CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
11/13/2023
1 SUBJECT:
Resolution Authorizing Task Order No. 1 with Hazen and Sawyer, Inc. under the On-Call Electrical Engineering Services Master Consultant Agreement for Engineering Design Services for the Rockaway Pump Station Rehabilitation and Repair Project RECOMMENDED ACTION:
Move to Approve a Resolution Authorizing Task Order No. 1 with Hazen and Sawyer, Inc. under the On-Call Electrical Engineering Services Master Consultant Agreement in the amount of $66,600 for the Rockaway Pump Station Rehabilitation and Repair Project; Approve budget authority in the amount of $9,990 which includes 15% contingency in the amount of $76,590; and Authorize the City Manager to execute all documents related to the project.
STAFF CONTACT:
Daniel Patten, P.E., Engineering Manager (Wastewater)
(650) 922-7248
[email protected] <mailto:[email protected]>
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected] <mailto:[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 Rockaway Pump Station Rehabilitation and Repair Project (Project).
Improvements to the Rockaway Pump Station area were previously identified in the City of Pacifica Pump Stations Condition Assessment Report. The emergency generator at the pump station is nearing the end of its useful life, and the City requires engineering services to select a trailer-mounted portable emergency generator which can be connected to the pump station.
This project will include designing electrical components to connect the generator to pump station equipment. This project will maintain reliability of the Rockaway Pump Station and ensure sanitary sewer service during storms and emergency events.
On August 17, 2023, the City advertised a Request for Proposals (RFP) to solicit proposals from On-Call Electrical Engineering design teams (Consultants) to design and develop construction bid documents for the Project. Then on September 22, 2023, three consultants submitted Project proposals: Beecher Engineering Inc, TJC and Associates, Inc., and Hazen and Sawyer.
The table below summarizes the fee and level of effort for each consultant.
Proposer Fee Level of Effort (Hours)
Beecher Engineering Inc. $74,060 322
TJC and Associates, Inc. $88,078 436
Hazen and Sawyer $66,600 290
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November 13, 2023
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 September 22 to October 6, Staff reviewed the proposals based on the following criteria:
• Fees and Level of Effort
• Project Understanding and Approach
• Project References
• Team References
Hazen and Sawyer provided a qualified team and the lowest fee of the three proposals received. Moreover, Hazen and Sawyer provided a team experienced in generator design and pump station improvement projects. Their proposed team has recently designed similar projects for the City of Santa Rosa and Napa Sanitation District. These projects included elements which will be critical to the success of these Projects, including experience in pump station and emergency generator design. Because of the above reasons, City staff ranked Hazen and Sawyer 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 Rockaway Pump Station Rehabilitation and Repair Project:
Description Date
Council Approval of Engineering Agreement November 13, 2023 Notice to Proceed Mid-November 2023
100-Percent (Final) Design March 2024
Bidding April - May 2024
This proposed schedule will allow Project Construction to commence in Summer 2024.
ALTERNATIVE ACTION:
Council may choose not to approve Task Order No. 1; however, this will result in project delays, and possible increases of design and 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 Rockaway Pump Station. This work is anticipated to reduce the risk of pump station failures and increase the maintenance costs of the system.
FISCAL IMPACT:
The cost of Task Order No. 1 is $66,600. City staff recommends including a 15% contingency to Pacifica City Council 3
November 13, 2023
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 $ 66,600 Contingency (15%) $ 9,990
Total Use of Funds $ 76,590
Project Fund Source
Enterprise Fund (Fund 34) $100,000
Account No 34.900000.52800.C006.000
Total Project Fund Source $100,000
Estimated Project Fund End Balance $ 23,410
The present budget will be sufficient to complete design tasks. No additional budget authority is necessary as sufficient funds have been allocated in the Wastewater Enterprise Fund FY 2023- 24 budget for the design phase of the project.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Rockaway Pump Station Rehabilitation and Repair Project Task Order 1 (PDF) Approved-2-Hazen and Sawyer OCA Electrical Engineering Agreement- WW-8-10-2021 - signed (PDF)
Pacifica City Council 4
November 13, 2023
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING TASK ORDER NO. 1 WITH HAZEN AND SAWYER, INC. FOR
ENGINEERING DESIGN SERVICES FOR THE ROCKAWAY PUMP STATION
REHABILITATION AND REPAIR PROJECT
WHEREAS, During the FY 2023-24 Capital Improvements Program (CIP) budget approval process, the City Council approved funding for the Rockaway Pump Station Rehabilitation and Repair (Project); and
WHEREAS, The Project includes but is not limited to the engineering design and construction of the Project; and
WHEREAS, Improvements to the Rockaway Pump Station area were identified in the City’s Pump Stations Condition Assessment Report. The Project will include selecting a temporary portable emergency generator and designing the necessary electrical components to connect to the Rockaway Pump Station; and
WHEREAS, On August 17, 2023 the City advertised a Request for Proposal (RFP) to solicit proposals from On-Call Electrical Engineering Consultants to design and develop construction bid documents for the Project. Then on September 22, 2023, three consultants provided proposals for 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 Hazen and Sawyer, 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 Task Order No. 1 with Hazen and Sawyer, Inc.; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to Authorize Task Order No. 1 with Hazen and Sawyer, Inc. for engineering design services in the amount of $66,600 for the Rockaway Pump Station Rehabilitation and Repair Project; Approve budget authority in the amount of $76,590 which includes 15% contingency in the amount of $9,990; and Authorizing the City Manager to execute all documents related to the Project. • • • • •
PASSED AND ADOPTED at a special and regular meeting of the City Council of the City of Pacifica, California, held on the 13th day of November 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Pacifica City Council 5
November 13, 2023
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney