1 TO: City Council
FROM: Ryan Smoot, City Manager
PREPARED BY: Carla Dillon, P.E., Public Works Director
MEETING DATE: February 21, 2023
SUBJECT: First Amendment to Agreement with Hazen and Sawyer for Engineering Services related to the Cypress Facility Upgrades
RECOMMENDATION
1) Approve the First Amendment to Agreement 2020-18 with Hazen and Sawyer for engineering services related to Cypress Facility Upgrades for a total not to exceed $214,655 inclusive of previously approved funding; and 2) Authorize the City Manager and City Clerk to execute the Amendment.
BACKGROUND
The City operates several facilities related to the production of water for the City’s water system. These include the Cypress Water Production Facility (CWPF), Harbor Hills Storage Tank, multiple import water connections, and a pump station. Historically, the CWPF provided a mixture of treated groundwater and imported surface water to Pressure Zone 1 (portion of the City north of Pacific Coast Highway); however, the CWPF was taken off-line in May 2019 due to the detection of benzene at the City’s only well. Since that time, City has been importing 100 percent of its water from the Metropolitan Water District (MWD).
The City had long been planning for the addition of Granular Activated Carbon (GAC) to improve the aesthetic qualities of Lomita’s water and began the design process in late 2017. The GAC will not only remove constituents that affect aesthetic qualities such as taste and odor, but also removes benzene and is considered the best available technology. Following the detection of benzene, the design of the GAC system required the addition of two more GAC vessels to ensure complete removal of benzene.
Item No. 7j
CITY OF LOMITA
CITY COUNCIL REPORT
2 In May 2020, the City Council approved an agreement with the Water Replenishment District (WRD) under the Safe Drinking Water Program (SDWP) to authorize the use of up to $2,000,000 in SDWP grant funds for the project.
In June 2020, the City Council approved an agreement with Hazen and Sawyer to support the construction phase of the project, and in January 2021, the construction contract was awarded to RC Foster.
While the project is nearly complete, several elements of the project scope have required additional review and submittals than originally anticipated. These include the number of items submitted by the contractor for review, the number of requests for information, and the support for permitting the facility with the State Division of Drinking Water. This amendment will allow for continued engineering support through the project completion in the coming months and ensure the City is able to make required submittals to the Division of Drinking Water as expeditiously as possible.
FISCAL IMPACT
The additional cost of the amendment is $28,078 and would bring the total contract amount to $214,655. Funds for this purpose are budgeted in FY22-23 in the Water Capital budget, account No. 520-840-5821.365, Cypress Water Production Upgrades. The City anticipates a reimbursement of $2,000,000 through the WRD grant following the completion of the project in accordance with the approved reimbursement agreement.
OPTIONS
1. Approve staff’s recommendation.
2. Provide alternative direction.
ATTACHMENTS
1. First Amendment
2. Professional Services Agreement, 2020-18
3. Proposal for Additional Budget
Reviewed by: Approved by:
_______________________ ______________________
Gary Y. Sugano Ryan Smoot
Assistant City Manager City Manager
Prepared by:
_________________________
Carla Dillon, P.E.
Public Works Director / City Engineer
First Amendment to Agreement between
Hazen and Sawyer Environmental Engineers and Scientists and the City of Lomita This First Amendment to the Agreement is made and entered into between the City of Lomita (“City”) and Hazen and Sawyer Environmental Engineers and Scientists, (“Consultant”). The City and Contractor mutually agree to amend the existing Agreement entered into on June 16, 2020, as follows:
RECITALS
A. On June 16, 2020, the City entered into an Agreement with Contractor for various engineering services (“Agreement”).
B. The City and Contractor now desire to amend the Agreement compensation by increasing the pay by $28,078 for a total compensation not to exceed $214,655.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:
1. CONSIDERATION AND COMPENSATION. Section 1.C is amended to read as follows:
C. As additional Consideration, CITY agrees to pay CONSULTANT an amount not to exceed $214,655 for CONSULTANT's services, unless otherwise specified by written amendment to this Agreement.
