City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: AUGUST 6, 2024 FROM: PUBLIC WORKS DEPARTMENT WARDS: 1
SUBJECT: APPROVE THE FIRST AMENDMENT OF THE PROFESSIONAL CONSULTANT SERVICES AGREEMENT FOR ENGINEERING DESIGN SERVICES FOR THE FAIRGROUNDS STREET AND DEXTER DRIVE WASTEWATER LIFT STATIONS WITH LEE & RO, INC., OF CITY OF INDUSTRY, CALIFORNIA, ADDING TO THE SCOPE OF WORK AND EXTENDING THE TERM THROUGH DECEMBER 31, 2027, IN THE AMOUNT OF $142,546.00 FOR A TOTAL CONTRACT AMOUNT OF $305,541.00 ISSUE:
Approve the First Amendment of the Professional Consultant Services Agreement for Engineering Design Services for the Fairgrounds Street and Dexter Drive Wastewater Lift Stations with Lee & Ro, Inc., of City of Industry, California, adding to the scope of work and extending the term through December 31, 2027, in the amount of $142,546.00 for a total contract amount of $305,541.00.
RECOMMENDATIONS:
That the City Council:
Approve the First Amendment of the Professional Consultant Services Agreement for Engineering Design Services for the Fairgrounds Street and Dexer Drive Wastewater Lift Stations with Lee & Ro, Inc. of City of Industry, California, adding to the scope of work and extending the term through December 31, 2027, in the amount of $142,546.00 for a total contract amount of $305,541.00; and Authorize the City Manager, or designee, to execute the First Amendment of the Professional Consultant Services Agreement with Lee & Ro, Inc., including making minor and non-substantive changes.
BACKGROUND:
The Fairgrounds Wastewater Lift Station is located at 3991 Fairgrounds Street (see Attachment 1, Exhibit 1) and is one of the oldest stations in the City. The station was installed in 1966 and has outlived its service life. Some of the major issues are water infiltration at the concrete joints which occasionally causes flooding from rain and irrigation water; the control panel and electrical components are outdated and no longer up to code; the mechanical equipment is unreliable; and the piping in the station is deteriorated.
The Dexter wastewater lift station is located at 2981 Dexter Drive (see Attachment 1, Exhibit 2). This station was commissioned in 1968 and has also expended its useful life. Some of the major issues with this station are the deterioration of the interior piping; the electrical components and remote monitoring system are outdated, not up to code, and unreliable; and the mechanical equipment needs constant fixing and replacement.
On March 16, 2021, the City Council approved the Professional Consultant Services Agreement with Lee & Ro, Inc. for the preparation of Plans, Specifications, and Estimate for the Fairgrounds Street and the Dexter Drive wastewater lift stations in the amount of $149,499.00.
On April 11, 2023, a Change Order in the amount of $13,496.00 was issued to Lee & Ro, Inc. under Purchase Order No. 214263 to implement battery packs as backup redundant system to the design of Fairgrounds Street and Dexter Drive sewer lift stations, a clean energy alternative in lieu of backup diesel pumps in case of power outages.
DISCUSSION:
Recently, staff came across a new application of the sewer lift station pump design that could provide advantages to the standard sewer pump station. Conventionally, sewer lift stations are designed with a wet well to collect inflow sewage at a low point. When the sewer reaches a predetermined elevation in the wet well, the pump gets initiated and this sewage is pumped uphill via a pressurized outflow pipe—a sewer force main—to an outlet point in the gravity system (Figure 1). The wet well itself poses a lot of maintenance challenges since sewage sits in a storage tank, emitting odor that needs to be controlled and filtered. Stagnant sewage also settles as sand, solids, and grits are heavier and move to the bottom, fat and grease are lighter so they float to the top. With the pump suction piping sitting at the bottom of the wet well, solids and grits usually wear out the pump’s impeller prematurely. As fat and grease coagulate at the top, the pump would strain to move the solid mass, which in turn wears out the motor.
Figure 1. Schematic layout of A sewer lift station wet well.
The in-line pump system is a breakthrough technology designed to lift influent from the point of entry in the pipe into the sewer force main line, therefore eliminating the wet well. As the name implies, the pumps are installed as a part of the piping system. When flow comes in, there is a sensor at the upstream end of the pumps that initiates the pumping cycle, thereby pushing the influent uphill through the sewer force main pipes (Figure 2). Advantages of this system include prevention of sand and grits accumulation, buildup of dangerous gases and odors, elimination of oil and grease coagulation, which all equates to reduction in maintenance time and cost.
Figure 2. In-line pump system
Furthermore, preliminary cost estimates were prepared to compare the construction savings between the two systems. As a result, it is estimated that by switching to the in-line pump system, savings of $1.9M and $210,000 could be realized for Fairgrounds Street and Dexter Drive Sewer Lift Stations, respectively.
Since the current designs for both stations are essentially completed, additional efforts are needed to modify the construction documents to switch from the wet well layout to the in-line system. The proposed compensation for this effort is $67,546 for Dexter Drive and $75,000 for the Fairgrounds Street Lift Stations, for a total amount of $142,546.00.
The current Professional Consultant Services Agreement with Lee & Ro, Inc. is also set to expire on December 31, 2024. To complete the design and provide construction support, the First Amendment of the Professional Consultant Services Agreement with Lee & Ro, Inc. will extend the terms of services to December 31, 2027.
Purchasing Resolution 24101, Section 1104 allows for change orders and states... “Modifications to a Purchase Order shall be made only by Change Order, except that minor variances of $200 or less, where the variance is due to sales tax or freight charges may be processed without a Change Order. Subject to the availability of funds, Change Orders may be utilized for purposes of …(3) “modifying scope of work/services being provided, where the modification is reasonably related to the original scope of work/services…(5) modifying contract completion time or the term of a Contract.” Purchasing Resolution 24101, Section 702 states “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances…(w) When approved by the Manager, Services not subject to the bidding requirements of Section 1109 of the City Charter, which are of such a nature that suitable technical or performance specifications describing them are not readily available and cannot be developed in a timely maimer to meet the needs of the City, in which case the Manager shall be authorized to negotiate with any Person or Persons for the Procurement thereof upon the price, terms and conditions need by the Manager to be in the best interest of the City and in doing so may utilize Informal Procurement or Negotiated Procurement process.” The Purchasing Manager concurs that the recommended action complies with Purchasing Resolution No. 24101, Section 1104(3) and (5) and Section 702(w).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 6 – Infrastructure, Mobility and Connectivity and Goal No. 6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
Furthermore, this project aligns with each of the Cross-Cutting Threads as follows:
Community Trust – Riverside is transparent and makes decisions based on sound policy, inclusive community engagement, involvement of City Boards & Commissions, and timely and reliable information. Activities and actions by the City serve the public interest, benefit the City’s diverse populations, and result in greater public good. The proposed improvements will result in reliable sewer services for the communities within the Fairgrounds Street and Dexter Drive sewer lift station tributary areas.
Equity – Riverside is supportive of the City’s racial, ethnic, religious, sexual orientation, identity, geographic, and other attributes of diversity and is committed to advancing the fairness of treatment, recognition of rights, and equitable distribution of services to ensure every member of the community has equal access to share the benefits of community progress. The Project will improve the operational efficiency of the sewer collection system and provide a higher degree of service reliability for residents in the service area.
Fiscal Responsibility – Riverside is a prudent steward of public funds and ensures responsible management of the City’s financial resources while providing quality public services to all. The proposed Project improvements will result in significant saving in construction and maintenance costs.
Innovation – Riverside is inventive and timely in meeting the community’s changing needs and prepares for the future through collaborative partnerships and adaptive processes. This project provides an improved solution by implementing new technologies to reduce premature pump failures and eliminate odors, as well as maintenance efforts associated with conventional sewer lift station wet wells.
Sustainability & Resiliency – Riverside is committed to meeting the needs of the present without compromising the needs of the future and ensuring the City’s capacity to persevere, adapt and grow during good and difficult times alike. The proposed improvements will improve sustainability by using the latest technology and materials FISCAL IMPACT:
The total fiscal impact of this action is $142,546 (Table 1). Including a previous change order of $13,496 enacted on April 11, 2023, as allowable per the Purchasing Resolution, the total contract change under the First Amendment is $156,042. There are sufficient funds budgeted and available in the Sewer Fund, Fairgrounds Pump Station Upgrade Project account number 9833423-440301 and in the Sewer Fund, Dexter Lift Station Upgrade Project account number 9865923-440301.
Table 1 – Contract Summary
Description
Amount
Original Contract
$149,499
Change Order No. 1 – Battery backup
$13,496
Change Order No. 2 – In-line pump system
$142,546
Total
$305,541
Prepared by: Thuy Nguyen, Principal Engineer
Approved by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Fairgrounds Street and Dexter Drive wastewater lift station location maps.
First Amendment to Professional Consultant Services Agreement with Lee & Ro, Inc.
Lee & Ro, Inc. Change Order cost summary
Approval of Change Order for Lee & Ro, Inc. ● Page 2