9.B.
City Council Meeting
- Meeting Date:
- 12/18/2012
- Submitted For:
- Ryan Roberts, Utilities Engineering Manager
- From:
- Ryan Roberts, Utilities Engineering Manager
Information
TITLE:
Consideration of Contracts: On-Call Professional Water, Wastewater, Energy Engineering Consulting Services.
RECOMMENDED ACTION:
1. Approve the twelve (12) On-Call Engineering Consulting Service Contracts for Wastewater Treatment, Water Treatment and Energy Efficiency, not to exceed $250,000 annually per firm in each discipline
2. Authorize the City Manager to execute the necessary documents
2. Authorize the City Manager to execute the necessary documents
Policy Decision or Reason for Action:
Policy decision or reason for action:
- Efficiency
- The On-Call Professional Engineering Consulting Services will allow for Plant and Energy related projects and planning documents to be prepared and designed that are unique to Energy Efficiency, Wastewater Treatment and Water Treatment facilities.
Financial Impact:
Costs will be expended from the Utilities Department capital improvement and operational capital budgets already approved by Council and allocated to the individual projects.
Connection to Council Goal:
Quality Reliable Infrastructure
Has There Been Previous Council Decision on This:
No.
Options and Alternatives
- Approve a smaller number of contracts (3 Minimum for each discipline).
- Approve with a lower spending cap limit of $150,000 maximum annually.
- Reject the On-Call services contracts and solicit RSOQ bids for each individual capital project related to Wastewater Treatment, Water Treatment and Energy Efficiency Improvements.
Background/History:
The City of Flagstaff Utilities Division currently hires engineering consultants that specialize in wastewater treatment, water treatment, process, hydraulic modeling and energy services to meet its business and regulatory needs. Over the next few years there will be a significant number of plant related capital projects that require engineering consultants that specialize in these fields. The Utilities Division plans to establish a list of qualified design engineering firms to perform work on miscellaneous Water Treatment, Wastewater Treatment and Plant Energy Efficiency related projects associated with our treatment facilities. The selected engineering firms will be placed on a list the City will utilize for direct selection to perform energy audits, treatment process assessments and improvements, design, bidding and construction phase services for our treatment facilities only. Water and sewer pipeline transmission and delivery infrastructure design are not included in this request, there is already an established on-call list for the specialized services.
In addition, Utilities has identified several energy investment initiatives for its wastewater treatment and drinking water treatment and delivery systems. Previous energy efficiency studies have been conducted by consultants have identified various pumps and blowers that if replaced would result in immediate electrical cost savings and are eligible for APS rebate refunds. The purpose of the on-call consultant service is to implement these energy efficiency cost saving measures in order to reduce our on-going electrical operational costs.
In October 2012, the City solicited a Request for Statement of Qualifications (RSOQ) for On-Call Professional Engineering consulting services in three (3) discipline areas: Wastewater Treatment, Water Production and Energy Efficiency within the utility system operations.The City received a total of 30 statements from 13 respondents. An evaluation committee was formed consisting of 5 members, including two members outside of City employment, all having experience working in or with these specialized professional services. The evaluation process reviewed each company's submittal with respect to their project team, personnel, experience in the discipline, project approach, response time and any value added knowledge of the City's existing Treatment plants.
In addition, Utilities has identified several energy investment initiatives for its wastewater treatment and drinking water treatment and delivery systems. Previous energy efficiency studies have been conducted by consultants have identified various pumps and blowers that if replaced would result in immediate electrical cost savings and are eligible for APS rebate refunds. The purpose of the on-call consultant service is to implement these energy efficiency cost saving measures in order to reduce our on-going electrical operational costs.
