DATE:
October 10, 2023
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: San Antonio Sewer Improvements,
Construction, Project 19-45
RECOMMENDATION
1. Find that in accordance with California Environmental Quality Act requirements, San Antonio Area Sewer Improvements, Construction (Phase II), Project 19 -45, is statutorily exempt under California Public Resources Code Section 21080.21.
2. Appropriate and transfer $589,000 from the Wastewater Capacity Fee s Fund to the Sa n Antonio Area Sewer Improvements, Construction (Phase II), Project 19 -45, increasing the project budget from $1,760,000 to $2,349,000. (Five votes required)
3. Approve plans and specifications for the San Antonio Area Sewer Improvements Project and authorize staff to advertise the projects for bids.
4. Authorize the City Manager or designee to award a construction contract to the lowest responsible responsive bidder if the low bid is within the project budget of $2,349,000.
5. Authorize the City Manag er or designee to amend the design professional services agreement with West Yost & Associates, Inc., to provide bid support, construction support, and permit coordination for San Antonio Area Sewer Improvements, Construction (Phase II), Project 19 -45, to increase compensation by $65, 742 for a total not -to-exceed amount of $145,000.
6. Authorize the City Manager or designee to execute a professional services agreement with Tanner Pacific, Inc., to provide construction engineering services for San Antoni o Area Sewer Improvements, Construction (Phase I), Project 19 -45, in a not-to-exceed amount of $232,740.
BACKGROUND
The City of Mountain View (City) owns and operates the wastewater collection system within its boundaries. The majority of wastewater generated within the City is collected and conveyed to
San Antonio Sewer Improvements, Construction, Project 19-45 October 10, 2023
the Shoreline Pump Station in the North Bayshore Area, which is then pumped to the Palo Alto Regional Water Quality Control Plant (PARWQCP) for treatment. However, due to topography, wastewater from the San Antonio service area (Figure 1) does not flow to the Shoreline Pump Station. Wastewater flows from the San Antonio service area and a small servic e area from the City of Palo Alto are collected and measured at the City -owned Alma Recorder, located at the intersection of Alma Street and San Antonio Avenue. The measured flow is then conveyed via a Los Altos Trunk Sewer in the City of Palo Alto to the PARWQCP.
To plan for the existing and projected future developments in the San Antonio service area, the City completed a study in 2017 to evaluate improvement options for the sewer collection system in the San Antonio service area. The study identified areas of pipeline capacity deficiencies and operation and capacity issues at the Alma Recorder.
On March 20, 2018 , the City Council authorized the City Manager to execute a professional services agreement with West Yost Associates, Inc. (West Yost) for $250,000 under San Antonio Sewer Improvements Design, Project 17-50, to prepare design plans to replace the existing Alma Recorder and construct a new pipeline on San Antonio Avenue to relocate the existing Los Altos Trunk Sewer connection point to a downstream location with lower elevation. This new pipeline and connection point will resolve a backwater issue currently experienced at the Alma Recorder affecting the accuracy of the sewer flow readings.
On February 16, 2021, the City executed an agreement with West Yost under San Antonio Sewer Improvements, Construction Project 19 -45, to provide agency coordination and engineering support during project bidding and construction for a total not-to-exceed amount of $79,258.
Project Easements and Permits
Due to existing utility conflicts along San Antonio Avenue, the new pipeline alignment will be located along the south edge of San Antonio Avenue (Figure 2). The alignment will encroach onto a City of Palo Alto parcel located adjacent to the traffic ramp from Alma Street to San Antonio Road. The parcel is currently a landscaped island between roadways.
In order for the construction of the project to proceed, a permanent sewer easement and a temporary construction easement are needed from the City of Palo Alto. Staff provided the project design plans for review to the City of Palo Alto Utility Engineering, the City of Los Altos, and the County of Santa Clara. Over the past two years, staff has been meeting and working with Palo Alto staff to coordinate the project and to develop and review the plats, legal desc riptions, and real estate rights for the easements to be granted to facilitate the project. On June 19, 2023, the City of Palo Alto approved a temporary construction easement and a permanent easement to the City of Mountain View for the new pipeline.
The project will require additional permits from the City of Palo Alto for the pipeline construction work along San Antonio Avenue, from the City of Los Altos for the construction work at the Los San Antonio Sewer Improvements, Construction, Project 19-45 October 10, 2023
Altos Trunk Sewer, and from the County of Santa Clara for the pipeline construction work across Alma Street.
Figure 1: Sanitary Sewer Collection from San Antonio Service Area to Alma Recorder
San Antonio Sewer Improvements, Construction, Project 19-45 October 10, 2023
Figure 2: Project Location Showing Pipeline Alignment, City of Palo Alto Parcel, and Easements
ANALYSIS
The plans and specifications for the project are completed and ready to advertise for bids. If the recommended actions are approved and a responsive bid from a responsible contractor within the project bu dget is received, construction is anticipated to begin in early 2024 and be completed in fall 2024.
Due to the time and extended effort required for the permitting agencies to comment on the project design as well as to obtain the easements from the City of Palo Alto, the contract with West Yost requires additional funding to provide the bidding and construction support for the project. The recommended professional services agreement amendment will add $ 65,742, which includes $49,174 for basic services and $16,568 for additional services, for a total not-to- exceed contract amount of $145,000.
San Antonio Sewer Improvements, Construction, Project 19-45 October 10, 2023
Due to the large volume of construction activities in the City , staff needs the support of consultants to supplement staff for construction inspection services. Staff recommend s hiring Tanner Pacific, Inc. , to support this project due to their experience inspecting similar pipeline projects at the City. The recommended fee of $232,740 for basic services and reimbursable expenses is within the range typically charged for such services.
The estimated cost for the project is as follows:
Construction $1,343,000
Construction Contingency 202,000
Project Management 100,000
City Construction Management and Special Inspection 350,000 Consulting Services 200,000
Printing and Other Miscellaneous Costs 10,000
Subtotal $2,205,000
City Administration 144,000
TOTAL PROJECT COST $2,349,000
CURRENT PROJECT BUDGET
BUDGET SHORTFALL
1,760,000
$589,000
The budget shortfall is due to the additional time and effort to execute the easements with the City of Palo Alto and make design revisions to address permit requirements from the Cities of Palo Alto and Los Altos and the County of Santa Clara. Additional funding is needed for the construction management services to be provided by the consultant, escalation and uncertainties of material and labor costs for construction, and consultant services to support the multi-agency construction coordination. Staff request s a budget increase of $589,000 from the Wastewater Capacity Fees Fund to meet the budget shortfall.
ENVIRONMENTAL CLEARANCE
In accordance with the requirements of the California Environmental Quality Act (CEQA), the project has been determined to be statutorily exempt pursuant to Section 21080.21 of the California Public Resources Code because this project will replace an existing sewer flow meter and replace and relocate an existing pipeline between the sewer flow meter and the Los Altos Trunk Sewer. The relocated sewer pipeline is less than one mile in length. Staff recommends that Council make a finding that in accordance with the CEQA requirements, the project is San Antonio Sewer Improvements, Construction, Project 19-45 October 10, 2023
statutorily exempt under Environmental Quality Statute (Division 13, Chapter 2.6 of the California Public Resources Code) Section 21080.21.
FISCAL IMPACT
San Antonio Area Sewer Improvements, Construction (Phase II), Project 19 -45, is funded with $530,000 from the City’s Wastewater Fund and $1,230,000 from the Wastewater Capacity Fees Fund. Staff recommends appropriating an additional $589,000 from the Wastewater Capacity Fees Fund to San Antonio Sewer Improvements, Construction, Project 19 -45, for a total project budget of $2,349,000. There is sufficient balance in the Wastewater Capacity Fee s Fund for the recommended appropriation.
CONCLUSION
The design documents are complete for the San Antonio Area Sewer Improvements project. The project will address operation and capacity issues for the City’s sanitary sewer collection system in the San Antonio service area and replace the Alma Recorder sew er meter to improve wastewater flow measurement accuracy. If the recommended actions are approved and a responsive bid from a responsible contractor within the project budget is received, construction is expected to begin in early 2024 and be completed by fall 2024.
ALTERNATIVES
1. Defer construction.
2. Do not approve the recommended consultant contracts for construction support and construction management and direct staff to issue a Request for Proposals.
3. Provide other direction.
PUBLIC NOTICING—Agenda posting.
Prepared by:
Raymond Wong
Senior Civil Engineer
Lisa Au
Assistant Public Works Director
Approved by:
Dawn S. Cameron
Public Works Director
Audrey Seymour Ramberg
Assistant City Manager
RW-LA/LL/1/CAM/931-10-10-23CR
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