DATE:
April 22, 2025
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: Miramonte Pump Station Improvements,
Project 23-43—Various Actions
RECOMMENDATION
1. Find that in accordance with California Environmental Quality Act requirements, Miramonte Pump Station Improvements, Project 23 -43, is categorically exempt as Class 1 , Existing Facilities, under California Code of Regulations Section 15301.
2. Transfer and appropriate $ 1,313,000 from the Water Fund to Miramonte Pump Station Improvements, Project 23-43. (Five votes required)
3. Approve plans and specifications for Miramonte Pump Station Improvements, Project 23-43, and authorize staff to advertise the project for bids.
4. Authorize the City Manager or designee to award the construction contract to the lowest responsive responsible bidder if the bid is within the total project budget of $4,103,000.
5. Authorize the City Manager or designee to amend the professional services agreement with HydroScience, a California corporation ( California Entity No. 2063417) , for Miramonte Pump Station Improvements, Project 23 -43, increasing compensation by $30,000 for additional design services, for a total amount not to exceed $382,000.
6. Authorize the City Manager or designee to execute a professional services agreement with Tanner Pacific, Inc. (California Entity No. 3876190) , to provide construction engineering services for Miramonte Pump Station Improvements, Project 23 -43, in a not -to-exceed amount of $301,000.
BACKGROUND
The Miramonte Pump Station, constructed in 1963 and located at 1960 Miramonte Avenue (see Figure 1) serves the southernmost portion of the City (Zone 3) . It helps maintain water system pressure in Zone 3 and ensures adequate fire flow demand throughout the area . The City receives source water from the Santa Clara Valley Water District (Valley Water) at this station via
Miramonte Pump Station Improvements, Project 23-43—Various Actions April 22, 2025
a turnout. In the event of a supply disruption from Valley Water, the Miramonte Pump Station, in conjunction with the Miramonte Reservoir, can maintain water services to Zone 3.
Figure 1: Project Location Map
In 2022, the City updated a new computer water model as part of a Citywide Water Master Plan, which provided updated information on the water system capacity and prioritized major capital improvement needs . The plan identified the Miramonte Pump Station as a top priority for upgrades due to its outdated equipment, limited availability of replacement parts, and increasing maintenance demands. Upgrading the pump station is essential to ensuring its continued operation and ability to deliver water to customers.
In 2022, Valley Water notified the City of their plans to inspect and assess their 9.1-mile-long West Pipeline and to rehabilitate selected pipeline sections beginning in fall 2024. This work will require an interruption in the water suppl y to the City . Valley Water later postponed its
Miramonte Pump Station Improvements, Project 23-43—Various Actions April 22, 2025
construction schedule by one year, with the water supply interruption now expected to begin in fall 2025.
Recognizing the critical role of the Miramonte Pump Station in maintaining water service during Valley Water’s planned shutdown, a capital improvement project was ap proved for the needed upgrades in June 2022 . Subsequently, o n October 25, 2022, the City Council approved a professional design services agreement with Hydro Science to provide design and construction support services for Miramonte Pump Station Improvements, Project 23-43. The project scope consists of electrical improvements, piping replacement within the pump station, and site improvements. This project scope includes modernizing the electrical equipment in the pump station to ensure pump station reliability during both normal operation and Valley Water service interruptions.
ANALYSIS
During design development, which was during the COVID- 19 pandemic, it became evident that long procurement lead times would delay construction completion beyond the originally anticipated fall 2024 Valley Water shutdown schedule. To mitigate this, the project was divided into two phases. Phase 1 focuses on procuring and installing only critical electrical components within the existing cabinets to ensure operational reliability during the Valley Water shutdown.
These components have been procured and underwent programming and testing. Installation has started and will be followed by system integration for full commissioning and completion by summer 2025.
More recently, Valley Water has updated its shutdown schedule to occur in two phases: fall 2025 to spring 2026 and fall 2026 to spring 2027.
With the completion of the City’s Phase 1 project, the City can schedule the Phase 2 work consisting of full electrical system upgrades, limited mechanical equipment upgrades (air relief valves and associated apparatuses) , piping replacement, and site improvements. The Phase 2 work and the Valley Water shutdowns will not impact the City’s ability to deliver water to customers.
The plans and specifications for the Miramonte Pump Station Improvements Phase 2 , are complete. If Council approves the recommended actions and a responsive responsible bid within the project budget is received, Phase 2 construction is anticipated to begin in summer 2025 after the completion of the Phase 1 work. Public noticing will occur prior to and during construction.
Design Consultant Budget Amendment
The original project design scope did not account for the phased approach, and , as a result, additional design funds are necessary. The requested professional services agreement Miramonte Pump Station Improvements, Project 23-43—Various Actions April 22, 2025
amendment with HydroScience will add $30,000 for a total not -to-exceed contract amount of $382,000.
Construction Management and Inspection Services
The Public Works Department utilizes consultants to supplement staff and provide construction engineering and inspection services as necessary to ensure timely project delivery and provide specialized construction expertise. In 2024, a Request for Qualifications process established a list of prequalified consultants for construction management and inspection services. For this project, staff solicited quotes from the prequalified consultants, evaluated the responses based on expertise, availability, and service fees, and determine d that Tanner Pacific, Inc. (Tanner Pacific), is the most suitable firm for construction management and inspection services. Tanner Pacific has extensive experience with similar pump station projects in the City. The recommended fee of $301,000 for basic services and reimbursable expenses is within the range typically charged for such services.
ENVIRONMENTAL CLEARANCE
In accordance with the requirements of the California Environmental Quality Act (CEQA), staff has reviewed the scope of this project and determined it to be categorically exempt pursuant to Section 15301, Existing Facilities, of the California Code of Regulations as this project involves upgrades to electrical, mechanical, and site improvements within the existing pump station. Staff recommends that Council make a finding that , in accordance with the CEQA requirements, the project is categorically exempt under Section 15301 of the California Code of Regulations.
FISCAL IMPACT
Miramonte Pump Station Improvements, Project 23-43, is currently funded with $2,790,000 from the City’s Water Fund. The estimated project design and construction costs for Phases 1 and 2 are as follows:
Miramonte Pump Station Improvements, Project 23-43—Various Actions April 22, 2025
Table 1: Project Costs
Construction, Phase 1—Critical Components (in progress) $ 800,000 Construction and Contingency, Phase 2 1,980,000
Project Management 164,000
Design Consultant Services 352,000
Recommended Design Services Contract Amendment 30,000
Construction Management and Inspection 301,000
Permitting, Project Contingency, and Miscellaneous 225,000
Subtotal $3,852,000
City Administration 251,000
Total Project Cost Estimate $4,103,000
Current Project Budget $2,790,000
Project Shortfall $1,313,000
The project budget was based on preliminary pump station information available at the time of the creation of this capital project. The budget shortfall is primarily due to the initial underestimation of construction costs compounded by additional expenses related to project phasing and timing , consultant construction management, inspection services, and rising equipment costs.
To fully fund Project 23 -43, an increase in appropriations of $1, 313,000 is required. Staff recommends allocating this amount from the Water Fund, which has sufficient funding to support the recommended actions.
LEVINE ACT
California Government Code Section 84308 (also known as the Levine Act) prohibits city officials from participating in any proceeding involving a “license, permit, or other entitlement for use” if the official has received a campaign contribution exceeding $500 from a party, participant, or agent of a party or participant within the last 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to- play-limits-and-prohibitions.html
Please see below for information about whether the recommended action for this agenda item is subject to or exempt from the Levine Act.
SUBJECT TO THE LEVINE ACT
☒ Contract or franchise agreement
Miramonte Pump Station Improvements, Project 23-43—Various Actions April 22, 2025
CONCLUSION
Miramonte Pump Station Improvements, Project 23-43, will replace outdated components in the Miramonte Pump Station to enhance pump station reliability during normal operation and Valley Water service interruptions. Phase 1 is already in construction and will replace critical electrical components needed in preparation for the upcoming Valley Water service shutdowns in fall 2025 and fall 2026 . Phase 2 includes full electrical system upgrades, mechanical equipment improvements, piping replacement, and site improvements. With approval of staff recommendations, staff will advertise Phase 2 for construction bids and proceed to award the construction contract for summer 2025 construction if the low bid is within project budget.
ALTERNATIVES
1. Defer Phase 2 construction.
2. Provide other direction.
PUBLIC NOTICING—Agenda posting.
Prepared by:
Toni Eguilos
Associate Civil Engineer
Reviewed by:
Tina Tseng
Principal Civil Engineer—Engineering and
Environmental Compliance
Lisa Au
Assistant Public Works Director
Approved by:
Jennifer Ng
Public Works Director
Audrey Seymour Ramberg
Assistant City Manager
TE/LL/6/CAM
980-04-22-25CR
204983
cc: PWD, APWD —Au, PCE —Tseng, Shah, SCE —Morales, ACE —Eguilos, SMA— Doan, SMA—
Goedicke, File (23.43)