In October 2012, the City solicited a Request for Statement of Qualifications (RSOQ) for On-Call Professional Engineering consulting services in three (3) discipline areas: Wastewater Treatment, Water Production and Energy Efficiency within the utility system operations.The City received a total of 30 statements from 13 respondents. An evaluation committee was formed consisting of 5 members, including two members outside of City employment, all having experience working in or with these specialized professional services. The evaluation process reviewed each company's submittal with respect to their project team, personnel, experience in the discipline, project approach, response time and any value added knowledge of the City's existing Treatment plants.
Key Considerations:
The On-Call Professional Water,Wastewater,Energy Engineering Consulting Services will help the City with cost effective specialized Engineering and technical support in order to reduce energy costs, maintain and deliver quality, and provide reliable process operations at both our Water and Wastewater Treatment facilities.
On-Call Professional Water, Wastewater, Energy Engineering Consulting Service Contracts save time and money for all parties involved. The consulting engineers are relieved of many hours of proposal preparation and interview time, along with related expenses. The City saves the cost of multiple legal advertisements, and the extensive staff time and related expenses involved with individually advertising and selecting consultants for each individual project. On-Call Service Contracts are specifically addressed and authorized by the Arizona Revised Statutes and they adhere to current City of Flagstaff procurement standards.
The City does not guarantee an engineering firm on the list will be awarded a contract. The number of firms selected in each discipline directly relates to the amount of engineering services required for budgeted capital projects in that area. Based on the Utilities FY2013-2018 5 year capital plan we are only submitting (5) Wastewater Treatment firms, (4) Water Treatment firms and (3) Energy Engineering firms in lieu of five (5) for each.
Requesting approval of the twelve (12) On-Call Engineering Consulting Service Contracts for Wastewater Treatment, Water Treatment and Energy Efficiency, not to exceed $250,000 annually per firm in each discipline to the following firms:
On-Call Professional Water, Wastewater, Energy Engineering Consulting Service Contracts save time and money for all parties involved. The consulting engineers are relieved of many hours of proposal preparation and interview time, along with related expenses. The City saves the cost of multiple legal advertisements, and the extensive staff time and related expenses involved with individually advertising and selecting consultants for each individual project. On-Call Service Contracts are specifically addressed and authorized by the Arizona Revised Statutes and they adhere to current City of Flagstaff procurement standards.
The City does not guarantee an engineering firm on the list will be awarded a contract. The number of firms selected in each discipline directly relates to the amount of engineering services required for budgeted capital projects in that area. Based on the Utilities FY2013-2018 5 year capital plan we are only submitting (5) Wastewater Treatment firms, (4) Water Treatment firms and (3) Energy Engineering firms in lieu of five (5) for each.
Requesting approval of the twelve (12) On-Call Engineering Consulting Service Contracts for Wastewater Treatment, Water Treatment and Energy Efficiency, not to exceed $250,000 annually per firm in each discipline to the following firms:
- Wastewater Treatment: Brown & Caldwell, Carollo, GHD Engineers,Tata & Howard,Tetra Tech
- Water Treatment: Brown & Caldwell, Carollo, HDR Engineers, Tata & Howard
- Energy Efficiency: HDR Engineers, NCS Engineering, Tata & Howard
Expanded Financial Considerations:
The $250,000 annual cap is a not to exceed amount. Any expenses under this cap is based on Council approved capital improvement program in Utilities budget that are available for a given fiscal year. Efficiencies in obtaining technical services will help the Utilities Division deliver the Council approved capital projects within the same fiscal year.
Community Benefits and Considerations:
The On-Call Professional Water, Wastewater, Energy Engineering Consulting Service Contracts will benefit the community by ensuring the municipal wastewater treatment system and water treatment facilities are operating safely, smoothly and efficiently and the city's water, and sewer services are provided with no interruption.
Community Involvement:
N/A
Expanded Options and Alternatives:
- Approve a smaller number of contracts (3 Minimum for each discipline).
- Approve with a lower spending cap limit of $150,000 maximum annually.
- Reject the On-Call services contracts and solicit RSOQ bids for each individual capital project related to Wastewater Treatment, Water Treatment and Energy Efficiency Improvements.