DATE:
June 25, 2024
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: Miramonte Reservoir Site Improvements,
Project 24-41—Professional Services
Agreement
RECOMMENDATION
1. Transfer and appropriate $197,000 from Water System Improvements and Recycled Water System Improvements, Project 21-04, and $300,000 from Water System Improvements and Recycled Water System Improvements, Project 24 -06, to Miramonte Reservoir Site Improvements, Project 24-41. (Five votes required)
2. A uthorize the City Manager or designee to execute a professional services agreement with HydroScience Engineers, Inc ., a California corporation (Business Entity No. 2063417), to provide design services for Miramonte Reservoir Site Improvements, Project 24-41, in a not- to-exceed amount of $634,000.
BACKGROUND
The Miramonte Reservoir site, located at 1130 Miramonte Avenue, was acquired by the City in the 1940s for water storage and has two reservoirs serving the City of Mountain View. The first reservoir was built in 1945, and the second reservoir was constructed in 200 6. The rectangular site containing the reservoirs is surrounded by the City of Los Altos but falls within the jurisdiction of the City of Mountain View (see Figure 1).
Miramonte Reservoir Site Improvements, Project 24-41—
Professional Services Agreement
June 25, 2024
Figure 1: Miramonte Reservoirs Site
Since 2000, the City has conducted several studies of the Miramonte Reservoirs. These investigations include d two seismic risk assessments for Reservoir 1 in 2000 and 2007, the 2020 Water Master Plan, the 2023 Miramonte Reservoir Inspection report, and the 2023 Miramonte Reservoir 2 Conduit Damage and Mitigation report.
The 2007 seismic risk assessment for Miramonte Reservoir 1 revealed deficiencies in the reservoir’s roof structure and highlighted the need for improvements. The 2020 Water Master Plan reviewed the previous seismic studies and reaffirmed the need for these improvements for Miramonte Reservoir 1.
On June 27, 2023
, Council established Miramonte Reservoir Site Improvements, Project 24 -41, as part of the Fiscal Year 2023-24 Capital Improvement Program for the design phase of the roof improvements at Reservoir 1. However, during a recent shutdown of Miramonte Reservoirs 1 and 2 for routine maintenance and cleaning, third-party inspectors identified additional items to be addressed for the reservoirs’ functionality (corrosion within Reservoir 1 and degraded sealants in Reservoir 2), structural integrity, and compliance with current structural codes and health and safety requirements.
Miramonte Reservoir Site Improvements, Project 24-41—
Professional Services Agreement
June 25, 2024
ANALYSIS
In April 2024, the City issued a Request for Proposals (RFP) for design services and received proposals from two firms. A selection committee of Public Works staff evaluated the proposals and reviewed the qualifications and understanding of the project. The committee selected HydroScience Engineers, Inc. (HydroScience), as the most qualified firm based on their written proposal, experience in completing similar projects, and understanding of project goals.
The main elements of the scope of work include:
• Conduct site surveys and investigation, data collection, and design analysis; • Evaluate general site improvements to improve drainage and site access; • Evaluate and address the seismically deficient roof and select columns within Reservoir 1; • Evaluate and address electrical conduits and wiring at Reservoir 2; and • Prepare construction bid documents.
The recommended fee of $640,000 for services and contingency is consistent for such services, and staff considers the fee to be fair and reasonable for the scope of work required. If the recommendation is approved, HydroScience can begin design in September 2024 with an estimated completion in spring 2025.
FISCAL IMPACT
Miramonte Reservoir Improvements, Project 24 -41, is funded with $ 200,000 from the Wate r Fund.
The project design costs are shown in Table 1.
Miramonte Reservoir Site Improvements, Project 24-41—
Professional Services Agreement
June 25, 2024
Table 1: Project Design Costs, Project 24-41
Design Consultant Services $634,000
Project Management 15,000
Miscellaneous Costs 5,000
Subtotal $654,000
City Administration 43,000
TOTAL DESIGN COST $697,000
PROJECT BUDGET $200,000
PROJECT SHORTFALL $497,000
The project shortfall is due to additional unforeseen improvements needed beyond the original scope of work for the roof structure at Reservoir 1. An increase in appropriations of $497,000 is requested to fund the design of several improvements needed at the Miramonte Reservoir site.
Staff recommends transferring and appropriating $ 197,000 from Water System Improvements and Recycled Water System Improvements, Project 21-04, and $300,000 from the Water System Improvements and Recycled Water System Improvements, Project 24 -06, to Miramonte Reservoir Site Improvements, Project 24-41. Projects 21-04 and 24-06 are funded from the Water Fund and reallocating a portion of their funding to Project 24 -41 will not adversely affect their on-going project activities which are completing soon. Should the recommended actions be approved, all three project s would be funded from the Water Fund in the amounts shown in Table 2.
Table 2: Projects Funding
Water Fund Project
21-04
Project
24-06
Project
24-41
Current Appropriation $654,000 $748,000 $200,000
Recommended Transfer -197,000 -300,000 +497,000
New Project Total $457,000 $448,000 $697,000
The fee for the recommended agreement is $ 575,830 f or basic services and reimbursable expenses, and a contingency of $58,170 for additional services, for a total not-to-exceed amount Miramonte Reservoir Site Improvements, Project 24-41—
Professional Services Agreement
June 25, 2024
of $634,000. With Council’s approval to transfer total funding of $497,000 from Projects 21 -04 and 24-06, there will be sufficient funding in Project 24 -41 for the con sultant agreement and other project costs.
ALTERNATIVES
1. Do not authorize the appropriation of $ 197,000 from Project 21 -04 and $300,000 from Project 24-06 and direct staff to use other funding sources for the professional services agreement with HydroScience.
2. Do not authorize the recommended professional services agreement and direct staff to reissue the RFP.
3. Provide other direction.
PUBLIC NOTICING—Agenda posting.
Prepared by:
Ariel Morales
Senior Civil Engineer
Reviewed by:
Tina 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
AM/4/CAM
900-06-25-24CR
204177
cc: APWD— Au, PCE —Tseng, USM, SCE—Morales, RPPA, SMA —Doan, SMA—Goedicke, File (Project 24-41)