AGENDA
ITEM
10 AGENDA STAFF REPORT
DATE: March 16, 2022
TO: Mayor and City Council
APPROVED BY: Miguel Figueroa, City Manager ~
PREPARED BY:
SUBJECT:
Lilliana Falomir, Public Works Manager -Administra~
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
JO
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 this 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 March 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 paiiies 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 March 3, 2022
The parties ratify the terms and conditions of the Agreement not inconsistent with this Amendment, all of which are incorporated by reference.
CITY OF CALEXICO: CONSULTANT:
By: ________ _
Title: Miguel Figueroa, City Manager
Title: Carlos Campos, City Attorney
By: _ ________ _
Title: Gabriela Garcia, City Clerk
' LEE+RO \'/AHR 11/ fRAS TRUC TURE lllGllHERS
Celebrating 40 years
as partners In possibility.
1199 Soulh Fullert on Road
Cily of lnduslry, CA 91748
626-912-3391
lee-ro.com
LEE• RO. lr.c...
March 3, 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 $75,648 (See attached fee tables).
New Fee for Bid & Construction Phases:
Original Fee for Bid & Construction Phases:
Additional Fee Requested:
Additional Engineering Services
$584,303
$508,655
$75,648
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 SACRAMEtlTO I SAN DIEGO
• LEE+RO WAHR lllFRASTRUC TURE EllGlllEERS
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
$23,248
$13,508
$21,652
$58,408
We respectfully request authorization for additional funds in the amount of $134,056 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
\\IHOSERV1\Project\PROJ\1175 City of Calexico\1175-02 WWTP Upgrades\1 PROJ\C Contract\Amendment 1 (Proposed}\Calexico Proltr WWTP Upgrading and Expansion.docx
' LEE+RO
WATER lllFRASTRUCIURE EllGINEERS
Project Tasks
Task 9: Bid Phase Support Services
Task 9.1 Conduct Pre-Bid Conference including Site Walk 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 2 14 $2,670 $300 $2,970
T asf 9.2. Prepare Addenda for Design Related Issues
(Assume LIQ to 3 Addenda ,;. ... .,,r:.,..r.=,.I""-_;
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 8 [ 32 l[D I 84 JI $11,412 JI $300 11 • ... J .. ·· -$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
TasTask
(250
k
submittals@
.10.2
10.1 -
Attend
Review
Pre-Construc
4 and
hrs
Res
./submittal
pond
tion
toCoiitractor'sStiopDrawirig
for
Meeting
first review; and 120 submittals
- Sutimi
@
ttals
·········-----
2 hrs./submittal for second review; 50 submittals @ 2 hrs./submittal for third review Qlus clerical) ________________ _ Task 10.3 Respond to Contractor's RFls
(200 RF!s@ 3 hrs. per RF! plus clerical)
Task" 10.4-Assist with-Contractor Change Order Requests 6 115
50 .(20 change orders_@ 12 hrs.leach Qlus clerical)
Task 10.5 Attend coristriiciion 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 Engine_ering Services TOTAL NOT·TO·EXCEED (Task 9 and Task 10)
48 4 8
8 251
195
90 48
8 341
6 2
280 450 300
150 100 150 60 60
32 32 16
12 40 40 40 60 10
594 578 0 204 230
\\IHOSERV1\Project\PROJ\1175 City of Calexico\1175-02 WWTP Upgrades\1 PROJ\C Contract\Amendment 1 (Proposed)\Calexico Proltr WWTP Upgrading and Expansion.docx 14 1460
660
2601[
176
SOlj
198
2818
$2,466 $250
$240,935 $1,500 $106,580 $200
$38,744 -1(2150 $31 ,696 $4,000
$27,456 $2,400
$456,789 $8,700 $0
$2,716
$242,435
$106,780
$38,894 $35,696
$9,112
$29,856
$465,489
• LEE+RO
WATE R INFRASTRUClURE EllGlllEERS
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 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 Related Issues {Assume UJ:l to 3 Addenda
-
.
