City of Gonzales
PUBLIC WORKS / CITY ENGINEER DEPARTMENT
STAFF REPORT
TO: Honorable Mayor Rios and City Council
DATE: March 18, 2024
FROM: Patrick Dobbins, Public Works Director/City Engineer THROUGH: Carmen Gil, City Manager
SUBJECT: Agreements with MNS Engineers and Psomas for Wastewater System Expansion
RECOMMENDATION
It is recommended that the City Council Authorize Execution of a Non-Exclusive Master Services Agreement with MNS Engineers and Approve Execution of Task Order 1 for Program Management Services in the amount of $200,000; and Authorize Execution of a Non-Exclusive Master Services Agreement with Psomas and Approve Execution of Task Order 1 for Technical Services in the amount of $50,000 to support the Expansion of the Wastewater System.
BACKGROUND
The City’s Municipal Wastewater Treatment Plant (MWWTP) operates under a Waste Discharge Permit from the Central Coast Regional Water Quality Control Board (Regional Board). The MWWTP has a permitted capacity of 1.3 million gallons/day and current sewer flows to the plant are approximately 1.2 million gallons/day (MGD). Therefore, the MWWTP is near its permitted capacity and for the last several years has struggled to meet the 2006 discharge permit requirements as the MWWTP wasn’t designed to treat the amount of ag-wash water it receives on a daily basis.
Through the preparation of a Long-Term Wastewater Management Plan, the City determined that construction of an Industrial Wastewater (IW) System was the most cost effective and expedient approach to expand the City’s wastewater system. The System will collect the ag-wash water (industrial wastewater) discharged from the large processing facilities in the Business Park and convey them to a new IW Treatment Facility to be constructed on City-owned property just east of the MWWTP.
In April 2023, the Regional Board issued a new Waste Discharge Permit that contains requirements the MWWTP is not capable of meeting. Therefore, in addition to constructing the IW System, the City needs to upgrade the MWWTP to comply with the new RWQCB permit.
AGENDA
ITEM
12 The City will expand the wastewater system through the following phases:
Phase 1 – The IW System will be delivered under three contracts:
1. Construct the IW Pipeline along Fermin Lane
2. Construct the IW Treatment Facility.
3. While the IWTF is under construction, issue a contract to rehabilitate the existing 21-inch sewer main by shifting sewer flows to the new IW Pipeline.
The CEQA-Plus document for the project was completed in October 2021 and construction documents (plans, technical specifications, and cost estimate) were completed in September 2022. Over the last two years, the City has pursued a $30M State Revolving Fund (SRF) loan for project financing. The City completed the SRF loan process in December 2023 and we expect to receive the SRF Agreement in the next month or two. The City should proceed with bidding the IW Pipeline and IW Treatment Facility contracts. Construction is expected to begin in Fall 2024 and hopefully be complete by Spring 2026.
Phase 2 - Upon completion of the IW System, 900,000 gallons of ag-wash water will be shifted from the MWWTP to the IW Treatment Facility. The City will then be able to rehabilitate the MWWTP which includes removing accumulated sludge, line the treatment ponds, upgrade the aeration system and construct a new treatment process. When this phase is completed, the MWWTP will meet the Regional Board permit requirements.
Phase 3 - Add additional treatment processes at the MWWTP to expand the wastewater system capacity to 2.9MGD which will accommodate projected housing growth through 2050.
Phase 4 - Expand the IW System treatment capacity to 3.5 MGD to accommodate additional processing facilities in the City’s Industrial Business Park and add a recycled water component.
REVIEW & ANALYSIS
To obtain consultant services to support the City’s efforts, staff prepared a Request for Qualifications (RFQ) for Program and Construction Management Services for Wastewater Projects. The services to be provided by the consultant are:
