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HomeMy WebLinkAbout2012-08-28; City Council; 20980; Service Agreement with Psomas - Project No. 5509CITY OF CARLSBAD - AGENDA BILL AB# 20.980 APPROVING PLANS AND SPECIFICATIONS, AUTHORIZATION TO ADVERTISE TO RECEIVE BIDS AND DEPT. DIRECTOR MTG. 08/28/12 APPROVAL OF AMENDMENT NO. 5 TO PROFESSIONAL SERVICE AGREEMENT WITH PSOMAS FOR THE HOME CITY ATTORNEY DEPT. UTIL PLANT SEWER LIFT STATION AND FORCE MAIN REPLACEMENT, PROJECT NO. 5509 CITY MANAGER RECOMMENDED ACTION: Adopt Resolution No. 2012-194 approving plans and specifications, authorization to receive bids and approval of Amendment No. 5 to Professional Service Agreement with Psomas for the Home Plant Sewer Lift Station and Force Main Replacement, Project No. 5509. ITEM EXPLANATION: The Home Plant Sewer Lift Station (MPLS) is located within an area encompassed by Carlsbad Boulevard, Buena Vista Lagoon, and the railroad tracks in north Carlsbad (Exhibit 1). In recent years multiple operation and maintenance deficiencies have become apparent and improvements are necessary to comply with the State Regional Water Quality Control Board's State Wide Water Discharge Requirements for Sewer Systems and current industry standards intended to eliminate sewer overflows and spills. The project includes improvements to the facility that will improve operational efficiency and reliability of the station. The new station is designed to eliminate pump clogging, as well as grease and sand buildup, provide odor control and improve ventilation diminishing the corrosive impacts caused by hazardous sewer gasses. The new station will also include an emergency wastewater storage structure and improved electrical and control systems. A new force main will provide more efficient operation and redundancy to the system. Portions of the existing lift station will remain and be integrated into the new more robust facility. The station's existing force main will also remain, providing system redundancy and operational versatility. The existing wet/drywell structure will be retrofitted into an emergency wastewater storage structure supplementing the new emergency storage structure and the existing emergency generator building will remain to house a new generator which meets current industry and regulatory requirements. Engineering design and environment services for this project have been provided by Psomas. Through Resolution 2009-142, the City of Carlsbad entered into a Professional Service Agreement with Psomas for preparing reports to comply with California Environmental Quality Act (CEQA) requirements, to obtain necessary permits, and perform engineering design services including the preparation of construction plans and specifications. Subsequent to entering into that agreement, staff directed Psomas to add additional features to the project; those features were provided through Amendments No 1 through No. 3 to the agreement. Amendment No. 4, approved through Resolution 2011-272, was triggered as a result of the city's permit and environmental review process; tasks included a more in depth hydrologic analysis for the storm water management plan, additional biological field work, and an updated biological report as well as design refinements to the lift station site. The proposed Amendment No. 5 to the Psomas agreement will provide engineering services supporting the construction phase of the project, at an additional cost of $83,370. DEPARTMENT CONTACT: Mark Biskup, (760) 602-2763, mark.biskup(g)carlsbadca.gov FOR CITY CLERKS USE ONLY • COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC • DENIED CONTINUED TO DATE UNKNOWN • CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER-SEE MINUTES • AMENDED • Page 2 ENVIRONMENTAL IMPACT: This project is exempt from California Environmental Quality Act (CEQA) per CEQA Guidelines Section 15302(c) - replacement of an existing utility system on the same site involving negligible or no expansion of capacity. A Notice of Exemption was filed with the San Diego County Clerk on May 7, 2012. FISCAL IMPACT: Table 1 PROJECT COST SUMMARY FOR THE HOME PLANT LIFT STATION PROJECT (PROJECT NO. 5509) DESIGN AND ENVIRONMENTAL PHASE Engineering and Environmental Services and Staff Overhead $610,480 Easement Acquisition (Fair Market Value) $56,000 DESIGN & ENVIRONMENTAL PHASE SUBTOTAL $666,480 CONSTRUCTION PHASE Construction Cost Estimate $2,675,000 Construction Management and Inspection (10% estimate) $267,500 Engineering Design Support for Construction Phase (Psomas Amendment No. 5) $83,370 CONSTRUCTION PHASE SUBTOTAL $3,025,870 TOTAL PROJECT COST $3,692,350 CURRENT APPROPRIATION $4,139,000 Based on current estimates, there are sufficient sewer replacement funds available for the construction of the Home Plant Sewer Lift Station and Force Main. Once a construction contractor has been selected, a determination will be made whether additional funding is required. If needed, an additional appropriation amount will be included in the request for the award of the construction contract. The funding source for this project is not subject to State or Federal restrictions regarding prevailing wage. Therefore, pursuant to Carlsbad Municipal Code Section 3.28.130, the payment of prevailing wages is not required for the construction of this project. EXHIBITS: 1. Location Map. 2. Resolution No. 2012-194 approving plans and specifications, authorization to advertise to receive bids and approval of Amendment No. 5 to Professional Service Agreement with Psomas for the Home Plant Sewer Lift Station and Force Main Replacement, Project No. 5509. 