AGENDA
ITEM
11 AGENDA STAFF REPORT
DATE: February 16, 2022
TO: Mayor and City Council
APPROVED BY:
PREPARED BY:
SUBJECT:
Miguel Figueroa, City Manager A f
Lilliana Falomir, Public Works Manager - AdministraicjW\/"""' Authorize City Manager to Sign Amendment No. 1 to the
Agreement of Professional Services with Lee & Ro, Inc. for Engineering Services for Wastewater Treatment Plant
Upgrading and Expansion Project.
------------------------------------------------------------------ ------------------------------------------------------------------ Recommendation:
Authorize City Manager to Sign Amendment No. 1 to the Agreement of Professional Services with Lee & Ro, Inc. for Engineering Services for Wastewater Treatment Plant Upgrading and Expansion Project.
Background:
The City of Calexico, California owns and operates a Wastewater Treatment Plant (WWTP) located at 298 West 2nd Street, Calexico, CA 92231. The total permitted WWTP treatment capacity is 4.3 million gallons per day (mgd) and the current average flow is approximately 2.7 mgd. The WWTP generates approximately 290 metric tons of Class B Biosolids per year.
The WWTP consists of two separate treatment trains, (1) Conventional Activated Sludge (Train 1), and (2) Aerated Lagoons (Train 2). Train 1 has a total permitted capacity· of 2.5 mgd and Train 2 has a total permitted capacity of 1.8 mgd. Both Trains share a common headworks and the effluent from both Trains undergoes ultra-violet (UV) disinfection before being discharged into the New River. Solids are anaerobically digested and dried in sludge drying beds. The existing WWTP has been in service for over 50 years. Although the City has partially upgraded certain plant facilities (upgrades to Train 1 were performed in 197 4, 1991, and 1995; upgrades to Train 2 were performed in 1994), most of the WWTP components are at the end of their useful service life.
The WWTP is subject to the waste discharge requirements set forth by the California Regional Water Quality Control Board (RWQCB), Colorado River Basin Region (Region 7) Order R7-2019-0004 and National Pollutant Discharge Elimination System (NPDES) Permit No. CA7000009 for discharge of the effluent into the New River.
AGENDA
ITEM
l 1
In August 2018, Lee and Ro, Inc. finalized the WWTP Master Plan which included the evaluation of treatment process alternatives and recommendation for the most costeffective WWTP upgrades. The viable treatment process alternative evaluated were the conventional activated sludge which we currently use, oxidation ditch, and single-cell activated sludge (Biolac).
On December 5, 2018, the City of Calexico Public Works Department solicited proposals from qualified engineering firms to provided engineering services for Wastewater Treatment Plant Upgrading and Expansion Project. The project would consist of replacing outdated equipment and facilities, upgrade treatment processes, and increase WWTP capacity, the City has selected the single-cell activated sludge (e.g. Biolac) for th is project.
On March 6, 2019, the City Council of the City of Calexico authorized the City Manager to sign Agreement of Professional Services with Lee & Ro, Inc. for engineering services for Wastewater Treatment Plant Upgrading and Expansion Project.
Discussion & Analysis:
In accordance with the original Agreement of Professional Services, Lee & Ro, Inc. engineering services were to be completed by December 31, 2021. However due to COVID-19 and shortage of City staff, the project has been delayed. Construction, including Lee & Ro, Inc. engineering services is now anticipated to be completed by the end of 2024. For this reason, Public Works staff is recommending to extend Lee & Ro, Inc. contact period to the end of 2024 with Amendment No. 1 which includes a fee increase for new 2022 billing rate. In addition, Public Works Staff has requested that Lee & Ro, Inc. assist us with additional engineering services during the bidding and construction phase of said project.
Fiscal Impact:
Wastewater Enterprise Fund
Total
Coordinated With:
City Manager's Office.
Public Works Department.
Attachment(s):
1. Amendment No. 1 of Agreement of Professional Services between City of Calexico and Lee & Ro, Inc.
AMENDMENT NUMBER 1 TO THE AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF CALEXICO AND LEE AND RO, INC.
AMENDMENT NUMBER 1 dated February 16, 2022, the agreement for professional services between the City of Calexico ("City") and Lee and Ro, Inc. ("Consultant") dated March 6, 2019 (the "Agreement") concerning Wastewater Treatment Plant Upgrading and Expansion Project (the "Project").
The Consultant has entered into the Agreement with the City for the furnishing of professional services, and the parties now desire to amend the Agreement.
Therefore, it is mutually agreed that the Agreement is amended to include Additional Services to be performed by Consultant and provisions for additional compensation by the City to the Consultant, all set forth in:
Exhibit A-Amendment No. 1 dated February 1, 2022
The parties ratify the te1ms and conditions of the Agreement not inconsistent with this Amendment, all of which are incorporated by reference.
CITY OF CALEXICO: CONSULTANT:
Title: Miguel Figueroa, City Manager
Title: Carlos Campos, City Attorney
Title: Gabriela Garcia, City Clerk
• LEE+RO \'/AHR lll FRASlRUC IU RE El/GlllHRS
Celebrating 40 years
as partners in possibility.
1199 Soulh Fu llerton Rend
City of Industry, CA 91748
626·912-3391
lee·ro.com
LU•RO,lnc..
February 1, 2022
Attn: Ms. Lilliana Falomir
Public Works Manager
608 Heber Avenue
Calexico, CA 92231
Re: Request for Contract Amendment for the
Calexico Wastewater Treatment Plant Upgrading and Expansion Project Dear Ms. Falomir:
LEE +RO respectfully requests that the City of Calexico (City) authorize additional funding to cover the increase in the fees for bid phase and construction phase engineering services and the fee of additional engineering services.
In accordance with the original contract for the subject project, LEE + RO's engineering services were to be completed by December 31, 2021 . However, due to COVID-19, the project has been delayed. Construction, including LEE + RO's engineering services, is now anticipated to be complete by the end of 2024. LEE + RO is currently preparing bid set contract documents for the construction bid advertisement. We, therefore, respectfully request the City amend and extend LEE + RO's engineering services contract period to the end of 2024.
Fee Increase for New FY2022 Billing Rate
Originally, LEE+ RO's engineering fee was based on our FY2019 billing rate schedule. To accommodate the project delays and a contract extension amendment, LEE + RO now requests the City amend the engineering services fee for the remaining bid phase and construction phase engineering services using our FY2022 billing rate schedule. The additional fee associated with this billing rate schedule change is $101 ,750 (See attached fee tables).
New Fee for Bid & Construction Phases:
Original Fee for Bid & Construction Phases:
Additional Fee Requested:
Additional Engineering Services
$610,405
$508,655
$101,750
In 2020, LEE + RO submitted the probable construction cost estimates to the City. However, during the last two years of the pandemic, construction material and labor costs have sharply increased. LEE + RO will need to update the construction estimates with the most current cost data. LEE + RO will re-evaluate all construction cost items including grading, concrete work, equipment, electrical and instrumentation, etc.
For the City's new electrical services at the WWTP, LEE + RO will need to coordinate with Imperial Irrigation District (llD). LEE+ RO submitted the current design documents to llD. LEE+ RO will update the electrical plans in accordance with llD's review comments and additional construction notes, if necessary.
LEE + RO will need to review the current construction documents, including plans and specifications, prior to construction bid advertisement. In early 2021 , LEE + RO revised and submitted the City's standard front-end documents for bid advertisement. LEE + RO will review the documents again and update as appropriate for the project.
LOS ANGELES I BAY AREA I SACR AMEllTO I SAN DIEGO
• LEE+ RO l'IAIER lllFRASTRUCIURE EllG lllEERS
The additional cost associated with these three task items is summarized below.
Task 1: Update Construction Cost Estimates:
Task 2: Coordinate with 110 and Update Electrical Plans:
Task 3: Update/Finalize Bid Set Documents:
Total
Total Fee
$24,290
$14,1 73
$n633
$61 ,096
We respectfully request authorization for additional funds in the amount of $162,846 through the issuance of Amendment No. 1 to the current Contract.
Thank you for your consideration of this request. If you have any questions, please feel free to contact me via email at [email protected] or call me at (626) 667-5342.
Respectfully Submitted,
LEE + RO, Inc.
Jay Jung, P.E.
Project Manager
Encl: Exhibit A - Original Fee for Bid and Construction Phase Engineering Service Exhibit B - Revised Fee for Bid and Construction Phase Engineering Service (w/ FY2022 Billing Rate) Exhibit C - Fee Proposal for Additional Engineering Services Exhibit D - FY2022 Hourly Billing Rate Schedule
J:IPROJ\1175 City of Calexico\1175-02 WWfP Upgrades\1 PROJ\C Contract\Amendment 1 (Proposed)\Calexico Proltr WWfP Upgrading and Expansion1.docx • LEE+RO
WATER IHFRASTRUCTURE ENGlllEERS
Project Tasks
Task 9: Bid Phase Support Services
Task 9.1 Conduct Pre-Bid Conference including Site Walk Tasl< 9.2 ·Prepare Aadendii for Design Related Issues
_(Assume ug to 3 Addenda)
Exhibit A
Original Fee for Bid and Construction Phase Engineering Service City of Calexico Wastewater Treatment Plant Upgrading and Expansion Project $240 $217 $196 $178 $162 $145 $145 $128 $112 $96
6 6
12 40
2 20
14 156
$2,670
$23,012
$300
$50
$2,970
$23,062
Task 9.3 Review Bid Results and Award Recommendation 4 12 8 4 28 $5,372 $50 $5,422 Task 9.4 Prepare Conformed Drawings and Specifications . .L.... 32 - • ....1.Jr . 84 - - Jlj§JI: n $11 ,712 Subtotal Task 9, Bid Phase Support Services 4 34 6 60 0 64 0 48 32 34 282 $42,466 $700 $0 $43, 166 Task 10: Construction Phase Engineering Services
Task Task
(250
.
submitta
10.1 10.2
A
Review
ttend
ls@
Pre-Construction
4 an
hrs
d R
./submittal
espond
for
Meeting
first review
Shop
; and
Drawing
120 submittals
Submittals
@
·········-----
2 hrs./submittal for second review; 50 submittals@ 2 hrs./submittal for third 6 115
6 195 280 450 300
review plus clerical) ... u ....
Task 10.3 Respond io Contractor's RF ls · · · · ·
(200 RFls@ 3 hrs. per RFI plus clerical) 50 90 150 100 150 .
Tasf10.4 Assist with-Contractor change oraer Requests 16 ¥JI_ 1 so_ 1. 400 1 (20 change orders@ 12 hrs.leach plus .•. ( "' _ · · · · Task 10.5 Attend Construction Meetings (16 meetings@ 10 man-hours/meeting)
Task 10.6 Review Plant Startup and Commissioning Plan Task 10.7 Prepare As-Built Record Drawings from Contractor's Redline Markups (CD and Mylar Drawings)
Subtotal Task 10, Construction Phase Engineering Services TOTAL NOT·TO·EXCEED (Task 9 and Task 10)
48 4 8
8 4 251
48 32 32
8 12
40 40
341 594 556 578 0
60 104
40 204
J:\PROJ\ 1175 City of Calexico\ 117 5-02 WWTP Upgrades\ 1 PROJ\C ContractlAmendment 1 (Proposed)\Calexico Proltr WWTP Upgrading and Expansion 1.docx 60 60
2 14
120 1460
60 660
20 260
16 176
$2,466
$240,935
$1 06,580
$38,744 $31,696
$250
$1 ,500
$200
$4,000
10 198 $27,456 $2,400
230 2818 $456,789 $8,700 $0
$2,716
$242,435
$106,780
$38,894
$35,696
$9,112
$29,856
$465,489
$508,655
• LEE+RO
WATER lllFRASTRUCTURE EN GINEERS
Exhibit B
Revised Fee for Bid and Construction Phase Engineering Services (FY2022 Billing Rate Schedule) City of Calexico Wastewater Treatment Plant Upgrading and Expansion Project Labor Category
ES Managing Engineer
E7 Supervising Engineer E6 Principal Engineer
ES Senior Engineer
E4 Engineer
E3 Associate Engineer
T4 Senior Designer
T3 Designer T2 Associate Designer
A 1 Administrative Assistant/Word Processor
Project Tasks
Task 9: Bid Phase Support Services
Task 9.1 Conduct Pre-Bid Conference including Site Walk Task 9:2 Prepare Addenda for Design- Relatea Issues EB E7 E6
$283 $257 $238
(Assume LIQ to 3 Addenda) . .
Task 9.3 Review Bid Results and Award Recommendation 4 12 Task 9.4 Prepare Conformed Drawings and Specifications E5 E4
$214 $199
8 E3 T4 T3 T2 A1
$179 $155 $138 $116 $121
2 20
4 32 8
Total
Hours
14 28
84 Total
Labor
$3,212
$6,412
Other
Direct
Costs
$300
$50
$300
SubConsultant TOTAL
Fees
$3,512
$27,370
$6,462
$13,400
Subtotal Task 9, Bid Phase Support Services 4 34 6 60 0 64 0 48 32 34 282 $50,044 $700 $0 $50,744 Task 10: Construction Phase Engineering Services
Task Task
1010
.
