Title
Staff Report for a City of San Leandro City Council Resolution to Approve a Consulting Services Agreement with Lee & Ro for the Design of the Secondary Effluent Line Replacement and Davis Street Manhole Replacement Project, Project No. 2018.6000 for an Amount Not to Exceed $361,998; to Authorize Individual Agreement Amendments up to 10% ($36,200); and to Authorize Cumulative Agreement Amendments up to 15% ($54,300)
Staffreport
SUMMARY AND RECOMMENDATIONS
This project will provide for the rehabilitation/replacement of the Secondary Effluent Line in the Water Pollution Control Plant facility, and junction manhole replacement on Davis Street.
Staff recommends the following actions:
• Authorize the City Manager to execute a Consulting Services Agreement with Lee & Ro for design services up to $361,998 for the subject project;
• Authorize the City Manager to negotiate and approve individual agreement amendments up to 10% ($36,200) of the original contract amount; and
• Authorize the City Manager to negotiate and approve cumulative agreement amendments up to 15% ($54,300) of the original contract amount.
BACKGROUND
In 2011, the City completed the Water Pollution Control Plant (WPCP) Rehabilitation project which overhauled the WPCP and brought it in to compliance with current regulatory requirements. However, in the interest of meeting schedules required for compliance by the regulatory agencies, repairs to deficiencies related to integral sewer lines in and out of the Plant were postponed, and were scheduled to be handled as separate projects. This project will address those repairs.
This project will replace and/or line an existing 36” diameter secondary effluent (SE) pipeline that runs between the wet well at Secondary Clarifier No. 1 and the Effluent Pump Station at the WPCP located at 3000 Davis Street. From here, the treated effluent is pumped to the East Bay Dischargers Authority station for final discharge into the bay.
The scope of the project also includes the replacement of the sanitary sewer junction box on Davis Street adjacent to the WPCP and rehabilitation or replacement of the 30” diameter and 33” diameter sewer pipes entering the plant from the junction box. These are used to transport influent to the plant headworks for treatment prior to discharge. This deviates from the original scope of the project which was to rehabilitate the manhole rather than replacing it. This change is a result of further investigation of the structure which revealed that the junction box is so severely deteriorated that a repair is not expected to result in a durable and long-lasting structure. Due to the change in scope, additional WPCP enterprise funding will be required for construction of this project.
The scope of the contract also includes topographic survey, utility locating and potholing, CCTV inspection of the existing pipes and shoring design analysis.
Analysis
The City issued a Request for Qualifications in September 2019, which was posted on the City’s website. The City sent emails to firms that expressed interest in working with the City. This effort resulted in the receipt of six (6) proposals for the design work. Staff ranked the proposals and checked references for the top firm. The City selected Lee & Ro to complete the design of the project based on demonstrated technical competence and record of past performance.
This contract represents staff’s current understanding of the work required. Occasionally changes to the scope of contracts are necessary to respond to new information and/or to include additional items of work necessary for a complete product. In order to resolve these issues in a timely fashion and avoid delaying work, staff additionally requests authorization to issue individual agreement amendments of up to 10%, or $36,200 each and cumulative agreement amendments up to 15% or $54,300.
Current Agency Policies
Maintain and enhance the City’s infrastructure.
Applicable General Plan Policies
• Policy CSF 6.4: Wastewater Collection and Treatment. Maintain efficient, environmentally sound, and cost-effective wastewater collection and treatment services in San Leandro.
• Policy CSF 6.8: Maintenance. Ensure that sufficient funding is provided for the ongoing maintenance of City-owned facilities, including streets, streetlights, traffic signals, landscaping, street trees, storm drains, public buildings and other infrastructure.
Environmental Review
A review of the California Environmental Quality Act (CEQA) will be completed during the design of the project. Staff anticipates that this project will be categorically exempt, but the project will include mitigation measures should they be required.
Fiscal Impacts
The total project cost is as follows:
Design and Bid $425,000
Construction: $1,100,000
Inspection and Construction Management $75,000
Contingency $160,000
Total 1,760,000
Budget Authority
The project is funded as follows:
Account No. Reso, Appropriation Dates & Source Amount
593-52-261 FY 2016 Water Pollution Control $520,000
Plant Enterprise Fund
593-52-267 FY 2018 Water Pollution Control $630,000 Plant Enterprise Fund
Total Budget $1,150,000
Additional funding necessary to complete the project will be requested for appropriation by the City Council from the Water Pollution Control Plan Enterprise Fund at the time of the award of the construction contract.
Attachment to Related Legislative File
• CSA with Lee & Ro
PREPARED BY: Nicole Noronha Castelino, Associate Engineer, Engineering and Transportation Department