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559

cogfTY~ MEMORANDUM ~ p I acer.® PUBLIC woRKs AND FACILITIES

..,,.... ~ NVIRONMENTAL ENGINEERING DIVISION County of Placer

TO: Board of Supervisors DATE: June 26, 2018

FROM: Ken Grehm, Director of Public Works and Facilities By: Kevin Bell , P.E., Environmental Engineering Program Manager

SUBJECT: Environmental Engineering I Contract Award I West Yost Associates I Condition Assessment of Sewer Maintenance District 2 and 3

ACTION REQUESTED Authorize a contract award to West Yost Associates of Sacramento, CA to perform engineering consulting services for the Condition Assessment of Sewer Maintenance District 2 and 3 in the amount of $149,335, and authorize the Director of Public Works and Facilities, or designee, to execute the contract and change orders up to 10 percent ($14,933) of the contract amount, with County Counsel and Risk Managements concurrence. Funding is included in the Proposed FY 2018-19 Sewer Maintenance District 2 and Sewer Maintenance 3 operating budgets funded from user fees.

BACKGROUND The Condition Assessment of Sewer Maintenance District (SMD) 2 and 3 will serve in analyzing the aging infrastructure, built predominately in the 1960s, within both SMDs. Between the two SMDs, there are 7903 Equivalent Dwelling Units and 139 miles of sewer pipe. This project will analyze the remaining lifespan of approximately 4 7, 000 feet of sewer pipe and 185 manholes and prioritize future repairs. By completing this thorough investigation, the County will be able to plan out future projects for relining pipes or full reconstruction in a Capital Improvement Program.

On August 23, 2016, your Board adopted a list of qualified firms, as a result of competitive Request for Qualifications (RFQ) No. 10562, to provide wastewater, water/recycled water and landfill systems consulting services. The Department of Public Works and Facilities (DPWF) requires a qualified firm to assist with the Condition Assessment project. All six consulting firms on the qualified list were solicited . West Yost Associates of Sacramento, CA submitted a proposal for these services in accordance with RFQ No. 10562 and was selected . DPWF recommends contracting with West Yost Associates to provide a condition assessment report and capital improvement program report for SMD 2 and 3 in the not-to-exceed amount of $149,335. The resulting contract amount proposed to support this effort requires Board approval as the contract amount exceeds $50,000 pursuant to the Purchasing Policy Manual Section 2.3(c) .

ENVIRONMENTAL IMPACT The proposed project activities are exempt from CEQA pursuant to CEQA Guidelines 15301 , Existing Facilities, and Sections 15306, Information Collection. Section 15301 applies to activities related to operations, repair, maintenance and minor alteration of existing public sewer utilities. Section 15306 applies to data collection and research activities that do not result in a major disturbance to an environmental resource.

FISCAL IMPACT The contract amount for consultant services is $149,335 plus a contingency of $14,933. Adequate funding of $164,268 is included in the Proposed FY 2018-19 Sewer Maintenance District 2 and Sewer Maintenance 3 operating budgets funded from Sewer Maintenance District 2 ($109,531) and Sewer Maintenance District 3 ($54, 737) user fees.

ATTACHMENTS Location Maps Project Scope and Budget of Consultant Contract

On File at Clerk of the Board : Master Service Agreement No. MA001016

560

Granite Bay (SMD2) - Condition Assessment

Location Map

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Placer County Environmental Engineering & Utilities - 3091 County Center Drive -Auburn, CA 95603

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561

Loomis Basin (SMD3) - Condition Assessment

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562

COUNTY OF PLACER

CONDITION ASSESSMENT SMD 2 AND 3

SCOPE OF SERVICES (Revised 06/05/18)

West Yost Associates has prepared a detailed scope of work for the Condition Assessment of SMD 2 and 3 Project (Project) based on the suggested tasks contained in the RFP and our team's experience on similar projects. Following the discussion of each task, we have included a bulleted list of assumptions and anticipated deliverables. Our proposed work plan is described in the following tasks. The tasks and subtasks match those shown in the schedule and fee estimate. We have grouped the tasks for SMD 2 and 3 as follows:

• Evaluate Pipe and Manhole Inspection Data - Tasks 1 and 4 • Perform Capacity Assessment for SMD 2 - Task 2 • Develop a Capital Improvement Program (CIP) - Tasks 3 and 5

Each task includes all overhead costs, project management, project coordination, QA/QC, and other

incidental costs associated with the work.

Task 1. Evaluate Pipe and Manhole Inspection Data for SMD 2

West Yost will attend one kickoff meeting and evaluate the condition of all pipes and manholes in SMD 2 for use in developing a Capital Improvement Program:

Subtask 1.01 - Records Review. West Yost will review and evaluate the provided County data including CCTV video and log files, inspection reports, sewer plans, any additional testing information

(Smoke testing), and any other applicable data.

Subtask 1.02 - Evaluate Pipeline and Manholes. West Yost will use the provided County data to evaluate and rate the condition of the pipeline based on a modified NASSCO's Pipeline Assessment Certification Program (P ACP) . West Y ostwill assign a structural or operations and maintenance (O&M) grade to each defect encountered in a pipe segment and shall use a similar program to evaluate and rate the condition of the manholes based on the guidelines established by NASSCO's Manhole Assessment and Certification Program (MACP).

Subtask 1.03 - Prepare SMD 2 Condition Assessment Report. West Yost will provide a finalized report (upon County approval of the draft report) outlining all Program ratings including, but not limited to, segment grades, final pipe ratings, quick ratings, manhole ratings, ratings index, etc.

Task 1 Assumptions

• One project kickoff meeting. Meeting will cover both SMD projects and time will be split evenly between Tasks l and 4.

• West Yost will provide condition assessment of approximately 34, 759 linear feet of pipeline and

125 manholes.

• All CCTV video and log files, inspection reports, sewer plans, any additional testing information (Smoke testing), and any other applicable data for SMD 2 will be provided to West Yost by the County.

Task 1 Anticipated Deliverables

1 of 4

563

• Monthly progress reports and invoices. • Agenda and meeting minutes. • Draft and Final SMD 2 Condition Report (two hard copies and one electronic PDF of each).

Task 2. Perform Capacity Assessment for SMD 2

West Yost will perform a capacity assessment of the gravity mains in SMD 2:

Subtask 2.01- Establish Design Capacity. West Yost will establish the design capacity of each gravity main in SMD 2. The design capacity will be based on steady-state conditions using Manning' s Formula, and will utilize a design depth to diameter (d/D) ratio or design flow to full flow (q/Q) ratio as specified by the County. The design capacity in each gravity main will either be established in a commercial hydraulic modeling software program or in an excel spreadsheet, depending on the format of the hydraulic source data provided by the County.

Subtask 2.02 - Develop Design Flows. West Yost will develop Buildout Design flows for SMD 2 based upon land use data provided by County. Standard County unit flow factors for both dry and wet weather peak flows will be applied to generate design flows from the land use data. No field calibration of unit design factors will be performed. The design flows generated will be compared to the design capacity established for gravity mains to identify capacity deficient gravity mains.

Task 2 Assumptions

• All hydraulic modeling attribute data required for the hydraulic analysis will be provided by the County ( or instructions for assuming such data will be provided by the County.

• Minimal review ofrecord drawings and design plans will be performed by West Yost to establish hydraulic modeling attribute data.

• No calibration of dry weather or wet weather flow unit generation data will be performed. • No dynamic routing of flows will be utilized for the capacity analysis.


• Monthly progress reports and invoices. • The hydraulic analysis will be provided in spreadsheet format.

• The results of the hydraulic analysis will be incorporated in the SMD 2 CIP Report produced as part of Task 3.

Task 3. Develop a Capital Improvement Program for SMD 2

West Yost will prepare recommendations of pipe replacement, rehabilitation, or repair and develop a 10-year prioritized CIP to implement the recommendations:

Subtask 3.01- Develop Improvement Plan. West Yost will create a CIP that will provide a detailed description of construction technique and estimated program cost. The Program will be based off an assessed lifespan of the piping which will be built into a working document allowing the integration of future assessments into the Program. The Program will focus on the following items:

• Evaluate asset condition and make recommendations for repair, rehabilitation, or replacement.

• Prioritize repairs based on defined risk, planned development, and planned street maintenance.

2 of 4

564

• Provide predesign level description of interim modifications that can be made to the sewer pipes and manholes to provide for improved operations and the minimization of operations and maintenance costs until the future upgrades can be constructed.

• Prepare summary of construction technologies using both open cut and trenchless techniques that are applicable to the County's sewage collection system requirements.

• Provide recommendations for operation of the sewer pipes and manholes during high flow periods to minimize hydraulic loading to minimize overflows.

• Identify milestones or triggers that require re-inspection and special reporting of immediate repairs.

Subtask 3.02- Prepare SMD 2 CIP Report. West Yost will provide a final report (upon County approval of the draft report) outlining the SMD 2 CIP. West Yost will attend progress meeting conference call after submittal of the initial draft report.

Task 3 Assumptions

• One conference call meeting after submittal of initial draft report. Meeting will cover both SMD projects and time will be split evenly between Tasks 3 and 5.

