City Council
Report
City Council Meeting: July 26, 2022
Agenda Item: 5.B
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources Subject: Award Bid and enter into Agreement with Arcadis U.S., Inc. to Update the City's Domestic Water and Wastewater Master Plans
Recommended Action
Staff Recommends that the City Council:
1. Award RFP# 317 to Arcadis U.S., Inc. to update the City’s Domestic Water & Sanitary Sewer Master Plans for the Public Works Department;
2. Authorize the City Manager to negotiate and execute a Professional Services Agreement with Arcadis U.S., Inc., in an amount not to exceed $805,160 over a five-year term; and
3. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report.
Summary
The City’s Public Works Department - Water Resources Division operates and maintains an expansive domestic water and wastewater network that consists of over 200 miles of water mains, over 150 miles of wastewater collection pipes, and over 60 miles of storm drains that collectively serve over 93,000 residents and 2,700 businesses in the City. To help identify future improvements to the City’s water distribution and wastewater collection systems, the Water Resources Division issued a request for proposal (RFP) to update its Domestic Water and Wastewater Master Plans, which also includes updating the existing hydraulic models to incorporate water supply projects (e.g., Sustainable Water Infrastructure Project, Olympic Well Field Restoration, and Expansion of the Arcadia Water Treatment Plan) that are scheduled to be completed by 2023 to reduce the City’s reliance on imported water supplies. Staff recommends that 2 of 6
RFP# 317 be awarded to Arcadis U.S., Inc. and that an agreement be negotiated and executed to update the City’s Domestic Water and Wastewater Master Plans.
Discussion
The City’s Domestic Water and Wastewater Master Plans were last updated in 2014 and 2017, respectively. One of the key objectives in updating the City’s Water and Wastewater Master Plan is to complement the 2018 Sustainable Water Master Plan and the City’s goal to reduce its reliance on imported water supplies. The 2018 Sustainable Water Master Plan focused on developing local, sustainable, and drought resilient water supplies while this Water/Wastewater Master Plan update focuses on the water infrastructure (e.g., water mains, booster stations, and water reservoirs) that is used to distribute high-quality drinking water and the wastewater infrastructure (e.g., wastewater mains and wastewater pump stations) that is used to collect and safely dispose of wastewater. These water and wastewater master planning efforts are critical components of the City’s overarching sustainable city goals outlined in the 2019 Climate Action & Adaptation Plan to achieve carbon neutrality. Master planning documents are updated periodically to adapt to climate change impacts, such as the current drought conditions experienced in the Southwest United States, as well as incorporate any new or changes in water and wastewater assets, assess the condition of existing infrastructure, and align with other planning efforts in the City (e.g., 2018 Sustainable Water Master Plan Update, and the 2022 6
th Cycle Housing Element) for the utility. In
addition, the City’s water and wastewater hydraulic models are in need of an update and calibration as the last model update was over 5 years ago.
A current and well-maintained water and wastewater hydraulic model is essential to provide reliable and continuous operations for the water and wastewater system. The hydraulic models are updated through a combination of techniques including data analysis, flow monitoring, and hydraulic modeling to confirm available capacity, condition, and identify potential constraints in the water and wastewater systems. The master plan updates also include recommendations for capital improvement projects such as pipeline replacements and reservoir improvements to maintain a reliable infrastructure.
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The City’s water production, treatment, and distribution system consists of 11 groundwater production wells, the Charnock Treatment Plant, the Arcadia Water Treatment Plant, four water storage reservoirs, three booster pump stations, and over 200 miles of water mains to distribute high-quality drinking water to the community. To increase local water supply and reduce the City’s reliance on imported water supplies, the City is constructing a new well head treatment facility to restore the Olympic Well Field to its full production capacity, a new groundwater recharge well to replenish local groundwater aquifers, and upgrading its Arcadia Water Treatment Plant to increase production of locally sourced, high-quality drinking water.
To support the goal to reduce the City’s reliance on imported water supplies, the City began construction of the Sustainable Water Infrastructure Project (SWIP) in 2020 to provide a drought resilient water supply for the City. The SWIP is scheduled to be completed in Fall of 2022 and will use stormwater, dry weather urban runoff, and municipal wastewater to produce advanced treated recycled water for irrigation, dual plumbing uses (e.g., toilet flushing and cooling towers), and to recharge local groundwater aquifers. The last update of the City’s wastewater master plan was in 2017 when the Wastewater Master Plan was completed.
