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HomeMy WebLinkAboutItem 10c - Granular Activated Carbon Adsorbtion System Services DATE: February 5, 2019 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Eddie Chan, P.E., Principal Civil Engineer SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH CALGON CARBON CORPORATION FOR GRANULAR ACTIVATED CARBON ADSORPTION SYSTEM SERVICES AT LIVE OAK WELL IN THE AMOUNT OF $1,246,174 Recommendation: Approve SUMMARY The Public Works Services Department (“PWSD”) is responsible for the daily operation of City wells and the water that is distributed to the community. Water quality samples are taken regularly to ensure optimal water quality. Water quality samples taken at Live Oak W ell indicate that it has been impacted by Trichloroethylene (“TCE”), a volatile organic compound. TCE is a federal and state regulated contaminant with a Maximum Contaminant Level (“MCL”) of 5 parts per billion. In October 2018, TCE concentrations at Live Oak Well exceeded the allowable MCL. Consequently, the Live Oak Well was taken out of service. The Fiscal Year 2018-19 Capital Improvement Plan includes funding for the construction of a treatment system to treat TCE at the Live Oak Well. To ensure the City is receiving the highest quality of service and most competitive pricing for the construction of a treatment system at the Live Oak Well facility, the PWSD solicited a formal request for proposals (“RFP”). Based on the evaluated proposals, it is recommended that the City Council approve, and authorize and direct the City Manager to execute a Professional Services Agreement with Calgon Carbon Corporation for the construction of a Granular Activated Carbon Adsorption System for Live Oak Well in the amount of $1,246,174. Professional Services Agreement for GAC Adsorption System February 5, 2019 Page 2 of 4 BACKGROUND According to the State Water Resources Control Board, TCE is a manmade chemical widely used in commercial, automotive, and manufacturing facilities as a solvent for degreasing metal parts. TCE may leach into groundwater in dissolved or liquid forms, sinking below the water table. It is one of the most frequently detected drinking water contaminants in California. At this point, PWSD staff has no information on the potential responsible parties that led to the TCE contamination in the groundwater basin. Based on the State Water Resources Control Board’s data from 2007 to 2017, 186 public water supply wells had at least one detection of TCE above the MCL. Most wells with detections of TCE above the MCL occurred in three Counties: Los Angeles, San Bernardino, and Fresno. The current MCL set forth by the US Environmental Protection Agency and the State Water Resources Control Board is 5 parts per billion. Since 1991, water samples taken at Live Oak Well have intermittently detected the presence of TCE. In recent years, water sampling at Live Oak Well has shown an increase of TCE concentration levels. Since October of 2018, the concentration has spiked up to higher than 10 parts per billion, twice the allowable MCL, causing the Live Oak Well to be taken out of service. On June 19, 2018, the City Council approved a Professional Services Agreement with ES Engineering Services, LLC for engineering services to design a treatment system at Live Oak Well. In an effort to keep costs to a minimum and to deal with the anticipated long lead-time in getting the Granular Activated Carbon (“GAC”) adsorption system, PWSD staff is purchasing the GAC treatment system separately and will supply it to a contractor for installation under a separate contract. DISCUSSION On December 3, 2018, the PWSD solicited a formal RFP. The RFP was published in the City’s local adjudicated newspaper and RFP packages were provided to contractors who provide these services. On December 27, 2018, the City Clerk received two proposals. All proposals received were evaluated based on experience, qualifications, understanding of the needs of the City, quality of service approach, and cost. The results of the evaluation with each company’s ranking and proposed cost are as follows: Rank Company Name Score Cost 1 Calgon Carbon Corporation 95% $1,246,174 2 Aqueous Vets 85% $1,417,080 Professional Services Agreement for GAC Adsorption System February 5, 2019 Page 3 of 4 The business of manufacturing, testing, and maintaining GAC adsorption systems is rather small. There are only a few companies who offer these services nationwide. The City contacted several companies before the request for proposals were due but still only two proposal were submitted. The City contacted the two companies that did not submit a proposal to determine why they did not submit a proposal. One company explained that they had too much work at the time and could not meet the deadline of the RFP. The other company explained that they are undergoing changes with their corporate office and could not provide the services requested. It is not unusual to receive one or two bids for this type of service due to its specialized nature. After careful review and consideration, it was determined that Calgon Carbon Corporation is the most qualified to construct, test, and maintain the GAC adsorption system for the Live Oak Well. Calgon Carbon Corporation will build the system and test the water quality to ensure that the treatment system will work as designed to remove TCE from the City’s water supply. Additionally, Calgon Carbon Corporation will, as part of the services provided, keep extra GAC systems in the City’s name to be used once the old GAC system has been used up. It is anticipated that it will cost approximately $200,000 each time the GAC adsorption system is replaced. ENVIRONMENTAL IMPACT This Project is considered a Class 3 exemption as defined in Section 15303 (d) of the California Environmental Quality Act (“CEQA”) since the project consists of constructing a new and small structures, Granular Activated Carbon (“GAC”) treatment system to an existing potable water supply well. This project is categorically exempt per the California Environmental Quality Act as a new construction of small structures relating to utility extensions, Section 15303 of the CEQA guidelines. FISCAL IMPACT Funds in the amount of $2,000,000 is budgeted in The Fiscal Year 2018-19 Capital Improvement Program for this project. The total cost is $1,246,174. In an effort to keep costs to a minimum and to deal with the anticipated long lead -time, the GAC adsorption system is being constructed and tested separately and will be supplied to a contractor for installation under a separate contract. Sufficient funds should remain in the budget for the installation work. RECOMMENDATION It is recommended that the City Council approve, and authorize and direct the City Manager to execute a Professional Services Agreement with Calgon Carbon Corporation for Granular Activated Carbon Adsorption System services at Live Oak Well in the amount of $1,246,174. Professional Services Agreement for GAC Adsorption System February 5, 2019 Page 4 of 4 Attachment: Exhibit “A” – GAC Equipment Engineering Drawings Proposed Professional Services Agreement