HomeMy WebLinkAbout05 - Wastewater Pump Station RehabilitationCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 5
October 12, 2004
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Michael J. Sinacori, P.E.
949 - 644 -3311
msinacori@cfty.newport-beach.ca.us
SUBJECT: MARINERS, CHINA COVE AND 62ND STREET WASTEWATER PUMP
STATION REHABILITATION, INCLUDING FERNLEAF AVENUE STREET
IMPROVEMENTS — AWARD OF CONTRACT NO. 3585
RECOMMENDATIONS:
1. Determine that the project is exempt from environmental review pursuant to
Section 15302 of the California Environmental Quality Act Implementing
Guidelines.
2. Approve the plans and specifications.
3. Award Contract No. 3585 to GCI Construction for the Total Bid Price of
$1,582,170 and authorize the Mayor and the City Clerk to execute the contract.
4. Approve Amendment No. 2 to Professional Services Agreement with PBS &J for
Final Design and Construction Support services for $27,800.
5. Approve a Budget Amendment transferring $350,000 from the Sewer Main
Master Plan Improvements Account No. 7531- C5600292, $23,000 from the
Sewer Access Road Maintenance Account No. 5600 -8186 and $188,000 from
the un- appropriated Wastewater Enterprise Future Infrastructure Reserve to the
Sewer Pump Station Master Plan Improvements Account No. 7532- C5600100.
DISCUSSION:
At 2:00 P.M. on September 15, 2004 the City Clerk opened and read the following bids
for this project:
BIDDER TOTAL BID AMOUNT
Low GCI Construction $1,582,170.00
2 SoCal Pacific Construction Corporation $1,771,400.00
Subject: Mariners, China Cove & 62nd Street Wastewater Pump Station Rehabilitation, including Fernleaf
Avenue Street Improvements — Award of Contract No. 3585
Date: October 12, 2004
Page: 2
The low bidder, GCI Construction, possesses a California State Contractors License
Classification A as required by the project specifications. GCI has satisfactorily completed
similar projects for other municipalities and many projects for the City of Newport
Beach. In the early 1990's they completed the pump station rehabilitation project at
Cameo Shores.
The low total bid amount was significantly higher than the Engineer's Estimate of
$925,000. Originally, only new electrical controls were to be considered at each of the
three sites. However, new piping and pumps were required at all three locations as the
design neared completion, along with some structural improvements at the China Cove
Station to increase access to the pump room. In general, rehabilitation projects in existing
pump stations are very difficult to estimate. In addition, the construction industry has seen
increases in cost due oil, concrete and steel prices.
PROJECT DESCRIPTION:
In 1996, the City completed the Master Plan of Sewers, which identified approximately
$10M in infrastructure improvements for the wastewater system. Each of the twenty pump
stations the City owns and maintains were listed within the Master Plan and reflected
some level of improvement. The older stations were identified as priorities and throughout
the ten -year improvement window each station would be rehabilitated. Please see
attached exhibit for the location of the twenty City and seven County pump stations.
China Cove's station was constructed over 50 years ago and is noted as 'Category I' for
emergency response because of its close proximity to the Bay and the risks associated
with wastewater backup into residences. The improvements for the China Cove station
include the installation of state -of- the -art controls that will better alert the operations staff of
any malfunction that would potentially cause sewer spills into the Newport Bay. The
current controls are outdated with some components still in place from the original
construction. The rehabilitation will also include new bypassing capabilities that will allow
backup connections for either an emergency generator or portable pumps. Currently the
only backup for the single pump at China Cove is City Vactor trucks. As noted above,
complete mechanical piping changes were added to the project along with the addition of
a backup submersible pump in the wet well. These improvements, though planned for in
future years, are necessary now to comply with new Waste Discharge Requirements to
reduce potential for wastewater spills. In addition, Femleaf Avenue (road adjacent to the
China Cove Pump Station) will be rehabilitated in concert with the pump station
improvements.
Mariners Pump station was constructed in 1962. Although there is ample room for two
pumps at this location, the station has only one pump currently installed. The
improvements for Mariners pump station call for the installation of the identical controls,
generator, and bypass pump connections proposed at China Cove. Also included is the
installation of the second pump and replacement of the existing pump to improve reliability
along with replacement of the station piping.
Subject: Mariners, China Cove & 62nd Street Wastewater Pump Station Rehabilitation, including Fernleaf
Avenue Street Improvements —Award of Contract No. 3585
Date: October 12, 2004
Page: 3
Improvements for the 62nd Street Pump Station in Newport Shores include the
installation of a wet well and the identical controls and generator bypass pump
connection proposed for China Cove and Mariners. The station currently has no wet
well and the pumps operate continuously (24 hours per day). In addition, most of the
piping through out the station will be replaced along with the two pumps to meet today's
reliability standards.
Environmental Review:
The project was determined to be exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15302 of the CEQA Implementing Guidelines at the time
the project was authorized by the City Council. This exemption covers the maintenance
and alteration of existing public facilities with negligible expansion of the facilities in
areas that are not environmentally sensitive.
