CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
8/12/2024
1 SUBJECT:
Approval of Full Trash Capture Design Consultant Services Agreement between the City of Pacifica and Schaaf & Wheeler
RECOMMENDED ACTION:
Move to Approve a Resolution Authorizing an Agreement for Consultant Services with Schaaf and Wheeler, Inc. for engineering design services in the amount of $168,530 for the Full Trash Capture Stormwater Treatment Project; Approve budget authority in the amount of $185,383 which includes 10% contingency in the amount of $16,853; and Authorize the City Manager to execute all documents related to the project.
STAFF CONTACT:
Rey Gian Soriano - Assistant Civil Engineer
(650) 676-5608
[email protected] <mailto:[email protected]>
Roland Yip, P.E. - Deputy Director of Public Works/City Engineer (650) 738-3771
[email protected] <mailto:[email protected]>
BACKGROUND/DISCUSSION:
Pacifica and Caltrans staff, with support from the San Mateo Countywide Water Pollution Program and San Francisco Bay Regional Water Quality Control Board, had discussions on the development of a cooperative agreement under the 2020 Funding Contribution Only (FCO) program for a full trash capture stormwater project. The City of Pacifica entered into a Cooperative Agreement for Stormwater Mitigation with Caltrans on January 11, 2024 based on Council approved Resolution 01-2020 that allows the City Manager to sign Caltrans funding agreements and is requested by Caltrans to allow for efficient management of their agreements.
Under this agreement, the City of Pacifica will undertake the design and construction of the proposed Full Trash Capture (FTC) device within its jurisdiction. Caltrans will contribute $1,440,000 from the State Highway Operation and Protection Program (SHOPP) funds to reimburse the City for the project.
The City of Pacifica contacted professional engineering consultants to submit proposals for design of the Full Trash Capture Devices Project, including preparation of the project plans, specifications, and engineering estimate. The project aims to mitigate stormwater pollutants from Caltrans Significant Trash Generation Areas to improve regional stormwater quality.
Caltrans and the City must comply with the Statewide National Pollutant Discharge Elimination System (NPDES) permit, which requires implementation of control measures to reduce stormwater pollutants. This project, undertaken with Caltrans and paid for with grant funds, aims to retain and capture all trash and debris from the below-grade storm drain system to meet both Caltrans and City requirements in the Fairmont Watershed area of Pacifica.
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The project will install a stormwater cleaning device called a Baffle Box or Hyrdodynamic separator on a storm drain line that receives flow from a total tributary area of 31.4 acres, which includes runoff from Caltrans roadways and impervious surfaces. The Baffle Box/Hydrodynamic Separator will be installed on Esplanade Avenue at Bill Drake Way to clean the stormwater traveling through a 51” storm drain line on Esplanade Avenue that outfalls at The Bluffs apartment homes.
The city seeks to engage consultants knowledgeable in design/installation of a Baffle Box or Hydrodynamic Separator for this project. The City has reached out to multiple engineering consultants for the project design, which will require in-depth knowledge of stormwater design, stormwater modeling, and design of trash capture devices and stormwater quality management systems. The City issued a Request for Proposals (RFP) on May 8, 2024, with proposals due on June 14, 2024.
The City received proposals from two engineering consulting firms: Schaaf and Wheeler and Freyer and Laureta. After careful review of the proposed scope of work and fee proposals for each consultant, staff recommends awarding the design contract to Schaaf and Wheeler. While both firms’ proposals demonstrated they have the requisite qualifications and experience to successfully complete the project design, staff found Schaaf and Wheeler’s experience as described in the proposal to be more closely aligned with the scope of this project.
The City Manager recommends approving a Resolution authorizing an Agreement for Consultant Services with Schaaf and Wheeler, Inc. for engineering design services in the amount of $168,530 for the Full Trash Capture Stormwater Treatment Project and approving a budget authority in the amount of $185,383 which includes a 10% contingency in the amount of $16,853.
ALTERNATIVE ACTION:
Alternative actions may include rejecting approval of this agreement or modifying the scope.
Either of these actions would result in delay of this project and may cause the city to miss grant funding deadlines that could impact the City’s ability to receive these funds.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the consultant contract is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: includes repairing/replacing outdated city facilities, improving streets, stormwater and wastewater infrastructure and responding to impacts of sea level rise and other effects of climate change. Approval of this action will improve the trash capture in the City’s stormwater infrastructure.
FISCAL IMPACT
The City has signed a cooperative agreement with Caltrans where Caltrans will contribute $1,440,000 to the City of Pacifica from the SHOPP fund for the design and installation of the project. The cost of the consultant services is $168,530. City staff recommends including a 10% contingency for any additional unforseen work that may occur for a total of $185,383. The remaining SHOPP funds of $1,254,617 will be used for construction.
ORIGINATED BY:
Public Works
Pacifica City Council 3
August 12, 2024
ORIGINATED BY:
Engineering
ATTACHMENT LIST:
Attachment 1-Schaaf & Wheeler Consultant Services Agreement (PDF) Pacifica City Council 4
August 12, 2024
RESOLUTION NO. ___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
AUTHORIZING A CONSULTANT SERVICES AGREEMENT WITH SCHAAF & WHEELER, INC. FOR ENGINEERING DESIGN SERVICES FOR THE FULL TRASH
CAPTURE STORMWATER TREATMENT PROJECT
______________________________________________________
WHEREAS, the City of Pacifica (Pacifica) entered into a Funding Contribution Only (FCO) agreement with the California Department of Transportation (Caltrans) under the 2020 FCO program for full trash capture stormwater treatment; and WHEREAS, Pacifica and Caltrans staff, with support from the San Mateo Countywide Water Pollution Program and the San Francisco Bay Regional Water Quality Control Board, signed the cooperative implementation agreement on January 11, 2024; and WHEREAS, Pacifica issued a Request for Proposals (RFP) on May 8, 2024, and received proposals from two engineering consulting firms: Schaaf and Wheeler and Freyer and Laureta; and
WHEREAS, after review, staff recommends awarding the design contract to Schaaf and Wheeler for their experience alignment with the project scope for a fee of $168,530; and WHEREAS, the project is funded in the city’s FY24-25 adopted budget with an additional 10% contingency amounting to $16,853 for any additional unforeseen work, making the total budget authority $185,383.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to execute a Consultant Services Agreement with Schaaf & Wheeler, Inc. for engineering design services for the Full Trash Capture Stormwater Treatment Project in the amount not to exceed $168,530 and authorize an additional 10% contingency for a total budget authority of $185,383, 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, California, held on the 12th day of August 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