CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
8/14/2023
1 SUBJECT:
Resolution Authorizing Master Agreement for Consultant Services and Task Order No. 1 with Schaaf and Wheeler, Inc. for Engineering Design Services for the Wastewater Lower Linda Mar Rehabilitation and Repair Project
RECOMMENDED ACTION:
Move to Approve a Resolution Authorizing a Master Agreement for Consultant Services and Task Order No. 1 with Schaaf and Wheeler, Inc. for engineering design services in the amount of $440,000 for the Wastewater Lower Linda Mar Rehabilitation and Repair Project; Approve budget authority in the amount of $506,000 which includes 15% contingency in the amount of $66,000; and Authorize the City Manager to execute all documents related to the project.
STAFF CONTACT:
Daniel Patten, P.E., Senior Engineer (Wastewater)
(650) 922-7248
[email protected]
Maria Aguilar, P.E., Deputy Director of Public Works (Wastewater) (650) 738-4660
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
On June 26, 2023, during the FY 2023-24 Capital Improvements Program (CIP) budget approval process, the Council approved funding for the Lower Linda Mar Rehabilitation and Repair Project (Project).
Improvements to the collection system in the Lower Linda Mar area were identified in the City’s Collection System Master Plan Update 2021. This project will include replacing existing sewer mains with new pipe and rehabilitating manholes to improve system reliability and reduce the risks of overflows as well as inflow and infiltration (I&I).
The Project will be financed thru the Installment Sale Agreement in the amount of $21 Million with IBank which was approved by Council on May 8, 2023. The Sale Agreement will finance wastewater system improvements projects which also includes the Ultraviolet Disinfection Replacement Project.
On May 24, 2023, the City advertised a Request for Proposal (RFP) to solicit proposals from engineering design teams (Consultants) to design and develop construction bid documents for the Project. Then on July 5, 2023, four consultants bid the Project: Wilsey Ham, Freyer and Laureta (F&L), EKI and Schaaf and Wheeler, Inc. (Schaaf & Wheeler). The table below summarizes the fee and level of effort for each consultant.
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Proposer Fee Level of Effort (Hours)
Freyer and Laureta $421,310 1,775
EKI $548,180 1,872
Schaaf and Wheeler $438,706 892
Wilsey Ham $425,299 1,139
As required by state Public Contracts Code, the RFP utilized a qualifications-based selection (QBS) approach to ensure the City selected the most qualified Consultant for this critical Project. From July 6 to July 20, Staff reviewed the proposals based on the following criteria:
• Fees and Level of Effort
• Project Understanding and Approach
• Project and Team References
• Project Schedule Delivery
Schaaf & Wheeler’s Proposal is 4% higher than the lowest fee, however, the selection process is not based on the lowest fee alone, but what is outlined above. Upon staff review, staff found that Schaaf and Wheel provided an accelerated design schedule, with estimated bidding in the Spring of 2024. This schedule will result in more rapid critical improvements to the City’s Collection System in the Lower Linda Mar neighborhood.
Moreover, Schaaf & Wheeler has provided a team experienced in pipe-bursting and sewer improvement projects. Their proposed team has recently designed similar projects for the City of Belmont, Town of Corte Madera, and the San Rafael Sanitation District. These projects included elements which will be critical to the success of the Project, including:
• Field investigation and base mapping
• Pipe-bursting
• Manhole rehabilitation
• Traffic plan development
• Public outreach
Because of the above reasons, City staff ranked Schaaf & Wheeler first and determined that they are the most qualified to perform the engineering design of the Project.
The following table summarizes the schedule anticipated for the Wastewater Lower Linda Mar Rehabilitation and Repair Project:
Description Date
Council Approval of Engineering Agreement August 14, 2023 Notice to Proceed Mid-August 2023
65-Percent Design November 2023
95-Percent Design December 2023
100-Percent (Final) Design February 2024
Bidding March - April 2024
This proposed schedule will allow Project Construction to commence in Summer 2024.
ALTERNATIVE ACTION:
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Council may choose not to approve the Master Agreement for Consultant Services and Task Order No. 1; however, this will result in project delays, and possible increases of construction costs. Staff does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the Annual Purchase Orders is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure and Maintaining a Safe Community:
The Project will improve the reliability of the collection system in the Lower Linda Mar neighborhood. This work is anticipated to reduce I&I, the risks of sanitary sewer overflows and the costs of maintaining the system.
FISCAL IMPACT:
The cost of Task Order No. 1 is $440,000. City staff recommends including a 15% contingency to the Task Order for any additional design work due to the complexity of the project. The Source and Use of Funds spreadsheet is shown below.
Use of Funds
Task Order No. 1 - Engineering Design Services $ 440,000 Contingency (15%) $ 66,000
Total Use of Funds $ 506,000
Project Fund Source
Enterprise Fund (Fund 34) $3,500,000
Account No 34.900000.52800.C044.000
Total Project Fund Source $3,500,000
Estimated Project Fund End Balance $2,994,000
No additional budget authority is necessary as sufficient funds have been allocated in the Wastewater Enterprise Fund FY 2023-24 budget for this project.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Agreement_Schaaf_and Wheeler_07272023_LowerLindaMarRandRDesignServices_GMA (PDF)
Schaaf_and Wheeler Task Order 1_GMA (PDF)
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
AUTHORIZING A MASTER AGREEMENT FOR CONSULTANT SERVICE AND TASK ORDER NO. 1 WITH SCHAAF AND WHEELER, INC. FOR ENGINEERING DESIGN
SERVICES FOR THE WASTEWATER LOWER LINDA MAR REHABILITATION AND REPAIR
PROJECT
WHEREAS, during the FY 2023-24 Capital Improvements Program (CIP) budget approval process, the City Council approved funding for the Wastewater Lower Linda Mar Rehabilitation and Repair (Project); and
WHEREAS, the Project includes but not limited to the engineering design and construction of the Project; and
WHEREAS, improvements to the collection system in the Lower Linda Mar area were identified in the City’s Collection System Master Plan Update 2021. The Project will include replacing existing sewer mains with new pipe and rehabilitating manholes to improve system reliability and reduce the risks of overflows as well as inflow and infiltration (I&I); and WHEREAS, on May 24, 2023, the City advertised a Request for Proposal (RFP) to solicit proposals from engineering design teams (Consultants) to design and develop construction bid documents for the Project. Then on July 5, 2023, four consultants bid the Project; and
WHEREAS, as required by state Public Contracts Code, the RFP utilized a qualifications-based selection (QBS) approach to ensure the City selected the most qualified Consultant for this critical Project; and
WHEREAS, City staff ranked Schaaf and Wheeler, Inc. first and determined that they are the most qualified to perform the engineering design of the Project; and WHEREAS, The City Council has considered the City Manager’s recommendation to authorize a Master Agreement for Consultant Services and Task Order No. 1 with Schaaf and Wheeler, Inc.;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pacifica authorizes the City Manager to execute a Master Agreement for Consultant Services and Task Order No. 1 with Schaaf and Wheeler, Inc. for engineering design services in the amount of $440,000 for the Lower Linda Mar Rehabilitation and Repair Project and approves budget authority in the amount of $506,000 which includes 15% contingency in the amount of $66,000; and Authorizes the City Manager to execute all documents related to the Project. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on August 14, 2023, by the following vote:
AYES, Councilmembers:
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NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
CITY OF PACIFICA
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney