TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Public Works Director
Michael A. Guerrero, Principal Civil Engineer
SUBJECT:Title
Award a Professional Engineering Services Contract to MWH Americas, Inc. for Design Services for the Peck Reservoir Replacement Project in the Amount Not-to-Exceed $1,358,640 (Public Works Director Olmos).
APPROVE
Line
_________________________________________________________
Recommended Action
RECOMMENDATION
Staff recommends that the City Council:
1. Authorize the City Manager to execute a professional engineering services contract with MWH Americas, Inc. in the amount not-to-exceed $1,358,640 for the Peck Reservoir Replacement Project; and
2. Authorize the City Manager to authorize additional design work in the amount of $141,360 (10.4%), as needed.
Body
EXECUTIVE SUMMARY:
Peck Reservoir and Peck Booster Pump Station were both built in 1957 and have exceeded their useful life. The Water System Master Plan prepared in 2010 identified the replacement of Peck Reservoir as a top priority. Although not included in the Water System Master Plan, Public Works staff determined that it would be appropriate to include the replacement of the adjacent booster pump station with this project due to the close proximity of the facility and the economies of scale of completing the work concurrent with the reservoir replacement.
Staff solicited for proposals and received five. From these, staff selected MWH Americas for their extensive experience and expertise in constructing large scale water infrastructure. The proposed fee for this project is $1,358,640, which includes $197,900 for Primary Optional Services to assist staff during bidding and preparing additional water modeling for water quality and water circulation. The fee also includes $230,270 for Secondary Optional Services to develop and coordinate potential community improvements on top or adjacent to the reservoir, such as additional open space or sustainability features.
FISCAL IMPLICATIONS:
Funding for this project has been appropriated by the City Council in the amounts indicated in Attachment No.1.
BACKGROUND:
The City completed a Water System Master Plan (Master Plan) in 2010 that analyzed various facilities and operations of the City’s existing water system. Part of the Master Plan included a list of capital improvement projects that will enhance the system to meet established system criteria, properly maintain the system’s assets, and replace the facilities that have reached the end of their useful lives. The Master Plan recommended the replacement of Peck Reservoir due to age and condition as a top priority.
Built in 1957, Peck Reservoir has exceeded its useful life. The metal roof has deteriorated beyond repair and the existing reservoir has no mechanical ventilation system to control condensation and temperature within the reservoir, which adversely impacts the disinfection residual of stored water and metallic surfaces. Despite attempts to repair leaking concrete slopes and floor, the reservoir continues to leak and cannot be filled beyond 15 feet of the 20 feet of available storage. The design storage capacity of Peck Reservoir is 7.5 million gallons, which represents 77% of the total existing storage capacity of the City water system. Storage capacity of the system reflects a balanced approach determined by an analysis for typical operational storage, emergency storage, and fire suppression storage conditions.
The City’s potable water supply consists of imported water from Metropolitan Water District (MWD) and groundwater from two City wells (Well No. 11A and Well No. 15). On average, 85% of the City’s source water is imported and 15% from City wells. Well water is blended with MWD imported water at both Peck Reservoir and Block 35 Reservoir in order to ensure that the water quality complies with current drinking water standards.
In addition to the Peck Reservoir Replacement, the Peck Booster Pump Station Replacement will also be replaced as part of this project. Although replacement of the existing booster pump station was not identified in the Water System Master Plan, and not previously funded, Public Works staff determined that it would be appropriate to consider including with the reservoir replacement due to the close proximity of the facility and the economies of scale of completing the work concurrent with the reservoir replacement.
The Peck Booster Pump Station was also constructed in 1957. During periods of high demand, the pumps turn on to supplement the water entering the system. Currently, the pump station includes a small utility control building with limited space available for City staff and system operations. Existing pumps and motors are not located in an enclosure, and are subject to the negative impacts of the coastal marine environment.
DISCUSSION:
As part of the previously approved Capital Improvement Plan, the City Council has allocated $1.5 million in funding for the design of this project. The scope of services for the design of both the Peck Reservoir Replacement and Peck Booster Pump Station Replacements includes the following:
The Peck Reservoir Replacement Project:
• Prepare a Basis of Design Report: Identify reservoir sizing, configuration, and operations
• Public Outreach: Present project at Community Meetings and City Council Meetings
• Environmental Compliance and Permitting: Prepare documents to comply with California Environmental Quality Act (CEQA) requirements
• Background Research: Review available records, reports, plans, surveys, and utility information
• Drinking Water Permit Amendment: Prepare documents for drinking water permit amendment with the California State Water Resources Control Board
• Water Quality Compliance: Confirm proposed reservoir operations will comply with State water quality standards
• Water Blending Operations: Recommend proposed reservoir operations for water blending of City well water with Metropolitan Water District (MWD) water
• Water System Operations Plan During Construction: Determine the capability of the existing water system to provide adequate water supply and demand pressure when the reservoir is in construction
• Utility Coordination: Coordinate recommended reservoir improvements with affected utilities
• Geotechnical Engineering Services: Perform soils testing to determine site capacity for proposed improvements
• Surveying and Existing Site Conditions: Perform topographic and land surveying services required to prepare construction plans
• Preliminary Construction Plans and Specifications: Prepare construction plans and specifications based on design recommendations
• Final Construction Plans and Specifications: Prepare final plans and specifications based on community and City input
• Construction Cost Estimate: Prepare an itemized construction cost estimate
• Design Schedule and Estimated Construction Schedule: Prepare a design schedule based on project tasks and prepare an estimated construction schedule based on PS&E line items
• Construction Assistance: During bidding/construction, respond to Request for Information (RFI’s) and review material submittals from Contractors
The Peck Booster Pump Station Replacement project:
• Pump House Replacement
• Pump Station Pump/Motor/Control Valve Replacements
• Emergency Generator/Automatic Transfer Switch Replacements
• Inlet Automatic Control Valves for Well Transmission Line and Metropolitan Water District (MWD) Connection
• Bypass Automatic Control Valve of Reservoir Inlet to City Water System
Request for Proposals
The Public Works Department released a Request for Proposal on December 30, 2015 for design services for the Peck Reservoir Replacement Project. On January 22, 2016 an Addendum was released to include design services for the Peck Booster Pump Station Replacement to the Request for Proposal scope of work. A total of five (5) proposals were received on February 10, 2016. The proposals were reviewed by City Water Division and Engineering Division staff.
As outlined in the Request for Proposal, proposals were evaluated and ranked by the committee of City staff according to the following selection criteria:
• Demonstrated understanding of City and scope of services
• Firm’s qualifications and experience with water system projects
• Project management methods and quality control/assurance
• Qualifications and experience of key personnel
• Qualification and need for sub-consultants
On March 10, 2016, Public Works staff interviewed the top two Consultants from the proposal evaluation process, MWH and Arcadis. Based on the selection criteria and subsequent Consultant interviews, staff is recommending awarding the contract to MWH. MWH has excellent experience on similar projects, identified and understands the key project issues, proposed an appropriate level of staffing for the size and complexity of the project, and their scope of work and methodology was thoroughly outlined with a comprehensive understanding of the level of effort required to complete the project in a timely manner. MWH and their proposed design team have a significant amount of experience both in Southern California and nationally regarding reservoir and pump station design. In addition, MWH previously provided services to the City for the Peck Reservoir and Parking Lot No. 2 and No. 3 Repair and Rehabilitation Project (1995) to the satisfaction of the Public Works Department. The total not-to-exceed cost for the Scope of Work for the engineering design services of Peck Reservoir and Pump Booster Station Replacement Project is $930,470.
Optional Design Services
In addition to the Scope of Work included in the RFP, MWH included in their proposal Optional Design Services that they determined would provide a more thorough and comprehensive design for the proposed project. The primary Optional Design Services include technical services that would enhance the Scope of Work in the RFP. These primary Optional Design Services include:
• Attend a Pre-Bid and Pre-Construction Meeting during construction contractor selection
• Prepare presentation renderings for use at public presentations
• Prepare Computational Fluid Dynamic Modeling (CFD) to ensure proper water circulation in the proposed reservoir
• Perform well water quality analysis to address water quality issues identified at the City well sites
• Investigate and implement manganese treatment into final design
The total not-to-exceed cost of the primary Optional Design Services is $197,900.
As part of the reservoir replacement project, the City and MWH identified that there is potential to develop some type of community improvement into the final design of the project, located either above the reservoir roof or adjacent to the reservoir within the project site. Since the selection and implementation of any potential community improvement would need to be thoroughly vetted during the public outreach process, MWH included a general Scope of Work for these secondary Optional Design Services and included separate design tasks for these potential services. These Potential Community Improvements design tasks include:
• Evaluation of community improvements, such as open space or sustainability features
• Modifications to final design
• Additional project management
• Additional public outreach
The total not-to-exceed cost of the secondary Optional Design Services is $230,270. The final disposition of the potential community improvement services and expenditures would depend upon the results of community input during the public outreach process.
Based on the available project budget of $1,500,000, the Public Works Department is recommending award of the design contract to include all of the proposed Optional Design Services for a total contract cost not-to-exceed $1,358,640 for the identified Scope of Work. Final design expenditures will be based on the services completed, therefore should a service be modified or reduced, such as the potential community improvement service, then the fee will be reduced accordingly. City staff will be required to authorize any Optional Design Services prior to the Consultant performing the service.
Design Contingency
Authorizing the City Manager to approve as-needed additional design services in an amount of $141,360 (10.4% based on available budget) would expedite the design of this project. Due to the complexity and scale of the project and the specialized nature of the design services, staff is recommending the design contingency. If the design contingency is approved with this engineering services contract award, staff will report the status of any additional design work to the City Council at the end of the project.
POLICY ALTERNATIVE:
Do not approve the proposed professional services agreement for this project.
Pros:
Funding would not have to be spent for this project. There will be no disruption due to construction.
Cons:
If the reservoir is not replaced, existing challenges with maintaining adequate storage levels and water quality will continue.
PUBLIC OUTREACH:
The design services contract includes up to five community outreach meetings during the design process and additional project presentations at up to three City Council Meetings. Depending on the outcome of these initial public meetings, additional public meetings can be scheduled, if needed.
ENVIRONMENTAL REVIEW:
An appropriate environmental review will be prepared as part of this project.
LEGAL REVIEW:
The City Attorney has reviewed and approved the proposed Professional Services Agreement as-to-form.
Attachments:
1) Budget and Expenditures
2) MWH Project Proposal
3) MWH Professional Services Agreement
4) Powerpoint Presentation