1. NO OTHER CHANGES. All terms, conditions, and other provisions of the Agreement, including all exhibits, not affected by this Second Amendment shall remain in full force and effect.
2. ACCEPTANCE OF FACSIMILE OR ELECTRONIC SIGNATURES. The Parties agree that this First Amendment to the Agreement will be considered signed when the signature of a party is delivered by facsimile transmission, scanned and delivered via electronic mail, or delivered using digital signature technology approved by CITY. Such facsimile or electronic signatures will be treated in all respects as having the same effect as an original signature.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment on the 21
st day of February 2023, at Lomita, California.
[Signatures on following page]
Attachment No 1
Hazen & Sawyer First Amendment
Page #2
City of Lomita Hazen and Sawyer Environmental
Engineers and Scientists
By______________________________ By _______________________________ Ryan Smoot, City Manager Lynn Grijalva, Vice President
Attest: Approved as to Form:
________________________________ _____________________________ Kathleen Horn Gregory, MMC, City Clerk Trevor Rusin, City Attorney Attachment No 2
Attachment No 3
Job no
hazenandsawyer.com
Hazen and Sawyer
800 W. 6th Street, Suite 400
Los Angeles, CA 90017 • 231.234.1080
February 10, 2023
Ms. Carla Dillon, PE
Public Works Director
24300 Narbonne Ave.
Lomita, CA 90717
Re: Engineering Services During Construction for Cypress Water Production Facility (CWPF) Upgrades – Proposal for Additional Budget
Dear Carla:
Hazen and Sawyer (Hazen) is pleased to present this proposal for additional engineering services to support the City of Lomita (City) in delivery of treatment upgrades to treat Cypress Well No. 5. This proposal includes continuing support to the City of engineering services during construction phase (ESDC) and permitting support to assist the City in obtaining approval to operate the new treatment facilities. The duration of the project has extended longer than originally anticipated due to global supply chain issues for materials, requiring additional support for meetings, engineering support and permitting.
The additional scope of work is included in the following existing sub tasks to our current project:
Task 2 - Engineering Services During Construction – Additional Meetings and Review The scope of work in our contract included review of up to 60 engineering submittals and up to 30 requests for information (RFI) responses. As we work towards the end of construction, we have reviewed 64 engineering submittals and responded to 39 RFIs. Additionally, the duration of the Construction has extended longer than originally anticipated due to supply chain related material delays.
This task also includes additional design services that are required to add additional piping to the backwash tank in order to comply with DDW’s requirements for Granular Activated Carbon (GAC) flushing.
Task 3 - Permitting
Hazen continues providing permitting support to the City which includes preparing an operations, maintenance, and monitoring plan (OMMP) including information required for the State Water Resources Regional Control Board, Division of Drinking Water (DDW). Hazen has successfully permitted numerous facilities using the OMMP template used for this project. The expectation on level of detail in the OMMP from DDW for this project is more than originally anticipated and budgeted for. Additional budget is requested to respond to DDW comments and attend additional meetings with DDW to make sure that all permitting requirements will be met.
Ms. Carla Dillon, PE
February 10, 2023
hazenandsawyer.com
Fee and Schedule
Our original approved budget was $186,577. Based on the above additional scope we request a budget amendment of $28,078, for a total approved budget of $214,655. An itemized fee schedule is included on page 3 of this letter. We are available to continue working on the project with an anticipated end date of April 2023.
We look forward to continuing to provide service to the City on this project to restore beneficial use of Well No.5 and we appreciate your consideration of this request for additional budget. Should you have any questions regarding our proposal, please contact me at (626)857-6363, or email at [email protected]
Sincerely,
Nathan Boyle
Project Manager
Job no
Hazen and Sawyer 800 W. 6th Street, Suite 400 Los Angeles, CA 90017 • 231.234.1080 Fee Schedule – Additional Services for CWPF Upgrades