CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
5/28/2024
1 SUBJECT:
Lower Linda Mar Sanitary Sewer Rehabilitation and Repair Project C044 RECOMMENDED ACTION:
Adopt a Resolution :
A. Approving the Construction Contract with Ranger Pipelines Inc. in an amount of $8,478,015; and
B. Approving a Master Services Agreement and Task Order No. 1 with Tanner Pacific Incorporated in an amount of $1,299,752; and
C. Approving an Amendment 1 and Task Order No. 3 with Schaaf and Wheeler in an amount of $69,875; and
D. Authorizing a budget authority in the amount of $11,748,689, which includes contingencies in an amount not to exceed twenty percent (20%) of the Construction Contract amount and fifteen percent (15%) of the Construction Management Services and Engineering Services During Construction Amounts; and E. Authorizing staff to Execute Future Change Orders not to exceed the contingency amount; and
F. Authorizing the City Manager and Designated Personnel to Sign Contract Documents related to the Lower Linda Mar Rehabilitation and Repair Project C044.
STAFF CONTACT:
Daniel Patten, P.E. Engineering Manager - Wastewater Division (650) 922-7248
[email protected]
Louis Sun, P.E., DPW Deputy Director - Wastewater Division (650) 738-4662
[email protected]
Lisa Petersen, P.E., DPW Director
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
On June 22, 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) C044.
The sanitary sewer collection system in the Lower Linda Mar neighborhood was built in the 1950s and much of the infrastructure is beyond its useful life. 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 pipes and Pacifica City Council 2
May 28, 2024
rehabilitating manholes to improve system reliability and reduce the risks of sanitary sewer spills as well as inflow and infiltration (I&I).
The Project will be financed through the California Infrastructure Bank $21 Million Installment Sale Agreement which was approved by Council on May 8, 2023. This Agreement will finance wastewater system improvement projects, which also include the Ultraviolet Disinfection Replacement Project.
On August 14, 2023, the City Council approved a Master Services Agreement and Task Order No. 1 between the City of Pacifica and Schaaf and Wheeler Inc. for Design and Engineering Services related to the Lower Linda Mar Rehabilitation and Repair Project. Task 2 was approved on November 7, 2023. Task 3 is included in this Staff Report for Schaaf and Wheeler to provide engineering services during construction.
The Project was bid with the following components:
• Base Bid
• Additive Bid Item #1
• Additive Bid Item #2
• Private Lateral Replacement (Separate Agreement)
The provision for private lateral replacement was provided in the bid to allow residents to replace their sewer laterals at a relatively lower price than if they had done this on their own.
Private laterals are a source of inflow and infiltration, and their replacement will reduce the wet weather flows entering the City’s collection system and reduce the load on the City’s pump stations and Calera Creek Water Recycling Plant. Individual residents will enter into separate agreements with Ranger Pipelines Incorporated at the prices specified in the Bid Form.
The Project was advertised on March 26, 2024, in accordance with the formal bid process.
Thirty-four (34) companies requested plans and specifications and six (6) companies submitted bids. On April 24, 2024, the bid opening was held via Zoom by the City Clerk and the result is as follows:
Company Total Bid Bid Items Awarded by
the City
Ranger Pipelines Incorporated $ 8,856,015.00 $8,478,015.00 Pacific Trenchless Inc. $ 9,095,475.00 $8,813,150.00
Cratus Inc. $ 9,189,830.00 $8,867,330.00
Devaney Engineering Inc. $ 9,353,585.00 $9,017,285.00
K.J. Woods Construction Inc. $ 10,838,000.00 $10,616,000.00 Precision Engineering Inc. $ 11,412,700.00 $10,852,700.00 The apparent low bidder is Ranger Pipelines Incorporated with a base bid amount of $ 8,856,015.00. This is approximately 35% under the Engineer’s Estimate. All required documentation was submitted with their bid. Ranger Pipelines Incorporated has performed satisfactory work on sewer projects around the Bay Area. As there are sufficient project funds, the City Manager recommends the award of contract (Attachment "1") to the apparent low bidder, Ranger Pipelines Incorporated. In addition, a 20% contingency is recommended to allow enough funding to handle any additional improvements that are identified during construction.
Staff recommends authorizing a budget authority for construction in the amount of $10,173,618, which includes contingencies in an amount not to exceed twenty percent (20%) of the Construction Services Agreement amount for any unforeseen conditions and/or additional street Pacifica City Council 3
May 28, 2024
work required.
Tanner Pacific Inc.(TPI) is a consulting firm specializing in construction management and inspection work. They have expertise in construction inspection and management for this type of project. Construction Management services were solicited on March 26, 2024, and three proposals were received on April 24, 2024. Staff conducted a qualification-based selection process based on experience with similar projects, past track records, referrals, staffing availability, and staff experience. Tanner Pacific Inc. scored the highest in the qualificationbased selection process. Therefore, staff recommends approval of the Master Agreement and Task Order No. 1 between the City of Pacifica and TPI. (Attachment "2"), for construction management, inspections, and material testing in the amount not to exceed $1,494,714.80, which includes contingencies in the amount not to exceed fifteen percent (15%) of Task Order No. 1 for any unforeseen conditions and/or additional work required or requested by the City.