- -· ·- -
Task 9.3 Review Bid Results and Award Recommendation
Task 9.4 Prepare Conformed Drawings and Specifications
$273 $246 $229 $204 $190 $171 $152 $130 $113 $118
6 6 2
4 12 8 4
32 8
14 3,086
156 $2
28 $6,412
$13,100
$300 $3,386
$50 $26,114 $50 $6,198
$300 $12,884
Subtotal Task 9, Bid Phase Support Services 4 34 6 60 0 64 0 48 32 34 282 $47,882 $700 $0 $48,582 Task 10: Construction Phase Engineering Services
T
Task
ask
1010
..2
1 Atte
Review
nd Pre-Construction
and Respond to Contrac
Meeting
tor's 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 RF ls@ 3 hrs, per RFI plus clerical)
Task-10:4 'Assist with-Contractor Change Order Requests 6 115
50 (20 change orders@ 12 hrs.leach i:ilus 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)
48 6
195
90 150 100 150
48 32 32
40 40
Subtotal Task 10, Construction Phase Engineering Services 4 251 341 594 556 578 TOTAL NOT-TO-EXCEED (Task 9 and Task 10)
60 40
0 204
2 14 $2,978 $250 $3,102
II 1460 " :: '., c:m
60 660 $128,660 $200 $123,240
20 II 260 II
16 176 $38,272 $4,000 $40,688
$10,766 ·
60 10 198 $31,466 $2,400 $32,528
60 230 2818 $527,021 $8,700 $0 $535,721
\\IHOSERV1\Project\PROJ\1175 City of Calexico\1175-02 WWTP Upgrades\1 PROJ\C Contract\Amendment 1 (Proposed)\Calexico Proltr WWTP Upgrading and Expansion.docx • LEE+RO
WATER lllFRASTRUCTURE EllGlllEERS
Exhibit C
Fee Proposal for Additional Engineering Services
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
T 4 Senior Designer
T3 Designer T2 Associate Designer
A 1 Administrative Assistant/Word Processor
Project Tasks
Additional Engineering Tasks
Task 1 Update Construction Cost Estimates
ES E7
$273 $246
8 Task 2 Coordinate with IJD and Update Electrical Plans Task 3 Update/Finalize Bid Set Documents 8 TOTAL NOT-TO-EXCEEDED 0 40
ES ES
$229 $204
24 28
12 24
36 E4 E3 T4 T3 T2 A1
$190 $171 $152 $130 $113 $118
14 40 4
3 12 12 16 34 4 3
52 16 58 4 10
\\IHOSERV1 \Project\PROJ\1175 City of Calexico\1175-02 INWTP Upgrades\1 PROJ\C Contract\Amendment 1 (Proposed)\Calexico ProLtr INWTP Upgrading and Expansion.docx Total
Hours
118
71 125
Total
Labor ·-. __ . 1Mi;1!
----
$23, 148 $13,458
$21,602
$100
$50
$50
$23,248 $13,508 $54,652
314 $58,208 $200 $0 $58,408
• LEE+RO WAHR 11/FRASTRUCTURE EllGlllEERS
ENGINEERS
Engineer 8
Engineer 7
Engineer 6
Engineer 5
Engineer 4
Engineer 3
CAD I DESIGNERS
Designer 6
Designer 5
Designer4
Designer 3
Designer 2
Designer 1
FIELD PROFESSIONALS
Field Professional 5
Field Professional 4
Field Professional 3
Field Professional 2
Field Professional 1
ADMINISTRATIVE
Administrative 4
Administrative 3
Administrative 2
Administrative 1
Exhibit D
Hourly Billing Rate Schedule
(Effective From November 1, 2021 to October 31, 2022}
PERSONNEL CLASSIFICATION
E7
E6
E5
E4
E3
T5
T4
T3
F4
F3
F2
A2
A1
Supervising Engineer
Principal Engineer
Senior Engineer
Engineer
Associate Engineer
Principal Designer
Principal Designer
Principal Designer
Principal Designer
Senior Inspector
Inspector
Senior Word Processor
Word Processor I Admin. Assistant
BILLING RATES
($/HOUR)
$229
$190
$171
$152
$171
$152
$130
$190
$171
$137
$128
$118
\llHOSERV1\Project\PROJ\1175 City of Calexico\1175-02 WWfP Upgrades\1 PROJ\C Contract\Amendment 1 (Proposed}\Calexico Proltr WWTP Upgrading and Expansion.docx