HomeMy WebLinkAboutItem 2e: Professional Services Agreement with IDModeling for the 2013 update of the City's hydraulic model.STAFF REPORT
Public Works Services Department
DATE: October 2, 2012
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director r.
By: Ken Herman, Deputy Public Works Services Director
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AG S HNIDRAULICHMODODENI
OF THE CITY THE AMOUNT OF $96,075
Recommendation: Approve
SUMMARY
In order to maintain the accuracy and effective use of the City's Water System, it is
necessary to periodically update the City's Hydraulic Model and ensure that it remains
current with computer software and information technology that supports it. Requests
for proposals to update the City's Hydraulic Model were distributed to various firms.
Based on the results, it is recommended that the City Council authorize the City
Manager to execute a professional services agreement with IDModeling for the 2013
update of the City's Hydraulic Model in the amount of $96,075.
BACKGROUND
The City's Hydraulic Model (Model) is a diagnostic and planning tool which is used by
engineers and operators to measure the efficiency of the City's water supply and
distribution system. The Model uses computer software to perform complex
engineering calculations to tell engineers and operators how the water system is
supposed to operate as the demand for water changes throughout the day. This data is
compared to the actual performance of the water system and helps to identify areas that
may require maintenance or upgrades. The Model is also used as a planning tool to
predict the long term effects on the system when changes are made either as a result of
planned or unplanned outages, or for proposed improvements.
The first Model developed for the City was completed in 1994 and was used in the
seismic reliability study that was performed under the direction of the Army Corps of
Engineers. The study resulted in securing nearly $10 million in Federal grants to offset
Mayor and City Council
October 2, 2012
Page 2 of 3
the cost of projects designed to increase the reliability of the City's water system in the
event of a major earthquake. These seismic - related projects included the retrofit and
reconstruction of four reservoirs, construction of two pump stations, installation of
emergency power generators at key facilities, and the construction of three pressure
reducing stations and four wells.
The current version of the Model was updated in 2001 and has been used to verify the
City's compliance with water quality standards, to analyze options to maintain water
supply from alternate sources in the event a major catastrophe, and to verify the system
reliability in the event of power disruptions.
DISCUSSION
The 2013 Update of the Hydraulic Model will verify any changes to the water system
that have occurred since the last model update, validate that the Model functions
properly, and calibrate the model to make sure it is in sync with the actual performance
of the water system. The updated computer software used in the Model will also allow it
to communicate with the operations software (SCADA) and other work reporting
databases. This will make information regarding the operation of the water system more
readily available to operators and provide more detailed information to operators and
engineers when trouble- shooting and planning ahead for emergencies and future
improvements.
Notices requesting proposals for the 2013 Model update were advertized through
industry publications and RFP packages were distributed to firms. The following three
proposals were received on August 23, 2012, and the results of the proposal
evaluations are as follows:
Firm Location Score Fee
1. IDModeling Arcadia, CA 93 $96,075
2. URS Los Angeles, CA 54 $168,060
3. Worley- Parsons Monrovia, CA 52 $486,944
Each firm was invited to present their proposals before a staff panel. Each firm was
evaluated and scored based on content of their proposal and presentation, the
qualifications of the firm, the individuals assigned to perform the required work, and the
firm's ability to provide the scope of services to the City. The maximum score that
could be awarded was 100 points. Worley- Parsons approach was not consistent with
the City's Request for Proposal (RFP). Their approach was more on the technical
calibration of the Model and proposed 10 times the hours than what was anticipated in
the RFP. URS proposed an update that was more focused on rebuilding and testing
every part of the Model. The purpose of the update to the Model was not to completely
build a new Model, but rather to update the existing Model and modify it to incorporate
existing tools that are already in place.
Mayor and City Council
October 2, 2012
Page 3 of 3
IDModeling has provided modeling support services to the City for several years and
has a working knowledge of the City's hydraulic water model. IDModeling demonstrated
how the update to the Water Model could be best applied in ways to provide identifiable
value to the City, while other firms focused primarily on the technical aspects of
calibration and failed to demonstrate beneficial applications of the Model.
Based on the evaluation of the proposals and interviews, it is recommended that the
City Council authorize the City Manager to execute a professional services agreement
with IDModeling for the 2013 update of the City's Hydraulic Model in the amount of
$96,075.
FISCAL IMPACT
In the Fiscal Year 2011 -12 Capital Improvement Plan $180,000 has been budgeted for
the update to the City's Hydraulic Water Model.
RECOMMENDATION
1. Authorize the City Manager to execute a professional services agreement
with IDModeling for the 2013 update of the City's Hydraulic Model in the
amount of $96,075.
2. Waive any informality in the bid or bidding process.
APPROVED:
Dominic Lazzar o
City Manager