HomeMy WebLinkAbout11 - Big Canyon Reservoir Flow Metering Vault and Treatment ImprovementsP0 m CITY OF
z NEWPORT BEACH
City Council Staff Report
September 12, 2017
Agenda Item No. 11
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Ben Davis, Associate Civil Engineer, bdavis@newportbeachca.gov
PHONE: 949-644-3317
TITLE: Approval of Amendment No. 2 to Professional Services Agreement
with Stantec Consulting Services, Inc. for Big Canyon Reservoir Flow
Metering Vault and Treatment Improvements (Project No. 16W13)
ABSTRACT:
On July 28, 2015, the City entered into a Professional Services Agreement with Stantec
Consulting Services, Inc. for engineering services to design flow metering and treatment
improvements at Big Canyon Reservoir (BCR). As part of this design effort, additional
reservoir improvements and construction support services are required for the Big
Canyon Reservoir Flow Metering Vault and Treatment Improvement project.
RECOMMENDATION:
a) Determine that the action is exempt from the California Environmental Quality Act
(CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines
because it will not result in a physical change to the environment, directly or indirectly;
and
b) Approve Amendment No. 2 to the current Professional Services Agreement with
Stantec Consulting Services, Inc. to add $42,452.00 to the agreement to fund
necessary design and construction support services, and authorize the Mayor and
City Clerk to execute Amendment No. 2 of the Agreement.
FUNDING REQUIREMENTS:
The current adopted budget includes sufficient funding for this contract. It will be
expensed to the Capital Improvements Program budget in the Public Works Department,
70101-980000-16W13.
Approval of Amendment No. 2 to Professional Services Agreement with Stantec
Consulting Services, Inc. for Big Canyon Reservoir Flow Metering Vault
and Treatment Improvements (Project No. 16W13)
September 12, 2017
Page 2
DISCUSSION:
The City entered into a Professional Services Agreement with Stantec on July 28, 2015
to provide design services for BCR Flow Metering Vault and Treatment Improvements
project. The initial scope of services in the agreement included design of a flow metering
vault and water treatment improvements. During the design process, the consultant
scope was expanded at the request of Utility staff to include a crane replacement and
lighting improvements at BCR, as well as Computational Fluid Dynamics (CFD) analysis
modeling of the outflowing reservoir waters. As a result of the CFD modeling, the design
was expanded to include two mixing elements to improve overall drinking water quality.
These additional items were considered critical at the time to keep the design process
moving forward; however, the initial work scope did not include the crane replacement,
CFD modeling, and design of two mixing elements. Incorporation of these items has
increased the consultant design cost and will require additional construction oversite and
assistance services from the consultant. This amendment will provide the necessary
contract funding to cover these expanded necessary services.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Location Map
Attachment B — Amendment No. 2
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ATTACHMENT A
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BIG CANYON RESERVOIR FLOW METERING VAULT CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
AND TREATMENT IMPROVEMENTS
LOCATION MAP C-6222 9/12/2017
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Attachment B
AMENDMENT NO. TWO TO
PROFESSIONAL SERVICES AGREEMENT
WITH STANTEC CONSULTING SERVICES, INC. FOR
BIG CANYON RESERVOIR FLOW METERING VAULT AND TREATMENT
THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT
("Amendment No. Two") is made and entered into as of this 12th day of September, 2017
("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and chartercity ("City"), and STANTEC CONSULTING SERVICES,
INC., a New York Corporation ("Consultant"), whose address is 38 Technology Drive,
Suite 100, Irvine, CA 92618, and is made with reference to the following:
RECITALS
A. On July 28, 2015 City and Consultant entered into a Professional Services
Agreement ("Agreement") for Consultant to provide professional engineering
services for the Big Canyon Reservoir Flow Metering Vault and Treatment
Improvement Project ("Project").
B. On December 23, 2016 City and Consultant entered into Amendment No. One to
the Agreement ("Amendment No. One") to reflect additional services not previously
included in the Agreement, extend the term of the Agreement, and to increase the
total compensation.
C. The parties desire to enter into this Amendment No. Two to reflect additional
Services not included in the Agreement, as amended, to extend the term of the
Agreement to December 31, 2018, and to increase the total compensation.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
Section 1 of the Agreement is amended in its entirety and replaced with the
following: "The term of this Agreement shall commence on the Effective Date, and shall
terminate on December 31, 2018, unless terminated earlier as set forth herein."
