AGENDA ITEM 8I

Date: August 11, 2020

Council Action Date: September 28, 2020

TO: Honorable Mayor and City Council

FROM: Alex D. McIntyre, City ManagerPhillip L. Nelson, Public Works Director

SUBJECT: Approve Fourth Amendment to Professional Services Agreement with HDR Engineering Inc. - Wastewater Plant - Aeration Blowers Project

SUMMARY

The City of Ventura owns and operates the Wastewater Plant (Ventura Water Reclamation Facility) located at 1400 Spinnaker Drive. Current aeration blowers at the wastewater plant date back to 1971, are outdated, deteriorated and inefficent. The City hired HDR Engineering, Inc. in August 2016 to provide engineering design services for improvements to the Aeration Blower System at the plant. The proposed fourth amendment is for additonal engineering design work related to anticipated regulatory changes that will reduce effluent water discharge limits.

RECOMMENDATION

a. Authorize the City Mayor to execute the Fourth Amendment to the ProfessionalServices Agreement with HDR Engineering, Inc., for additional work required onthe Wastewater Plan- Aeration Blower Project in the amount of $155,521 totalcontract not to exceed $847,113.

b. Authorize an additional encumbrance of contingency funds for this amendment inthe amount of $19,999.

DISCUSSION/ANALYSIS

HDR Engineering, Inc. entered into an agreement with the City in August 2016 to provide engineering design services for improvements to the Aeration Blower System at the City’s Wastewater Plant. These services included an evaluation of aeration blower technologies, the preparation of a preliminary design report with recommendations, and the subsequent design of a new aeration blower system.

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Wastewater Plant Aeration Blowers Project – Fourth AmendmentSeptember 28, 2020Page 2 of 3

The original service agreement was amended in April 2017 to include modeling that is considered a current standard for determining air-flow requirements and provide bid phase services. The modeling evaluates long term efficiency and aids with future effluent discharge permitting. The original service agreement was again amended in February 2019 to provide treatment process design modification and construction phase services. These process modifications include the addition of a precise air distribution and control system, and a new transfer pump to the design.

Recently, the Los Angeles Regional Water Quality Control Board (RWQCB) announced a stricter permit limit for nitrate in the effluent discharge, reducing the limit from 10 mg/L to 4 mg/L. To ensure the facility will meet this future limit, verification is necessary to determine if this project or an alternative project would be the best way to achieve the new discharge limit. By doing so, the City can ensure this project will be able to comply with these future regulations. To adequately address changes to effluent limits proposed by RWQCB, changes to the engineering design must be completed prior to bidding. Additionally, the consultant will arrange a letter of commitment from a blower manufacturer to secure competitive pricing for the blower units during construction.

The Third Amendment partially addresses these issues, utilizing the project contingency. The provisions of the Third Amendment fell within the authority delegated to the City Manager pursuant to San Buenaventura Municipal Code Section 4.600.200 subsection 1 which authorizes the City Manager to execute amendments to agreements originally approved by the City Council when the prior approval by the City Council so authorizes.

However, additional services to the agreement are required for HDR Engineering to complete these additional tasks, submit reports and complete revisions to the engineering design of the Aeration Blower project, resulting to a Fourth Amendment with a fee in the amount of $155,520.64 (plus an additional $19,999 in contingency funding). The Fourth Amendment to the Professional Services Agreement with HDR Engineering (Attachment B) is attached.

Reference: Project No. 96928, Wastewater Plant – Aeration Blowers, Adopted 2020-2026 CIP, March 30, 2020, Page 8-9.

Significant Previous City Council Action:

August 1, 2016 – The City Council authorized the City Manager to enter into a Professional Services Agreement with HDR Engineering, Inc. for the VWRF – Aeration Blower Project.

April 24, 2017 – The City Council authorized the City Manager to approve First Amendment to Professional Services Agreement with HDR Engineering, Inc. for the VWRF – Aeration Blower Project.

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Wastewater Plant Aeration Blowers Project – Fourth AmendmentSeptember 28, 2020Page 3 of 3

February 4, 2019 – The City Council authorized the City Manager to approve Second Amendment to Professional Services Agreement with HDR Engineering, Inc. for the VWRF – Aeration Blower Project.

September 2, 2020 – City Staff executed (per San Buenaventura Municipal Code Section 4.600.200 subsection 1) the Third Amendment to Professional Services Agreement with HDR Engineering, Inc. for the VWRF – Aeration Blower Project, utilizing existing contingency funds.

FINANCIAL IMPACT

There are sufficient funds to complete the design phase of this project which is being funded from the 2014 Wastewater Bonds in the Wastewater Capital Fund 71.

