Camarillo City Council
AGENDA REPORT
Date: December 13, 2023
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: North Pleasant Valley Groundwater Desalter – Detention Basin Improvements (Project No. WT-11-01) – Ratify Construction Contract and Professional Services Agreement
BACKGROUND
The City of Camarillo (City) constructed a groundwater desalter facility in the northeastern portion of the City near the intersection of Las Posas Road and Lewis Road. The desalter continues to treat and deliver approximately 4 million gallons per day of high-quality potable water to City customers.
The facility’s stormwater collection system was designed and constructed with a drainage infiltration basin to meet the requirements of Ventura County’s MS4 permit which requires compliance with California Regional Water Quality Control Board Order R4-2010-0108 NPDES Permit No. CAS004002 Waste Discharge Requirements for stormwater (wet weather) and non-storm water (dry weather) discharges from the site. The drainage basin handles the runoff from the site and is separate from the potable water treatment process.
Due to variable underlying soil conditions, the basin does not percolate collected site drainage water at an acceptable rate. The desalter project construction required a Stormwater Pollution Prevention Plan (SWPPP) and although the facility construction is complete, until the stormwater infiltration basin is resolved and another solution is installed, the SWPPP cannot be closed out. After January 1, 2024, there will be significantly more SWPPP requirements for testing, compliance, and related costs. These more stringent requirements may also trigger intermittent shutdowns of the desalter facility to prevent a discharge of water to the storm drain system when certain conditions cause a situation that require the desalter to purge water. A biofiltration alternative was selected to retrofit the existing stormwater basin and maintain NPDES permit compliance.
After the biofiltration alternative is constructed, the SWPPP can be closed out.
DISCUSSION
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The North Pleasant Valley Groundwater Desalter - Detention Basin Improvements – Project No. WT-11-01 (Project) are required to retrofit the existing stormwater basin to include a biofiltration device, piping, lift station, electrical, fencing and gate, grading, and irrigation improvements. The Project will install a modular filter system and associated appurtenances to treat the stormwater to comply with applicable discharge regulations and requirements, allowing the stormwater to be discharged offsite. The Project is a required desalter site retrofit, separate from and not a part of the water treatment process.
Due to the risk of shutdown of the desalter facility and potential costs involved as described above, staff proceeded with this project as an Urgency Project in accordance with the procedures of City Council Policy 4.01 – Procurement and the City’s Procurement Manual. Plans and specifications were developed sufficiently to receive contractor pricing for the work and allow the contractor to get started on procuring the modular filter system, which is a long-lead time item.
City staff received two (2) bids for construction as shown in the following table:
Name of Bidder $ Amount of Bid
Sam Hill & Sons, Inc. $692,918
Travis Agricultural Construction, Inc. $709,874
Staff reviewed the bid submitted by Sam Hill & Sons, Inc. (Sam Hill) and all associated forms and determined Sam Hill to be responsive. Therefore, staff issued Public Works Contract No. 2023-154 to Sam Hill in the amount of $692,918 (Attachment 1). Consistent with the Urgency Purchase procedures of City Council Policy 4.01 - Procurement, staff is requesting City Council ratification of Agreement 2023-154 and authorization for the City Manager to execute contract change orders for unforeseen additional work in an amount up to $104,000 (approximately 15%) for a total authorization of $796,918.
Construction Management and Inspection Services
Consultant construction management and inspection services are required for the Project. In November 2021, staff advertised a Request for Qualifications (RFQ) and subsequently established a list of qualified consultants to provide various services, including construction management and inspection services. Staff selected Filippin Engineering, Inc. (Filippin) as the most qualified firm to provide the necessary construction management, inspection and materials testing services for the Project.
Filippin has significant construction management experience working on similar types of capital projects.
Staff negotiated a scope of services and fee with Filippin and initiated a standard professional services agreement with Filippin to provide construction management services for the subject Urgency Project. Consistent with the Urgency Purchase procedures of City Council Policy 4.01 - Procurement, staff is requesting City Council WT-11-01 Detention Basin - Ratify Construction Contract December 13, 2023
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ratification of Professional Services Agreement 2023-155 with Filippin in an amount not- to-exceed $141,224.12 for construction management and inspection services (Attachment 2) and authorization for the City Manager to execute future amendments to the agreement in the amount of $21,200 (approximately 15%) for a total authorization of $162,424.12.
Budget Analysis
The project expenses are summarized below:
Sam Hill Contract $ 692,918.00
Contract Contingency $ 104,000.00
Construction Management $ 141,224.12
Construction Management Contingency $ 21,200.00
Total Construction Phase Expenses $ 959,342.12
FISCAL IMPACT
Funds for the construction contract, professional services agreement, and contingencies are included in the Water Capital Projects Fund, Account Nos. 863-8710-487.92-41 and 863-8716-487.92-41 and Project WT- 11-01.
CEQA DETERMINATIONS
The Project is not subject to CEQA review pursuant to CEQA Guideline Section 15301 Class 1, which exempts from CEQA review projects that involve existing facilities. This agenda item meets the criteria for this exemption because the project involves improvements to existing basin to treat stormwater before discharging offsite and does not expand the perimeter of the existing facility.
RECOMMENDATIONS
1. Find that Project No. WT-11-01 is exempt from review under the California Environmental Quality Act (CEQA) pursuant to Article 19 Categorical Exemptions Sections 15301 Class 1; and
2. Ratify Public Works Contract No. 2023-154 with Sam Hill & Sons, Ins. in an amount not-to-exceed $692,918, and authorize a contingency in the amount of $104,000, for a total contract authorization of $796,918; and
3. Authorize the City Manager to execute future contract change orders to the contract for unforeseen additional work up to the authorized contingency amount; and
4. Ratify Professional Services Agreement No. 2023-155 with Filippin Engineering, Inc. in an amount not-to-exceed $141,224.12 for construction management and inspection services, and authorize a contingency in the amount of $21,200, for a total agreement authorization of $162,424.12; and
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5. Authorize the City Manager to execute future amendments to the agreement with Filippin Engineering, Inc. for unforeseen additional services up to the authorized contingency amount.
ATTACHMENTS
1. CC Agreement No. 2023-154
2. CC Agreement No. 2023-155
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None