CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
8/26/2024
1 SUBJECT:
Resolution Authorizing a Master Agreement for Consultant Services and Task Order No. 1 with Freyer and Laureta, Inc. for engineering design services in the amount of $940,300 for the Vallemar and Rockaway Beach Boulevard Areas Sewer Rehabilitation and Repair Project.
Approve budget authority in the amount of $1,081,345 which includes 15% contingency in the amount of $141,045.
RECOMMENDED ACTION:
Move to Approve a Resolution Authorizing a Master Agreement for Consultant Services and Task Order No. 1 with Freyer and Laureta, Inc. for engineering design services in the amount of $940,300 for the Vallemar and Rockaway Beach Boulevard Areas Sewer Rehabilitation and Repair Project; Approve budget authority in the amount of $1,081,345 which includes 15% contingency in the amount of $141,045; 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]
Louis Sun, P.E., Deputy Director of Public Works (Wastewater) (650) 738-4660
[email protected]
BACKGROUND/DISCUSSION:
On June 24, 2024, during the FY 2024-25 Capital Improvements Program (CIP) budget approval process, the Council approved funding for the Vallemar and Rockaway Beach Boulevard Areas Sewer Rehabilitation and Repair Project.
Improvements to the collection system in the Vallemar and Rockaway Beach Boulevard neighborhoods were identified in the City’s Collection System Master Plan Update 2021. This project will include replacing existing sewer mains with new pipes and rehabilitating manholes to improve system reliability and reduce the risks of overflows as well as inflow and infiltration (I&I).
In addition, three (3) sanitary sewer pipeline segments crossing Calera Creek will be replaced and evaluated for new design alternatives, requiring additional engineering and potential environmental impact evaluations.
The City is applying for a grant for the United States Environmental Protection Agency’s Water Infrastructure Finance and Innovation Act (WIFIA) Program. If the project is selected, WIFIA will fund a portion of the construction of the Vallemar and Rockaway Beach Boulevard Areas Sewer Rehabilitation and Repair Project. The City submitted a Letter of Interest to the WIFIA Program on June 27, 2024, and was invited to apply to the program on July 22, 2024. A WIFIA loan will provide up to $20,000,000 but not exceed 80 percent of total eligible project costs.
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August 26, 2024
On June 3, 2024, the City advertised a Request for Proposal (RFP) to solicit proposals from engineering design teams (Consultants) to design and develop construction bid documents for the Project. Then on July 15, 2024, five consultants bid on the Project: Wilsey Ham, Freyer and Laureta (F&L), EKI, Hydroscience Inc. (Hydroscience), and Schaaf and Wheeler, Inc. (Schaaf & Wheeler). The table below summarizes the fee for each consultant.
Proposer Fee
Freyer and Laureta $923,300 (base bid) $940,300 (with all options included)
EKI $726,500 (base bid) $826,300(with all options
included)
Schaaf and Wheeler $580,945 (base bid) $910,764(with all options included)
Wilsey Ham $690,262 (base bid) $761,908 (with all options included)
Hydroscience $1,115,424 (no options included)
As required by the 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 July 16 to August 6, Staff reviewed the proposals based on the following criteria:
· Fees and Level of Effort
· Project Understanding and Approach
· Project and Team References
F&L’s Proposal is 23% higher than the lowest fee, however, the selection process is not based on the lowest fee alone, but on what is outlined above. Upon staff review, staff found that F&L provided a more comprehensive scope of work with a better value for the City in terms of labor hours. Their project approach will result in a more thorough and streamlined improvement to the City’s Collection System in the Vallemar and Rockaway Beach Boulevard neighborhoods.
Moreover, F&L provided a team experienced in pipe-bursting and sewer improvement projects.
Their proposed team has recently designed similar projects for the City of Pacifica with the Pedro Point Sanitary Sewer Rehabilitation and Replacement Project, the West Bay Sanitary District, Castro Valley Sanitary District and City of San Mateo. These projects included elements which will be critical to the success of the Project, including:
· Field investigation and base mapping
· CCTV investigation and cleaning
· Pipe-bursting
· Manhole rehabilitation
· Private sewer lateral replacement
· Traffic plan development
· Public outreach
· Work in the public right of ways and easements
Because of the above reasons, City staff ranked F&L first and determined that they were the most qualified to perform the engineering design of the Project.
Pacifica City Council 3
August 26, 2024
The following table summarizes the schedule anticipated for the Vallemar and Rockaway Beach Boulevard Areas Sewer Rehabilitation and Repair Project:
Description Date
Council Approval of Engineering Agreement August 26, 2024 Notice to Proceed September 2024
65-Percent Design March 2025
95-Percent Design May 2025
100-Percent (Final) Design June 2025
Bidding July - October 2025
ALTERNATIVE ACTION:
Council may choose not to approve the Master Agreement for Consultant Services and Task Order No. 1; however, this will result in project delays, and possible increases of 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, street, and facilities - The Project will improve the reliability of the collection system in the Vallemar and Rockaway Beach Boulevard neighborhoods. This work is anticipated to reduce I&I, the risks of sanitary sewer spills and the costs of maintaining the system.
FISCAL IMPACT:
The cost of Task Order No. 1 is $940,300. City staff recommends including a 15% contingency to 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 $940,300 Contingency (15%) $141,045
Total Use of Funds $1,081,345
Project Fund Source
Enterprise Fund (Fund 34)
Account No 34.900000.52800.C050.000 $547,000
Account No 34.900000.52800.C044.000 $3,500,000
Total Project Fund Source $4,047,000
Estimated Project Fund End Balance $2,965,655
For FY2024-2025, a total of $547,000 has been allocated to the project budget and $4,250,000 is scheduled for FY2025-2026. Due to current project schedule, staff does not anticipate fully using the funding for Linda Mar Pump Station Jockey Pump Replacement Project C044, and will allocate $534,345 to the Vallemar and Rockaway Beach Boulevard Areas Sewer Rehabilitation and Repair Project C050. Staff will make allocation adjustment in FY2025-2026 to reflect this change.
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August 26, 2024
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Agreement_TO1_082624_Freyer_and_Laureta_Vallemar_Rockaway (PDF) Pacifica City Council 5
August 26, 2024
RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
AUTHORIZING A MASTER AGREEMENT FOR CONSULTANT SERVICE AND TASK ORDER NO. 1 WITH FREYER AND LAURETA, INC. FOR ENGINEERING DESIGN
SERVICES FOR THE VALLEMAR AND ROCKAWAY BEACH BOULEVARD AREAS SEWER
REHABILITATION AND REPAIR PROJECT
____________________________________________________
WHEREAS, during the FY 2023-24 Capital Improvements Program (CIP) budget approval process, the City Council approved funding for the Vallemar and Rockaway Beach Boulevard Areas Sewer Rehabilitation and Repair Project; and WHEREAS, the Project includes but not limited to the engineering design and construction of the Project; and
WHEREAS, improvements to the collection system in the Vallemar and Rockaway Beach Boulevard areas were identified in the City’s Collection System Master Plan Update 2021. The Project will include replacing existing sewer mains with new pipe and rehabilitating manholes to improve system reliability and reduce the risks of overflows as well as inflow and infiltration (I&I). In addition, three sanitary sewer pipeline segments crossing Calera Creek will be replaced and evaluated for new design alternatives, requiring additional engineering and potential environmental impact evaluations; and
WHEREAS, on July 3, 2024, the City advertised a Request for Proposal (RFP) to solicit proposals from engineering design teams (Consultants) to design and develop construction bid documents for the Project. Then on July 15, 2024, five consultants bid 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 Freyer and Laureta, 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 a Master Agreement for Consultant Services and Task Order No. 1 with Freyer and Laureta, Inc.;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pacifica authorizes the City Manager to execute a Master Agreement for Consultant Services and Task Order No. 1 with Freyer and Laureta, Inc. for engineering design services in the amount of $940,300 for the Vallemar and Rockaway Beach Boulevard Areas Sewer Rehabilitation and Repair Project and approves budget authority in the amount of $1,081,345 which includes 15% contingency in the amount of $141,045; and Authorizes the City Manager to execute all documents related to the Project.
Pacifica City Council 6
August 26, 2024
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th 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