REQUESTED ACTION: Approval of 4th Amendment to PSA HDR contract and contingency funds for Design Work

ESTIMATED COST: $175,520

FUND DEPARTMENT PROJECT AMOUNT AVAILABLE BUDGET

Wastewater Capital Fund (71) Ventura Water 96928 $175,520 Yes

TOTAL COST: $175,520 TOTAL FUNDED: $175,520

ALTERNATIVES

City Council could decide not to approve this Amendment. HDR would use the remaining budget to perform the existing tasks assigned to them. There is a risk of non-compliance with permits and associated fines due to the upcoming changes in RWQCB permit. Before this project is constructed is the best time to determine how to address the upcoming regulations and prevent additional work and spending on future projects that will be needed in the immediate future.

Prepared by: Ernie Ferrer, Principal Civil Engineer

ATTACHMENTS:

A Vicinity MapB Fourth Amendment to Professional Services Agreement No. 2016-051

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OLIVAS PARKDRIVE

HAR

BOR

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SPINNAKERDRIVE

ANGLER COURT

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LOCATION MAPVENTURA WATER RECLAMATION FACILITY -

AERATION BLOWER REPLACEMENT PROJECT

PROJECT

ATTACHMENT A

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ATTACHMENT B

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EXHIBIT A PROFESSIONAL SERVICES AGREEMENT

ENG/ARCH/FIRM'S SERVICES

SCOPE OF SERVICES

Project Background The existing blowers and blower building were designed in 1971 and constructed thereafter. The existing "Roots" single-stage turbo blowers with inlet guide vanes were the state of the art at the time. The plant originally was equipped with coarse-bubble diffusers, resulting in blowers that were oversized when the plant was converted to high-efficiency fine bubble diffusers years later. The plant has since undergone additional process changes for nitrogen removal and capacity increases, further changing process air demand.

In 2008, as part of a biological nutrient removal (BNR) upgrade of the plant designed by consultant Brown & Caldwell (B&C), a replacement for the oversized blowers was provided in the form of a new blower building with two high efficiency single stage turbo blowers with inlet guide vanes and outlet diffusers. Each blower was sized to meet the capacity of the entire plant. These blowers represented the state of the art at the time of design. When the project was bid,

the new blower facility was an additive bid alternative. The cost was not within City's budget at the time and the blower building was not constructed and new blowers were not installed.

In the eight years since the B&C design, high-speed turbo blowers have emerged as a highly cost-effective alternative to the single-stage turbo blowers specified by B&C in the size range required by the plant. The City would like to investigate the alternatives for blower replacement and decide whether to move forward with the B&C design, which includes a new blower building or perhaps utilize high-speed turbo blowers instead, if they are shown to be more cost- and operationally effective. In the process, the City would like to change the power supply to the blowers from medium voltage, 4150V to 480V. The construction must be phased so that there is no disruption in process air flow which would affect the plant's ability to meet process performance dictated by its discharge permits.

Another consultant (Dudek) is currently engaged to perform process modeling to determine process air requirements as part of its development of a master plan for the treatment plant. The results of this modeling will be used for the basis of design of the new facility. HOR will review the process design and peer review Dudek's modeling results for obvious errors and erroneous assumptions. In the event that the scope of the modeling effort is not adequate for sizing the new blowers, HOR will prepare a memo describing additional work required by Dudek. HOR will coordinate with Dudek and the City to assure that a modeling effort adequate for the

blower design has been performed.

As part of the predesign, HOR will evaluate whether the new blowers can feasibly be installed in the existing building, or whether a new building will be required. The height of the existing building appears to be insufficient to install most modern blowers. Additionally, the mixing in the

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anoxic portions of the BNR basins has been found to be ineffective. HOR will review the existing facilities, design reports, record drawings and other readily available documents and provide recommendations.

The preliminary design phase will culminate in a pre-design report (PDR). Upon approval of the PDR, plans and specifications will be prepared for public bidding.

Scope of Services HOR will perform the following tasks.

1. Project Management

1.1 Project Reporting and Invoicing: Provide monthly status reports along with invoice.

1.2 Progress Meetings: Three intermediate progress meetings will be held, in addition to the kickoff meeting described below.

1.3 Quality Reviews: Independent reviews of major deliverables by experts in each engineering discipline.

2. Preliminary Design

2.1 Kick-off Meeting: HDR's Project Manager, Process Engineer and Project Engineer will facilitate a kickoff meeting at the plant. Agenda and meeting notes will be distributed.

2.2 Evaluate Existing Air Demand Calculations performed by Dudek

2.3 Evaluate Blower Type and Optimize Sizing

2.4 Evaluate Condition of Existing Blower Building

2.5 · Evaluate Mixer Performance and Alternatives

2.6 Prepare Preliminary Layouts/Equipment List for the following:

a. Blowers

b. Mixers

c. Electrical switchgear I MCCs

2.7 Prepare P&ID and Process Control Descriptions

2.8 Develop Construction Sequencing

2.9 Prepare Draft PDR, including budgetary level opinion of probable of cost.

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2.1 O PDR Review Meeting: HDR's Project Manager and Process Engineer will facilitate a review meeting at the plant. Other team members will attend via phone. Agenda and meeting notes will be distributed.

2.11 Finalize PDR

3. Final Design I Construction Document Preparation

Once the PDR has been finalized, the final design documents will be prepared and will include the following items:

3.1 General Dwgs/Construction Sequencing

3.2 Demolition Drawings

3.3 Mechanical Drawings

3.4 Electrical/Instrumentation Drawings

3.5 P&ID Drawings for blowers and new mixers

3.6 Structural Drawings

3.7 Specifications: Technical specifications will be prepared in general conformance with the Construction Specification Institute (CSI) and will be modified to be project specific. The City will provide the front end specifications and incorporate HDR's technical specifications into the bid package.

3.8 Design Submittal Preparation (60%, 90%)

3.9 Design Review Meetings (60%, 90%): HDR's Project Manager will facilitate review meetings at the plant. Other team members will attend via phone or in person. Agenda and meeting notes will be distributed.

3.1 O Opinion of Probable Cost

3.11 Final Bid Package: PDF, Word, and ACAD files will be provided. Hard copies will also be provided in the format desired by the City.

4. Design Services for Blower I Electrical Building (Optional Task)

If, during preliminary design, it is determined that a new building is required, the following tasks will be added to the scope:

4.1 Civil Grading & Paving and Survey: One (1) civil grading and paving drawing for the new building and two (2) demolition drawings for the old blower building and equipment will be prepared.

4.2 Architectural includes architectural plans, sections and specifications for a new concrete block building for blowers and electrical room in the event that the high

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speed turbo option is selected, including a building sized and arranged properly for the selected equipment.

4.3 Additional Structural Drawings and Soils Investigation.

4.4 HVAC: Includes HVAC drawings for ventilation of the blower building and ventilation and conditioning of the air in the electrical building.

4.5 Additional Electrical Drawings will be provided for the new electrical room associated with the new blower building.

4.6 Up to two additional meetings with City staff are anticipated for the blower building option and additional quality reviews for the blower building design.

Assumptions and Exclusions 1. The scope and level of effort listed does not include hazardous material assessment of the

demolition items. This work will be performed by another City subconsultant or others.

2. If a new building is required, demolition will be limited to the old blower building and equipment. The existing high-voltage switchgear will not be removed from the existing electrical room.

3. Other than P&ID, instrumentation drawings and specifications will be provided by another City consultant.

4. Task 4 above assumes that a new blower and electrical building will be provided, similar to the one designed by B&C in 2008.

5. The design will rely on surveying and geotechnical work previously performed for the City in 2008. This information will be provided to HOR by the City.

6. Process modeling by Dudek is assumed to be adequate upon review by HOR. The City will coordinate any additional modeling effort between Dudek and HOR. HOR will review the modeling by others, but will not perform independent modeling.

7. It is assumed that drawings from Brown & Caldwell are available in CAD format and that the design files will be provided to HOR upon request.

8. Level of effort assumes that the previous design by Brown and Caldwell will not be constructed, but elements will be used as appropriate. Existing survey mapping and geotechnical reports will be used. Level of effort assumes that sufficient capacity and room exists in electrical switchgear to accommodate motor controls for added mixers.

9. Project is a work of maintenance and exempt from CEQA and California Coastal Commission Review. Project will not require review by City's Design Review Committee. If a Building Department permit is required, HOR will provide drawings and calculations and will respond to comments, but the City will interface with the Building Department.

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10. City will provide appropriate staff for review meetings. City reviews requiring more than two weeks may affect the project schedule.

11. City will provide design and drawing standards for HOR use, or accept use of HOR standards if it has none.

12. Replacement of equipment is limited to the aeration building, BNR basin anoxic mixers, and associated electrical, controls and mechanical equipment. Modifications to existing co­generation facility and air distribution piping outside of the structure are excluded.

13. If existing building is reused, scope of work does not include seismic upgrades to the building, but new metal doors and hardware will specified.

14. Consultant's opinions of probable cost are for the general guidance of the City. These cost opinions are based on an analysis of similar projects that have been constructed in Southern California, with adjustments for inflation. It is recognized that bidding environments and perceptions vary, and Consultant does not have the same pricing information that is available to bidders. As a result, it is not unusual for actual bid prices to differ from the opinions of probable cost.

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EXHIBIT B PROFESSIONAL SERVICES AGREEMENT

ENG/ARCH/FIRM'S SERVICES

COMPENSATION SCHEDULE

PROFESSIONAL SERVICES:

PROJECT PRINCIPAL PROJECT MANAGER QA/QC MANAGER l&C/STRUC ARCHITECT SENIOR MECH ENGINEER PROJECT ENGINEER/ARCHITECT ELECTRICAL ENGINEER CAD TECHNICIAN PROJECT ACCOUNTANT ADMIN ASSISTANT

1. Outside services, if any, will be invoiced at cost. 2. Mileage will be reimbursed at the IRS rate.

FEE BREAKDOWN BY TASKS

TASK 1. PROJECT MANAGEMENT FEE

TASK 2. PRELIMINARY DESIGN FEE

TASK 3. FINAL DESIGN FEE

$295 $310 $250 $200 $215 $135 $170 $150 $150 $110

$30,090

$66,180

$185,903

TASK 4. NEW BLOWER BUILDING DESIGN FEE (OPTIONAL - TBD) $78,967

TOTAL FEE USING EXISTING BUILDING (Tasks 1 through 3) $282,172

TOTAL FEE WITH NEW BUILDING (Tasks 1 through 4) $361,139

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EXHIBIT A-1 FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT

DIGESTER IMPROVEMENT PROJECT

ADDITIONAL SCOPE OF SERVICES

6 BIOLOGICAL PROCESS MODELING

S. 1 Kick-off Meeting. Facilitate, a task kickoff meeting at the plant. Agenda and meeting notes will be distributed. Meeting will discuss objectives of modeling process and criteria to be used (flows, effluent requirements, temperatures, etc.).

5.2 Data Collecti:on Plan. Develop a plan for collecting data needed for process modeling. The plan will be based largely on existing available data, with supplemental collection to be minimized.

a. Draft report. Circulate for review. b. Review meeting (via conference call). c. Final report.

5.3 Data Collection Coordination. Coordinate data collection. Data collection to be performed by the City or others.

5,4 Biowin Model1

• Develop and use a Biological Process Model for existing biological nutrient removal (BNR) process

a. Collect and review drawings and Dudek and Brown and Caldwell reports b. Model development and calibration to match current conditions c. Determine aeration for current peak dry weather flow d. Determine aeration for future peak dry weather flow e. Evaluate anoxic zone mixing requirements

5.S Model Documentation. Prepare a technical memorandum that documents the modeling process and summarizes the results and recommendations.

a. Draft report b. Review meeting (via conference call) c. Final report.

5.6 Specialized Nitrification Control Instrumentation System. Incorporate in the plans and specifications provisions for specialized nitrification control instrumentation system (i.e., "Hach Real Time Control for Nitrification"). Provisions will include:

a. Optional bid item for installation of the system, including contract provisions guarantee of results including payment retention or refund

b. Provisions in electrical and instrumentation/controls plans for incorporating powering and controlling the system

c. Technical specifications

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6 BID-PHASE SERVICES

5.1 Prebid Meeting. HOR Project Manager will attend the prebid meeting and will provide City's Project Manager a copy of his notes.

5.2 Addenda. HOR will prepare up to two addenda in response to technical questions submitted by bidders.

Assumptions and Exclusions

1. Sample Colilection/Testing. Collection and testing of samples needed for model development and testing will be performed by the City or others under contract with the City.

2. Process Modeling. Process modeling will be focused on determining the aeration and mixing requirements in the BNR process and will not address deficiencies (if any) that exist in the process. The fee estimate does not include Biowin "controller" modeling.

3. Additional meetings and model,ing. The fee estimate does not include time for additional meetings and additional model iterations beyond those described in the scope of work.

4. Construction-phase services. A scope of work and fee for Engineering services during construction will be provided when the project is ready for bidding .

5. Schedule. Work will be completed in general accordance with a mutually acceptable schedule. If necessary, work can be expedited with the cooperation of all participants.

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EXHIBIT B-1 PROFESSIONAL SERVICES AGREEMENT

DIGESTER IMPROVEMENT PROJECT

COMPENSATION SCHEDULE

PROFESSIONAL SERVICES:

PROJECT PRINCIPAL PROJECT MANAGER QA/QC MANAGER l&C/STRUC ARCHITECT

SENIOR ENGINEER

PROJECT ENGINEER/ARCHITECT

ELECTRICAL ENGINEER

CAD TECHNICIAN PROJECT ACCOUNTANT ADMIN ASSIST ANT

1 Outside services, if any, will be invoiced at cost. 2 Mileage will be reimbursed at the IRS rate.

FEE BREAKDOWN BY TASKS

$295 $310 $250 $200 $215 $135 $170 $150 $150 $110

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TASK 5. BIOLOGICAL PROCESS MODELING FEE

TASK 6. BID PHASE SERVICES FEE

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$47,830

$3,939

TOTAL FEE $51,769

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