.2
1 Attend
Review
Pre-Construction
and Respond to Contractor's
Meeting
Shop Drawing
··········----
Submittals (250 submittals@ 4 hrs./submittal for first review; and 120 submittals @ 2 hrs./submittal for second review; 50 submittals @ 2 hrs./submittal for third review plus clerical)
Task 10.3 Respond to Contractor's RFls
(200 RFls@ 3 hrs. per plusclerical)
Task 10.4 Assist with Contractor Change Order Requests
(20 change orders @ 12 hrs.leach Qlus clerical) •
Task 10.5 Attend Construction Meetings
(16 meetings_@ 10 man-hours/meeting)
Task 10.6 Review Plant Startup and Commissioning Plan Task 10.7 Prepare As-Built Record Drawings from Contractor's Redline Markups (CD and Mylar Drawings)
Subtotal Task 10, Construction Phase Engineering Services TOTAL NOT-TO-EXCEED (Task 9 and Task 10)
6 50
48 8
4 251
6 90 150 100 150 60
48 32 32
40 40 40
341 594 556 578 0 204
J:\PROJ\1175 City of Calexico\1175-02 WWTP Upgrades\1 PROJ\C Contract\Amendment 1 (Proposed)\Calexico Proltr WWTP Upgrading and Expansion1 .docx 2 14 $2,978 $250
1460 $293,655 $1,500
60 660 $128,660 $200
16 176 $38,272 $4,000
$10,766 $200
60 10 198 $31,466 $2,400
60 230 2818 $550,961 $8,700 $0
$3,228
.
$295,1 55
·-
$128,860
$45,314
$42,272 $10,966 $33,866
$559,661 $610,405
• LEE+RO
WA TER ltlfRASTRUCTURE EllGlllEERS
Exhibit C
Fee Proposal for Additional Engineering Services
City of Calexico Wastewater Treatment Plant Upgrading and Expansion Project Labor Category
EB Managing Engineer
E7 Supervising Engineer
E6 Principal Engineer
ES Senior Engineer ES E7 ES E5 E4 E3 T4 T3 T2 E4 Engineer E3 Associate Engineer
T4 Senior Designer T3 Designer T2 Associate Designer
A 1 Administrative Assistant/Word Processor
Project Tasks $283 $257 $238 $214 $199 $179 $155 $138 $116 Additional Engineering Tasks
Task 1 Update Construction Cost Estimates 8 24 28 14 40 Task 2 Coordinate with 110 and Update Electrical Plans Task 3 Update/Finalize Bid Set Documents 12 24 12 12 16 34 4 TOTAL NOT· TO-EXCEEDED 0 40 36 72 26 52 16 58 4
J:\PROJ\1175 City of Calexico\1175-02 WWTP Upgrades\1 PROJ\C Contract\Amendment 1 (Proposed)\Calexico Proltr WWTP Upgrading and Expansion1 .docx A1
$121
4 3
10 Total
Hours
118
71 125
Total
Labor
$24,1 90
$14,123
$22,583
Other
Direct
Costs
$100
$50 $50
314 $60,896 $200
Sub·
Consultant
Fees
TOTAL
$24,290 $14,173
j
...... .:l' ;jj
$22,633
$0 $61 ,096
• LEE+ RO l'IAIER lllfRASTRUCTURl £11G lllEERS
ENGINEERS
•
Engineer 8
Engineer 7
Engineer 6
Engineer 5
Engineer 4
Engineer 3
Engineer 2
Engineer 1
CAD I DESIGNERS
Designer 6
Designer 5
Designer 4
Designer 3
Designer 2
Designer 1
FIELD PROFESSIONALS
Field Professional 5
Field Professional 4
Field Professional 3
Field Professional 2
Field Professional 1
ADMINISTRATIVE
Administrative 4
Administrative 3
Administrative 2
Administrative 1
Exhibit D
Hourly Billing Rate Schedule
(Effective From November 1, 2021 to October 31, 2022)
PERSONNEL CLASSIFICATION
Supervising Engineer
E6 Principal Engineer
Senior Engineer
E4 Engineer
Associate Engineer
E2 Assistant Engineer
T6
T4 Principal Designer
T3 Principal Designer
T2 Principal Designer
F5 Senior Resident Engineer
F4 Resident Engineer
F3 Senior Inspector
F2 Inspector
F1 Assistant Inspector
A3 Contract Manager ....;.._........._~r
A2 Senior Word Processor
A1 Word Processor I Admin . Assistant
BILLING RATES
($/HOUR)
$257
$238
$214
$199
$179
$155
$155
$138
$116
$214
$179
$155
$138
$141
$121
J:\PROJ\1175 City of Calexico\1175-02 WWTP Upgrades\1 PROJIC Contract\Amendment 1 (Proposed)\Calexico Proltr WWTP Upgrading and Expansion1 .docx