The primary objective of RFP# 317 is to update the City’s Domestic Water and Wastewater Master Plans and hydraulic models to incorporate new water supply projects that were outlined in the City’s 2018 Sustainable Water Master Plan. The updated models would then be used to confirm current and available capacity, identify future domestic water and wastewater system improvements, and determine future water/wastewater infrastructure projects to guide future investments. . The best qualified firm, Arcadis U.S. Inc., included additional services that are optional to enhance the requested scope of services by the City for the Water and Wastewater Master Plan.
These optional services are not guaranteed to the consultant and funds would only be expended for each optional service as authorized by City staff. These additional 4 of 6
enhancements to the City’s base scope of service, which total approximately $305,000, includes:
• Integration/implementation support for automated metering infrastructure and align the City’s water/wastewater master plans to realize improved water usage efficiency and reduced water loss on the customer’s side once implementation is complete. Arcadis would provide services to the City that includes technical support on software integration, integration and acceptance testing of the automated metering infrastructure, and general program/technical support • Additional field testing/data collection (e.g., supplemental sewer flow monitoring in addition to what has been allocated in the base scope of services) to further refine the hydraulic model in high flow or key service areas that may potentially be bottlenecks to identify if future improvements may be necessary. • Wastewater quality assessment to enhance operations for the City’s Sustainable Water Infrastructure Project (SWIP). This optional task would focus on identifying key industrial wastewater discharger(s) in the City that may impact treatment and water quality of the advanced treated recycled water produced at SWIP. • Update the City’s sanitary sewer management plan to ensure compliance with latest regulatory requirements and industry standards.
• Integrate recommended CIP projects from the base scope of services with the Water Resources Division’s new asset management program. A desk-top condition assessment to quantify likelihood and consequence of failure will be used to prioritize future water distribution and wastewater collection system projects.
Vendor Selection
Bidder Recommendation
Best Bidder Arcadis U.S., Inc.
Evaluation Criteria • Project Understanding/Work Plan - 25% of total score • Experience and Technical Competence - 25% of total score • Quality Control and References - 15% of total score
• Cost of Services, Cost Control - 15% of total score
• Value Add/Breadth of Service - 10% of total score
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• Presentation/Demonstration - 10% of total score
Municipal Code SMMC 2.24.190
Bid Data
Date Posted Posted On Advertise In (City
Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
03/22/2022 City’s Online
Bidding Site
Santa Monica
Daily Press
34 05/13/2022
Best Bidder Justification
The proposals were reviewed by a selection panel consisting of staff from the Public Works Department – Water Resources Division. Evaluations were based on the following selection criteria: Project Understanding/Work Plan; Experience and Technical Competence; Quality Control and References; Cost of Services, Cost Control; Value Add/Breadth of Service; and Presentation/Demonstration. Based on these criteria, the selection panel unanimously ranked Arcadis as the best qualified firm to update the City’s Domestic Water and Wastewater Master Plans. Arcadis has vast experience developing water and sewer master plans as well as hydraulic modeling for local agencies including Newport Beach, Los Angeles Department of Water and Power, and Buena Park.
Past Council Actions
Meeting Date Description
07/08/14
(Attachment A)
Bid award for preparation of a Sustainable Water Master Plan 03/01/16
(Attachment B)
Bid award for preparation of a Sanitary Sewer Master Plan and assistance with water modeling
11/27/18
(Attachment C)
Sustainable Water Master Plan Update and Pathway to Water SelfSufficiency Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Water and Wastewater funds to award a professional services agreement with Arcadis U.S., Inc. to update the City’s Domestic Water and Wastewater Master Plans. The cost of the base scope of services for the Water and Wastewater Master Plan is included in the FY 2022-23 Capital Improvement 6 of 6
Program Budget. Award of the agreement would require additional appropriations from the Water and Wastewater Funds in the amount of $152,580 from each enterprise fund’s operating budget as there is sufficient funding in existing fund balance to cover the additional cost.
FY 2022-23 CIP Budget Changes
Additional Funds to be Appropriated
Account Number(s) Amount
C5108600.689000 $152,580
C5008600.689000 $152,580
Professional Services Agreement Request
FY 2022-23 Budget
Request Amount CIP Account # Total Contract Amount
$402,580 C5108600.689000 $402,580
$402,580 C5008600.689000 $402,580
$805,160 Total $805,160
Prepared By: Sunny Wang, Water Resources Manager
Approved Forwarded to Council
Attachments:
A. July 8, 2014 Staff Report (Web Link)
B. March 1, 2016 Staff Report (Web Link)
C. November 27, 2018 Staff Report (Web Link)
D. Oaks Initiative Form