• All CCTV video and log files, inspection reports, sewer plans, any additional testing information (Smoke testing), and any other applicable data for SMD 2 will be provided to West Yost.


• Monthly progress reports and invoices. • Agenda and meeting minutes. • Draft and Final SMD 2 CIP Report (two hard copies and one electronic PDF of each).

Task 4. Evaluate Pipe and Manhole Inspection Data for SMD 3

West Yost will attend one kickoff meeting and evaluate the condition of all pipes and manholes in SMD 3 for use in developing a Capital Improvement Program:

Subtask 4.01- Records Review. West Yost will review and evaluate the provided County data including CCTV video and log files, inspection reports, sewer plans, any additional testing information (Smoke testing), and any other applicable data.

Subtask 4.02 - Evaluate Pipeline and Manholes. West Yost will use the provided County data to evaluate and rate the condition of the pipeline based on a modified NASSCO' s Pipeline Assessment Certification Program (P ACP). The Consultant will assign a structural or operations and maintenance (O&M) grade to each defect encountered in a pipe segment. The consultant shall use a similar program to evaluate and rate the condition of the manholes based on the guidelines established by NASSCO' s Manhole Assessment and Certification Program (MACP).

Subtask 4.03-Prepare SMD 3 Condition Assessment Report. West Yost will provide a finalized report for (upon County approval of the draft report) outlining all Program ratings including, but not limited to, segment grades, final pipe ratings, quick ratings, manhole ratings, ratings index, etc.

Task 4 Assumptions

• One project kickoff meeting. Meeting will cover both SMD projects and time will be split evenly between Tasks 1 and 4.

3 of 4

565

• West Yost will provide condition assessment of approximately 11 ,995 linear feet of pipeline and 60 manholes.



• Monthly progress reports and invoices.

• Agenda and meeting minutes.

• Draft and Final SMD 3 Condition Report (two hard copies and one electronic PDF of each).

Task 5. Develop a Capital Improvement Program for SMD 3

West Yost will prepare recommendations of pipe replacement, rehabilitation, or repairs and develop a 10-year prioritized CIP to implement the recommendations:

Subtask 5.01- Develop Improvement Plan. West Yost will create a CIP that will provide a detailed description of construction technique and estimated program cost. The Program will be based off an assessed lifespan of the piping which will be built into a working document allowing the integration of future assessments into the Program. The Program will focus on the following items:

• Evaluate asset condition and make recommendations for repair, rehabilitation, or replacement.

• Prioritize repairs based on defined risk, planned development, and planned street maintenance.

• Provide predesign level description of interim modifications that can be made to the sewer pipes and manholes to provide for improved operations and the minimization of operations and maintenance costs until the future upgrades can be constructed.

• Prepare summary of construction technologies using both open cut and trenchless techniques that are applicable to the County's sewage collection system requirements.

• Provide recommendations for operation of the sewer pipes and manholes during high flow periods to minimize hydraulic loading to minimize overflows.

• Identify milestones or triggers that require re-inspection and special reporting of immediate repairs.

Subtask 5.02 - Prepare SMD 3 CIP Report. West Yost will provide a final report ( upon County approval of the draft report) outlining the SMD 3 CIP. West Yost will attend progress meeting conference call after submittal of the initial draft report.

Task 5 Assumptions

• One conference call meeting after submittal of initial draft report. Meeting will cover both SMD projects and time will be split evenly between Tasks 3 and 5.



• Monthly progress reports and invoices.

• Agenda and meeting minutes.

• Draft and Final SMD 3 CIP Report (two hard copies and one electronic PDF of each).

4 of 4

566

Revised : 06104118

1.03 Pre_e_are SMD 2 Condition As_~-~~S__!!lent Report 6 4

Subtotal, Task 1 (hours) 13 48 24 142

Subtotal, Task 1 ($) 3,497 I $ 1,440 10,648 1,808 4,608 25,418

Task 2 ,, ·. Perform Capacity Assessment for SMD 2 ~ _. ~ '

2.01 Establish Design Capacity ,2 16 $ 3,552 $ 213 $ 3,765

2.02 Develop Design Flows 2 28 $ 5,856 $ 351 $ 8,207

Subtotal, Task 2 (hours) 0 0 0 0 4 44 0 0

Subtotal, Task 2 ($) $ 960 $ 8,446 $ 9,408 $ 564 $ 9,972

Subtotal, Task 5 (hours) 12 12 26 12

Subtotal, Task 5 ($) 3,228 1,440 8,362 1,356 2,304 4,654

TOTAL (hours) 46 24 172 30 4 112 270 42

TOTAL($) 12,374 5,760 38,872 6,780 960 I s 21 ,504 48,330

'W t S T TOI T

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