AGENDA
ITEM
6 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
CITY COUNCIL
AGENDA STAFF REPORT
DATE: October 18, 2023
TO: Mayor and City Council
APPROVED BY: Esperanza Colo Warren, Cily Manager Coma Cla Nam REVIEWED BY: Sandra L. Fonseca, Interim Finance Director St PREPARED BY: Liliana Falomir, Public Works Manager - Administrative I Tele SUBJECT: Authorize City Manager to Sign Amendment No. 3 to the Agreement of Professional Services with Lee & Ro, Inc. in the Amount of $98,992.00 for Engineering Services for Sewer Lift Station No. 9 and 11, Sewer Collection and Water Distribution System Improvement Project for a Total Contract Amount of $520,209.00.
===================:
Recommendation:
Authorize City Manager to Sign Amendment No. 3 to the Agreement of Professional Services with Lee & Ro, Inc. in the Amount of $98,992.00 for Engineering Services for Sewer Lift Station No. 9 and 11, Sewer Collection and Water Distribution System Improvement Project for a Total Contract Amount of $520,209.00.
Background:
On September 3, 2019, the City of Calexico Public Works Department solicited proposals from qualified engineering firms to provide engineering services for Sewer Lift Station No. 9 and 11, Sewer Collection and Water Distribution System Improvement Project. The project will include sewer bypass pumping, rehabilitating sewer manholes, if necessary, installation of new manholes, replacement of existing 8-inch force main pipelines, and installing and connecting each existing sewer service laterals along the new pipeline alignment. The project design will also include the lift station upgrades, replacement of the 12-inch diameter Asbestos Cement (AC) water pipeline running north/southerly from State Hwy 98 north along Ollie Avenue, then east-westerly along Vernado Drive (10" diameter existing). The existing AC pipelines shall be abandoned in place. There is approximately 3,000 linear feet of 12-inch diameter PVC asbestos cement (AC) pipe water pipeline to be replaced. The project will include connecting each existing water service along the pipeline routes, fire hydrants, valves and connections to existing buried water pipelines.
On November 6, 2019, the City Council of the City of Calexico authorized the City Manager to sign agreement of Professional Services with Lee & Ro, Inc. in the amount of $366,152.00 for Sewer Lift Station No. 9 and 11, Sewer Collection and Water Distribution System Improvement Project. On April 21, 2021, the City Council authorized Amendment No. 1 in the amount of $25,070.00 for Lee & Ro, Inc. to perform research and analyze the impact of the flow from future development on the sewer system and recommend the upgrades needed to accommodate planned land development. On January 19, 2022, the City Council authorized Amendment No. 2 in the amount of $29,995.00 for Lee & Ro, Inc. to upgrade existing gravity system to 27", upgrade existing force main pipe to 10" and redesign lift stations to accommodate the increase in the force main size.
Discussion and Analysis:
Lee & Ro, Inc. has submitted the plans to regulatory utility agencies for review and approval.
Both the Imperial Irrigation District (lID) and Bureau of Reclamation (BOR) have provided their comments and have requested modifications to the plans and specifications to comply with their standards. Additionally, Lee & Ro, Inc. has had to coordinate with vendors for the installation of a solid fence and gate around Lift Station No. 11 due to constant complaints by the property owner(s) of sewage odor. Public Works staff has reviewed Lee & Ro, Inc. Amendment No. 3 and recommends that the City Council of the City of Calexico authorize the City Manager to sign Amendment No. 3 to the Agreement of Professional Services with Lee & Ro, Inc. for engineering services for Sewer Lift Station No. 9 and 11, Sewer Collection and Water Distribution System Improvement Project.
Fiscal Impact:
Capital Improvement Program Budgeted Item for FY 2023-2024
REVENUE
Wastewater Enterprise Funds - 547-90-933-56000-000 $520,209.00 Total
EXPENDITURE
Lee & Ro, Inc. - Original Contract $366,152.00
Lee & Ro, Inc. - Amendment No. 1 $25,070.00
Lee & Ro, Inc. - Amendment No. 2 $29,995.00
Lee & Ro, Inc. - Amendment No. 3 $98,992.00
Total $520,209.00
Coordinated With:
City Manager's Office.
Public Works Department.
2 Attachment(s):
1. Amendment No. 3 of Agreement of Professional Services between City of Calexico and Lee & Ro, Inc.
3 AMENDMENT NUMBER 3 TO THE AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF CALEXICO AND LEE AND RO, INC.
AMENDMENT NUMBER 3 dated October 18, 2023, the agreement for professional services between the City of Calexico ("City") and Lee and Ro, Inc. ("Consultant"') dated October 23, 2019 (the "Agreement") concerning Sewer Lift Station No. 9 and 11, Sewer Collection and Water Distribution System Improvement 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. 3 dated September 27, 2023
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: By:
Title:_Esperanza Colio Warren, City Manager Title:
Date: Date:
By:
Title:_Carlos Campos, City Attorney
Date:
By:
Title:_Veronica L. Alvarado, Interim City Clerk
Date:
& LEE+RO
WATER INFRASTRUCTURE ENGINEERS
Celebrating 40 years
as partners in possibility.
1199 South Fullerton Road
City of Industry, CA 91748
626-912-3391
lee-ro.com
September 27, 2023
Ms. Lily Falomir
Manager of Public Works
City of Calexico
608 Heber Ave.
Calexico, CA 92231
Subject: Amendment 3 - Fees for Additional Work
Lift Station 9&11 Upgrades 1200
Dear Ms. Falomir:
Based on our discussion this week, please find enclosed our cost proposal for additional engineering services required to upgrade the City's Sewage Collection System and Lift Stations No. 9 and No. 11.