3. Amendment No. 5 to Amend and Extend Agreement for Professional Engineering Services with Psomas for the Home Plant Lift Station Project No. 5509. LOCATION MAP SITE PACIFIC OCEAN NOT TO SCALE VICINITY MAP NOT TO SCALE PROJECT NAME HOME PLANT LIFT STATION AND FORCE MAIN REPLACEMENT PROJECT NUMBER 5509 EXHIBIT 1 DRAWN BY: SCOTT EVMS. CARLSBM £WG/A/£ER/Ne DEPF. 10/06/11 a\CAPITAL\LOCAVON UAPS\5509.DWG 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2012-194 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING PLANS AND SPECIFICATIONS, AUTHORIZATION TO RECEIVE BIDS AND APPROVAL OF AMENDMENT NO. 5 TO PROFESSIONAL SERVICE AGREEMENT WITH PSOMAS FOR THE HOME PLANT SEWER LIFT STATION AND FORCE MAIN REPLACEMENT. PROJECT NO. 5509. WHEREAS, the existing Home Plant Lift Station has reached the end of its useful life with multiple facility deficiencies requiring extensive ongoing maintenance and impeding necessary reliability; and WHEREAS, the City Council of the City of Carlsbad, California, desires to replace the existing Home Plant Lift Station and force main pipeline; and WHEREAS, the plans and specifications for furnishing of all labor, materials, tools, equipment, transportation, and other expenses necessary or incidental to the Home Plant Sewer Lift Station and Force Main Replacement, Project No. 5509, have been prepared and are on file in the Utility Department-Engineering Division of the City of Carlsbad and are incorporated herein by reference; and WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary and in the public interest to approve Amendment No. 5 to the agreement for professional services with Psomas for engineering support during the construction phase of Home Plant Sewer Lift Station Replacement, Project No. 5509; and WHEREAS, On June 10, 2008, the City of Carlsbad entered into an agreement with Psomas in the amount of $290,938 to provide engineering design and environmental services; and WHEREAS, four (4) subsequent amendments have been authorized to Psomas for the total amount of $145,249; and WHEREAS, City staff and Psomas have negotiated fees in an amount not-to-exceed $83,370 to provide additional engineering services through the construction phase of the project, as described in this Amendment No. 5 to Professional Services Agreement; and WHEREAS, funds have been appropriated from the Sewer Replacement Fund and are sufficient for the completion of this project; and WHEREAS, this project is exempt from California Environmental Quality Act (CEQA) review pursuant to CEQA Guidelines section 15302(c) in that it is a replacement of an existing utility system on the same site involving negligible or no expansion of capacity; and Lf 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 WHEREAS, A Notice of Exemption was filed with the San Diego County Clerk on May 7, 2012. NOW, THEREFORE, BE IT RESOLVED by the City Counci! ofthe City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the plans, specifications, and contract documents for the Home Plant Sewer Lift Station and Force Main Replacement, Project No. 5509, are on file in the Utility Department-Engineering Division of the City of Carlsbad and are hereby approved. 3. The City Clerk of the City of Carlsbad is hereby authorized and directed to publish, in accordance with state law, a Notice to Contractors Inviting Bids for the construction of Home Plant Sewer Lift Stafion and Force Main Replacement, Project No. 5509, in accordance with the plans, specificafions, and contract documents referred to herein. 4. That Amendment No. 5 to Agreement with Psomas in an amount not-to-exceed $83,370 to the agreement for professional services with Psomas for the design support during construction of Home Plant Sewer Lift Stafion Replacement, Project No. 5509 is approved and the Mayor is hereby authorized and directed to execute said amendment. /// /// /// /// /// /// /// 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council of the City of Carlsbad on the 28th day of August 2012, by the following vote to wit: AYES: NOES: Council Members Hall, Kulchin, Blackburn, Douglas and Packard. None. ABSENT: None. LORRAINE M. WOOD, City Clerk (SEAL) PWENG690 AMENDMENT NO. 5 TO EXTEND AND AMEND AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES FOR THE HOME PLANT LIFT STATION (PSOMAS) -iThis Amendment No. 5 is entered into and effective as of the daw of MU^UL^t , 2012, amending the agreement dated June 17, 2009, (the "Agr^ment") by and between the City of Carlsbad, a municipal corporation, ("City"), and Psomas, a California corporation, ("Contractor") (collectively, the "Parties"). RECITALS A. On April 26, 2010, the Parties executed Amendment No.1 to the Agreement to include engineering design services for the Home Plant Lift Station Hybrid Alternative; and B. On June 18, 2010, the Parties executed Amendment No.2 to the Agreement to include engineering design services for the Home Plant Lift Station Force Main; and C. On July 19, 2011, the Parties executed Ratification of Amendment No. 3 to extend the Agreement for Professional Engineering Services for the Home Plant Lift Station; and D. On December 8, 2011, the Parties executed Amendment No.4 to extend and amend the Agreement to include additional engineering design services including efforts in hydrologic analysis, soils investigation for the Home Plant Lift Station; and D. The Parties desire to alter the Agreement's scope of work to include additional engineering services including shop drawing and submittal review and other design related support for the Home Plant Lift Station; and E. The Parties desire to extend the Agreement for a period of eighteen (18) months; and F. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated by this reference as Exhibit "A", Scope of Services and Fee. NOW, THEREFORE, in considerafion of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time. Contractor will provide those services described in Exhibit "A". 2. City will pay Contractor for all work associated with those services described in Exhibit "A" on a time and materials basis not-to-exceed eighty three thousand three hundred seventy dollars ($83,370). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City 3. Contractor will complete all work described in Exhibit "A" by June 16, 2014. 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. City Attorney Approved Version 5/12/11 1 5. All requisite insurance policies to be maintained by Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. 6. The individuals execufing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR PSOMAS (sign here) (print name/title) By: (sign here) 4^ SPIC^UC^^/^ /UI> (print nanne/title) CITY OF CARLSBAD, a municipal corporation of the State of California By: ^ Mayor ATTEST: LORRAINE City Clerk M. WOQC>^^''!.';'/., If required by City, proper notarial acknowledgment of execution t^^^'CqptragtOr must be attached. If a corporation. Agreement must be signed by one corporate ofrici6VlVom each of the following two groups: Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney Assistant City Attorney City Attorney Approved Version 5/12/11 City of Carlsbad EXTRA SERVICES FOR BID PHASE, CONSTRUCTION ADMINISTRATION Project Budget (6/4/2012) Hourly Rates $190 $160 $140 $110 $230 Ui o $175 $170 $140 .52 u OL <n (0 o $120 2 c E i J = 1 Ui < $100 < a Ui o $80 $80 (0 it m + Task 1: Proiect Manaqement Subtotal Task 1 - Project Management Task 2: Investigations Subtotal Task 2 - investigation Task 3: CEQA Compliance Permit Coordination Reports 38 38 6,650 Field Work Reimbursables Subtotal Task 3 - CEQA Compliance 38 38 6,650 Task 4: Permitting Subtotal Task 4 - Permitting Task 5: Prepare Contract Documents 5.1 Preliminary Design Report Subtotal Task 5.1: Preliminary Design Report 5.2 Develop the 50% Design Package Subtotal Task 5.2: Develop the 50% Design Package 5.3 Develop the 90% Desic^n PackajC|e Subtotal Task 5.3: Develop the 90% Design Package 5.4 Develop the 100% Design Package Subtotal Task 5.4: Develop the 100% Design Package 7 Bid Phase Modifications to mylars, specifications (From final design phase) 12 32 52 6,480 Attend Pre-Bid Meeting 600 Respond to RFI's (Assume 4) 880 Prepare Addendums (Assume 1) 1,640 Answer Technical Questions. Review final bids and make recommendation. 12 1,840 JD PSOMAS Page 1 of 2 City Of Carlsbad EXTRA SERVICES FOR BID PHASE, CONSTRUCTION ADMINISTRATION Project Budget (6/4/2012) Task Description Principal H Project Manager H Project Engineer | Lead CAD Designer | 1 ^'ersot inel H 1 Analyst H 1 Word Processing | Total Hours H Labor H Non-Labor H (ODC + Subs) • 1 Hourly Rates $190 $160 $140 $110 $230 $175 $170 $140 $120 $100 $80 $80 Subtotal Task 7: Bid Phase 24 26 36 -. 68 11,440 11.440 8 Construction Phase Project management, staffing, budgeting, invoicing 9 9 18 $ 2,160 $ 2,160 Meetings (Pre-Constmction, Regularly Scheduled...Assume 10) 20 10 30 $ 4,600 j $ 4,600 Coordination with City, Contractor, Subs, Etc 16 8 24 $ 3,680 1 $ 3,680 Assist with startup 24 24 48 $ 7,200 1 $ 7,200 Shop Drawings: Assume 40 40 40 80 $ 12,000 $ 12,000 RFI's: Assume 10 10 10 20 $ 3,000 $ 3,000 Addendums: Assume 1 2 2 4 8 $ 1,040 $ 1,040 Record Drawings 5 10 20 35 $ 4,400 $ 4,400 Structural subconsuhant (5% markup) :$ $ 11,200 $ 11,200 Electrical subconsultant (5% markup) $ - . $ 7,400 $ 7,400 Landscape subconsultant (5% markup) $ $ 4,500 $ 4,500 Environmental 12 $ 2,100 $ 2,100 Subtotal Task 8: Construction Phase -126 104 24 -12 -9 263 40,180 23,100 63,280 5.7 Noise Study Subtotal Task 5.7: Noise Study ------- Task 999 - Reimbursables Reimbursable fees $ $ 2,000 $ 2,000 Subtotal Task 999 - Reimbursables -------$ $ 2,000 $ 2,000 Total ISO 130 60 50 - 1 1 l-I 1 9 369 I 58,270 25,100 83,370 1 PSOMAS Page 2 of 2