Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Amendment 4 to a Consulting Services Agreement with Terraphase Engineering, Inc. For Construction Engineering and Construction Management Services for a Treatment Wetland at the City of San Leandro Water Pollution Control Plant, Increasing the Not-to-Exceed Amount by $403,601 for a Total Not to Exceed Amount of $1,581,464
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
In October 2019, Terraphase Engineering was selected through a competitive process as design consultant for the Treatment Wetland Project at the Water Pollution Control Plant (WPCP). In addition to design services, Terraphase offers inspection and construction management services. Staff requests an amendment to the Terraphase agreement to include construction management services and inspection services for Phase 1 of the Treatment Wetland project and additional scope to support the bid process for Phase 2 of the project.
RECOMMENDATIONS
Staff recommend City Council adopt a Resolution to approve and authorize the City Manager to execute an amendment to the Consulting Services Agreement (CSA) with Terraphase Engineering, Inc. for construction management and inspection services for Treatment Wetland project for an additional $403,601 for a new total not to exceed amount of $1,581,464.
BACKGROUND
Since 2017, the City has been working to convert a disused treatment basin at the WPCP into a Treatment Wetland. The purpose of the Treatment Wetland project is to treat a portion of the WPCP discharge water to remove nitrogen and other contaminates. In addition, the project will include enhancement of wetland habitat along the San Francisco Bay Trail and serve as a demonstration of cost-effective nature-based solutions for contaminant removal.
The WPCP Treatment Wetland Project will utilize an existing, out of service treatment pond, to be completed in two phases. The bottom level of the pond needs to be raised for final construction of the project; there is currently a layer of sludge in the pond. The first phase will place soil stockpiled from the 2014 WPCP upgrade project into the basin and mix it with cement to stabilize the base layer of the pond. After this is complete, additional fill soil will be imported to bring the level of the pond up to the final height. During the second phase, a liner, a terraced slope with wood chips and additional treatment equipment will be installed. The entire area will then be planted with native plants.
The project is split into two phases because the City’s geotechnical advisors recommended filling the pond and then allowing time for settling, which reduces the likelihood of future problems with the liner.
Bidding for Phase 1 of the project is complete. Staff requests Council approval to award the construction contract in a separate agenda item. Because this is a long duration, complex project, additional resources are needed to properly inspect and manage the project and provide project engineering.
In October 2019, Terraphase Engineering was selected through a competitive process to support the design phase of the project. Three additional amendments to the original contract included additional design tasks deemed necessary to complete design of the project. Like many design consultants, Terraphase offers construction management services. Because Terraphase designed the project, it is well suited to manage the project because of its understanding of the project’s specifications and ensuring the general contractor complies with them.
Analysis
This amendment will add $403,601 to the City’s agreement with Terraphase for a new total not-to-exceed amount of compensation of $1,581,464.
The agreement with Terraphase Engineering initiated on October 15, 2019, covered design and permit consulting for the Treatment Wetland project. The agreement was amended in September 2024 to include a pilot study of the soil mixing process. The additional scope of work includes construction management, project engineering and on-site inspection. In addition, it includes an additional task to provide engineering support during the bidding of Phase 2 of the project.
Previous Actions
October 15, 2018 - Reso. No. 2018-30; Resolution of the City of San Leandro City Council to Accept Grant Funds of $538,926 from the San Francisco Bay Restoration Authority for San Leandro's Treatment Wetland for Pollution Reduction, Habitat Enhancement, and Shoreline Resiliency Project (Project No. RA-007)
October 17, 2019 - Reso. No. 2019-160; Resolution of the City of San Leandro City Council to Approve and Authorize the City Manager to Execute a Consulting Services Agreement with Terraphase Engineering, Inc., in the amount not to exceed $789,036 for Design and Permitting Services of a New Treatment Wetland at the Water Pollution Control Plant; Authorize the City Manager to Execute Contract Amendments Up to 20% (or $157,807) and an Appropriation of the Water Pollution Control Plant Enterprise Fund Balance in the Amount of $501,917 for Fiscal Year 2019-20
April 4, 2024 - Reso. No. 2024-029; Resolution to Adopt a Mitigated Negative Declaration (MND) for the San Leandro Water Pollution Control Plant Treatment Wetland and Shoreline Resilience Project in Accordance with the Requirements of the California Environmental Quality Act (CEQA)
July 15, 2024 - Reso. No. 2024-089; Resolution to Authorize the City Manager to Accept a Grant for $3,734,489 from the San Francisco Bay Restoration Authority for San Leandro’s Treatment Wetland for Pollution Reduction, Habitat Enhancement, and Shoreline Resiliency.
July 15, 2024 - Reso. No. 2024-091; Resolution to Authorize the City Manager to Accept a Grant for $2,975,303 from the United States Environmental Protection Agency for Pollution Reduction, Habitat Enhancement, and Shoreline Resiliency
September 3, 2024 - Reso. No. 2024-109; Resolution to Authorize the City Manager to Execute Amendment No. 3 to the Consulting Services Agreement with Terraphase Engineering, Inc for Environmental Design Services for a Treatment Wetland, Increasing the Not-to-Exceed amount by $266,624 for a Total Contract Amount of $1,177,863
Applicable General Plan Policies
• Policy EH-1.8 Sea Level Rise. Consider the effects of projected sea level rise in the design and planning of all development, recreational improvements, and infrastructure along the San Leandro shoreline.
• Action EH-1.8. A: Adaptation Plans. Develop long-term adaptation plans which minimize the potential for coastal flooding on public and private properties near the San Leandro shoreline. Periodically evaluate the risk to homes, businesses, parks, and other features and take steps to protect or fortify these areas to reduce damage potential.
• Policy CSF-6.4 Wastewater Collection and Treatment. Maintain efficient, environmentally sound, and cost-effective wastewater collection and treatment services in San Leandro.
Environmental Review
Pursuant to the California Environmental Quality Act (CEQA), the City of San Leandro prepared the “San Leandro Water Pollution Control Plant Treatment Wetland and Shoreline Resilience Project Initial Study/Mitigated Negative Declaration” (MND). The City Council adopted the Final MND on April 2, 2024.
Financial Impacts
In a separate agenda item, Staff requests authorization to enter into a construction agreement with Odin Environmental Solutions, LLC dba Odin. A request for appropriation for this amendment is included in that item. Execution of this amendment will only occur if Council approves both items.
This amendment will be funded as follows:
WPCP CIP Funds, Account 593-52-276: $403,601
There is no additional impact to the Water Pollution Control Plant Fund or General Fund with this action.
ATTACHMENTS
Attachment A: Resolution for Terraphase CSA Amendment 4
Attachment B: Amended scope of work and compensation schedule
Attachment C: Amendment 3 to CSA with Terraphase
Attachment D: Amendment 2 to CSA with Terraphase
Attachment E: Amendment 1 to CSA with Terraphase
Attachment F: Original CSA with Terraphase
PREPARED BY: Hayes Morehouse, Water Pollution Control Manager