DATE:
April 25, 2023
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: Amphitheatre Pump Station Evaluation
and Repair, Project 19-44—Increase
Budget and Amend Professional Services
Agreement
RECOMMENDATION
1. Acting in its capacity as Board of Directors of the Shoreline Regional Park Community, appropriate and transfer $302,000 from the Shoreline Regional Park Community Fund to Amphitheatre Pump Station Evaluation and Repair, Project 19 -44, increasing the project budget from $290,000 to $592,000.
2. Authorize the City Manager or designee to amend the professional services agreement with Schaaf & Wheeler to provide design and construction support services for Amphitheatre Pump Station Evaluation and Repair, Project 19 -44, a nd increase compensation by $350,000 for a total not-to-exceed amount of $460,000.
BACKGROUND
The Amphitheatre Pump Station is a stormwater pump station located at 1601 Amphitheatre Parkway (see Figure 1). The site is on the southwest corner of the closed Vista Landfill, just outside of the area of buried refuse. The pump station was originally constructed in 1987 and consists of three diesel engine-driven pumps and one electric-driven pump. As the pump station continues to age, essential equipment is becoming difficult to repair due to challenges in procuring replacement parts. In addition, the 2008 Storm Drain Pump Station Evaluation and the 2019 Storm Drain Master Plan recommended upgrading the diesel engines to electric motors , which aligns with the Council’s Strategic Priority for Sustainability and Climate Resiliency.
In November 2021, staff issued a Request for Proposals (RFP) for engineering services to conduct a preliminary engineering study, complete final design, and provide construction support for the pump station. On January 25, 2022, Council approved the professional services agreement with Schaaf & Wheeler for $110,000 to prepare a preliminary engineering study. Staff indicated that upon completion of the preliminary engineering study and availability of additional funding, staff may seek Council approval to amend the agreement to add scope and funding for final design and construction support consistent with the scope of work in the RFP.
Amphitheatre Pump Station Evaluation and Repair, Project 19-44— Increase Budget and Amend Professional Services Agreement April 25, 2023
Figure 1: Project Location Map
ANALYSIS
The Amphitheatre Pump Station condition assessment was completed in January 2023 . It provided a preliminary investigation and a detailed evaluation of the station related to maintenance, repairs, and upgrades considering current codes, laws, industry standards, and safety best practices.
The project is now ready to proceed into final design for the following upgrades:
• Install code-compliant ventilation system;
• Seal all penetrations between the wet well and the pump room;
• Replace three diesel -driven engines with electric -driven engines, including upgrade of associated electrical and supervisory control and data acquisition (SCADA) components, and PG&E electrical service;
Amphitheatre Pump Station Evaluation and Repair, Project 19-44— Increase Budget and Amend Professional Services Agreement April 25, 2023
• Remove existing fuel tank and concrete pad and replace with electric generator and new concrete pad; and
• Install fall protection and new roof membrane for waterproofing.
The scope of work for the agreement amendment consists of:
• Preliminary and final mechanical, structural, and electrical design, including technical specifications and Engineer’s cost estimate, for the improvements;
• Permit submittals to regulatory agencies and the City’s Building Division; and
• Bidding and construction support.
The requested amendment will add $350,000 to the contract, which includes $301,749 for basic services, including reimbursable expenses, and $48,251 for additional services for a total not-to- exceed contract amount of $460,000.
The design cost for the project is higher than originally budgeted in 2019 due to inflation and the extent of the upgrades needed. Staff reviewed the design fees and scopes of work in detail and considers the fees to be fair and reasonable.
If the recommendation is approved, Schaaf & Wheeler can begin design in June 2023 and complete design by summer 2024. Construction funding is currently planned for Fiscal Year 2024-25 in the upcoming recommended 5 -Year Capital Improvement Program for Fiscal Years 2024-2028.
FISCAL IMPACT
The current available budget balance for this project is $143,275.
An increase in appropriations of $302,000 from the Shoreline Regional Park Community Fund is being requested. Amphitheatre Pump Station Evaluation and Repair, Project 19 -44, is funded from the Shoreline Regional Park Community Fund and has a current project budget of $290,000.
Amphitheatre Pump Station Evaluation and Repair, Project 19-44— Increase Budget and Amend Professional Services Agreement April 25, 2023
As shown in the table below, an additional $302,000 is needed to fund the design and construction support for the Amphitheatre Pump Station repair:
Design Consultant Services $460,000
Project Management 45,000
Other Project Costs and Contingency 50,000
Subtotal $555,000
City Administration 37,000
Total Design Cost Estimate $592,000
Current Project Budget 290,000
Budget Shortfall $302,000
If the recommendation is approved, Project 19-44 will be funded with a total of $592,000 from the Shoreline Regional Park Community Fund and will have an available budget balance of $445,275.
ALTERNATIVES
1. Do not authorize the funding transfer.
2. Do not authorize the contract amendment and defer design.
3. Provide other direction.
Amphitheatre Pump Station Evaluation and Repair, Project 19-44— Increase Budget and Amend Professional Services Agreement April 25, 2023
PUBLIC NOTICING—Agenda posting.
Prepared by:
Toni Eguilos
Assistant 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
TE/LL/2/CAM
979-04-25-23CR-3
202994