2. SERVICES TO BE PERFORMED
Exhibit A to the Agreement shall be supplemented to include the Scope of
Services, attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). Exhibit A to the Agreement, Exhibit A to this Amendment No. One and Exhibit
A to this Amendment No. Two shall collectively be known as "Exhibit A." The City may
elect to delete certain Services within the Scope of Services at its sole discretion.
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3. COMPENSATION TO CONSULTANT
Exhibit B to the Agreement shall be supplemented to include the Schedule of
Billing Rates, attached hereto as Exhibit B and incorporated herein by reference
("Services" or "Work"). Exhibit B to the Agreement, Exhibit B to Amendment No. One and
Exhibit B to this Amendment No. Two shall collectively be known as "Exhibit B."
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of Billing
Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's
compensation for all Work performed in accordance with this Agreement, including all
reimbursable items and subconsultant fees, shall not exceed Two Hundred Thirty Five
Thousand Two Hundred Fifty Five Dollars and 00/100 ($235,255.00), without prior
written authorization from City. No billing rate changes shall be made during the term of
this Agreement without the prior written approval of City."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. Two,
including all reimbursable items and subconsultant fees, in an amount not to exceed
Forty Two Thousand Four Hundred Fifty Two Dollars and 00/100 ($42,452.00).
4. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
Stantec Consulting Services, Inc. Page 2
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IN WITNESS WHEREOF, the parties have caused this Amendment No. [1] to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTOU' OFFICE
Date:
ATTEST:
Date:
go
Leilani I. Brown
City Clerk
Attachments:
.60
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
Bv:
Kevin Muldoon
Mayor
CONSULTANT:
Services, Inc., a
Date:
Bv:
Stantec Consulting
New York Corporation
Robert Reid
Senior Associate
[END OF SIGNATURES]
Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Stantec Consulting Services, Inc. Page 3
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EXHIBIT A
SCOPE OF SERVICES
Stantec Consulting Services, Inc. Page A-1
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August 18, 2017
File: 2042506800
Attention: Ben Davis, PE
City of Newport Beach
Public Works Department
100 Civic Center Drive
Newport Beach, CA 92660
Dear Ben,
Stantec Consulting Services Inc.
38 Technology Drive Suite 100, Irvine CA 92618-5312
Reference: Request for Change Order No. 2 for Big Canyon Reservoir Flow Metering Vault and
Treatment Improvements - Services During Construction
Summary of Agreement and Amendment No. One:
In August 2015, the City of Newport Beach (City) retained Stantec Consulting Services Inc.
(Stantec) to develop improvements at the Big Canyon Reservoir control building to eliminate the
treatment issues related to the inability of meter flows on the Zone 2 pipeline and the
inadequate chemical mixing downstream of the existing chemical dosing point on the effluent
pipeline. The design documents for the Big Canyon Flow Metering Vault and Treatment
Improvements have been completed. The project bid on July 11, 2017 and was awarded to the
lowest bidder at the August 8, 2017 City Council meeting.
Stantec's Professional Services Agreement with the City included limited construction
engineering support when requested by the City. However, the budget associated with this work
was reallocated to Computational Fluid Dynamics (CFD) analysis.
For the CFD analysis, we did not know what type of mixing device should be used for this
application when we prepared our proposal. Several of the available options would not have
required CFD modeling. When first discussing the application with Tim Berschauer from Charles
Crowley, we all had believed that BETE would prove out their system at no cost to the City. It was
not until we had several workshops with Tim that we learned that BETE would charge us to prove
out their product.
Lastly, it should be noted that the RFP did not discuss CFD analysis. As such, neither the City's nor
our initial budget included CFD analysis.
With hindsight, it was critical that the CFD modeling was performed. We learned that the mixing
system will work for flows below the effective range of the Ultratab, but not for the entire range
of flows. Two systems were required to provide adequate chemical mixing over the entire
operating range.
In addition to restoring the construction engineering support budget, the scope of work is
proposed to be expanded due to other needed improvements that were added to the project.
Design with community in mind
11-8
(3
August 18, 2017
Ben Davis, PE
Page 2 of 4
Reference: Request for Change Order No. 2 for Big Canyon Reservoir Flow Metering Vault and Treatment
Improvements
During the final design phase, the design team determined that it would be cost-effective to have
the contractor upgrade several other facilities while mobilized to the site. These additional facilities
include the following items:
• Installation of a new crane system in the first floor of the control building,
• Replacement of the removable grate frame between the first floor and the basement of
the control building,
• A new lighting system for the basement of the control building, and
• A new driveway approach to provide vehicular access to the metering vault.