VALUE ENGINEERING AND COST SAVINGS
The project bid was higher than anticipated and it also higher than the Council approved
budget for the project of $1,013,544. A value engineering meeting was held between
the Contractor, Consulting Engineer and Pump Manufacture to develop ways to reduce
the cost of the overall project. Several areas of savings were identified and are as
follows:
• Reducing water proofing coating costs
• Reducing pump equipment costs (spare parts)
• Modifying force main improvements at Mariners
• Modifying structures and bypass at China Cove
• Modlfying structures at 62nd Street
Total Savings
$122,741
$40,496
$31,001
$9,900
$30.050
$234,188
If Council decides to move forward with the project, staff would recommend deleting the
above items totaling $234,188 to bring the project more in line with the available budget.
The total cost of the Contract to GCI Construction would then be reduced to $1,347,982.
Consultant Services. Schedule and Funding Availability:
Attached for Council consideration is Amendment No. 2 with PBS&J for final design and
construction support services. Their original contract was $72,164 and Amendment No.
1 increased this to $93,164. Amendment No. 2 compensates the consultant an
additional $27,800 for final design efforts along with providing construction support
services that include shop drawing review and record drawing preparation.
Per the Contract Specifications the Contractor will have 150 consecutive working days
to complete the work which should allow for the major construction activities to be
completed prior to the summer season in the beach areas of China Cove and Newport
Shores. The work at 62 "d Street Pump Station is also being coordinated with the
approved underground assessment district work.
Subject: Mariners, China Cove & 62nd Street Wastewater Pump Station Rehabilitation, including Fernleaf
Avenue Street Improvements — Award of Contract No. 3585
Date: October 12, 2004
Page: 4
Upon approval of the recommended Budget Amendment funds are available in the
following accounts for the project:
Account Description
Sewer Pump Station Master Plan Imps.
Street/Bikeway Improvements
Account Number Amount
7532- C5600100 $1,526,865
7181- C5100019 $83,105
Total: $1,609,970
The contingency for any unforeseen work for the project will be realized from the
$234,188 in savings described above. Staff would anticipate no more than 5% in
unanticipated construction cost, or roughly $70,000, for this project. Staff will also
continue to research other cost saving options during the course of construction.
Prepared by:
J. S11aci
Engineer
Attachments: City Pump Station Location Map
Bid Summary
Budget Amendment
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a
AMENDMENT NO. 2
TO PROFESSIONAL SERVICES AGREEMENT
WITH PBS &J FOR MARINERS, CHINA COVE AND 62ND STREET
PUMP STATION REHABILITATION
THIS AMENDMENT
NO. 2 TO
PROFESSIONAL
SERVICES
AGREEMENT, entered into this
day of
, 2004,
by and
between the CITY OF NEWPORT BEACH, a municipal corporation, (hereinafter
referred to as "CITY ") and PBS &J, whose address is 18022 Cowan, Suite 100A, Irvine,
California, 92614 -6805 (hereinafter referred to as "Consultant'), is made with reference
to the following:
RECITALS:
A. On November 26, 2002, CITY and CONSULTANT entered into a
Professional Services Agreement, hereinafter referred to as "AGREEMENT ", for design
services for the Mariners, China Cove and 62"tl Street Pump Station Rehabilitation,
hereinafter referred to as "PROJECT".
B. On August 5, 2003 the CITY and CONSULTANT entered into
Amendment No. 1 to reflect additional services not included in the AGREEMENT and to
extend the term of the AGREEMENT to December 31, 2004.
C. CITY desires to enter into this AMENDMENT NO. 2 to design
additional changes and provide an estimate for bidding assistance.
D. CITY desires to compensate CONSULTANT for additional
professional services needed for PROJECT.
E. CITY and CONSULTANT mutually desire to amend AGREEMENT,
hereinafter referred to as "AMENDMENT NO. 2" as provided here below.
NOW, THEREFORE, the parties hereto agree as follows:
1. CONSULTANT shall be compensated for services performed
pursuant to this AMENDMENT NO. 2 according to "Exhibit A" dated September 29,
2004 attached hereto.
2. Total additional compensation to CONSULTANT for services
performed pursuant to this AMENDMENT NO. 2 shall not exceed Twenty -seven
thousand, eight hundred and 00/100 Dollars ($27,800.00).
3. The term of the AGREEMENT shall be extended to December 31,
2005.
4. Except as expressly modified herein, all other provisions, terms,
and covenants set forth in AGREEMENT shall remain unchanged and shall be in full
force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT
NO. 2 on the date first above written.
CITY OF NEWPORT BEACH,
A municipal corporation
APPROVED AS TO FORM: Homer Bludau
City Manager
By:
City Attorney
70W.9
Print Name
f: \users \pbw\shared \agreements \fy 02- 03 \pbs &j - mariners, china cove pump station -amend 2.doc
September 29, 2004
Mr. Michael J. Sinacori, P.E.
City of Newport Beach
3800 Newport Boulevard
Newport Beach, CA 92658 -8915
Subject: Second Amendment to the Design Scope of Work Revisions and Construction Support
Services Proposal for the City of Newport Beach, Mariners, China Cove and
62nd Street Pump Station Rehabilitation
Dear Mr. Sinacori:
PBS &J is pleased to submit the Second Amendment to the Design Scope of Work Revisions and
Construction Support Services proposal for the Mariners, China Cove and 62nd Street Pump
Station Rehabilitation. To facilitate your review, we summarized project Scope of Work
revisions and amendment requests to date in the following paragraphs.
Original Scope of Work
In October 24, 2002 PBS &J was selected to provide final design services including civil,
mechanical and electrical improvements to upgrade and rehabilitate the Mariners, China Cove.,
and 62 "d Street pump stations. Our staff worked with the Newport Beach staff to develop the
rehabilitation concepts and outline constraints to construction. The original scope of work also
complied with the City's latest standards and requirements. The initial contract amount was
$72.164.
First Amendment
As a result of unforeseen field conditions and client requested changes, we mutually agreed to
amend the original scope of work. The First Amendment was submitted to the City on June 3,
2003. Included in the First Amendment were several elements to include:
• Install new submersible pump system in existing sewer manhole at China Cove Pump
Station
• Modify existing dry pit manhole to accommodate a new access hatch at China Cove
Pump Station
• Replacement of existing sewage pumps at 62nd Street Pump Station
• Perform hydraulic calculations for existing storm drain system at 62 "d Street Pump
Station
The First Amendment complied with the City's 75 percent design review comments by
incorporating additional design scope changes for China Cove and 62 "d Street pump stations. The
compensation for the First Amendment was in the amount of $21,000.
Second Amendment
At the request of the City, PBS &J was asked to design a few additional changes and to provide
an estimate for bidding assistance. These are outlined below for your convenience.
Additional Design Scope of Work
Change sewer inlet piping alignment and configuration into the 62nd Street Pump Station
dry pit.
2. Lower the 62nd Street Pump Station wetwell to accommodate a ductile iron flare bell.
3. Add additional bid items and specifications (pressure grouting and waterproofing).
4. Miscellaneous electrical and instrumentation additions and revisions.
Attend additional review meetings with City staff.
6. Additional coordination efforts with vendors.
Prepare construction documents addenda during bidding phase.
Construction Support Services Scope of Work
Task I — Project Management. Project management is a continuous task throughout the project
that includes principal -in- charge project overview, correspondence, schedule and budget
monitoring, and invoice preparation.
Task 2 — Review Submittals. We will review a total of 13 submittals, which will include eight
general and mechanical, one structural and four electrical submittals. This includes three hours of
review and processing time for each submittal. We assume that the Contractor will submit these
items directly to the City, who will then forward them to PBS &J for review. PBS &J will return
reviewed submittals to City staff for distribution.
Task 3 — Review Requests for Information /Clarification (RFURFCs). Under this task, we will
review and respond to six RFMRFCs, assuming two hours per response. We will also review and
respond to four electrical /instrumentation RFURFCs.
Task 4 — Record Drawings. We will prepare record drawings based on Contractor's red -lines
and deliver one set of full size reproducible drawings.
Compensation
We propose that compensation for our services be on an hourly basis with a not to exceed price
ceiling of $27,800. To support our proposed compensation, we are enclosing Table 1 which
summarizes additional design scope of work changes and work tasks for construction support
services.
If you have any questions or require additional information, please do not hesitate to call me or
Rom Young.
Very truly yours,
PBSU
David Yang
Senior Project Manager
§ / {\
\3 \iA
\ } \\
City of Newport Beach NO. BA- 018
BUDGET AMENDMENT
2004 -05
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
NX Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
X from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
AMOUNT: $561,000.00
Increase in Budgetary Fund Balance
X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase expenditure appropriations for the Mariners, China Cove and 62nd Street Wastewater Pump Station
Rehabilitation, C -3585.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
530 3785 Wastewater - Future Infrastructure
REVENUE ESTIMATES (3601)
Fund /Division Account Description
EXPENDITURE APPROPRIATIONS (3603)
Division Number
Account Number
Signed:
Signed:
Financial Approval: Administrative Services Director
City Manager
Signed:
City Council Approval: City Clerk
Debit Credit
$188,000.00 ,
$350,000.00
$23,000.00
$561,000.00
/o- y-
Date
/,0/0/6 ate
Date
Description
Division
Number
7531
Sewer Main Replacement
Account
Number
C5600292
Sewer Main Master Plan
Division
Number
5600
Utilities - Wastewater
Account
Number
8186
Sewer Access Road Maintenance
Division
Number
7532
Sewer Pump Station Improvement
Account
Number
C5600100
Sewer Pump Station Improvement
Division Number
Account Number
Signed:
Signed:
Financial Approval: Administrative Services Director
City Manager
Signed:
City Council Approval: City Clerk
Debit Credit
$188,000.00 ,
$350,000.00
$23,000.00
$561,000.00
/o- y-
Date
/,0/0/6 ate
Date