Title
Staff report for a City of San Leandro City Council Resolution to Authorize the City Manager to Execute a $59,600 Consulting Services Agreement with Freyer and Laureta, Inc. for Design of a Sanitary Sewer Force Main and Valve Vault Covers; and to Authorize the City Manager to Negotiate and Approve Contract Amendments Up to 15% (or $8,940) of the Original Contract Amount.
Staffreport
SUMMARY AND RECOMMENDATIONS
This consultant services agreement will provide for the design of the replacement of the force main line for the San Rafael Street Lift Station, and of the replacement of valve box covers located in the Wicks Boulevard roadway.
Staff recommends the following actions:
• Authorize the City Manager to execute a Consulting Services Agreement (CSA) with Freyer and Laureta, Inc. for the subject project; and
• Authorize the City Manager negotiate and approve contract amendments up to 15% of the original contract amount.
BACKGROUND
The San Rafael Street Lift Station was constructed circa 1947 and provides sanitary sewer service to approximately one hundred properties located between San Rafael Street and Grand Avenue. The lift station force main line extends seven hundred feet to its discharge point in Sybil Avenue. The force main is of cast iron construction and due to its age, is now heavily corroded.
Wicks Boulevard Lift Station and force main line were replaced in 2009. The force main passes through a series of valves located in vault structures beneath Wicks Boulevard roadway. The covers to the vaults have been subjected to traffic loading, including heavy trucks, and have become loose and rattle when driven over.
Analysis
The San Rafael Street Lift Station force main line has reached the end of its useful life and needs to be entirely replaced. This design will provide replacement by two different optional construction methods. This approach will allow contractors flexibility in their approach to the work with increased competitive bids. The Wicks Boulevard Vault Covers have become distorted from traffic loading and need to be replaced. The existing covers provide access to the valves below.
The corrosive condition of the force main and the fatigued condition of the vault covers require urgent action before deterioration leads to failure. Freyer & Laureta, Inc. (F&L) was approached as they have provided sanitary sewer related design service for the City previously and are familiar with both the City's sanitary sewer collection infrastructure and City construction standards. The scope of work was discussed with a second firm, Harrison Engineering, Inc. which has a separate current design services contract with the City, but they were unable to accommodate the City's urgent schedule.
F&L is a Bay Area Civil Engineering firm with a local office in Oakland,. The firm has over 20 years of relevant experience. The scope of work will include design of improvements and estimates of anticipated construction costs.
Although Architectural and Engineering design services are not subject to the Local Business Preference Policy, staff seeks to contract with local firms whenever possible; there are no known design firms in San Leandro that provide this type of service.
This contract for $59,600 represents staff’s current understanding of the work required. Occasionally, changes to the scope of contracts are necessary to respond to new information, or to include additional items of work necessary for a complete product. To resolve these issues in a timely fashion and avoid delaying work, staff additionally requests authorization to issue contract amendments to the consultant up to a cumulative amount of 15%, or $8,940 of the original contract amount.
Current Agency Policies
• Maintain and enhance San Leandro’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.
Environmental Review
This project is anticipated to be categorically exempt from the California Environmental Quality Act (CEQA) per Section 15301 Class 1(b) of the CEQA guidelines.
Fiscal Impacts
This scope is for Design work only, construction will follow in a separate phase. The total estimated design phase cost is detailed below:
Design CSA: $59,600
CSA Amendments: $ 8,940
City staff costs: $20,000
Miscellaneous fees and costs: $ 1,460
Design Total $90,000
Budget Authority
The work will be funded from the following appropriation:
Account No. Source Fiscal Yr. Amount
593-52-280-5240 WPCP Enterprise Fund FY2020-2021 $500,000
Total currently appropriated: $500,000
ATTACHMENT
Attachment to Related Legislative File
CSA - Fryer and Laureta, Inc.
PREPARED BY: John O’Driscoll, Associate Engineer, Engineering and Transportation Department