TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute Contract Amendments with Black & Veatch, Inc. for Construction Management Services and Harris and Company for Community Outreach Services Relating to the Santa Monica Urban Runoff Recycling Facility; Appropriate $190,000 from the Stormwater Fund to Pay for the Cost of these Services.
This
report recommends that the City Council authorize the City Manager to negotiate
and execute an Amendment to Agreement 7455 (CCS) with Black & Veatch, Inc.,
in an amount not to exceed $140,000, plus contingencies, for additional
construction management services on the Santa Monica Urban Runoff Recycling
Facility (SMURRF). It further recommends
that the City Council authorize the City Manager to negotiate and execute an
Amendment to Agreement 7355 (CCS) with Harris and Company, in an amount not to
exceed $25,000, plus contingencies, for additional community outreach services
on the project. Staff also recommends
that $190,000 be appropriated from the Stormwater Fund to pay for these
additional services.
Background
The
SMURRF project is designed to take urban runoff flows from both the Pico Kenter
and Pier storm drains, treat the flows and re-use the treated water for both
landscape use and dual-plumbed buildings.
The SMURRF project includes the installation of a state-of-the-art
treatment facility to treat and re-use 500,000 gallons per day (750,000 gallons
per day during peak flows) of runoff from both the Pier and Pico Kenter storm
drains. The recycled water will serve
as irrigation water for City parks and schools, the Woodlawn Cemetery,
Caltrans’ landscaped freeway rights-of-way and flushing water for dual-plumbed
buildings. This runoff, from both the
City of Los Angeles and the City of Santa Monica, is currently being discharged
into Santa Monica Bay, with a small amount sent to Hyperion for treatment in
the dry weather months. Construction
of the project began in April 1999 and should be completed by November
2000. The project was originally
scheduled for completion by May 2000. The original construction period has been
extended six months due to delays beyond the control of the contractor. This extended construction period has required
additional services from Black & Veatch, Inc., and Harris and Company,
whose contracts are based on length of construction. The cities of Santa Monica
and Los Angeles are jointly working on this project with Santa Monica serving
as the lead agency. The City of Los
Angeles is responsible for 50% of the funding.
Discussion
While the project was scheduled to be complete by May 2000, several circumstances have caused delays, including utility conflicts and changes in field conditions. As a result of these delays, project completion has been extended to November 1, 2000. Costs associated with these time extensions are described below.
Construction Management Services
The duration of the construction management and inspection contract with Black & Veatch, Inc. is dependent on the length of the construction period and includes complete materials testing, soils testing, and noise and vibration monitoring. With the extension of the project completion date to November 1, 2000, the following additional services are required
|
Construction
Management and Inspection Services |
$140,000 |
|
Contingency |
$20,000 |
|
Funds
Required for Contract 7455 (CCS) |
$160,000 |
Community
Outreach Services
The community outreach services contract with Harris and Company is also time- dependent and must closely follow the schedule of the construction contract. Harris and Company is in constant contact with the community affected by the construction and provides a single source contact for staff, the contractor, public agencies, and the community. All print material, project mailings, and signage are included in the contract. The following additional services are required:
|
Community
Outreach Services |
$25,000 |
|
Contingency |
$5,000 |
|
Funds
Required for Contract 7355 (CCS) |
$30,000 |
Budget/Financial
Impact
Consultant Contract 7355: $ 30,000
Total
Funds Required: $190,000
Funds in the amount of $190,000 are available for appropriation from the Stormwater Fund to Account Number C34039599.589000 (Dry Weather Runoff Facility). 50% of all capital improvement costs for the SMURRF project are passed through to the City of Los Angeles on a reimbursement basis, as stipulated under the agreement between Santa Monica and Los Angeles. It is anticipated that the revenues due from the City of Los Angeles ($95,000) will be received by December 2000 and will be deposited in Stormwater Revenue account number 34661.402730. It is therefore requested that Council approve a $95,000 increase in the revenue budget at this account.
Recommendation
Staff
recommends that the City Council:
1.
Authorize the City Manager to negotiate
and execute an Amendment to Agreement 7455 (CCS) with Black & Veatch, Inc.
in an amount not to exceed $140,000
plus $20,000 contingency;
2.
Authorize the City Manager to negotiate
and execute an Amendment to Agreement 7355 (CCS) with Harris and Company in an
amount not to exceed $25,000 plus $5,000 contingency;
3.
Appropriate an additional $190,000 from
Stormwater Fund 34 to Account C34039599.589000;
4.
Approve a $95,000 increase to revenue
account 34661.402730; and
5.
Authorize the City Engineer to issue
any necessary change orders to complete additional work within budget authority
and in accordance with the Administrative Instructions on Change Orders.
Prepared
by: Craig Perkins, Director,
Environmental and Public Works Management
Anthony
Antich, P.E., City Engineer
Gil
Borboa, P.E., Utilities Manager
Jack
Schroeder, P.E. Disaster Recovery Program Manager
Susan
Lowell, P.E., Civil Engineer