The following scope of work and attached fee proposal include the construction engineering
support services that were previously removed from our contract and engineering services to
support construction of the above bulleted additional facilities.
Scope of Work for Services covered by Amendment No. Two:
TASK 5: CONSTRUCTION ENGINEERING SUPPORT
A. Prepare Conformed Contract Documents. Stantec will incorporate all changes from
Addendum No. 2 into the Contract Plans and Specifications. Deliverables will include
electronic pdf file of plans and specifications.
B. Attend Meetings during Construction:
Stantec will be available to attend one (1) pre -construction meeting and bi-weekly
construction coordination meetings with the Contractor when they are performing field
work, as directed by the City. Stantec will budget to attend a total of seven (7) construction
related meetings.
Our electrical engineer, Linkture, will attend two (2) meetings. One (1) meeting will be during
construction and one (1) meeting will at start-up to provide their punch list.
C. Stantec will review shop drawings submittals to include the following budgeted number of
submittals:
Design with community in mind
11-9
L
August 18, 2017
Ben Davis, PE
Page 3 of 4
Reference: Request for Change Order No. 2 for Big Canyon Reservoir Flow Metering Vault and Treatment
Improvements
1. Thirty (30) Civil/Mechanical submittals and six (6) resubmittals.
2. Six (6) Structural submittals
3. Ten (10) Electrical submittals
D. Stantec will review and respond to Requests for Information (RFI's) to include the following:
1. Twenty (20) Civil/Mechanical
2. Four (4) Structural
3. Six (6) Electrical
E. We will be available to coordinate and prepare final record drawings ("as-builts") and verify
accuracy of as -built plans comments.
ASSUMED CITY OF NEWPORT BEACH PROVIDED SERVICES
1. City staff will provide overall construction management to include scheduling and
coordinate of services.
2. The work will be conducted during normal weekly work days; overtime and weekend
work are not anticipated.
Summary
For this additional work, Stantec requests $42,452 of additional budget as summarized in the
attached fee schedule.
Design with communilty in mind
11-10
August 18, 2017
Ben Davis, PE
Page 4 of 4
Reference: Request for Change Order No. 2 for Big Canyon Reservoir Flow Metering Vault and Treatment
Improvements
The total contract amount would be increased from $192,803. To $235,255. Please call or email if
you have any questions or need any other information.
Best regards,
STANTEC CONSULTING SERVICES INC.
Robert Reid, PE, CPA
Senior Associate
Phone: (949) 923-6037
Fax: (949) 923-6121
Roberf.Reid@stanfec.com
Attachments: Table 1 - Breakdown of Fee
rr v:\projects\2042506800\management\contract\cros\newport_beach_big_canyon_co02_20170816.docx
Design with community in mind
EXHIBIT B
SCHEDULE OF BILLING RATES
Stantec Consulting Services, Inc. Page B-1
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Table 1
City of Newport Beach Stantec
Big Canyon Reservoir Flow Metering Vault and Treatment Improvements Fee for
Engineering Support Services during Construction
Amendment No. Two
CURRENT VALUE OF EACH TASK:
Task 1: Preparation of Construction Plans, Specifications, and Estimates $110,094.00
Task 2: Geotechnical Engineering Services $ 12,682.00
Task 3: Design Surveying Services $ 3,055.00
Task 4: Bid Period Support $ 5,113.00
Task 5: Construction Engineering Support $ 42,452.00
Task 6: Zone III Pump 1 and 4 VFD Replacement $ 19,936.00
Task 7: Potholing $ 4,750.00
Task 8: CFD Modeling $ 24,673.00
Task 9: Value Engineering Analysis and Report $ 12,500.00
TOTAL: $235,255.00
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CURRENT VALUE OF EACH TASK:
Task 1: Preparation of Construction Plans, Specifications, and Estimates $110,094.00
Task 2: Geotechnical Engineering Services $ 12,682.00
Task 3: Design Surveying Services $ 3,055.00
Task 4: Bid Period Support $ 5,113.00
Task 5: Construction Engineering Support $ 42,452.00
Task 6: Zone III Pump 1 and 4 VFD Replacement $ 19,936.00
Task 7: Potholing $ 4,750.00
Task 8: CFD Modeling $ 24,673.00
Task 9: Value Engineering Analysis and Report $ 12,500.00
TOTAL: $235,255.00
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