CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
1/8/2024
1 SUBJECT:
Resolution - Approving Master Agreement For Consulting Services with Woodard & Curran for Rockaway Pump Station Hydraulic Modeling Project
RECOMMENDED ACTION:
Adopt a Resolution that:
A. Authorizes the City Manager to award and execute a Master Agreement For Consulting Services and Task Order No. 1 with Woodard & Curran, Inc. for sole source services and for providing engineering services for the Rockaway Pump Station Hydraulic Modeling Project; and B. Appropriates $75,070.50 from Fund 34 Wastewater Sewer CIP fund balance to Sewer System Master Plan Project (C007); and
C. Approves a total project budget of $91,953 which includes 15% contingency in the amount of $11,994; and
D. Authorizes the City Manager to execute all documents related to the project and future task orders not to exceed the project budget amount.
STAFF CONTACT:
Daniel Patten, P.E., Engineering Manager (Wastewater)
(650) 922-7248
[email protected]
Louis Sun, P.E., Public Works Deputy Director - Wastewater (650) 738-4660
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The City of Pacifica completed its latest Wastewater Collection System Master Plan in August of 2021. Since this Master Plan has been completed, the City of Pacifica has experienced significantly wetter winters in 2021/22 and 2022/23. The City’s Wastewater Collection System and Calera Creek Water Recycling Plant (CCWRP) had much higher wastewater flows than anticipated. Wastewater flow measurements used to develop the computer models of the collection system were taken during comparatively drier years, and thus the models may not be as accurate for wastewater flows during wetter winters.
Sanitary sewers from the Vallemar and Rockaway neighborhoods drain into the Rockaway Pacifica City Council 2
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Pump Station (Rockaway Catchment Area), and wastewater is pumped into the CCWRP for treatment. The City’s Wastewater Capital Improvements Plan includes the Vallemar and Rockaway Beach Blvd Rehabilitation and Repair Projects to maintain the reliability of the collection system in these neighborhoods. To better evaluate the Rockaway Pump Station during these wet season flows, further assessment is needed. An updated collection system model of this area will help the City plan future capital improvements projects, identify areas of risk and plan for future private development.
This project will include the following tasks:
Task 1 - Flow Monitoring - Woodard & Curran’s subconsultant will conduct temporary monitoring within the Rockaway Pump Station catchment area. Monitoring data will be collected for a period of up to three (3) months.
Task 2 - Hydraulic Model Recalibration and Capacity Evaluation Woodard & Curran will use the flow monitoring data collected under Task 1 to update their computer model for this area.
Task 3 - Technical Memorandum
Woodard & Curran will prepare a brief draft and final Technical Memorandum (TM) summarizing the work completed under Tasks 1 and 2 to document their results.
Task 4 - Project Management
This task covers overall contract management related to this project. An overall six-month task order period is assumed. Woodard & Curran will monitor the project budget and schedule, prepare invoices, and communicate with the City by telephone and e-mail regarding project status and
issues.
Description Date
Council Approval of Engineering Agreement January 8, 2023 Notice to Proceed January 15, 2023
Flow Monitoring January - March 2024
Model Recalibration and TM Preparation April - June 2024 Woodard Curran completed the City’s previous Collection System Master Plan and has built a computer model for the City of Pacifica’s facilities. Woodard & Curran is recommended for a sole source service as it would require significantly more costs and staff time for another consultant to review existing data, collect new data and develop a new computer model for the Rockaway Pump Station catchment area. Woodward & Curran is also an expert in this area of engineering and familiar with Pacifica and the City’s collection system challenges.
Staff recommends this Master Agreement for Consultant Services based on a sole source purchase consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76) as set forth in Article 7 Exemptions From Competitive Pricing. Section 7.4, Sole Source Purchases, authorizes the City Manager to waive bidding requirements for sole source purchases and services if the City Manager determines sufficient justification exists, and to ensure the City selects the most qualified contractor/vendor to complete the project. All required documentation was submitted along with the proposal. As there are sufficient project funds approved as part of the FY 2023/24 Wastewater budget, the City Manager recommends the award of a Master Agreement for Consultant Services and Task Order No.1 to Woodard & Curran Inc, appropriating $75,070.50 from Fund 34 Wastewater Sewer CIP fund to the project Pacifica City Council 3
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and approving a total budget of $91,953, which includes a 15% contingency.
ALTERNATIVE ACTION:
Council may choose not to approve the Master Agreement for Consultant Services, however, this will result in using a less accurate Wastewater flow model for the City’s Planning, Public Works, and private development projects in the Rockaway and Vallemar neighborhoods.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the Master Agreement for Consulting Services and Task Order No.1 is consistent with the following Council adopted Goals:
• Improve and steward City infrastructure, streets and facilities: This project will improve the planning and identification of risk for public and private construction projects in the Rockaway Pump Station catchment area.
FISCAL IMPACT:
The following is the source and use of funds for the project:
Use of Funds
Task Order No. 1 - Engineering Design Services $ 79,959 Contingency (15%) $ 11,994
Total Use of Funds $ 91,953
Project Fund Source
Enterprise Fund (Fund 34) Account No
34.900000.52800.C007.000 Appropriate from
Fund 34 Sewer CIP Fund Balance
$16,882.50
$75,070.50
Total Project Fund Source $91,953
Estimated Project Fund End Balance $0
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Attachment 1 - Agreement_Woodard and Curran_20240108_Task Order No 1 Rockaway Pump Station Hydraulic Modeling Project (PDF)
Pacifica City Council 4
January 08, 2024
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
APPROVING A MASTER AGREEMENT FOR CONSULTING SERVICES BETWEEN THE CITY OF PACIFICA AND WOODARD & CURRAN INC. FOR SOLE SOURCE SERVICES
FOR THE ROCKAWAY PUMP STATION HYDRAULIC MODELING PROJECT, APPROPRIATE $91,953 FROM WASTEWATER FUND 34 BALANCE TO SEWER SYSTEM MASTER PLAN PROJECT, APPROVE A TOTAL BUDGET OF $91,953, AND AUTHORIZE
THE CITY MANAGER TO EXECUTE ALL DOCUMENTS RELATED TO THE PROJECT NOT
TO EXCEED THE BUDGET AMOUNT
WHEREAS, during the FY 2023-24 budget approval process, the City Council approved funding for Sewer System Master Plan Project; and
WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76) as set forth in Article 7 Exemptions From Competitive Pricing, Section 7.4 Sole Source Purchases, authorizes the City Manager to waive bidding requirements for sole source purchases if he/she determines sufficient justification exists, and to ensure the City selected the most qualified contractor/vendor to complete the project; WHEREAS, during the December/January Storm Events and all subsequent storm events in early 2023, the collection system received more flows than anticipated from the previous collection system modeling; and
WHEREAS, an updated collection system model for the Rockaway Pump Station will help the City plan future capital improvements, identify areas of risk in the area and plan for future private development.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to execute a Master Agreement for Consulting Services and Task Order No. 1 with Woodard & Curran Inc. for consulting sole source services in the amount of $79,959 for the Rockaway Pump Station Hydraulic Modeling Project; approve budget authority in the amount of $91,953, which includes 15% contingency in the amount of $11,994; and Authorizing 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 the 8th day of January, 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Pacifica City Council 5
January 08, 2024
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney