CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
2/24/2025
1 SUBJECT:
Resolution Authorizing Master Agreement for Consultant Services and Task Order No. 1 with Hazen and Sawyer for Engineering Design Services for the Headworks Rehabilitation and Improvement Project (P040)
RECOMMENDED ACTION:
Move to Approve a Resolution Authorizing a Master Agreement for Consultant Services and Task Order No. 1 with Hazen and Sawyer for engineering design services in the amount of $ for the Headworks Rehabilitation and Repair Project (P040); Approve budget authority in the amount of $1,530,178.50 which includes 15% contingency in the amount of $201,975 ; 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) 738-4662
[email protected]
John Mullins, Interim DPW Director
(650) 738-3770
[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 Headworks Rehabilitation and Repair Project P040 (Project).
Improvements to the Calera Creek Water Recycling Plant (CCWRP) were identified in the City’s “Calera Creek Water Recycling Plant Condition Assessment” in 2018. This project will improve the overall reliability of wastewater treatment and improve operations and maintenance at CCWRP. Calera Creek Water Recycling Plant was built with a single influent channel, which is expensive and risky to take offline for maintenance. The Grit Vortex removes sand, gravel and inorganic materials from the influent wastewater stream. This system has been in constant operation for 25 years and will be assessed as whether to repair or replace it. Grit and inorganic materials which get past the Grit Vortex unit can built up in other systems at the CCWRP, increasing maintenance costs and lowering the life of critical equipment. CCWRP does not have a screening system at the front of the plant, which leads to the accumulation of debris inside treatment processes. Rags and debris also increase maintenance costs and decrease the life of equipment.
On July 8, 2024, the City advertised a Request for Proposal (RFP) to solicit proposals from Pacifica City Council 2
February 24, 2025
engineering design teams (Consultants) to design and develop construction bid documents for the Project. Then on September 9, 2024, two consultants bid the Project: Hazen and Sawyer, and Dudek Inc. The table below summarizes the fee and level of effort for each consultant.
Proposer Fee Level of Effort (Hours)
Hazen and Sawyer Inc. $1,346,500 5278
Dudek Inc. $701,493 2420
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. From September 9 - October 8 2024, Staff reviewed the proposals based on the following criteria:
· Fees and Level of Effort
· Project Understanding and Approach
· Project and Team References
Hazen and Sawyer’s Proposal is 92% higher than the lowest fee, however, the selection process is not based on the lowest fee alone. Hazen and Sawyer’s team has experience in designing Wastewater treatment plant headworks projects. The City negotiated the scope and fee with Hazen and Sawyer further, reducing costs by approximately $50,000 from the original price received.
Moreover, Hazen and Sawyer has provided a team experienced in complex wastewater treatment plant projects. Their proposed team has recently designed similar projects for San Francisco International Airport, City of San Francisco, City of San Leandro and City of Rialto.
These projects included elements which will be critical to the success of the Project, including:
· The design of wastewater treatment plant screening facilities · Large multi-disciplinary wastewater projects which include temporary bypassing and treatment systems.
· Sequencing of complex wastewater treatment plant projects. · Experience in condition assessment of existing wastewater treatment facilities.
Because of the above reasons, City staff ranked Hazen and Sawyer first and determined that they are the most qualified to perform the engineering design of the Project.
The following table summarizes the schedule anticipated for the Headworks Rehabilitation and Repair Project:
Description Date
Council Approval of Engineering Agreement February 24, 2025 Notice to Proceed March 4, 2025
Basis of Design Report January 19, 2026
60-Percent Design May 18, 2026
90-Percent Design August 31, 2026
100-Percent (Final) Design November 16, 2026
Bidding November 17, 2026
This proposed schedule will allow Project Construction to commence in the Spring of 2027.
ALTERNATIVE ACTION:
Pacifica City Council 3
February 24, 2025
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 Calera Creek Water Recycling Plant and improve wastewater treatment efficiency.
FISCAL IMPACT:
The cost of Task Order No. 1 is $1,346,500. 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 $1,346,500 Contingency (15%) $199,589
Total Use of Funds $1,548,475
Project Fund Source
Enterprise Fund (Fund 34) $8,230,000
Account No 518452-51206-P0040
Total Project Fund Source $ 1,548,475
Estimated Project Fund End Balance $6,681,525.00
No additional budget authority is necessary as sufficient funds have been allocated in the Wastewater Enterprise Fund FY 2024-25 budget for this project.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Agreement_02_24_25_Task_Order_1_Hazen_Headworks_Rehabilitation_and_Improvement_P roject - signed (PDF)
Pacifica City Council 4
February 24, 2025
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 HAZEN AND SAWYER, INC. FOR ENGINEERING DESIGN SERVICES FOR THE HEADWORKS REHABILITATION AND IMPROVEMENT PROJECT P040 WHEREAS, during the FY 2024-25 Capital Improvements Program (CIP) budget approval process, the City Council approved funding for the Headworks Rehabilitation and Improvement Project P040 (Project); and
WHEREAS, the Project includes but not limited to the engineering design and construction of the Project; and
WHEREAS, improvements to the Calera Creek Water Recycling Plant Headworks and Influent Channel were identified a 2018 Condition Assessment. These improvements will include repairing the influent channel, adding screening facilities and installing a bypass pipeline to provide redundancy; and
WHEREAS, on July 8, 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 September 9, 2024, two 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 Hazen and Sawyer 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 Hazen and Sawyer;
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 Hazen and Sawyer for engineering design services in the amount of $1,346,500 for the Headworks Rehabilitation and Improvement Project and approves budget authority in the amount of $1,548,475 which includes 15% contingency in the amount of $201,975; and Authorizes 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 February 24, 2025 by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
Pacifica City Council 5
February 24, 2025
ABSTAIN, Councilmembers:
CITY OF PACIFICA
_________________________________
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney