CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
9/26/2022
1 SUBJECT:
Anza Pump Station Repair –Gas Service Line Construction and Additional Engineering Services During Construction
RECOMMENDED ACTION:
Approve the following actions for the Anza Pump Station Repair - Gas Service Line Construction and Additional Engineering Services During Construction:
A. Authorize the City Manager to Award and Execute a Construction Services Agreement with Casey Construction, Inc. (Attachment “A”) in an amount not to exceed $185,100 and authorize a budget authority in an amount not to exceed $222,120 which includes a contingency in an amount not to exceed $37,020 or twenty percent (20%) of the Construction Services Agreement amount;
B. Authorize the City Manager to approve and execute Task Order No. 3 (Attachment “B”) with Schaaf & Wheeler Consulting Civil Engineers, Inc. for Additional Engineering Services During Construction (ESDC) in the amount not to exceed $30,000 and authorize a budget authority in an amount not to exceed $34,500 which includes a contingency in an amount not to exceed $4,500 or fifteen percent (15%) of the proposed fee; and
C. Authorize staff to Execute Future Change Orders not to exceed the listed contingency amounts.
STAFF CONTACT:
Nelson Schlater, P.E., Engineering Manager - Wastewater (650) 738-3767
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The fiscal impacts associated with the Anza Pump Station Repair - Gas Service Line Construction and Additional Engineering Services During Construction (C036) will be submitted for reimbursement to the City’s insurance carrier, PLAN JPA.
The Anza Pump Station is a stormwater pump station located just off Linda Mar Beach, west of Cabrillo Highway between Crespi Drive and Linda Mar Boulevard. On March 16, 2020, a fire occurred at the Anza Pump Station causing catastrophic damage. During the fire investigation, the pumps, engines, shafts, and other mechanisms of the pumping system were inspected. The inspection found that the fire resulted in damage to the pump station’s mechanical, electrical, gas meter and appurtenances, control systems, and building roof. Although most of the pumping system (that consists of three pumps and engines plus associated equipment) was Pacifica City Council 2
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damaged by the fire and will need to be replaced, it was determined that that one pump, built in the 1940’s, could be temporarily repaired and run with a rental engine from Herc Rentals and this has allowed the Anza Pump Station to function during storm events. The Herc rental engine is diesel, given that the gas meter and appurtenances were damaged and will need to be replaced. The existing damage to the pump station prohibits proper normal operation and necessary redundancy, which could cause flooding and threaten the safety of persons, property, and critical public infrastructure.
The original gas engines used to drive the stormwater pumps required an inlet gas pressure of 5 pounds per square inch (psi). Natural gas was supplied to the Anza Pump Station via a 1-inch gas service line which connects to the Pacific Gas and Electric (PG&E) gas main, located in the west lane of the Pacific Highway. Current gas engine technology requires an inlet gas pressure of 15 psi. The City discussed this requirement with PG&E gas engineers. PG&E determined that the existing gas main was not capable of delivering the required gas flow rate at 15 psi.
Furthermore, PG&E determined that a new 2-inch gas service line was required to service Anza Pump Station’s new gas engines.
The City of Pacifica’s Emergency Plan and Section 4-2.01 et seq. of the Pacifica Municipal Code empower the City Manager, acting as the Director of Emergency Services, to proclaim the existence of a local emergency when there is an actual or threatened existence of conditions of disaster or of extreme peril to the safety of persons and properties within this City. The Proclamation of Local Emergency was declared on April 8, 2020. The Proclamation has been continued and will continue until the Anza Pump Station is repaired and in working condition.
Additionally, pursuant to Section 3-15.09 (A) of the Pacifica Municipal Code, in cases of an emergency the City Manager is authorized to proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts. The City complies with Public Contract Code section 22050, which provides a process for City Council’s review of the emergency action if notice of bids to let contracts for public projects will not be given because of the emergency. This allows staff to obtain the necessary equipment to rehabilitate the pump station faster. In this case, the City Manager has determined that the damaged pump station threatens the health and safety of persons and properties, including critical public infrastructure, which requires immediate attention and constitutes an emergency pursuant to Pacifica Municipal Code section 4-2.02 and Public Contract Code section 1102.
The City applied for and received an Emergency Coastal Development Permit from the California Coastal Commission (CCC) related to installation of a new gas service line and third pump and engine at the pump station. The City is in discussion with the Commission on whether permitting is required or not for other fire damaged components of the station. The City’s position is that these should be covered under the current City CCC permitting for maintenance and repair and not require a new CCC Coastal Development Permit, a position that is critical for the City to be able to continue to repair and maintain other City infrastructure in other City areas that have CCC oversight. The City will continue to move forward with Anza Pump Station repairs during these conversations due to the emergency nature of this repair project.
Previous Council Authorizations for the Anza Pump Station The following actions related to the Anza Pump Station were previously approved by Council and occurred at several Council meetings between 2020 and 2022. Costs for these actions are provided under the fiscal section of this report. The actions were as follows:
-Rebuild of damaged pump, purchase of pump and reinstallation -Consultant services for design services for the repair Pacifica City Council 3
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-Bathroom repairs
-Purchase of two engines
-Pump Station repair construction
-Purchase of third stormwater pump
-Purchase of third engine
-Consultant services for construction management for the repair Currently Requested Council Authorizations for Anza Pump Station in this Report All construction and purchases related to the Anza Pump Station emergency work are covered under the Emergency Proclamation that is brought to Council at the beginning of each month.
This allows the City Manager, acting as the Emergency Services Manager, to proceed at once to replace or repair any public facility without adopting plans/specifications or giving notice for bids to let contracts. However, in instances where time allows, staff will come to Council prior to authorization as is the case related to the below requests.
New Gas Service Line Construction Services Agreement with Casey Construction Inc.
As discussed, under an Emergency Proclamation, a city can procure services without soliciting bids. However, staff put out an advertisement for bid for the Anza Pump Station Repair Project - New Gas Service Line. New Gas Service Line alignment, sizing, and required materials were developed by PG&E. Furthermore, PG&E has a rigorous qualifications program for the various types of work required for a new gas service line installation. Working closely with the City’s PG&E representative, the necessary PG&E qualifications for gas service line installation were listed in the bid documents, with bidders furnishing letters attesting that they had the requisite qualifications which were required for a responsive bid. As part of all gas service line installation projects, PG&E provides a construction inspector who will observe the new gas service line installation. In addition, PG&E takes responsibility to perform the gas main tapping and install the gas meter and appurtenances.
The City received bids from two (2) PG&E-qualified contractors with Casey Construction, Inc providing the lowest bid shown below:
Company Bid Percent Difference
Casey Construction, Inc $ 185,100.00
MBS Engineering, Inc $ 238,005.60 28%
City Estimate $ 150,000.00 19% (below)
Bids received are higher than the cost estimate received from the design consultant supporting the project. This is a small, yet complex project that has: construction in the Caltrans Right of Way; coordination with PG&E who performs the gas main tap and installs the gas meter and appurtenances; coordination with the Anza Pump Station repair contractor; construction through the City parking lot near the Anza Pump Station; and proximity to the beach. Moreover, material, labor, and fuel costs are escalating; and supply chain disruptions are increasing costs.
Due to the emergency nature of the work, staff recommends authorizing a budget authority for construction in the amount of $222,120, which includes contingencies in an amount not to exceed twenty percent (20%) of the Construction Contract amount for any unforeseen conditions and the unknown impacts of items listed above. It is anticipated that the new gas service line project construction will commence in October 2022 and be completed in November 2022.
Additional Engineering Services During Construction (ESDC) The Anza Pump Station Repair Project is proving to be a challenging project that has required greater than anticipated level of effort associated with equipment and material resubmittals; Pacifica City Council 4
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responding to contractor requests for information; coordination with the gas engine supplier; and support for small contractor change orders. Therefore, additional ESDC will be required moving forward with project construction; and will be performed by the project design engineer, Schaaf & Wheeler. Staff recommends approval of Task Order No. 3 with Schaaf & Wheeler Consulting Civil Engineers, Inc. for Additional Engineering Services During Construction (ESDC) in an amount not to exceed $30,000 and to authorize budget authority in the amount of $34,500 which includes a contingency in an amount not to exceed $4,500 or fifteen percent (15%) of the proposed fee. ESDC tasks include reviewing submittals and answering questions, as well as providing technical expertise as issues arise during construction. This will increase total compensation for EDSC under the Master Services Agreement from $105,630 to $135,630 or an additional 33%. For reference, the ESDC budget of $135,630 is approximately 6% of the project construction cost ($2,326,000) which is below the typical percentage range of 8% to 10% for these types of services. All task orders under this Master Services Agreement, which include design and ESDC services would increase from $369,790 to $396,790.
Project funding will be reimbursable by insurance as described below in further detail.
The following schedule is anticipated for the Anza Pump Station Repair Project:
Description Date
Council Approval of to Award Contracts September 2022
Award of Construction/Purchase Agreements October 2022
Construction Start October 2022
Substantial Completion November 2022
Final Completion November/December 2022
Approval of the recommendations will allow staff to move forward with constructing improvements that will result in supplying the new engines the gas pressure that is required; and staff to move forward with the engineering support necessary thereby supporting restoration of the stormwater pump station that will protect the health and safety of persons and properties, including critical public infrastructure. Should the Council approve the recommended actions in this report, the project will be constructed. The City Manager recommends that the City Council approve the construction, equipment, and construction services contracts as discussed in this Council report.
ALTERNATIVE ACTION:
Council may choose not to approve this agreement; however, this will result in project delays, possible increase of construction costs and increased possibility of equipment failure at the pump station and could lead to catastrophic flooding events. Staff does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the construction contract and supporting agreements is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure and Maintaining a Safe Community: This construction project will help facilitate return of the Anza Pump Station to its pre-fire capacity, conveying storm water flows to the ocean to mitigate potential impacts of flooding including threatening the safety of residents and damaging private property or critical public infrastructure.
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FISCAL IMPACT:
The fiscal impacts associated with the Anza Pump Station Repair - Gas Service Line Construction and Additional Engineering Services During Construction (C036) will be submitted for reimbursement to the City’s insurance carrier, PLAN JPA. The City’s deductibles are $225,000 for PLAN JPA and $10,000 for American International Group (AIG). The total project use of funds for the Anza Pump Station Repair Project (C036) to date, including the recommended agreement approvals, is as follows:
Pump Rebuild & Installation $104,937.41
Bathroom Renovations $210,868.52
Schaaf & Wheeler Engineers for Repair Design $264,160.00 Pump Purchase & Installation $185,371.87
Two Caterpillar Engines Purchase $492,268.00
Anza Pump Station Repair Project Construction Cost $2,326,000.00 Anza Pump Station Repair Project Construction Contingency (20%) $465,200.00 Pump No. 3 Purchase & Installation (incl 10% conting.) $228,133.64 Third Caterpillar Engine Purchase (incl 10% conting.) $358,696.72 Anza Pump Station Repair Project Construction Engineering Support $105,630.00 Anza Pump Station Repair Project Construction Management (incl 10% conting.) $242,660.00 Total Work Under Contract $4,983,926.16
Anza Pump Station New Gas Service Line Construction $185,100.00 Anza Pump Station New Gas Service Line Construction Contingency (20%) $37,020.00 Anza Pump Station Repair Project - Additional Constr. Engineering Support (incl 15% conting.)
$34,000.00
Total Work Proposed $256,120.00
Grand Total $5,240,046.16
Plan JPA ($ 225,000)
American International Group (AIG) ($ 10,000)
Total Insurance Deductible ($ 235,000)
Total Identified Insurance Reimbursement $5,005,046.16
Project Use of Funds - Work Proposed with this Approval Project Use of Funds - Previous Council Approved Completed/Under Contract ANZA PUMP STATION REPAIR PROJECT (C036)
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
AttachmentA_Agreement_ Casey Construction_20220926_AnzaGasLine (PDF) Attachment B_Agreement_Schaaf & Wheeler_20220926_TaskOrder#3_Anza Pump Station Repair Project (PDF)