City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01218 7/23/2024 Consent Item 20.
Supplemental Agreement: Pump Outfalls Replacement Project File ID: 2024-01218
Location: District 4, Represented by Councilmember Valenzuela Recommendation: Pass a Motion to authorize the City Manager or the City Manager’s designee to execute Supplemental Agreement No. 9 to City Agreement 2020-1399 with Peterson Brustad, Inc. (PBI) to provide additional engineering construction support services for the Pump Outfalls Replacement Project (Drainage Sump Replacement/Rehabilitation Program (W14130600, Fund 6011), for an amount not-to-exceed $230,114, bringing the agreement’s not-to-exceed amount to $1,501,342.
Contact: Peter Wright, Project Manager, [email protected], (916) 808-1433; Brett Grant, Supervising Engineer, [email protected], (916) 808-1413; Sherill Huun, Engineering & Water Resources Division Manager, [email protected], (916) 808-1455; Pravani Vandeyar, Director, [email protected], (916) 808-3765; Department of Utilities
Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement
Description/Analysis
Issue Detail: Staff recommends Council approve Supplemental Agreement No. 9 with Peterson Brustad Inc., for additional engineering design and construction support services to replace the outfalls at eight pump stations, specifically to implement construction phase support for the Sump 155 Outfall Replacement project. Specific tasks included within this Supplemental Agreement are engineering services during construction such as submittal reviews, request for information review and responses, attend construction meetings, change order reviews, environmental compliance monitoring and training/ surveys, and finally the preparation of as-build drawings once the construction is complete. Also included is the project management and coordination necessary for those engineering services tasks.
File ID: 2024-01218 7/23/2024 Consent Item 20.
Policy Considerations: The proposed supplemental agreement exceeds the City Manager’s approval authority, requiring Council approval.
Economic Impacts: None.
Environmental Considerations: Per the California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3), approval of the proposed Supplemental Agreement is exempt from CEQA under the general rule that CEQA only applies to actions with potential to significantly affect the environment. Approval of this Supplemental Agreement for additional engineering services will not affect the environment. Improvements associated with this project were evaluated in a Mitigated Negative Declaration that was adopted by City Council August 10, 2021 (Resolution No. 2021-0245).
Sustainability: The proposed project is consistent with the 2040 General Plan <https://www.cityofsacramento.gov/community-development/planning/long-range/general-plan/2040- general-plan> under policy PFS-3.1 as it improves pumping capacity for peak storm flows, improves service and infrastructure reliability, and increases redundancy.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: The Department of Utilities (DOU) owns, operates, and maintains the 106 drainage sump stations within the City. The outfalls from the sump stations are the single point of discharge for storm water from their respective basins. The outfall pipes penetrate and cross major levees along the Sacramento River, American River, Natomas East Main Drainage Canal, Arcade Creek, and Morrison Creek.
City staff has an ongoing requirement to inspect all outfalls that penetrate and cross major levees on a 5-year cycle as mandated by the US Army Corps of Engineers (USACE). During inspection of the outfalls, several were noted to be in failing condition or in danger of imminent failure. The condition of the identified outfall pipes range from failed liners to heavy corrosion/ spalling to large perforations in the pipe wall. As a result, sinkholes have been observed at some of the stations. Some outfalls also need pipe sections replaced to match partial pipe replacements done by the USACE. PBI has provided engineering design services to replace whole or partial force mains for sump stations 58, 89, 102, 103, 151, 154, 155 and 159.
This supplemental agreement provides additional funding to cover engineering and environmental and regulatory permit compliance services during the construction of the Sump 155 Outfall Replacement project.
Financial Considerations: The original not-to-exceed amount of the agreement was $710,829. The net change by previous supplemental agreements in the amount of $560,399 increased the agreement not-to-exceed amount to $1,271,228. The proposed Supplemental Agreement No. 9, in the amount of $230,114, would increase the agreement not-to-exceed amount to $1,501,342.
File ID: 2024-01218 7/23/2024 Consent Item 20.
Sufficient funds are available in the Drainage Sump Replacement/Rehabilitation Program (W14130600, Fund 6011) to execute this agreement.
There are no General Funds planned or allocated for this project.
Local Business Enterprise (LBE): PBI is not an LBE, but has partnered with an LBE, SWCA, for this contract to exceed the minimum LBE participation requirement. SWCA will provide environmental compliance and regulatory permitting support services.
SUPPLEMENTAL CONTRACT
(Rev. 11‐1‐19)
Project Title and Job Number: Pump Outfalls Replacement Project W14130620 Date: 7/23/2024 Purchase Order #: 57201 Supplemental Contract No.: 9 The City of Sacramento ("City") and Peterson Brustad, Inc.("Contractor"), as parties to that certain Professional Services Agreement designated as Contract Number 2020‐1399, including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows:
1. The Scope of Services specified in Exhibit A of the Contract is amended as follows:
Additional Scope is added as Attachment 10 to Exhibit A, attached hereto and in corporated herein by this reference.
Funding for this additional Scope is outlined in Attachment 8 to Exhibit B, attached hereto and incorporated herein by this reference. Services extended through December 31, 2025.
2. In consideration of the additional and/or revised services described in section 1, above, the maximum not‐to‐ex ceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased by $230,114.00, and the Contract’s maximum not‐to‐exceed amount is amended as follows:
Agreeme
nt's original not‐to‐exceed amount: $710,829.00
Net change by previous supplemental contracts: $560,399.00 Not‐to‐exceed amount prior to this supplemental contract: $1,271,228.00 Increaseby this supplemental contract: $230,114.00
New not‐to exceed amount including all supplemental contracts: $1,501,342.00
3. Contractor agrees that the amount of increase or decrease in the not‐to‐exceed amount specified in section 2, above, shall constitute full compensation for the a dditional and/or revised services specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in schedules or in the delivery of ot
her services by Contractor.
4. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof.
5. Except as specifically revised herein, all ter ms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this supplemental contract. [SIGNATURES ON FOLLOWING PAGE]
80 Blue Ravine Rd, Suite 280, Folsom, CA 95630
916-608-2212
www.pbiengineering.com
June 17, 2024
Peter Wright
Associate Engineer
City of Sacramento, Department of Utilities
1395 35th Ave
Sacramento, CA 95822
Subject: Amendment Request for Bid Period Services and Sump 155 Engineering Services During Construction for the Pump Outfalls Replacement Project
Dear Peter,
We are pleased to submit to you our proposal for engineering services during construction for Sump 155 of the Pump Outfall Replacement Project. This scope also includes additional bid services for Sump 151. The additional engineering services provided are summarized below:
• Conformed Documents for Sump 151 (Task 4) – Negotiation of prior amendment requests omitted the development of conformed documents from the bid services scope; however, conformed documents were requested to be prepared for Sump 151 only. It is assumed that conformed documents for Sump 155 will not be needed.
• Environmental Monitoring (Task 8) – Based on the revised streambed alteration agreement language, a designated biologist will need to be on -site during work on the waterside of the levee. At Sump 155 it is assumed that work on the waterside of the levee will be substantial compared to Sump 151. The construction activities on the waterside of the levee is anticipated to be active from mid-April through September at Sumps 151, 155, 58 and 102. It is assumed that the same biologist will be rotate between each project site for this duration. Therefore, this task accounts for an additional 8 weeks of monitoring to accommodate additional project sites.
Task 1 – Project Management . This task includes general project management services for coordination associated with additional engineering services during construction.
Task 4 –Bid Period Services (Sump 151 and Sump 155). This task includes Task 4. 4 Conformed Documents (Sump 151 only) – PBI develop conformed documents based on revisions issued during the bid period.
Deliverables: Digital copy of conformed plans and specifications.
Assumptions:
• Conformed documents for Sump 155 are excluded
Attachment 10 to Exhibit A
Peter Wright, page 2 June 17, 2024
Peterson Brustad Inc.
Task 8 – Sump 15 5 Engineering Services During Construction. PBI will provide engineering services during construction of the Project. Services to be provided include:
Task 8.1 Submittal Reviews (Up to 50) – PBI will review all shop drawings and other submittals from contractor forwarded by the City for compliance with the design requirements and design documents. This task assumes up to 50 submittals.
Task 8.2 RFI Reviews (Up to 12) - PBI will review and respond to request s for information (RFIs) from the contractor forwarded by the City. This task assumes up to 12 RFIs.
Task 8.3 Construction Meetings (Up to 17) - PBI will attend routine construction meetings for the duration of construction, including site visits as required by construction. This task assumes attendance at up to 16 construction meetings and attendance at the Pre Construction meeting.
Task 8.4 Change Order Reviews - PBI will prepare design clarifications to further detail and/or change the intent of the contract documents, as well as advise City on any impact thereof to the Project.
Task 8.5 As-Built Drawings - Following project closeout, PBI will prepare a set of record drawings reflecting field changes noted by the contractor and City.
Task 8.6 Environmental Training and Pre-construction Surveys – In accordance with the CDFW Streambed Alteration Agreement and the USACE 408 permit requirements, SWCA will conduct pre-construction surveys for special-status species and sensitive aquatic features. SWCA will also prepare an environmental awareness training for field personnel.
Task 8.7 Environmental Monitoring by Designated Biologist - SWCA will provide a designated biologist who will be on -site daily during work on the waterside of the levee to conduct pre-construction clearances for wildlife as outlined in the project’s Streambed Alteration Agreement. These results for biological monitoring will be recorded in SWCA’s in- house reporting system or on daily monitoring logs.
Deliverables: Submittal Reviews; RFI Reviews; Record drawings in AutoCAD and PDF format
Assumptions:
• PBI will review the as-planned construction schedule submitted by the Contractor • On-site inspection services are excluded
• Construction duration is anticipated to be 4-6 months (16 additional weeks assumed for waterside construction activities)
• Pre-construction surveys for Sump 155 include nesting bird surveys, burrowing owl surveys, Swainson’s Hawk surveys, and Western Pond Turtle surveys • Daily biological monitoring for Sump 155 includes 9 hours per day, five days per week for up to 8 additional weeks
• Only one monitor will be required to be on site. CDFW has authorized the qualified monitor to provide coverage between all sites so the monitor will rotate as appropriate. In the event work activities are occurring concurrently, but at a distance too great for one monitor to efficiently observe, additional monitors may be required and will be discussed with CDFW for further guidance. Additional monitoring can be provided under an amended budget. • If work is canceled with less than 24-hour notice to biological monitor, a $700 fee will apply • SWCA to be notified no less than 48 hours in advance of changes to excavation schedule to avoid additional fees.
Peter Wright, page 3 June 17, 2024
Peterson Brustad Inc.
The fee for these services is detailed in the attached work effort spreadsheet. Services will be provided on a time and materials basis. Our standard rate sheet for 202 4 is also attached. We look forward to providing continued support for this project . If you have any questions or desire any additional information, please do not hesitate to contact me at (916) 608-2212.
Sincerely,
Karl Brustad, PE, MBA Ashley Smith
Principal Project Manager
Estimated Work Effort and Cost
City of Sacramento - Pump Outfalls Replacement Project Amendment Request 9 Task No. Task Description Principal in ChargeProject Manager 2Staff Engineer 2Staff Engineer 1TechnicianAdministrative 4PBI Labor Total PBI Labor ($) SCWA
(Environmental
Support)
CYS (Structural)PBI Expenses
($)
Total Cost ($)
2024 Rates 275.00$ $230.00 160.00$ 140.00$ 120.00$ 115.00$ Task 1 - Project Management and QA/QC
1.1 General Project Management 4 8 8 20 $3,860 $386 $4,246 Subtotal Task 1 4 8 0 0 0 8 20 $3,860 $0 $0 $386 $4,246 Task 4 - Bid Period Services (Sump 151 and Sump 155)
4.4 Conformed Documents (Sump 151) 4 8 12 0 12 2 38 $6,530 $653 $7,183 Subtotal Task 4 4 8 12 0 12 2 38 $6,530 $0 $0 $653 $7,183 Task 8 - Engineering Services During Construction (Sump 155)
8.1 Submittals (Up to 50) 15 30 60 40 8 153 $27,088 $13,640 $2,709 $43,436
8.2 RFIs (Up to 12) 5 10 20 30 15 80 $12,875 $9,240 $1,288 $23,403
8.3 Construction Meetings (Up to 17) 16 34 34 84 $17,660 $7,260 $1,766 $26,686
8.4 Change Order Reviews 2 4 6 8 20 $3,550 $355 $3,905
8.5 As-Built Drawings 2 4 8 12 16 42 $6,350 $635 $6,985
8.6 Environmental Training and Pre-construction Surveys 4 4 8 $1,480 $47,106 $148 $48,734
8.7 Environmental Monitoring by Designated Biologist 0 $0 $65,536 $0 $65,536 Subtotal Task 8 40 86 128 94 31 8 387 $69,003 $112,642 $30,140 $6,900 $218,685 COLUMN TOTALS 48 102 140 94 43 18 445 $79,393 $112,642 $30,140 $7,939 $230,114 TOTAL COST $230,114
Attachment 8 to Exhibit B