Title
RATIFICATION OF EXPENDITURE OF FUNDS AND AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH CAROLLO ENGINEERS, INC., FOR THE ARROWHEAD RANCH WATER RECLAMATION FACILITY IMPROVEMENTS
Staff Contact: Craig Johnson, P.E., Director, Water Services
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Purpose and Recommended Action
Recommendation
This is a request for City Council to authorize the City Manager to enter into a Professional Services Agreement with Carollo Engineers, Inc., (Carollo) for construction administration services for Arrowhead Water Reclamation Facility improvements (ARWRF) for an amount not to exceed $3,259,500. Staff is also requesting approval to ratify the expenditure of funds paid in the amount of $1,214,880.
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Background
The ARWRF commenced operations in the mid 1980’s. This facility has a capacity of processing 4.5 Million Gallons per Day (MGD) of raw sewage. Currently it treats approximately 3.0 MGD and it is not anticipated to need an expansion to support future flows.
On January 28, 2014, Council approved a Professional Services Agreement with Carollo to provide design and construction administration services for improvements at ARWRF. This agreement was utilized to perform project design services. The contract was intended to provide services for a three-year period, however the term language did not accurately reflect the schedule. City staff discovered the discrepancy when developing an amendment to the contract to extend the original schedule and scope of services. Therefore, a new contract was developed to rectify the term, reallocate remaining budget and scope items included in the original contract, and account for the additional services requested by the City.
Resilience and reliability of all process equipment are essential for maintaining the rated treatment capacity and assuring compliance with all regulatory limits. Since this facility is an end of line plant, meaning it cannot be bypassed and flows cannot be turned off, it is critical that it is reliable and available for service 365 days a year. Facility process equipment needs periodic assessments and improvements to maintain effective and reliable operation. The plant was evaluated and systems were identified that have reached the end of their useful life and need to be replaced.
Analysis
The design phase of this project has been completed, and the project is ready to be constructed. The primary construction administration services provided by this contract include the replacement of headworks equipment, the odor control system, final effluent filters, electrical gear and other equipment that has reached the end of its useful life and requires replacement.
The construction phase services are expected to begin in July 2017. Carollo will provide construction administration services for an amount not to exceed $3,259,500 for this final construction phase of this project.
Previous Related Council Action
On December 8, 2015, Council approved a Construction Manager at Risk agreement with MGC to provide design phase services.
On January 28, 2014, Council approved a Professional Services Agreement with Carollo to provide design and construction administration services for improvements at ARWRF.
Community Benefit/Public Involvement
Maintaining a safe, reliable, and resilient facility ensures compliance with water resources goals and regulatory limits, and enhances public safety and preserves quality of life for Glendale residents.
Budget and Financial Impacts
Funds in the amount of $1,214,880 have been paid to Carollo for services performed outside of the term of the original contract, but within the not to exceed amount approved by Council on January 28, 2014. Funds for these expenditures were paid from the FY2015-17 capital improvement plan budgets. Including the ratification of prior expenditures, the total budget impact of this item is $4,474,380.
Funding for the new contract is available in the adopted FY2016-17 and the proposed FY2017-18 capital budgets. Future year budget appropriation is contingent upon Council approval.
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Cost |
Fund-Department-Account |
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$4,474,380 |
2360-60007-550800, Arrowhead WRF Improvements |
Capital Expense? Yes
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No