TITLE: RECEIVE REPORT AND CONSIDER ADOPTION OF CITY COUNCIL RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AGREEMENT WITH WATER WORKS ENGINEERS FOR DESIGN SERVICES ON THE RESERVOIR PROJECT FOR WATER STORAGE RESILIENCE, PROJECT WTR-00024, AMOUNT NOT TO EXCEED $705,385, STATUTORY EXEMPTION 15262 AND COMMON SENSE EXEMPTION 15061 ISSUE:
On March 31, 2023, the City finalized the purchase of six (6) parcels totaling 582 acres (the Property), located adjacent to Highway 20 and abutting the Summers Lane Reservoir property. The primary objective of the purchase is to construct three (3) reservoirs each the approximate size of Summers Lane Reservoir. This location provides a convenient connection to infrastructure allowing gravity flow to our raw water line, conveying water to our treatment plant. While being an ideal location for the proposed reservoirs, the site does contain sensitive natural communities that have been mapped by the California Department of Fish and Wildlife (CDFW). Consequently, the construction of reservoirs on the site will require mitigation of any impacts to the sensitive habitat.
On May 22, 2023, the Council approved the release of the Request for Proposals (RFP) for the combined engineering and environmental work, which was issued on May 25, 2023. Despite sending the RFP out to numerous entities, only one response was received, which significantly exceeded the anticipated cost. Even after negotiating the price, the cost was still higher than anticipated. It is common practice to add a 10-20% markup to subcontracted work, so the staff decided to separate the engineering from the environmental to omit that additional cost.
Staff also added two (2) alternates to the RFP, which are portions of the Raw Water Line Replacement Project that require additional engineering and environmental work than was anticipated when those plans were completed. The two alternates are 1) the Noyo River crossing lining, and 2) the replacement of the culverts along Segment 2, between the Noyo River and the Water Treatment Plant. The Raw Water Line Replacement Project assumed it was best to minimize the project disturbance and therefore did not intend to replace the culverts unless they were failing, but CDFW has required that the City reengineer and replace the culverts to allow for fish passage.
On June 10, 2024, the Council approved the release of the separate RFPs for the Environmental Services and the Reservoir Engineering via Consent Calendar, and on June 11, 2024, the RFPs were released.
ANALYSIS:
On July 23, 2024, two (2) proposals were received for the Reservoir Design. Staff evaluated the proposals based on their scope of work before opening the separate folder containing the cost proposals to consider the merits of each proposal without knowledge of cost. Both proposals demonstrate a comprehensive project understanding, and both indicate the project would be “bid ready” at the end of 2025. The proposal costs, alternate costs, and combined costs are shown below:
WSC: $1,920,137 (BASE)- $334,596 (ALTERNATES) – $2,254,733 Water Works: $565,578 (BASE) - $139,807 (ALTERNATES) - $705,385 As both firms are highly qualified to complete the design work, this recommendation does come down to cost. Staff believe both firms have demonstrated competence and proven to have the professional qualifications necessary for the satisfactory performance of the services required (FBMC 3.20.030). Considering the disparity between the two proposals, the staff is recommending the selection of Water Works Engineers.
RECOMMENDED ACTION:
Authorize City Manager to execute a contract with Water Works Engineers in a not to exceed the amount of $705,385.
ALTERNATIVE ACTION(S):
Recommend excluding one or more alternates.
Recommend that the agreement be executed with WSC.
Recommend that the RFP be reissued.
Provide alternative direction to staff.
FISCAL IMPACT:
The City has applied for funding for $235,000 from the Bureau of Reclamation to cover a portion of the design costs. The acquisition of grant funding for other water projects has allowed adequate funding to be available in the Water Enterprise Account. Staff anticipates that grant funding will be available in the future for the construction of the reservoirs as well as for the conservation of the property. The current budget amount for this project for this fiscal year is $1,400,000, which includes both the engineering and the environmental work. If the Council awards both agreements as recommended tonight, the total cost is $1,245,567.86, within budget and leaving a contingency.
ENVIRONMENTAL IMPACT:
No impacts are anticipated from the design of the project. Impacts due to the construction of the project will be analyzed with the Environmental Impact Report portion of the project that staff is recommending be awarded this evening. Approval of the Resolution and Agreement does not qualify as a "project" subject to CEQA because it does not have a potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, § 15378(a) and 15060.) The Resolution and associated agreement for Design of the Water Reservoir project does not fund or approve construction of the Water Reservoir Project, nor does it otherwise commit the City to the Water Reservoir Project. Furthermore, the City's approval of the Resolution is exempt from CEQA under the common sense exemption set forth in State CEQA Guidelines section 15061(b)(3), as it can be seen with certainty that there is no possibility that the activity will have a significant effect on the environment.
CONSISTENCY:
Completion of this project will increase water reliability and help protect both aquatic and special-status terrestrial plant habitats. It will also help with developing an emergency water supply for water resilience and disaster preparedness.
IMPLEMENTATION/TIMEFRAMES:
Water Works Engineers proposes to have the design completed by September 30, 2025.
ATTACHMENTS:
Resolution for Water Works Contract
RFP Response Matrix
NOTIFICATION:
Water Works Engineers, Inc.
WSC
AGENCY: City CouncilMEETING DATE: August 12, 2024DEPARTMENT: Public WorksPRESENTED BY: Diane O’ConnorEMAIL ADDRESS: [email protected]: City CouncilMEETING DATE: August 12, 2024DEPARTMENT: Public WorksPRESENTED BY: Diane O’ConnorEMAIL ADDRESS: [email protected] AGENCY: City Council
MEETING DATE: August 12, 2024
DEPARTMENT: Public Works
PRESENTED BY: Diane O’Connor
EMAIL ADDRESS: [email protected]
AGENCY: City Council
MEETING DATE: August 12, 2024
DEPARTMENT: Public Works
PRESENTED BY: Diane O’Connor
EMAIL ADDRESS: [email protected]
AGENDA ITEM SUMMARY