CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
11/28/2022
1 SUBJECT:
Approval of Amendment to Agreement with GHD, Inc for the Beach Boulevard Infrastructure Resiliency Project
RECOMMENDED ACTION:
Adopt a Resolution Authorizing a Third Amendment to Task Order 1 (Attachment 1) between the City of Pacifica and GHD, Inc. for planning, engineering, and environmental services for the Beach Boulevard Infrastructure Resiliency Project in the amount of $856,448.34; and authorize the City Manager to execute said amendment.
STAFF CONTACT:
Ryan Marquez, P.E. - Project Manager
(650) 738-3769
[email protected]
Lisa Petersen, P.E. - Director of Public Works
(650) 738-3767
[email protected]
BACKGROUND:
In 2020, California State Assembly Bill 74 awarded the City of Pacifica $1.5M towards the study and design of the Beach Boulevard Infrastructure Resiliency Project. Following this award and after a rigorous Request for Proposals process, the City Council (on May 26, 2020) approved a master agreement and task order 1 with GHD, Inc. to provide planning, engineering, and environmental services for the Beach Boulevard Infrastructure Resiliency Project. This work included both a feasibility study (phase 1) and an optional add to the contract for design, environmental documentation, and permitting (phase 2) for $1,497,809 from the state grant funding. The project was awarded in a manner that allowed GHD to complete the phase 1 work and then revisit scope and costs for the phase 2 work based on necessary finalized information provided from the phase 1 study. Ultimately, the costs to complete the phase 2 work were greater than the budget for the project and GHD and the City mutually agreed to defer the phase 2 work until additional funding was identified. The City Council approved the phase 1 feasibility study reports on June 9, 2021 and confirmed the preferred alternative of a hybrid seawall incorporating a rock scour apron and beach nourishment.
The project has been pending while staff continued to search for more grant funding. Over the past 1-1/2 years, staff has applied to Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP) & Building Resilient Infrastructure & Communities (BRIC) grant programs to provide funding for additional needed work on the BBIRP, but unfortunately these applications have not yet been successful. In June of 2022, the City Council approved a budget that included $1,000,000 in additional funding for this project from the Disaster Accounting Fund (Fund 38) allowing funding for phase 2 of the project to move forward.
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DISCUSSION:
The phase 2 work of the BBIRP will address the design, environmental documentation, and permitting of the project. The end product of all of these phase 2 elements will be a construction ready project. The phase 2 work has been separated into three distinct sub phases to help with appropriate scoping, and because the additional budget does not allow for all phase 2 work to be completed at this time. The phase 2 work is seperated as follows: phase 2a for preliminary design; phase 2b for environmental documentation; phase 3b for permitting and finalizing design. Staff is recommending moving forward with only the phase 2a work at this time, due to budget constraints.
Phase 2a consists of four major work tasks: management & coordination, preliminary design, environmental services, and community & stakeholder engagement. Management and coordination allow for the consultant to coordinate tasks internally as well as with the city, keep an updated schedule and provide project financial management. These are necessary tasks for all complex capital projects. Preliminary design is the largest of these work items and includes producing a preliminary basis of design report, analyzing seawall details, site specific hazard analysis, site specific wave and water level data collection, rock scour apron design, beach nourishment design, promenade design, producing preliminary plans and estimates, conducting a constructability review, assisting in an independent design review, and funding support as needed. The environmental services would begin the first steps of an Environmental Impact Report (EIR) for CEQA by producing a project description, issuing a Notice of Preparation (NOP), and conducting a public scoping meeting.
The community and stakeholder development will be refined as the project moves forward. The phase 2a scope has the first step being an engagement and communications plan that would be approved by City Council at a future Council meeting. The plan may recommend continuation of the Council ad hoc subcommittee, if needed. This plan will lay the groundwork of when, how, and what type of engagement occurs during this phase of work. With the project concept in place, most of the input expected in this phase will be focused on design aesthetics and recreational components. For scoping purposes, this phase of work includes:
• 2 virtual workshops
• 1 in person workshop
• 5 pop-up style workshops
• 2 online surveys
• 1 CEQA scoping meeting
• 3 smaller group meetings (City committees or other groups) • 5 ad-hoc committee meetings (if needed)
In addition to public engagement, there is also agency engagement planned with Coastal Commission, OneShoreline, and San Francisco Recreation and Parks to continue collaboration and early discussions with each agency.
Project Costs
$1,497,809 was previously encumbered for the phases 1 & 2 work at the May 26, 2020 Council meeting with $697,984.66 currently left on the GHD task order 1. Staff is requesting that the Council authorize an additional $856,448.34 towards the phase 2a work for completion of this work at an estimated total cost of $1,544,433 through amending task order 1. It is anticipated that once the City has identified future funding for the phase 2b and 2c work, the total cost of the Pacifica City Council 3
November 28, 2022
phase 2 work will be in the range of $6M. Furthermore, staff anticipates advertising an RFP for independent design review services for the project. This will allow a third-party engineering consultant to review the plans to provide value engineering and other concerns to ensure design is moving forwarding appropriately. Once a consultant is selected, staff would return to council for approval of the agreement, should it exceed the City Manager’s budgetary authority.
It is therefore the City Manager’s recommendation to approve Amendment to Task Order 1 (Attachment 1) with GHD, inc. for planning, engineering, and environmental services for the Beach Boulevard Infrastructure Resiliency Project in the amount of $856,448.34.
ALTERNATIVE ACTION:
Alternative action may include changing, adding, or removing scope items from the work, or outright rejection for an alternative path. This action could result in a delay or fiscal impact on the project.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the agreement is consistent with the following Council adopted Goals:
• “Stewardship of City Infrastructure” includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise. Along with this project being a priority in the 2022-23 City Council Goals, this project aligns with the above overall goal, which will begin the design of adapting a highly vulnerable and important area of the City.
FISCAL IMPACT:
No budget amendment is needed for this action. $697,984 is remaining in the GHD contract from the original approved contract budget of $1,497,809 that was approved by the Council and encumbered for this work in May of 2020. An additional authorization of $856,448 (Amendment to Task Order 1) is requested from the recent allocation of Disaster Accounting Fund 38 to the project for completion of phase 2a work. The total fiscal impact for completion of phase 2a is $1,554,633 ($697,984 remaining from 2020 approval & $856,448 from 22-23 budget process Fund 38). The associated Source and Use of Funds table is shown below:
Source of Funds Funding
California State Budget Grant $1,500,000
Disaster Accounting Fund (Fund 38) $1,000,000
Total $2,500,000
Use of Funds
Phase 1 Feasibility (completed) $ 804,455.17
Grant Services (completed) $ 36,260.00
Phase 2a - GHD, Inc.(remaining GHD
budget from 2020)
$ 697,984.66
Phase 2a - GHD, Inc. (new amendment
to task order 1)
$ 856,448.34
Future Independent Design Review (2a) $ 100,000
Total $2,495,348.17
Estimated Budget Remaining $ 4,651.83
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ORIGINATED BY:
Engineering
ATTACHMENT LIST:
Attachment 1 - Amendment to Task Order 1 (PDF)
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING THE
CITY MANAGER TO EXECUTE A THIRD AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT WITH GHD, INC. FOR PROFESSIONAL ENGINEERING SERVICES WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into an agreement with GHD, Inc. (“GHD”) for consulting services under the City Council’s purchasing authority in May 2020; and WHEREAS, the level of effort required to complete the design, environmental documentation, and permitting for the Beach Boulevard Infrastructure Resiliency Project (BBIRP) exceeded the estimates used to establish the original agreement amount for the design phase of work; and
WHEREAS, the City Council of the City of Pacifica has considered the City Manager’s recommendation to approve a third amendment to the City’s agreement with GHD, Inc. for consulting services on November 28, 2022.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to amend the agreement with GHD, Inc. for the purpose of increasing the cost ceiling to an amount not to exceed $1,539,722 for phase 2a per the agreement’s task order and extending the term of the contract through November 30, 2024. * * * * *
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 28
th day of November 2022, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
______________________________
Mary Bier, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney