ALBEMARLE COUNTY SERVICE AUTHORITY AGENDA ITEM EXECUTIVE SUMMARY AGENDA TITLE: FY 2018 CIP Authorizations STAFF CONTACT(S)/PREPARER: Peter C. Gorham, P.E., Director of Engineering AGENDA DATE: December 21, 2017 ACTION: INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: (YES) BACKGROUND: Authorization for four CIP Projects, all of which are included in the CIP Budget. The first authorization is for funding to provide design phase services for the internal renovation of the Administration Building as part of the Operations Center Expansion Phase 1 Project. The second authorization is for funding to create easement plats for the Scottsville Phase 3 Water Main Replacement Project. The third authorization is for funding to continue our find and fix program of reducing infiltration and inflow (I&I) in the sanitary sewer system. The fourth authorization is for funding to develop our own term services contract for miscellaneous sanitary sewer rehabilitation. DISCUSSION: Continues our plan to create more office space for current employees and allow for some near future expansion of our workforce. Allows ACSA staff to begin the process of acquiring easements for the Scottsville Phase 3 Water Main Replacement Project. Continues the efforts of our program to reduce I&I throughout our sanitary sewer system. Gives us more control over the scheduling of needed sanitary sewer rehabilitation. BUDGET IMPACT: The cost for the design of the internal renovations of the Administration Building is approximately $18,000 more than anticipated in the CIP Rate Model. This will be offset by the lower price obtained for the parking lot expansion and stair access design under the same project, plus savings on other CIP projects. The cost of the easement plat preparation for the Scottsville Phase 3 Water Main Replacement Project was anticipated in the CIP Rate Model budget amount. The amount of funding proposed for the Miscellaneous Sanitary Sewer Project is $240,000 more than was included in the CIP Rate Model. This will be offset by other CIP project expenditures being shifted into FY 2019. The cost of developing our own term services contract documents for the Miscellaneous Sanitary Sewer Rehabilitation Project will also be offset by other CIP project expenditures being shifted into FY 2019. 010101CIPAuthCoverMemo1221177
ALBEMARLE COUNTY SERVICE AUTHORITY AGENDA ITEM EXECUTIVE SUMMARY RECOMMENDATIONS: Authorize funding for these projects to keep our CIP Project Schedule moving forward and improving our utility system. BOARD ACTION REQUESTED: Approve the Consent Agenda. ATTACHMENTS: Detailed memo of the proposed CIP authorizations. Proposal from Dewberry Engineers, Inc. for Design Phase Services on the ACSA Facilities Operations Center Expansion Phase 1 Project. Email from Dewberry Engineers, Inc. detailing the number of easement plats required for the Scottsville Phase 3 Water Main Replacement Project. Spreadsheet developed by ACSA staff for additional miscellaneous sanitary sewer rehabilitation quantities in FY 2018. Proposal from O Brien & Gere Engineers, Inc. for creating a term services contract document for our Miscellaneous Sanitary Sewer Rehabilitation Project. 010101CIPAuthCoverMemo1221177
To: MEMORANDUM Board of Directors From: Peter C. Gorham, P.E., Director of Engineering Date: December 12, 2017 Re: FY 2018 CIP Authorizations cc: James M. Bowling, IV The following projects require Board authorization: A. ACSA Facilities Operations Center Expansion Phase 1 Project: As part of the ACSA Operations Center Expansion Study, internal renovations to the administration building have been identified to be included in the Phase 1 improvements. Our consultant, Dewberry Engineers, Inc. (Dewberry) has developed a proposal to design the internal renovations. Dewberry has prepared the attached fee proposal letter, dated December 11, 2017. The total estimated fee to complete the design of the internal renovations is $33,765. ACSA staff has reviewed this price and finds it satisfactory. Board Action We request the Board of Directors appropriate $33,765 from the FY 2018 3R Fund for the design of the ACSA Facilities Operations Center Expansion Phase 1 Project. B. Scottsville Phase 3 Water Main Replacement Project: Our consultant, Dewberry Engineers, Inc. (Dewberry) has reached the 90% Design Document stage of the project and has identified the need for nine (9) easement plats. Attached is an e-mail from Dewberry, dated December 12, 2017, outlining the costs associated with easement plat preparation. The unit price for each plat is $650, as stipulated in Dewberry s original design proposal. The cost of plat preparation for this project is $5,850. ACSA staff concurs with the number of plats required.
Board Action We request the Board of Directors appropriate $5,850 from the FY 2018 3R Fund for easement plat preparation for the Scottsville Phase 3 Water Main Replacement Project. C. FY 2018 Miscellaneous Sanitary Sewer Rehabilitation Project: On March 16, 2017, the Board of Directors authorized $340,000 for the completion of sanitary sewer rehabilitation work in conjunction with the FY 2018 Miscellaneous Sanitary Sewer Rehabilitation Project. Through this point in the contract, the ACSA has issued worked orders for CCTV inspection and cleaning of 4,680 linear feet of sanitary sewer, the relining of nearly 7,700 linear feet, 15 point repairs, replacement of 520 feet of sewer main, and the rehabilitation of 15 manholes. The total value of these active work orders exceeds the original authorization and we have the opportunity to complete more I&I reduction this fiscal year. Attached is a spreadsheet with estimated quantities for additional work anticipated under this contract. The additional estimated cost for the FY 2018 Miscellaneous Sanitary Sewer Rehabilitation Project is $300,000. Board Action We request the Board of Directors appropriate $300,000 from the FY 2018 3R Fund for the 2018 Miscellaneous Sanitary Sewer Rehabilitation Project. D. Find and Fix Miscellaneous Sanitary Sewer Rehabilitation Project: Since July 2011, the ACSA has utilized the City of Charlottesville s various Sanitary and Storm Sewer Rehabilitation Contracts to meet our sewer rehabilitation needs. These contracts have included language related to shared contracting that specifically allows the ACSA to utilize the contract without going through a separate bidding process. Over the past few years, there have been several issues related to the renewal of these contracts that have left the ACSA without an active contract. In an effort to have more control over rehabilitation contracting and to ensure continual coverage, the ACSA has discussed the development of our own Contract Documents for future advertisement. O Brien and Gere Engineers, Inc. has prepared the attached fee proposal letter, dated December 6, 2017, to develop Contract Documents for the advertisement of an annual services contract to continue our Find and Fix I&I Reduction Program. The total estimated fee to complete the development of these bid documents is $40,995. ACSA staff has reviewed this proposal and finds it satisfactory.
Board Action We request the Board of Directors appropriate $40,995 from the FY 2018 3R Fund for design services for the Find and Fix Miscellaneous Sanitary Sewer Rehabilitation Project. PCG/pcg Attachments 010101CIPAuthorizations121217