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Home My WebLink About10 - Amendment to Professional Services Agrement (C-1925) with Barrett Consulting Group, Final Design of Section 5 (Little Balboa Island) Wastewater Lift StationJ TO: Mayor & Members of the City Council FROM: Public Works Department September 25. 1995 CITY COUNCIL AGENDA ITEM NO. 10 SUBJECT: AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT (C -2935) WITH BARRETI' CONSULTING GROUP, FINAL DESIGN OF SECTION 5 (LITTLE BALBOA ISLAND) WASTEWATER LIFT STATION RECOMMENDATIONS: If desired, authorize the Mayor and City Clerk to execute an Amendment to the Professional Services Agreement on behalf of the City, with Barrett Consulting Group, to prepare additional detailed Plans and Specifications for final design efforts associated with the replacement of Section 5 Wastewater Lift Station for a fee not -to- exceed $25,000. BACKGROUND: • The City's sewer system is somewhat unique in that it serves a coastal city with many low -lying communities. Most sewer systems operate with predominantly gravity-flow sewer mains. Unfortunately, when the areas served are at or near sea - level, gravity will not convey the sewage to the desired location without pumping. Newport Beach has a disproportionately high number of pump stations compared to other municipal sewer agencies because of the topography of the area. The City operates 24 wastewater lift stations and 185 miles of sewer mains. Each day, nearly 15.5 million gallons of sewage are pumped across the City toward the County Sanitation District's treatment plant in Huntington Beach. The pump stations operate continuously throughout the day and night, 365 days a year. The Section 5 Wastewater Lift Station is located on Little Balboa Island, see attachment 'W'. This pump station was constructed in the 1940's, when Balboa Island was less developed and its sewer load was considerably less than experienced today. The station currently is operating over capacity during peak flow demands. So much so, the Utilities Wastewater staff is put on alert during these times, just in case the station fails. If it does, the staff • will be forced to use the City's vactor equipment to transport the wastewater off the island. The current station has no other bypass capabilities. Additionally, the almost 60 year old station has operated beyond its design life. The pumps are worn, obsolete, inefficient, undersized and unreliable. Many of the components of the station do not meet State mandated codes and standards. The Council approved a professional services agreement with Barrett Consulting Group on February 8, 1993 to prepare detailed plans and specifications for the Section 5 Wastewater Lift Station for a not -to- exceed fee of $57,900. a 0 Page 2 Amendment to Professional Services Agreement (C -2935) Design of Section 5 Wastewater Litt Station (Little talbo Island) Septerpber P5. 1995 DISCUSSION: Because of staff changes at Barrett Consulting Group and the City, delays have been realized in completing this design. At one point, Barrett's ability to complete the project design was in question. As a result, Barrett chose to re -staff the project with a team of experts from their San Diego Office. Progress has been slow, however, they now appear to be close to competing the design. During the course of the project, certain changes from the original scope -of -work were necessitated. For that reason, Barrett has asked to be reimbursed for those items of work relating to the change in scope. Request for any additional compensation due to Barrett's inability to timely complete the plans and specifications with their Orange County staff was not considered. The proposed amendment to the Professional Services Agreement provides for reimbursement associated with: structural modifications requested by City staff associated with the addition of a back -up force main; revisions to electrical services; and additional meetings necessary to coordinate with the City over the two and a half year design process. A copy of Amendment No. 1 to the professional services agreement is attached. Refer to Attachment "B ". t • If approved, the final design efforts can commence almost immediately. Staff anticipates completion of the plans and specifications shortly thereafter and will request council to authorize advertisement for • project construction as early as the end of October. STAFF RECOMMENDED ACTION: If desired, approve the amended professional services agreement that will provide for reimbursement for the additional design efforts for the Section 5 Wastewater Lift Station and authorize the Mayor and City Clerk to execute Amendment No. 1 to the professional services agreement on behalf of the City. The Utilities /Public Works Committee met and discussed this action at their meeting on September 8, 1995, and forwarded a recommendation to the Council for approval. Funds are available for the additional design effort in the Wastewater Enterprise Fund under Capital Project Account No. 7532 - 05600100. Staff recommends approval. Respectfully submitted, 'PUBLIC WORKS DEPARTMENT Don Webb, Director • By: 1_�4 Michael J. Sinacori, P.E. (Acting) Utilities Manager MJS:sdt Attachments: "A ": City Sewer Pump Stations Map "B ": Amendment No. 1 to Professional Services Agreement 1 U • • Gel z Ell mlmz .r - '�_ °sue, �� ` - °�rr�,�► � : ��. .