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Home My WebLink AboutPW Rossi Pump Station Electrical Services; PG&ECITY OF Agenda Item No: 33. Meeting Date: March 7, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Dean. Allison City Manager Approval: Public Works Director (SG) File No.: 08.06.62 011939451117,Y11&*11111;7u►i.�lllY�1:7111►I-Q. � �1.I:\:3I11YII:11Y[I]��:Zlal�C�11� SUBJECT: ADOPTION OF RESOLUTIONS RELATED TO ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT, CITY PROJECT NO. 11191: 1. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT FOR A PROPOSAL FROM CONSOLIDATED CM IN THE AMOUNT OF $75,000 FOR INSPECTION SERVICES ASSOCIATED WITH THE ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT 2. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CSW/STUBER-STROEH ENGINEERING GROUP, INC. FOR ADDITIONAL SERVICES IN CONNECTION WITH THE ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT AND TO INCREASE THE COMPENSATION BY $40,392, FOR A TOTAL NOT -TO - EXCEED AMOUNT OF $218,555 3. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING AN EXPENDITURE IN THE AMOUNT OF $35,000 TO PG&E FOR ELECTRICAL SERVICES RECOMMENDATION: Adopt three Resolutions in connection with construction of the Rossi Stormwater Pump Station Rehabilitation Project. BACKGROUND: The Rossi Stormwater Pump Station, located adjacent to 555 Francisco Boulevard East, was originally constructed in 1952 by the California Department of Transportation (Caltrans). The pump station is over 64 years old and the concrete structure and three pumps have deteriorated beyond repair. The failure of this pump station could result in significant flooding on Francisco Boulevard East. FOR CITY CLERK ONLY File No.: 4-1-678 / 4-3-515 / 4-4-613 Council Meeting: 03/07/2016 Disposition: Resolutions 14076, 14077, 14078 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 2 On December 20, 2010, the City Council authorized the Director of Public Works to enter into an agreement with CSW/Stuber-Stroeh Engineering Group, Inc. to design the Rossi Stormwater Pump Station Rehabilitation project. On November 16, 2015, the City Council awarded a construction contract to Valentine Corporation for the Rossi Storrawater Pump Station Rehabilitation Project. As part of this project, the existing structure (concrete and supporting beams) and equipment (pumps and electrical) will be replaced. In addition, several civil improvements will be constructed, including widening the sidewalk in front of the pump station from 4 feet to 6.5 feet. The development and acquisition of the electrical and mechanical equipment for the station has commenced and physical construction is set to begin in April 2016. The project schedule calls for completion by October 25, 2016. ANALYSIS: Managing the construction of the Rossi Stormwater Pump Station Rehabilitation Project will require daily civil inspections, special electrical inspections, and resident engineer input to manage submittals and coordinate between other governmental agencies such as the California Fish and Wildlife Service and PG&E. At this time, the Public Works Department lacks sufficient staff resources to perform construction inspection on this project. In addition, the department does not have an electrical engineer on staff to perform the necessary electrical engineering tasks required during construction. Accordingly, as detailed below, staff recommends that the Council approve professional services agreements with Consolidated CM and CSW/Stuber-Stroeh Engineering Group, Inc. for these inspection and engineering services. In addition, as also set forth below, completion of the project requires that PG&E perform some work on the premises at the City's cost; therefore staff is requesting approval of funding for these services. 1. Resolution re Agreement with Consolidated CM for Inspection Services On January 22, 2016, Public Works solicited Statements of Qualifications (Statements), including billing rate schedules, for inspection services. Five Statements from qualified firms were submitted on February 5, 2016. City staff evaluated all Statements based on criteria specified in the Request for Qualifications including, but not limited to, understanding of the work to be done, previous experience with similar projects, qualified personnel, and familiarity with City standards and the local area. After some deliberation, the panel selected Consolidated CM as the most qualified consultant for this project. The project budget approved by City Council on November 16, 2015, when the construction contract was awarded, included an estimate of $75,000 for construction inspection. The proposal of $125.00 per hour from Consolidated CM is within the original estimated inspection budget of $75,000. The proposed resolution would authorize the City Manager to execute a professional services agreement with Consolidated CM for the required inspection services, in an amount not to exceed $75,000. 2. Resolution re Amendment of Agreement with CSW/Stuber-Stroeh En2ineerin2 Group. Inc. CSW/Stuber-Stroeh Engineering Group, Inc. designed the Rossi Stormwater Pump Station Rehabilitation project. The project scope included removal and replacement of all electrical equipment at the pump station. The City currently does not have an electrical engineer on staff to review electrical submittals, observe testing of the panels, inspect the installation, provide direction in the field, and perform any other SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 3 tasks that will be necessary to install a fully -functional electrical system. City staff determined that having CSW/Stuber-Stroeh Engineering Group, Inc. provide assistance during construction for the electrical portion of the project will streamline the installation of the system and is in the City's best interest. The proposal from CSW/Stuber-Stroeh Engineering Group, Inc. to provide electrical engineering services during construction is reasonable for the level of effort necessary to perform this work. The proposed resolution would authorize the City Manager to execute an amendment to the existing professional services agreement with CSW/Stuber-Stroeh Engineering Group, Inc. to include the additional electrical engineering services and to add an additional $40,392, to increase the total contract amount to $218,555. 3. Resolution re Fundine for PG&E Electrical Services PG&E owns and maintains a transformer adjacent to the pump station. As part of this project, the Contractor will replace the existing concrete pad under the transformer. To do so, PG&E must remove the existing transformer and reinstall a transformer prior to returning the pump station to service. In addition, the electrical panel will be relocated to the western side of the station. PG&E will need to install new wiring from the transformer to the new electrical panel. Coordination with PG&E is underway. PG&E is preparing engineering plans and a cost estimate for its portion of the project. Once construction commences, PG&E will work alongside the City's contractor and will perform the electrical work with its own personnel. As PG&E is currently developing the design plans and a cost estimate for its portion of the work, the actual engineering and construction fees are unknown at this time. Based on preliminary discussions with PG&E, it is estimated that this work will cost $35,000. The proposed resolution would authorize funding for this work. FISCAL IMPACT: All funding for the Rossi Stormwater Pump Station Rehabilitation Project is from the Stormwater Fund (No. 205). The total estimated project cost is $1,885,392.00. The following tables summarize funding sources and expenses including the three actions recommended in this report: FUNDING SOURCES I Proiect Funding Sources I Allocation I Notes Stormwater Fund (Fund #205) Stormwater Fund (Fund #205) Total Available Funds EXPENSES $1,810,000.00 Funds previously appropriated 75,392.00 New appropriation $1,885,392.00 Category I Amount I Notes Already Charged Expenses Design Permits Document Reproduction Already Charged Expenses Subtotal Remaining Expenses $158,973.75 CSW/Stuber Stroeh $2,963.00 Various regulatory permits $4,429.52 $166,366.27 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 4 Construction Contract $1,348,369.00 Awarded to Valentine Corporation Construction Contingency Construction Design Support Supplies and Services Construction Inspection Services Electrical Engineering During Construction PG&E Electrical Services Remaining Expenses Subtotal Total Project Cost OPTIONS: $162,042.92 Contingency (approx. 12%) $28,221.81 Remaining CSW/Stuber-Stroeh contract: previously authorized $30,000.00 Materials testing and sampling (anticipated) $75,000.00 To be provided by Consolidated CM $40,392.00 CSW/Stuber-Stroeh: New Authorization $35,000.00 Engineering and construction fees (estimated) $1,719,025.73 $1,885,392.00 Adopt all three resolutions as presented; 2. Approve items (1) and (2), but decline to adopt item (3) authorizing the PG&E expenditure. All work will stop on this project as the work to be performed by PG&E is required for project completion; Approve item (3) but decline to approve the resolutions for professional services in items (1) and/or (2). In this event, City staff will be required to solicit additional proposals for inspection and/or electrical engineering services. If this option is chosen, soliciting new proposals will delay construction to a point where the Contractor will be working outside of the time period allowed by the environmental permits. The City will therefore need to postpone the project until 2017 and obtain new environmental permits; or 4. Decline to approve items (1), (2), or (3) and direct staff to stop work on the project. ACTION REQUIRED: Staff recommends that the City Council: 1. Approve the resolution authorizing the City Manager to execute a professional services agreement, in a form approved by the City Attorney, for a proposal from Consolidated CM in the amount of $75,000 for inspection services; and 2. Approve the resolution authorizing the City Manager to execute an amendment to the professional services agreement with CSW/Stuber-Stroeh Engineering Group, Inc. , in a form to be approved by the City Attorney, to include additional electrical engineering services in the amount of $40,392, increasing the total not -to -exceed amount under the agreement to $218,555; and 3. Approve the resolution authorizing the expenditure of $35,000 to PG&E for electrical services. ATTACHMENTS: 1. Resolution authorizing the City Manager to execute a professional services agreement for a proposal from Consolidated CM for inspection services; 2. Resolution authorizing the City Manager to execute an amendment to the professional services agreement with CSW/Stuber-Stroeh Engineering Group, Inc. for electrical engineering services; 3. Resolution authorizing the funding of electrical services by PG&E. RESOLUTION NO. 14078 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING AN EXPENDITURE IN THE AMOUNT OF $35,000 TO PG&E FOR ELECTRICAL SERVICES ASSOCIATED WITH THE ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT WHEREAS, the City Council adopted Resolution Number 14036 on November 16, 2015 awarding a contract for the Rossi Stormwater Pump Station Rehabilitation Project, City Project No. 11191, to Valentine Corporation; and WHEREAS, PG&E owns and maintains a transformer adjacent to the pump station and the existing concrete pad below the transformer is to be replaced as part of this project; and WHEREAS, the electrical panel will be relocated to the western side of the station and PG&E will need to install new wiring from the transformer to the new electrical panel; and WHEREAS, electrical services performed by PG&E are required to complete this project at an estimated cost of $35,000; WHEREAS, Funds in the amount of $35,000 will be appropriated from Stormwater Fund 205; NOW, THEREFORE, BE IT RESOLVED that the Council of the City of San Rafael hereby approves and authorizes the expenditure in the amount of $35,000 to PG&E for electrical services associated with the Rossi Stormwater Pump Station Rehabilitation Project. BE IT FURTHER RESOLVED that the Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 7th day of March 2016, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk File No.: 08.06.62 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 3/7/2016 From: Dean Allison Department: Public Works Date: 3/3/2016 Topic: ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT Subject: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL: 1) ACCEPTING A PROPOSAL FROM CONSOLIDATED CM IN THE AMOUNT OF $75,000 FOR INSPECTION SERVICES, 2) ACCEPTING A PROPOSAL FROM CSW/STUBER-STROEH ENGINEERING GROUP, INC. TO AMEND THE PROFESSIONAL SERVICES AGREEMENT (PSA) BY $40,392, INCREASING THE TOTAL NOT -TO -EXCEED AMOUNT UNDER THE PSA TO $218,555, AND 3) AUTHORIZE EXPENDITURE IN THE AMOUNT OF $35,000 TO PG&E FOR ELECTRICAL SERVICES ALL FOR THE ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT, CITY PROJECT NO. 11191. Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: Van -Approved. Emailed 3/1/16 some appropriation language addition. ® City Attorney Remarks: LG -Approved 3/1/16 ❑ Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: