TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, Acting City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Marzena Laskowska, Senior Civil Engineer
SUBJECT:Title
Consideration of Resolutions Awarding a Construction Agreement to Myers & Sons Construction, LLC for the Voorhees Sewer Lift Station Improvements Project for $4,391,992, Including Contingency; Approving the Professional Services Agreement with Butier Engineering, Inc. for $548,140 for Construction Management and Inspection Services; Re-Appropriating $710,000 in the Sewer Fund to the Project; Approving Plans and Specifications; and Making a Determination that the Project Qualifies for a Categorical Exemption Pursuant to Section 15302 Class 2 of the State CEQA Guidelines (Public Works Director Lee).
A) ADOPT RESOLUTION NOS. 24-0119 AND 24-0120
B) APPROVE RE-APPROPRIATION OF FUNDS
C) MAKE DETERMINATION OF EXEMPTION PURSUANT TO CEQA
Body
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RECOMMENDATION:
Staff recommends that the City Council:
1. Adopt Resolution No. 24-0119:
a. Awarding Construction Agreement to Myers & Sons Construction, LLC for the Voorhees Sewer Lift Station Upgrades Project (Voorhees Project) for $3,991,992;
b. Approving re-appropriation of $710,000 in the Sewer Fund from the Poinsettia Sewer Lift Station Upgrades Project to fund the Voorhees Project;
c. Authorizing the City Manager to execute the contract and authorizing the City Manager and/or his or her designee to approve an extra work contingency up to $400,000; and
d. Approving the Plans and Specifications for the Voorhees Project.
2. Adopt Resolution No. 24-0120:
a. Approving a Professional Services Agreement with Butier Engineering, Inc. in the amount of $548,140 for construction management and inspection services for the Voorhees Project; and
b. Authorizing the City Manager and/or his or her designee to execute the agreement.
3. Make a Determination of Exemption Pursuant to Section 15302 Class 2 of the State CEQA Guidelines Section for Voorhees Project.
FISCAL IMPLICATIONS:
The Voorhees Project budget consists of $4,891,000 within the Sewer Fund. An additional appropriation of $710,000 is needed to fully fund the project. Sufficient funds of $710,000 are currently available for the project as a re-appropriation from the future Poinsettia Sewer Lift Station Upgrades Project in the Sewer Fund. A Project Budget and Expenditures Summary Report is attached.
BACKGROUND:
The City operates and maintains an extensive sanitary sewer system. The City’s existing wastewater collection system is comprised of a network of gravity sewer pipelines, lift (pump) stations, and force mains. The gravity system consists of approximately 81.6 miles (430,784 linear feet) of pipe, and 2,086 manholes and cleanouts. It also includes eight pump stations and 5,114 linear feet of associated force mains to lift and convey wastewater from the lower elevation areas to the gravity system. The City’s local sewer system connects to the Los Angeles County Sanitation District system, which provides regional wastewater conveyance and treatment services to the City and neighboring agencies.
In 2010, the City Council adopted a Wastewater Master Plan that analyzed various facilities and operations of the City’s existing wastewater collection system. The Wastewater Master Plan included a list of capital improvement projects that will enhance the system to meet established criteria, properly maintain the system assets, and replace the facilities that have reached the end of their useful lives. The 2010 Wastewater Master Plan identified six sewer lift stations requiring major rehabilitation. After reviewing this plan, staff identified the Voorhees Avenue, Pacific Avenue, and Poinsettia Avenue stations as priorities. The Voorhees Avenue Sewer Lift Station structure was initially constructed in the early 1950s and has reached its useful life at nearly 70 years old. Once the useful life has been exceeded, these facilities become less reliable, more expensive to maintain, and are subject to failure.
In October 2019, the City issued a Request for Proposals for the Basis of Design Reports (BODRs) for the Voorhees Avenue, Pacific Avenue, and Poinsettia Avenue sewer lift stations and awarded an agreement to Pacific Advanced Civil Engineering, Inc. (PACE). These preliminary engineering studies identify improvements needed to provide greater emergency storage capacities, pumping capacities, and other enhancements for these three sites.
In June 2022, the City Council received the BODRs for all three sewer lift stations and approved the professional services agreement to provide design services for the Voorhees Avenue and Pacific Avenue Sewer Lift Station Improvement Projects. In August 2023, the City received approval from the State Water Resources Control Board’s Division of Drinking Water for our main separation waiver request for the Project.
In June 2024, City Council approved a Right of Entry and Access Agreement with the property owner at 1360 Voorhees Avenue, directly south of the sewer lift station. The Agreement allows the City to access the front lawn and driveway for construction purposes, remove and replace one tree with one 36-inch box tree, remove and replace hedging between the two properties, and restore any areas disturbed by the City’s construction. The City also received the Fence Height Agreement from Manhattan Beach Unified School District (MBUSD) to allow the construction of an 8-foot wall adjacent to MBUSD’s property at 325 South Peck Avenue to enclose a new emergency backup power generator for the station.
In July 2024, City Building Division permit approvals were received, and the project construction plans, specifications, and engineer estimate were finalized and prepared for bidding.
DISCUSSION:
The Voorhees Project involves the rehabilitation of the existing sewer lift station located at Voorhees and Rowell Avenues directly adjacent to 1340 Voorhees Avenue. This project was prioritized for replacement by the Wastewater Master Plan due to age, capacity improvements, and the need to improve system redundancy. The major components of the project include:
• Construction of a new emergency generator with a block wall enclosure;
• Construction of a new storage wet well with submersible pumps;
• Construction of a new force main pipeline and manhole;
• Rehabilitation of existing force main; and
• Rehabilitation of existing dry well with new control instrumentation, electrical, and mechanical appurtenances.
Construction Agreement
Bids for the Voorhees Project were solicited on a competitive basis following the provisions of the California Public Contract Code at the end of July 2024. The Project was advertised in The Beach Reporter and on the City of Manhattan Beach Public Works Department Bid Opportunities webpage and the City’s Bid Portal with PlanetBids (an online service that connects vendors, suppliers, and contractors to government procurement opportunities). In addition, to allow for adequate examination of the project site prior to bidding, staff conducted an onsite pre-bid meeting for contractors, material suppliers, and interested parties.
Two bids were received on September 12, 2024, as follows:
Contractor Total Bid Amount
Myers & Sons Construction, LLC $3,991,992.00
MMC, Inc. $5,151,000.00
Myers & Sons Construction, LLC’s bid was analyzed by staff for arithmetical errors, completeness, accuracy, etc. and found to be responsive. Representatives of agencies where work has been performed by Myers & Sons Construction, LCC’s have indicated that the work performed was comparable to the Voorhees Project scope of work and to their satisfaction. The current project was discussed with representatives of the firm, and they expressed confidence in their bid and a desire to perform the work in a timely and acceptable manner.
Staff therefore recommends that the City Council award a Construction Agreement to Myers & Sons Construction, LCC for $3,991,992 and authorize the City Manager and/or his or her designee to approve change orders up to $400,000 (10% of construction contract cost) for additional work if necessary.
Due to the escalation of construction costs across the industry and the restrictive work hours that will be required due to the project location, the low bid received was 20% higher than the Engineer’s Estimate of $3,313,500 utilized to establish the budget. Staff is therefore also recommending a re-appropriation of $710,000 from the future Poinsettia Sewer Lift Station Project in the Sewer Fund to construct the Voorhees Project.
The Notice to Proceed to fulfill preconstruction requirements and order materials will be issued as soon as the Construction Agreement is executed. Construction is anticipated to start in late spring 2025 and end in summer 2026. Allowable construction hours will be from 7:30 a.m. to 4:30 p.m., Monday to Friday, with modifications to times during school days. Additional restrictions are applied to work in the roadway which will be limited to the MBUSD summer break.
Construction Management and Inspection Services
The City issued a Request for Proposals on July 29, 2024, seeking full-time construction management and inspection services for the Voorhees Project. The scope of work includes:
• Ensuring the contractor complies with the plans, specifications and applicable standards;
• Performing field project oversight;
• Documenting the daily work performed by the contractor;
• Verifying the completed work; monitoring, providing supporting documentation and inspecting any additional work performed; and
• Preparing a list of items for correction.
Three proposals were received by the August 28, 2024 deadline. An evaluation committee of City staff evaluated these proposals according to the following selection criteria:
• Demonstrated understanding of the Scope of Services requested;
• Firm qualifications and experience performing similar work;
• Project/Construction management methods and quality control;
• Qualifications and experience of key personnel; and
• Consultant’s familiarity with local (sensitivity) conditions
The evaluation committee interviewed the top two proposers on September 26, 2024. The proposers provided a presentation on a set topic and then participated in a questions and answer round. Based on the selection criteria and the interviews, Butier Engineering, Inc. submitted the most responsive and comprehensive proposal. The assigned staff has excellent experience on similar projects, identified and understands the key project issues, and proposed an appropriate level of staffing for the size and complexity of the project. Butier Engineering, Inc.’s methodology for executing the scope of work was clear and organized. Additionally, their interview presentation was well thought-out, and their responses to questions were knowledgeable and thorough. Per Government Code Section 4526, Professional Services Consultants are selected based on qualifications. Therefore, staff recommends that City Council award a construction management and inspection services agreement for $548,140 to Butier Engineering, Inc., for the Voorhees Project.
PUBLIC OUTREACH:
A community meeting for the Project was held on October 24, 2023, at the Manhattan Heights Community Center. Additionally, the Project was presented to the Parking and Public Improvements Commission (PPIC) on March 28, 2024. Direct outreach was made with 1360 Voorhees Avenue property owner and MBUSD.
Furthermore, once the project progresses to the construction phase, public outreach will include construction update notices, coordination with MBUSD, message boards, social media coordination, and updates on the City’s website.
ENVIRONMENTAL REVIEW:
The preliminary engineering BODR included a pre-screening Initial Study to identify and evaluate short-term construction-related and long-term operational impacts of the Voorhees project pursuant to the California Environmental Quality Act (CEQA). Based on the Pre-Screening Initial Study analysis, no potentially significant impacts would occur from the proposed project. Had potentially significant impacts been identified; the project would have undergone additional review pursuant to CEQA.
Given that the existing conditions and project scope have not changed since the time the pre-screening Initial Study was conducted, the determination of a Categorical Exemption pursuant to Section 15302 Class 2 of the State CEQA Guidelines for replacement or reconstruction of existing facilities within the same footprint, with the same proposed usage, and with same capacity is still appropriate. Thus, no further environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 24-0119
2. Agreement - Myers & Sons Construction, LLC
3. Resolution No. 24-0120
4. Agreement - Butier Engineering, Inc.
5. Plans and Specifications (Web Link Provided)
6. Budget and Expenditure Summary Report
7. Location Map