The additional work consists of the following items:
1. Additional Project Management and Meetings - This consists mainly of additional coordination with the City and Regulatory Agencies/Utilities, and additional project controls.
2. Design Phase - This Phase consists of the following sub-items:
This involved considerable effort to redesign the system including a new priming system for the pumps because they were no longer using VFDs and needed an external system to be primed so that the motors did not overheat during the priming process. b. Coordination with Pump Vendor to eliminate VFDs - There were a number of meetings held between the pump vendor and LEE + RO to ensure that eliminating the VFDs will still allow the lift stations to work as intended.
Modification of Plans and Coordination with Vendors for Solid Fencing and Gates - The City requested LEE + RO to redesign the fencing around LS 11 so reduce the impact of the odors on the neighborhood
d. Modifications to Electrical Plans and Coordinate with Imperial Irrigation District's (IID's) Electrical Utility Division - This was required due to the numerous requests made by the lID's staff and to convert the existing aerial electrical connection to a subsurface electrical connection.
e. Modifications to Plans to Address Bureau of Reclaimation (BOR) Permits for Canal Crossing - This work involved coordinating with the BOR to address their numerous comments on the canal crossing and modifications to plans to ensure that the BOR permit is obtained.
f. Additional Fess for QA-QC - This work involves QA-QC work required for the additional work items described above
3. Additional Fees for Bidding Services - This work involves the additional efforts that will be required during the Bidding Phase due to the additional work items described above.
City of Calexico | Lift Stations 9&11 Upgrades
Based on our experience with the work effort required for the sewer system upgrades, we estimate that a fee of $98,992 will be needed for this effort. The breakdown of the manhours and costs are shown in the Exhibits attached to this letter.
Please note that due to increase in scope to various work items throughout the design process, the estimated construction cost of the project has increased from $4,492,369 to $9,387,520.
Thank you for this and every opportunity. If you have any questions, please feel free to contact me via email at [email protected] or (626) 667-5352.
Sincerely,
Amritendu Maji
Amritendu Maji
Managing Engineer
Enclosures:
Exhibit A - Manhours and Fees
Exhibit B - Billing Rates
CITY OF CALEXICO
FEE TABLE - LIFT STATIONS 9&11 UPGRADES
AMENDMENT NO. 3
9/27/2023
Labor Category:
E8 Managing Engineer; E7 Supervising Engineer; E5 Senior Engineer; E4 Sub- E8 E7 T3 A1 Other
Engineer; E2 Assistant Engineer; T4 Designer; T2 Assistant Designer; E5 E4 E2 Total Consulta Total Labor Direct TOTAL
A1 Word Processor; S1 Survey Field Crew; S2 Survey Technician; S3 Hours Costs
Surve Manaaer Fees
Project Tasks $283 $257 $214 $199 $155 $138 $121
Additional Project Management and Meetings
Additional Coordination with City and Regulatory Agencies $1,483 $200 $1,683 Invoicing and Project Controls 12 $2,100 $2,100
Subtotal Project Management and Meetings 19 $3,583 $200 $0 $3,783 Design Phase
Revisions to Plans and Specifications for Eliminating VFDs 16 60 40 24 142 $26,222 $26,222 Coordination with Pump Vendors to Redesign without VFDs 16 32 $6,688 $6,688 Modification to Plans and Coordination with Vendors for solid fence and 16 24 $11,231 59 $11,231
gates
Modifications to Electrical Plans and Coordinate with Imperial Irrigation 40 16 24 16 100 $18,804 $18,804
District Electric Utility Request
Modifications to Plans to Address Bureau of Reclaimation Permits for 24 40 24 96 $16,552 $16,552
Canal Crossing
Additional Fees for A/QC 16 20 $5,244 $5,244
Subtotal Design Phase 42 16 56 140 120 72 449 $84,741 $84,741 Additional Fees for Bidding Services
Additional Fees for Bidding Services Due to Increase in Project Scope 16 16 52 $10 468 $10,468 Subtotal Additional Amount 16 16 52 $10,468 SO $10,468
TOTAL NOT-TO-EXCEED 56 24 56 160 136 72 16 520 $98,792 $200 $98,992 LEE & RO, Inc.
LEE & RO, Inc.
FY 2021-2022 HOURLY BILLING RATE SCHEDULE - A
(Effective From November 1, 2021 to October 31, 2022)
BILLING RATES
PERSONNEL CLASSIFICATION ($/HOUR)
ENGINEERS
Engineer 8 E8 Managing Engineer $283
Engineer E7 Supervising Engineer $257
Engineer € E6 Principal Engineer $238
Engineer 5 E5 Senior Engineer $214
Engineer 4 E4 Engineer $199
Engineer 3 E3 Associate Engineer $179
Engineer 2 E2 Assistant Engineer $155
Engineer 1 E1 Junior Engineer $138
CAD / DESIGNERS
Designer 6 T6 Principal Designer $199
Designer 5 T5 Senior Designer $179
Designer 4 T4 Designer $155
Designer 3 Associate Designer $138
Designer 2 T2 Assistant Designer $116
Designer 1 T1 Junior Designer $97
FIELD PROFESSIONALS
Field Professional 5 F5 Senior Resident Engineer $214
Field Professional 4 F4 Resident Engineer $199
Field Professional 3 F3 Senior Inspector $179|
Field Professional 2 F2 Inspector $155
Field Professional 1 F1 Assistant Inspector $138
ADMINISTRATIVE
Administrative 4 A4 [Senior Contract Manager
5152-
Administrative 3 A3 Contract Manager
Administrative 2 A2 Senior Word Processor $136
Administrative 1 A1 Word Processor / Admin. Assistant $121