Schaaf and Wheeler is a full-service engineering firm that provided design services on the Lower Linda Mar Rehabilitation and Repair Project (awarded August 14, 2023). Engineering Services During Construction are required during construction to answer questions from the contractor and support the City and contractor during construction. Therefore, staff recommends approval of Task Order No. 3 between the City of Pacifica and Schaaf and Wheeler. (Attachments "3 and 4"), for engineering services during construction in the amount not to exceed $80,356.25, which includes contingencies in the amount not to exceed fifteen percent (15%) of Task Order No. 3 for any unforeseen conditions and/or additional work required or requested by the City.
ALTERNATIVE ACTION:
Council may choose not to adopt the resolution and not approve the construction contract.
However, this will result in project delays, possible increase in construction cost, and will subject the City to possible Sanitary Sewer Spills (SSS) in the Lower Linda Mar neighborhoods. Staff does not recommend this alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the construction contract is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure, streets and facilities: 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. This construction project will improve existing sewer collection systems.
FISCAL IMPACT:
The following is the source and use of funds for the project:
Use of Funds
Construction Contract with Ranger Pipelines Inc. $8,478,015.00 Contingency (20%) $1,695,603.00
Task Order No. 1 - Construction Management
Services
$1,299,752
Contingency (15%) $194,962.80
Task Order No. 3 - Engineering Services During
Construction
$ 69,875
Pacifica City Council 4
May 28, 2024
Contingency (15%) $10,481.25
Total Use of Funds $11,748,689.05
Project Fund Source
Enterprise Fund (Fund 34) $11,748,689.05
Account No 34.900000.52800.C044.000
Total Project Fund Source $11,748,689.05
Estimated Project Fund End Balance $0
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Attachment 1 - Lower Linda Mar Contract for Construction (PDF) Attachment 2 - Agreement_050224_TPI_LowerLindaMar_CMS_signed (PDF) Attachment 3 - Schaaf and Wheeler ESDC Amendment 1 - signed (PDF) Attachment 4 - Schaaf_and Wheeler Task Order 3 - signed(PDF) Pacifica City Council 5
May 28, 2024
RESOLUTION NO. __-2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE CONSTRUCTION CONTRACT WITH RANGER PIPELINES INC. IN AN AMOUNT OF $8,478,015, A MASTER SERVICES AGREEMENT AND TASK ORDER NO. 1 WITH TANNER PACIFIC INCORPORATED IN AN AMOUNT OF $1,299,752 AND AMENDMENT 1 AND TASK ORDER NO. 3 WITH SCHAAF AND WHEELER IN AN AMOUNT OF $69,875; AUTHORIZE A BUDGET AUTHORITY IN THE AMOUNT OF $11,748,689, WHICH INCLUDES CONTINGENCIES IN AN AMOUNT NOT TO EXCEED TWENTY PERCENT (20%) OF THE CONSTRUCTION CONTRACT AMOUNT AND FIFTEEN (15%) OF THE CONSTRUCTION
MANAGEMENT SERVICES AND ENGINEERING SERVICES DURING CONSTRUCTION AMOUNTS; AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS NOT TO EXCEED THE CONTINGENCY AMOUNT; AND AUTHORIZE THE CITY MANAGER AND
DESIGNATED PERSONNEL TO SIGN CONTRACT DOCUMENTS RELATED TO THE LOWER LINDA MAR REHABILITATION AND REPAIR PROJECT C044
WHEREAS, consistent with the City of Pacifica’s Bidding Procedures for Public Projects (Municipal Code Title 3 Chapter 15) the City of Pacifica advertised the Request for Bids for Lower Linda Mar Rehabilitation and Repair Project C044 on March 26, 2024; and WHEREAS, the low bidder was Ranger Pipelines Incorporated.; and WHEREAS, the City requested proposals from Engineering companies for construction management services; and
WHEREAS, the City evaluated Tanner Pacific, Inc. proposal, and is satisfied they can successfully complete the work; and
WHEREAS, the City evaluated the proposal from the Schaaf and Wheeler Inc., the designer on the Lower Linda Mar Rehabilitation and Repair Project for Engineering Services During Construction, and is satisfied that they can complete the work.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to Approve the Construction Agreement between the City of Pacifica and Ranger Pipelines Inc., in the amount of $8,478,015; and Approve Master Services Agreement and Task Order No. 1 with Tanner Pacific Incorporated in an amount of $1,299,752; and Approve an Amendment 1 and Task Order No. 3 with Schaaf and Wheeler in an amount of $69,875; and Authorize a budget authority in the amount of $11,748,689, which includes contingencies in an amount not to exceed twenty percent (20%) of the Construction Contract amount and fifteen (15%) of the Construction Management Services and Engineering Services During Construction Amounts; and authorize 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 City Council 6
May 28, 2024
Pacifica, California, held on the 28
th day of May, 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney