8.B.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 10/17/2023
- Co-Submitter:
- Troy Dagenhart
- From:
- Shannon Jones, Water Services Director
Information
TITLE:
Consideration and Ratification of Contract: Approve and Ratify the Design Phase Services Contract with PCL Construction, Inc. in the amount of $499,522, for the design of the Rio De Flag Water Reclamation Facility Solids Improvements Project.
STAFF RECOMMENDED ACTION:
- Approve and ratify the Design Phase Services Contract with PCL Construction, Inc. in the amount of $499,552, for the design of the Rio De Flag Water Reclamation Facility Solids Improvements Project; and
- Approve a contract allowance of $74,933, which is 15% of the contract amount; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
To address the immediate need to increase wastewater treatment capacity specific to solids loading within the water reclamation system, the Rio De Flag Water Reclamation Solids Improvements Project will design and construct wastewater solids handling equipment and facilities to include, but not limited to, solids thickening, anerobic digestion for solids stabilization, dewatering facilities, and solids disposal. Through an emergency procurement for a Construction Manager at Risk (CMAR), staff solicited a Request Statement of Qualifications (RSOQ). The RSOQ was executed in order to obtain services in determining constructability and cost modeling. In addition, PCL is tasked with onsite investigations needed to finalize design, including but not limited to, verification of underground utility location and depth and geotechnical determination. PCL will also assist in the development of a scope of work for a contractor to purchase equipment with excessive lead times to reduce the amount of time needed to construct the solids handling facilities.
Financial Impact:
This project is funded through Water Services Capital Improvement Fund – Rio Solids Treatment - Account # 203-08-375-3473-0-4466 with a FY23-24 budget of $22,618,500, which leaves $22,044,015 of remaining budget.
Policy Impact:
F3 Sewer System Capacity Allocation
This policy relates to how the City of Flagstaff will plan and allocate the sewer system capacity available for new development. The primary purpose is to avoid exceeding the flow capacity of pipeline infrastructure and wastewater plant treatment capacity. The benefit to the community is to ensure the public’s trust in the City’s sewer system, avoid public health hazards, and provide a long-term planning tool for community sustainability. This policy relates strictly to the tracking and commitment of the City’s “paper sewer” demands and does not address the future infrastructure requirements needed to support build-out. Infrastructure requirements are addressed in Policy G.1 – Utilities Master Planning.
Policy F3.1 It is the intent of the Water Services Division to provide adequate sewer system capacity to meet the City’s future development needs. In order to timely provide these services it will be the Water Services Division's policy to plan for future infrastructure and treatment capacity needs by adopting the following benchmarks:
Strategy F3.1a At 75% of actual flow capacity - the Water Services Division will identify additional treatment capacity and funding options.
Strategy F3.1b At 80% of actual flow capacity – the Water Services Division will begin design and necessary land acquisition for increased capacity needs.
Strategy F3.1c At 85% of actual flow capacity – the Water Services Division will begin construction of expanded facilities.
Strategy F3.1d At 95% of actual flow capacity – the Water Services Division will have completed construction and all necessary regulatory agency permits will have been obtained and begin full operation.
This policy relates to how the City of Flagstaff will plan and allocate the sewer system capacity available for new development. The primary purpose is to avoid exceeding the flow capacity of pipeline infrastructure and wastewater plant treatment capacity. The benefit to the community is to ensure the public’s trust in the City’s sewer system, avoid public health hazards, and provide a long-term planning tool for community sustainability. This policy relates strictly to the tracking and commitment of the City’s “paper sewer” demands and does not address the future infrastructure requirements needed to support build-out. Infrastructure requirements are addressed in Policy G.1 – Utilities Master Planning.
Policy F3.1 It is the intent of the Water Services Division to provide adequate sewer system capacity to meet the City’s future development needs. In order to timely provide these services it will be the Water Services Division's policy to plan for future infrastructure and treatment capacity needs by adopting the following benchmarks:
Strategy F3.1a At 75% of actual flow capacity - the Water Services Division will identify additional treatment capacity and funding options.
Strategy F3.1b At 80% of actual flow capacity – the Water Services Division will begin design and necessary land acquisition for increased capacity needs.
Strategy F3.1c At 85% of actual flow capacity – the Water Services Division will begin construction of expanded facilities.
Strategy F3.1d At 95% of actual flow capacity – the Water Services Division will have completed construction and all necessary regulatory agency permits will have been obtained and begin full operation.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Carbon Neutrality Plan
Safe & Healthy Community: Foster a safe, secure, and healthy community.
Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
Carbon Neutrality Plan
- Priority One: We will strengthen our neighborhoods.
- This project strengthens the City's position to create housing opportunities.
- Priority Two: We will clean our energy sources.
- This project creates energy efficiency by treating solids once.
- Priority Three: We will manage our consumption.
- This project improves water infrastructure and supports water reuse.
- Priority Four: We will uphold our commitments.
- This project supports health and safety by improving the resilience of public infrastructure.
- Goal PF.2.: Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
- Goal WR.3: Satisfy current and future human water demands and the needs of the natural environment through sustainable and renewable water resources and strategic conservation measure.
- Goal WR.6: Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region.
Has There Been Previous Council Decision on This:
- September 29, 2022, Council Retreat, Water Services presented information on reclaimed water redundancy, resiliency, and capacity. This presentation specifically called out the Rio De Flag Solids Project as one of the key strategies to address solids treatment capacity issues.
- Presented during the April 27th and 28th, 2023 City Council Budget retreat.
- June 20, 2023, Council approved the FY 24 Capital Improvement Plan, including the Rio Solids Project funding approval.
Options and Alternatives:
- Approve and ratify the Design Phase Services Contract with PCL Construction, Inc., in the amount of $499,552, as recommended; or
- Do not approve and ratify the Design Phase Services Contract award to PCL Construction, Inc. and direct staff to formally procure design and construction services through a request for bid procurement. This alternative would add 6-12 months to the construction schedule; or
- Do not approve and ratify the Design Phase Services Contract award to PCL Construction, Inc. and do not complete the Rio De Flag Water Reclamation Facility Solids Improvement Project. Solids would be conveyed to the Wildcat Hill Water Reclamation Facility. This alternative is not recommended, as it will increase solids loading on Wildcat Hill Water Reclamation Facility. The increased loading is not just on the solids handling but the entire treatment process, is detrimental to the collection system, and significantly decreases the life expectance of the assets.
Background and History:
In 2022, Water Services projected a need for additional wastewater treatment capacity to be in place by the summer of 2024. This projection was based on a reduced treatment capacity due to increased solids concentrations, and the projected additional demands placed on the system by upcoming development. Construction of projects of this magnitude to meet this demand would typically take in excess of a year if we had final design plans today. In order to meet the future anticipated demands the City needs to begin construction as soon as possible. Should the additional anticipated demand come to fruition as expected the City risks being out of compliance with our Arizona Department of Environmental Quality (ADEQ) regulated treatment requirements. If the City is unable to meet these treatment requirements the City’s ability to produce reclaimed water will be greatly reduced. This would have significant and unidentified impacts on our water supply, as this is a significant water resource for the City. Additionally, these requirements regulate the quality of our effluent for community and environmental health, safety and welfare. Not satisfying these requirements could result in adverse impacts to the health, safety and welfare of the public.
On May 3, 2023, Water Services coordinated with the Purchasing Director to solicit an Emergency Request for Statements of Qualifications for Construction Manager At Risk. Statement of Qualifications were due May 24, 2023 and there were three (3) Statements of Qualification (SOQ) responses received. The three SOQs were evaluated and scored, and pursuant to the scoring PCL Construction, Inc. was the highest scoring contractor.
On May 3, 2023, Water Services coordinated with the Purchasing Director to solicit an Emergency Request for Statements of Qualifications for Construction Manager At Risk. Statement of Qualifications were due May 24, 2023 and there were three (3) Statements of Qualification (SOQ) responses received. The three SOQs were evaluated and scored, and pursuant to the scoring PCL Construction, Inc. was the highest scoring contractor.