CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
5/28/2024
1 SUBJECT:
Resolution to Approve Ultraviolet Disinfection System Replacement Project P034 at the Calera Creek Water Recycling Plant
RECOMMENDED ACTION:
Adopt a Resolution:
A. Approving the Construction Contract with Anvil Builders Inc. in an amount of $5,767,626.00.
B. Approving a Master Services Agreement and Task Order No. 1 with Kennedy Jenks Consultants Inc. in an amount of $1,110,324.
C. Approving Amendment 1 and Task Order No. 3 with Carollo Engineers Inc. in an amount of $537,000.
D. Authorizing a budget authority in the amount of $8,815,573.80, 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;
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 Ultraviolet Disinfection System Replacement Project P034.
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 Ultraviolet Disinfection System Replacement Project (Project).
The Calera Creek Water Recycling Plant (CCWRP) was brought online in the Year 2000. At that time, CCWRP was a State-of-the-Art treatment facility, employing ultraviolet (UV) disinfection utilizing the Trojan UV4000 UV treatment system. Although less energy efficient than today’s UV technology, the existing UV treatment system has performed well for the City, with City Maintenance staff receiving reliable support from the vendor. Like other industries that require Pacifica City Council 2
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mechanical/electrical equipment, the municipal wastewater industry is constantly innovating and replacing aging technology with new offerings. Now, this is the case for the City’s existing UV treatment system whose model will no longer be supported.
On August 8, 2022, the City Council approved a Master Services Agreement and Task Order No. 1 between the City of Pacifica and Carollo Engineers Inc. (Carollo) for Design and Engineering Services related to the Ultraviolet Disinfection System Replacement Project. Task 2 was approved on August 9, 2023. Task 3 is included in this Staff Report for Carollo to provide engineering services during construction.
The Project will be financed through the California Infrastructure Bank $21 Million Installment Sale Agreement which was approved by Council on May 8, 2023.
The Project was advertised on March 25, 2024, in accordance with the formal bid process. Sixty (60) companies requested plans and specifications and three (3) 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
Anvil Builders Inc. (Anvil) $5,767,626
Mountain Cascade Inc. $6,019,364
Shimmick Construction Company, Inc $6,433,997
The apparent low bidder is Anvil with a bid amount of $5,767,626.00. This is approximately 28% under the Engineer’s Estimate. All required documentation was submitted with their bid. Anvil has performed satisfactory work on wastewater treatment plant 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, Anvil. 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 $6,921,151.20, 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 work required.
Kennedy Jenks Consultants Inc. (KJ) is a consulting firm specializing in engineering design, construction management and inspection work. They have the expertise in construction inspection and management for this type of project. Construction Management services were solicited on March 25, 2024, and two proposals were received on April 25, 2024. Staff conducted a qualification-based selection process based on experience with similar projects, past track records, referrals, staffing availability, and staff experience. KJ scored the highest in the qualification-based selection process. Therefore, staff recommends approval of the Master Agreement and Task Order No. 1 between the City of Pacifica and KJ. (Attachment "2"), for construction management, inspections, and material testing in the amount not to exceed $1,276,872.60, 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.
Carollo is a full-service engineering firm which provided design services on the Ultraviolet Disinfection System Replacement Project (awarded August 8, 2022). Engineering Services are required during construction to answer questions from the contractor and support the City and contractor during construction. Therefore, staff recommends approval of Amendment 1 and Task Order No. 3 between the City of Pacifica and Carollo. (Attachments "3 and 4"), for engineering services during construction in the amount not to exceed $617,550 which includes Pacifica City Council 3
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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 regulatory violations at the wastewater treatment facility. 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 the wastewater treatment facility.
FISCAL IMPACT:
The following is the source and use of funds for the project:
Use of Funds
Construction Contract with Anvil Builders Inc. $5,767,626 Contingency (20%) $1,153,525.20
Task Order No. 1 - Construction Management
Services
$1,110,324
Contingency (15%) $166,548.60
Task Order No. 3 - Engineering Services During
Construction
$537,000
Contingency (15%) $80,550.00
Total Use of Funds $8,815,573.80
Project Fund Source
Enterprise Fund (Fund 34)
Account No 34.900000.52800.P034.000 $8,815,573.80
Total Project Fund Source $8,815,573.80
Estimated Project Fund End Balance $0.00
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Attachment 1 - Agreement_Anvil_052824_UV_Disinfection_Replacement (PDF) Attachment 2
Agreement_Kennedy_Jenks_20240513_UV_Disinfection_System_Replacement_Project_CMS (PDF)
Attachment 3 - Carollo ESDC Amendment 1(PDF)
Attachment 4 Carollo Task Order 3 (PDF)
Pacifica City Council 4
May 28, 2024
RESOLUTION NO. __-2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE CONSTRUCTION CONTRACT WITH ANVIL BUILDERS INC. IN AN AMOUNT OF $5,767,626.00, A MASTER SERVICES AGREEMENT AND TASK ORDER NO. 1 WITH KENNEDY JENKS CONSULTANTS INC. IN AN AMOUNT OF $1,110,324, AND AMENDMENT 1 AND TASK ORDER NO. 3 WITH CAROLLO ENGINEERS INC. IN AN AMOUNT OF $537,000; AUTHORIZE A BUDGET AUTHORITY IN THE AMOUNT OF $8,815,573.80, 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 ULTRAVIOLET DISINFECTION SYSTEM REPLACEMENT PROJECT P034
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 Ultraviolet Disinfection System Replacement Project P034 on March 25, 2024; and WHEREAS, the low bidder was Anvil Builders Inc.; and
WHEREAS, the City requested proposals from Engineering companies for construction management services; and
WHEREAS, the City evaluated Kennedy Jenks Consultants Inc. proposal, and is satisfied they can successfully complete the work.
WHEREAS, the City evaluated the proposal from the Carollo Engineers Inc., the designer on the Ultraviolet Disinfection System Replacement Project P034 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 Anvil Builders Inc., in the amount of $5,767,626.00; and Approve Master Services Agreement and Task Order No. 1 with Kennedy Jenks Consultants Inc. in an amount of $1,110,324; and Approve an Amendment 1 and Task Order No. 3 with Carollo Engineers Inc. in an amount of $537,000; and Authorize a budget authority in the amount of $8,815,573.80, 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 5
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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