===== PDF PAGE 37 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _L{____1_e:~2-~__ Resolution No. 24-R-0013 - Jacobs Solutions, Inc. - COMMITTEE AGENDA DATE: February 1, 2024Professional Services related to the Condition Assessment COUNCIL AGENDA DATE: February 19, 2024 Study at the Water Treatment Plant in the amount not to exceed $38,000.00 /STAFF REVIEW: Mehul T. Patel, P.E. - Director of Public Works SIGNATURE (\A);\ 0 APPROVED BY CITY ADMINISTRATOR: Michael l. Guttman SIGNATURE_________ _ The City of West Chicago owns, operates, and maintains a 9.0 MGD (Million Gallons per Day) lime softening Water Treatment Plant (WTP) located at 1400 West Hawthorne Lane. Since its opening in January 2005, there haven't been any major upgrades to the structural, mechanical and electrical components of the WTP with the exception of the recent SCADA (Supervisory Control and Data Acquisition) upgrades. A lot of the components in the WTP are starting to age and are likely in need of a replacement. To thoroughly understand the needs and priorities of the WTP, staff recommends a Condition Assessment Study. For the Condition Assessment Study, staff engaged with the team from Jacobs Solutions Inc. (Jacobs), who currently oversees the daily operations of the Wastewater Treatment Plant. Jacobs also currently operates and maintains various WTPs around the country for multiple municipalities. Along with experienced operators, Jacobs also has the engineering team to assist in the condition assessments rather than relying on third parties. Typically, such assessment studies are performed by engineering firms which generally don't have staff with the daily operational experience. In those cases, the assessment is heavily based on the life cycle of the equipment. Staff believes having input from operators that have daily interaction with such equipment is valuable in the Condition Assessment Study. Typically, staff will solicit proposals or statement of interests for professional services. Proposals are generally evaluated based on scope and cost while a statement of interest evaluation is followed by a qualification- based selection, in which the most qualified firm is awarded the contract after fee negotiations. In this case, staff's professional opinion based on past performance from the Jacobs team on various projects at the WCWWA, which included both engineering and operation components, staff feels Jacobs would be a good fit to perform the Condition Assessment Study as its team can evaluate the components both from an engineering and an operational standpoint. Jacobs's scope of work will include an inventory of all assets, field data collection, perform field condition assessment of all interior and exterior asset features of the WTP (excluding building), risk scoring of all the assets and provide a report prioritizing the recommended improvements within the WTP for the next ten years. This Condition Assessment Study will serve as a guideline for staff to prepare a Capital Improvements Plan for the WTP. The original proposal for this task was $39,822 which has been negotiated down to $38,000. This Condition Assessment Study will be funded from 06-34-48-4225 where $38,000 has been budgeted for this task. ===== PDF PAGE 38 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO ACTIONS PROPOSED: Approve Resolution No. 24-R-0013 authorizing the Mayor to execute a professional services agreement with Jacobs Solutions Inc, for the Water Treatment Plant Condition Assessment Study in an amount not to $38,000.00 COMMITTEE RECOMMENDATION: ===== PDF PAGE 39 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0013 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH JACOBS SOLUTIONS INC. FOR THE WATER TREATMENT PLANT CONDITION ASSESSMENT STUDY IN AN AMOUNT NOT TO $38,000.00 BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a professional services agreement with Jacobs Solutions Inc. for the Water Treatment Plant Condition Assessment Study in an amount not to $38,000.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 19th day of February 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager, Valeria Perez ===== PDF PAGE 40 ===== [Extraction: embedded PDF text] 725 Dayton Ave, West Chicago, IL. 60185 T +1 .503.235.5000Jacobs_ www.jacobs.com January 23rd, 2024 Mehul T. Patel, P.E., CFM Director of Public Works City of West Chicago 1400 W Hawthorne Ln, West Chicago, IL 60185 Subject: Proposal for Water Treatment Plant Condition Assessment Dear Mr. Patel, Jacobs is pleased to provide a proposal for performing a Water Treatment Plan Condition Assessment. Understanding The City of West Chicago Public Work department is responsible for cost-effective operation, maintenance, and asset management of the Water Treatment Plant. It's Jacobs understanding, professional services described in this proposal have been socialized with you to validate we are offering a Condition Assessment services, scope of work, time frames and deliverables to meet your needs. Jacobs service offering is intended to compliment the Water Treatment Plant's pursuit of continuous improvement including efficient asset care, and asset renewal planning. Approach Customized condition assessment using Jacobs ACES mobile field application, field assessment work performed by qualified and experienced assessors. Scope of Services Jacobs proposes to provide the following service and deliverables: • Asset Registry Development and Condition Assessment • Perform condition assessment of the water treatment plant, interior and exterior asset features. Include: , o Initial Asset registry framework development for use in the field o Field condition assessment of systems and equipment. o Risk scoring of process areas and subsequent equipment o Capital renewal and replacement recommendations draft report and final report. ===== PDF PAGE 41 ===== [Extraction: embedded PDF text] Proposal for Water Treatment Plant Condition Assessment Jacobs January 23n1, 2024 • Does not include the actual facility such as roof, core, floor & shell features of the building(s). • Two assessors on the premise for one week to perform field data collection. • A review of the information furnished by the City for Jacobs development of Process Areas and Asset Registry. • Risk scoring framework. Jacobs to develop a draft set of consequence of failure (CoF) and likelihood of failure (LoF) categories/criteria and associated weighting and scoring that is standardized based on International Infrastructure Management Manual, 2016. These shall be reviewed with the client and edited as needed for relevancy to the water treatment plant operation. The outcome of the exercise enables development of asset risk scores to facilitate planning and prioritization of recommendations resulting from the condition assessment. • Planning Workshop, Jacobs to facilitate a virtual workshop via MS Teams with client staff to review assessment process, review available data including draft asset inventory, condition rating scale, proposed assets to be assessed, asset-groupings, asset criteria, assessment methods, and risk scoring framework (CoF and LoF criteria and weighting/scoring). • ACES is a mobile field application designed to manage asset registry and assessment information. All information gathered and scored via ACES will be provided as part of this project. Information will be provided in Excel and PDF formats. The ACES database will be populated for condition assessment based on client input received during the Planning Workshop. Remainder of the database will be populated in the field during the one-week site visit as part of the condition assessment. • Jacobs to facilitate a review session summarizing workshop outcomes and field plan for condition assessment. Field data collection will include the following components: • Assessment of all process mechanical, electrical, instrumentation, structural assets related to the operation of the treatment facilities Electrical components such as transformer, automatic and manual transfer switches, electrical switchgear and VFDs. • Control system components such as 1/0 racks, PLC panel, fiber optic panel, security system enclosure. • HVAC systems • Exposed structural components. • Visual evaluation of coatings. • Spot sample Ultrasonic testing for pipe and tank wall thickness • Spot sample vibration testing 2 ===== PDF PAGE 42 ===== [Extraction: embedded PDF text] Proposal for Water Treatment Plant Condition Assessment Jacobs January 23rd, 2024 Visual assessments interior to tanks, vessels and below the access hatch be viewed safely from above grade or exterior to equipment. • Capture observations of noise, odors, and vibration. • Observation of equipment operation flow and pressures using existing instruments • Field electrical measurements may be performed for critical assets and motors over 15 HP. including voltage and amperage measurements under load as possible, and nondestructive insulation resistance testing of electrical equipment. This service is limited to working live 480V Category 2 Arc Flash. Voltages greater than 480v will not be tested. Jacob's assessors shall be escorted by an experienced WTP staff with access and knowledge of the water treatment plant. • Assets are expected to be operating under normal operating conditions and loading at the time of the assessment. Assets which cannot be observed operating under close-to- normal operating conditions and loading shall only be visually observed. • Assessors shall not enter confined spaces. Draining filters, removing media from filters is not included in this scope • Jacobs shall have no authority to exercise control over, nor shall they bear any responsibility for, the health and safety of parties other than field assessment team. • No heavy cleaning or asset maintenance by assessor are included in this scope of work. Jacobs will provide tools and instruments required for the above data collection. Deliverables • Condition Assessment • WTP asset registry • Condition scoring • Risk score (CoF multiplied by LoF) • Remaining useful life • Photographs of each asset and noted deficiencies (as applicable) • Identification of deficiencies per asset • Recommended repair, rehab, replacement strategies and associated costs for each deficiency 3 ===== PDF PAGE 43 ===== [Extraction: embedded PDF text] Proposal for Water Treatment Plant Condition Assessment Jacobs January 23"', 2024 • Prioritization of repair, rehab, replacements and assignment to three basic time horizons (e.g. 0-2 years; 2-5 years; 6-10 years) • Recommendations for additional targeted assessment, or other strategies to enhance maintenance efforts at the WTP, if applicable • Draft Facility Condition Assessment report • Final Facility Condition Assessment report Information Requests • Access to SCADA submittals including screen shots of SCADA graphic user interface (GUI) pages, email screen shots are acceptable. • Equipment installation dates, history of major projects and repairs related to systems and equipment. • Current method for scheduling equipment maintenance and tracking repair events. • Current method and example documentation for compliance monitoring. Assumptions 1) Once WCW issues a PO, Jacobs will facilitate the Planning Workshop within two weeks. 2) Workspace such as a small conference room will be made available to Jacobs staff as a space for interactive discussion and secured space for computers and personal items. 3) WTP Staff will be available to interact with Jacob's assessment staff. 4) Jacob's assessors shall be escorted by an experienced WTP staff with access and knowledge of the water treatment plant. 5) Jacobs shall have no authority to exercise control over, nor shall they bear any responsibility for, the health and safety of parties other than field assessment team. 6) No heavy cleaning or asset maintenance by assessor are included in this scope of work. Schedule Planning Workshop (4 hours, virtual) On site assessment begins two weeks after completion of Planning Workshop Draft report issued by email two weeks after completing on site assessment. WCW feedback, draft report review Final report issued by email one week after receiving WCW feedback. 4 ===== PDF PAGE 44 ===== [Extraction: embedded PDF text] Proposal for Water Treatment Plant Condition Assessment Jacobs Januaiy 23n1, 2024 Commercial Offer Fixed fee - $38,000 Terms and Conditions as per Agreement for Professional Services, includes: Appendix A - Scope of Services Water Treatment Plant Condition Assessment Appendix B - Compensation Invoice upon issuance of final condition assessment report. We appreciate the opportunity to submit our proposal for this service opportunity. If you have any questions or require additional information, please feel free to contact me by phone 1.630.390.9857 and/or email njcholas.lenzi@jacobs.com. Sincerely, Nicholas Lenzi Regional Business Manager Jacobs 5