Program Management
1. Biddability/Constructability reviews of bid documents
2. Easement acquisition support
3. Provide and manage a web-based document management system
4. Run internal coordination meetings (PM/CM staff, design consultant, and City staff)
5. Track detailed action items (item status, ball-in-court, due date, etc.)
6. Utility provider coordination
7. Monitor design process
8. Support the City’s Community Engagement efforts
9. Make periodic presentations at City Council meetings
10. Monitor and update project schedules
11. Monitor expenditures and funding sources. Includes managing cash flow.
12. Ensure compliance with SWRCB requirements
13. Include monthly status reports with invoices
14. Bid Phase Support
15. Bidder outreach
Construction Management/Inspection
1. Provide full Construction Management/Inspection services
2. Review and monitor RFIs and process submittals
3. Review project schedule updates.
4. Track contract time
5. Coordinate specialty inspections
6. Labor compliance monitoring
7. Review and certify contractor progress payments
8. Prepare and/or review change orders
9. Participate in punch walks
10. Inspect for substantial and final completion
11. Close-out project including preparation for audits and obtain copies of O&M manuals and warranties
12. Recommend project acceptance
On January 30, 2024, Staff issued the RFQ to ten consultant firms and staff held a preproposal meeting on February 15. Statement of Qualifications were received from the following four firms by the February 29 deadline:
1. Ausonio
2. Cannon
3. MNS Engineers
4. Psomas
Staff reviewed the four SOQs and recommends the City engage MNS Engineers for Program and Construction Management Services on the IW System and other wastewater projects. MNS was selected for the following reasons:
• MNS provided a full staffing plan for Program and Construction Management Services. Their optional services include grant consulting, labor compliance, and field survey. • MNS is providing similar services to the City of Greenfield, City of San Juan Batista, and the County of Santa Cruz. Staff received very positive responses from our reference checks. • MNS’ Project Manager has +15 years of engineering experience focused on major wastewater projects. Staff reference checks with other public agencies were very positive for the proposed project manager.
Staff anticipates executing the following Task Orders under MNS’ Master Services Agreement:
Project Phase Estimated
Consultant fee
Task Order 1 Program Management to issue the IW Pipeline and IW Treatment Facility construction contracts for public bid $200,000 Task Order 2 Construction Management/Inspection during construction of the IW Pipeline Contract $750,000
Task Order 3 Construction Management/Inspection during construction of the IW Treatment Facility $1,500,000
Task Order 4 Program Management related to rehabilitation of the existing 21-inch Sewer Trunk Main to MWWTP
Unknown at
this time
Task Order 5 Program Management during design of upgrades to the MWWTP to meet new Regional Boar permit
Unknown at
this time
Staff further recommends the use of Psomas for Technical Support Services for the wastewater system such as finalizing an IW Pretreatment Program and maintaining the City’s Sewer Model.
Therefore, staff recommends that the City Council authorize the following agreements and Task Orders:
1. Authorize Execution of a Non-Exclusive Master Services Agreement with MNS Engineers and Approve Execution of Task #1 for Program Management Services in the amount of $200,000; and
2. Authorize Execution of a Non-Exclusive Master Services Agreement with Psomas and Approve Execution of Task #1 for Technical Support Services in the amount of $50,000 for Technical Services to support the Expansion of the Wastewater System.
How Recommendation Supports the Vision
Gonzales will continue to be a safe, clean, family-friendly community, diverse in its heritage, and committed to working collaboratively to preserve and retain its small-town charm.
Explain: Upgrading and improving the City’s wastewater system is essential for protecting public health and promoting residential and industrial growth.
Explain how the Recommendation Directly Implements the Mission The City Council and Staff of the City of Gonzales will realize our Vision by providing the leadership, commitment and resources necessary to provide excellent services that enhance the quality of life of our diverse community. X Yes ____ No____ N/A
Explain: Maintaining and improving the wastewater treatment plant enhances the community’s quality of life by providing for treatment and safe disposal of the City’s wastewater.
City services will be delivered in a cost-effective, respectful and friendly manner to insure the safety and well-being of the residents and the promotion of business, recreational, housing and employment opportunities in an environmentally sustainable manner. X Yes ____No ____ N/A Explain: See Vision explanation above.
Strong fiscal policies allow us to provide appropriate infrastructure for:
• Public Safety X Yes No N/A
• Housing X Yes No N/A
• Recreation X Yes No N/A
• Environment X Yes No N/A
• Education X Yes No N/A
ALTERNATIVES
Amend or modify staff recommendation.
BUDGET IMPACT
These contracts will be funded with Sewer Impact and Sewer Enterprise monies.
CONCLUSION
It is recommended that the City Council Authorize Execution of a Non-Exclusive Master Services Agreement with MNS Engineers and Approve Execution of Task Order 1 for Program Management Services in the amount of $200,000; and Authorize Execution of a Non-Exclusive Master Services Agreement with Psomas and Approve Execution of Task Order 1 for Technical Services in the amount of $50,000 to support the Expansion of the Wastewater System.
Attachments:
1. City's RFQ for Program and Construction Management Services for Wastewater Projects
2. Master Services Agreement with MNS Engineers including Task Order 1
3. Master Services Agreement with Psomas including Task Order 1