�'�, all f �' %1 1 `� •�,11 \!,i�.r... � •� \ �'� as ♦:J . � 1Y�J��!FQ�C' � \!`jam• - -��, • \may' _ • , - 2 ue. fie x MKOWIN - ii ��; mod. ;��u��,,►,: ll�,� , ><:> , \.rQv 0 0 AMENDMENT No.1 • PROFESSIONAL SERVICES FOR THE DESIGN OF THE SECTION 5 WASTEWATER LIFT STATION ON LITTLE BALBOA ISLAND THIS AMENDMENT to the written agreement dated February 16, 1993, is made and entered into this day of September, 1995, by and between City, and Consultant. RECITOLS: 1. City, as part of the Section 5 design, determined that certain additional professional services were required that were not originally foreseen, and; 2. Implementation of the additional services were required to complete the plans • for the Section 5 design and the required services of a qualified engineering professional. (These services and plans are collectively referred to as "Services "), and; 3. City has received a request for additional compensation from the Consultant to perform these additional Services, as outlined herein below, and; 4. City has reviewed the previous performance of Consultant and has determined it to be of adequate quality, and; 5. City desires to accept the request for additional compensation submitted by Consultant. NOW THEREFORE, in consideration of the foregoing, it is mutually agreed and understood that: ATTACHMENT B 1 9 1. GENERAL f • A. The original professional services agreement dated February 16, 1993, remains in full force and effect, except as modified by this Amendment. 2. ADDITIONAL SERVICES PERFORMED BY CONSULTANT Consultant provided the following additional professional services for City. A. Consultant provided the services necessary to complete the defined tasks associated with the Section 5 design. Those additional and supplemental tasks included the following: (1.) Additional Meetings with City staff. a. Consultant was required to keep City's Project Manager apprised of the progress being made. b. Consultant met with City staff on an as- needed basis during the design of Section 5. • (2.) Structural Modifications. a. Consultant recalculated and redesigned the pump station reinforcement steel. b. Modification coordination between Consultant, City and Consultant's structural engineer. c. Addition of second force main. L Designed second force main. ii. Gravity sewer redesign to accommodate second force main. iii. Revised system head curves and calculations for dual system. iv. Revised and drew new pump station piping layout. isv. Revised vault and other miscellaneous details. (3.) Revisions to Electrical Service a. Recalculated and redesigned the electrical service (review and rework). 2 0 0 b. Coordination between SCE, the City and TMAD and the sub - consultant, regarding the electrical service. is 3. PAYMENT AND FEE SCHEDULE A. In consideration for the specified services, City agreed to compensate Consultant on an hourly basis as set forth in the 'PAYMENT & FEE SCHEDULE" in Section VIII, of the original professional services agreement, dated February 16, 1993, B. The total amount for these additional and supplemental services were to be completed for an amount not exceed twenty -five thousand dollars ($25,000), except as provided for in the original professional services agreement and herein below. 4. ADDITIONAL SERVICES No additional change in character, extent or duration of the work to be performed by Consultant as part of this amendment to the original professional services agreement shall be made without prior written approval from the City. In consideration for performance of additional and supplemental services • authorized by City in writing, City hereby agrees to compensate Consultant an amount based upon the hourly rate defined in the "FEE SCHEDULE ". However, any additional increase in total compensation exceeding five thousand dollars ($5,000.00) shall require another amended Agreement for such additional services between Consultant and the City. is 3 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on • the first date above written: • APPROVED AS TO FORM: Robin Clauson Assistant City Attorney ATTEST: Wanda Raggio City Clerk • Address and Telephone: City of Newport Beach 3300 Newport Boulevard, P. O. Box 1768 Newport Beach, California 92658 -8915 (714) 644 -3011 (714) 646 -5204 fax 4 City of Newport Beach, a municipal corporation John Hedges, Mayor City Barrett Consulting Group, a California corporation Robert F. Seeman, P.E., Office Manager Consultant Barrett Consulting Group 1322 Bell Avenue, Suite 1 -A Tustin, Califomia 92680 (714) 259 -1540 (714) 259 -8327 fax