DATE:
January 10, 2023
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: Shoreline Irrigation Improvements,
Projects 19-43 and 20-62—Authorize
Professional Services Agreements
RECOMMENDATION
1. Acting in its capacity as Board of Directors of the Shoreline Regional Park Community, appropriate and transfer $238,000 from the Shoreline Regional Park Community Fund to Upgrade Irrigation Pump Station, Project 19-43.
2. Acting in its capacity as Board of Directors of the Shoreline Regional Park Community, appropriate and transfer $356,000 from the Shoreline Regional Park Community Fund to Shoreline Area Irrigation Main Replacements, Project 20-62.
3. Authorize the City Manager or designee to execute a professional services agreement with Schaaf & Wheeler to provide design services for Upgrade Irrigation Pump Station, Project 19-43, in a not-to-exceed amount of $508,000.
4. Authorize the City Manager or designee to execute a professional services agreement with Schaaf & Wheeler to provide design services for Shoreline Area Irrigation Main Replacements, Project 20-62, in a not-to-exceed amount of $891,000.
BACKGROUND
The Shoreline Irrigation Pump Station (IPS) was constructed in the 1980s to supply the irrigation system for the Shoreline at Mountain View Regional Park and Shoreline Golf Links with recycled water from the Palo Alto Regional Water Quality Control Plant. Based on the field condition inspection conducted during the development of the City’s 2014 Recycled Water Feasibility Study (Study), several maintenance and rehabilitation projects at the IPS and within the Shoreline irrigation main system were recommended to extend their useful lives. The locations of the IPS and pipeline improvements (Figure 1) are within the City’s closed municipal landfill.
Shoreline Irrigation Improvements, Projects 19-43 and 20-62— Authorize Professional Services Agreements
January 10, 2023
Figure 1: Project Location Map
The IPS has a total of six pumps, which include four vertical turbine and two horizontal end suction pumps. Current pumps and controls are not able to handle the varying peak flows, which lead to excessive starts and stops and premature wear of the equipment. Upgrade IPS, Project 19-43, will evaluate upgrade options and design and construct modifications required to optimize pumps, motors, and controls needed to meet the fluctuating irrigation demands.
The polyethylene irrigation mains in Shoreline at Mountain View park are reaching the end of their useful lives. The system has been experiencing numerous pipe breaks throughout the system that has led t o the intermittent inability to irrigate the park and Shoreline Golf Links.
Shoreline Area Irrigation Main Replacements, Project 20 -62, will design and replace approximately 17,000 lineal feet of polyethylene pipe with sizes ranging from 4” to 12” while minimizing short-term and long-term end user impacts.
ANALYSIS
In May 2022, the City issued a Request for Proposals (RFP) for the design of the Shoreline irrigation improvements , which included Upgrade IPS, Project 19 -43, and Shoreline Area
Shoreline Irrigation Improvements, Projects 19-43 and 20-62— Authorize Professional Services Agreements
January 10, 2023
Irrigation Main Replacements, Project 20-62, because these two systems function together. The RFP was posted on the City’s webpage , and staff informed consultants via email about this RFP opportunity. Staff held a preproposal meeting with prospective consultants. Despite the outreach efforts, the City did not receive any proposals. Staff reached out to consultants for feedback on why they may not have proposed. One of the recommendations w as to separate the work into two RFPs so interested consultants may submit a proposal based upon their specific expertise.
Subsequently, the City issued separate RFPs for the projects in October 2022: one for Upgrade IPS, Project 19-43, and one for Shoreline Area Irrigation Main Replacements, Project 20-62. Staff reposted the RFPs on the City website and informed consultants about the RFPs. The City received one proposal for the IPS project from Schaaf & Wheeler (S&W), but none for the Irrigation Main Replacements project. A review panel comprised of City staff evaluated the IPS proposal and deemed S&W qualified based on the merits of their written proposal, experience in completing similar projects, and demonstrated competence and understanding of the project.
Since the City did not receive any proposals for the Irrigation Main Replacements project after two RFP attempts, staff asked S&W if they were interested in proposing for the Irrigation Main Replacements project. There are efficiencies and coord ination efforts that are better accomplished by both projects being designed by the same firm. S&W provided a proposal for the Irrigation Main Replacements project, which staff evaluated and deemed qualified based on the merits of their written proposal and understanding of the project.
