated requirements while also highlighting any system deficiencies.
FINANCIAL IMPACT:
Funding for the recommended action is available in the Fiscal Year 2024 Water Reclamation Facility No. 1 Boiler Design Capital Improvement Project No. UT-2023-09 within the Sewer Utility Fund 572.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the common sense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action is simply to approve the amendment to a professional services agreement and there is no possibility this will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: AFTAB HUSSAIN, MAINTENANCE MANAGER
REVIEWED BY: TOM MOODY, DIRECTOR OF UTILITIES
Attachments:
1. Exhibit 1 - First Amendment to Professional Services Agreement