The general scopes of work for the recommended agreements for Irrigation Pump Station, Project 19-43, and Shoreline Area Irrigation Main Replacements, Project 20-62 include:
• Evaluation of the IPS upgrade needs , including consideration of alternative hydraulic equipment, electrical equipment, and controls. (Project 19-43)
• Locating and designing replacement for 17,000 linear feet of irrigation mains. (Project 20-62)
• Preliminary and final civil, mechanical, electrical, geotechnical, and structural design, including technical specifications and Engineer’s cost estimates. (Both projects)
• Environmental clearance , including preparation of an Initial Study to meet the requirements of the California Environmental Quality Act. (Both projects)
Shoreline Irrigation Improvements, Projects 19-43 and 20-62— Authorize Professional Services Agreements
January 10, 2023
• Permit submittals to regulatory agencies and City’s Building Inspection Division. (Both projects)
• Bidding and construction support. (Both projects)
Staff recommends Council approve professional services agreements with S&W for:
• Irrigation Pump Station, Project 19 -43, in a not -to-exceed contract amount of $508,000, which includes $461,284 for basic services and $46,716 for as -needed additional services for unforeseen items through final project design.
• Shoreline Area Irrigation Main Replacements, Project 20 -62, in a not -to-exceed contract amount of $891,000, which includes $809,735 for basic services and $81,265 for as-needed additional services for unforeseen items through final project design.
The design costs for both projects are higher than originally budgeted due to inflation and greater work effort required for evaluating existing project conditions, data collection, and coordination for environmental clearance, environmental permits , and local enforcement agency (for closed landfill) review. Staff reviewed the proposed design fees and scopes of work in detail and considers the fees to be fair and reasonable.
If the recommendations are approved, S&W can begin design for both projects in March 2023 and complete the IPS project design by early 2024 and the Irrigation Main Replacement design in fall 2024. Staff will request Council approval to amend both projects during the annual Capital Improvement Program budget process to add construction fu nding after staff has received preliminary Engineer’s Estimates of construction costs. Upon design completion and available construction funding for both projects, staff will seek Council approval to amend the agreement with S&W to provide bidding and con struction support. Depending on construction funding availability, staff may bid construction of the IPS project by summer 2024 and the Irrigation Main Replacement to follow at the end of 2024. The IPS project is expected to be completed in a shorter duration , while the Irrigation Main Replacement project is expected to take several seasons to complete due to limited construction time frames to accommodate nesting bird season restrictions.
FISCAL IMPACT
Upgrade Irrigation Pump Station, Project 19-43, has a project budget of $367,864, and Shoreline Area Irrigation Improvements, Project 20-62, has a project budget of $720,000. As shown in the table below, an additional $238,000 is needed to fund the design of the Irrigation Pump Stati on project, and $356,000 is needed for the Irrigation Main Replacement design. Other project costs Shoreline Irrigation Improvements, Projects 19-43 and 20-62— Authorize Professional Services Agreements
January 10, 2023
include City project management/review, environmental clearance, permits, and City administration.
Project 19-43 Project 20-62
Consultant Design Cost $508,000 $ 891,000
Other Project Costs 97,874 185,000
Total Project Cost $605,874 $1,076,000
Project Budget 367,874 720,000
Funding Needs $238,000 $ 356,000
Staff recommends transferring $238,000 from the Shoreline Community Fund to Upgrade Irrigation Pump Station, Project 19-43, and $356,000 to Shoreline Area Irrigation Improvements, Project 20 -62. If the recommendations are approved, Upgrade Irrigation Pump Station, Project 19-43, will be funded with $358,000 from the Shoreline Community Fund, $120,000 from the Water Fund , and $127,684 from the remainder of a 2012 Google donation to the City’s recycled water distribution system in the Shoreline area, which includes the IPS, for a total project budget of $605,864; and Shoreline Area Irrigation Improvements, Project 20 -62, will be funded with $1,076,000 from Shoreline Community Fund.
ALTERNATIVES
1. Direct staff to reduce project scope and reissue RFPs.
2. Provide other direction.
Shoreline Irrigation Improvements, Projects 19-43 and 20-62— Authorize Professional Services Agreements
January 10, 2023
PUBLIC NOTICING—Agenda posting.
Prepared by:
Jason Chou
Senior Civil Engineer
Reviewed by:
Tina S. Tseng
Principal Civil Engineer/Engineering and
Environmental Compliance
Lisa Au
Assistant Public Works Director
Approved by:
Dawn S. Cameron
Public Works Director
Audrey Seymour Ramberg
Assistant City Manager/
Chief Operating Officer
JC/LL/6/CAM
949-01-10-23CR
201929