HomeMy WebLinkAboutPW MCSTOPPP Full Trash Capture Device Project____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: May 3, 2021
Disposition: Resolution 14905
Agenda Item No:5.d
Meeting Date: May 3, 2021
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: __________
TOPIC: MCSTOPPP FULL TRASH CAPTURE DEVICE PROJECT
SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE A FIRST AMENDMENT TO THE AGREEMENT WITH SCHAAF &
WHEELER CONSULTING CIVIL ENGINEERS, INC. FOR DESIGN AND
ENVIRONMENTAL ENGINEERING SERVICES ASSOCIATED WITH THE
MCSTOPPP FULL TRASH CAPTURE DEVICE PROJECT, IN AN
ADDITIONAL AMOUNT NOT TO EXCEED $50,090
RECOMMENDATION: Adopt a resolution approving and authorizing the City Manager to
execute a first amendment to the agreement with Schaaf & Wheeler Consulting Civil Engineers,
Inc. (Schaaf & Wheeler) for design and environmental engineering services in an additional
amount not to exceed $50,090, increasing the total not-to-exceed amount under the agreement
to $185,634.
BACKGROUND:
In order to comply with California law related to the removal of trash from waterways, the City
must install, operate, and maintain a network of certified full trash capture systems that filter
debris prior to water entering the Bay. The City is required to comply with these provisions by
December 2030.
On October 19, 2020, the City Council awarded a professional services agreement to Schaaf &
Wheeler to conduct a feasibility study of two stormwater pump stations in the Canal
neighborhood to ascertain which location may be best suited for installation of a full trash
capture device. The draft feasibility study was reviewed by staff of both the City and the County
of Marin, the local agency who manages the Marin County Stormwater Pollution Prevention
Program (MCSTOPPP), at which time the alternatives were informally presented to various
environmental regulatory agencies.
ANALYSIS: The draft feasibility study provided five alternatives for installing a full trash capture
device. After weighing the pros and cons of each alternative, which considered among other
things costs, ease of maintenance, and environmental impacts, staff have selected alternative 5,
which is to pursue installation of a trash capture device downstream of the Kerner Boulevard
stormwater pump station. The device would be located at Pickleweed Park near the San Rafael
Canal and will not impact the public’s enjoyment of the park.
W ith alternative 5 selected as the preferred option, the City desires to more fully study this
location to further understand the hydraulic impacts on the stormwater pump station as well as a
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
refined understanding of the environmental impacts. To this end, Schaaf & Wheeler have
provided a proposed amendment to the contract to perform 1) hydraulic modeling of the storm
drain system in the Canal neighborhood; and 2) an aquatic resources mitigation analysis. This
additional effort will delineate protected wetlands and how to mitigate impacts from the project.
Additional consultation with environmental regulatory agencies is necessary. Better
understanding the mitigation requirements imposed upon the City for this project will allow the
design team to develop a refined cost estimate and allow staff to budget accordingly.
FISCAL IMPACT: The additional consultant’s fee of $50,090 will be paid from the Gas Tax
Fund (Fund #206). Appropriations shall be increased in fund #206 by $50,090.
OPTIONS: The City Council has the following options to consider relating to this matter:
1. Adopt a resolution authorizing the City Manager to execute a first amendment to the
professional services agreement with Schaaf & Wheeler.
2. Do not accept the proposal and provide further direction to staff.
ATTACHMENT:
1. Resolution
2. Amendment and corresponding Exhibit A
RESOLUTION NO. 14905
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING
AND AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO
THE AGREEMENT WITH SCHAAF & WHEELER CONSULTING CIVIL ENGINEERS,
INC. FOR DESIGN AND ENVIRONMENTAL ENGINEERING SERVICES ASSOCIATED
WITH THE MCSTOPPP FULL TRASH CAPTURE DEVICE PROJECT, IN AN
ADDITIONAL AMOUNT NOT TO EXCEED $50,090
______________________________________________________________________________
WHEREAS, the City Council adopted Resolution number 14864 on October 19,
2020, authorizing the City Manager to enter into a Professional Services Agreement with Schaaf &
Wheeler Consulting Civil Engineers, Inc. in an amount not to exceed $135,544 for design and
environmental engineering services associated with the MCSTOPPP Full Trash Capture Device
Project; and
WHEREAS, the City requires further study of one of the five design alternatives
prior to finalizing the feasibility study and commencing design; and
WHEREAS, staff received a proposal from Schaaf & Wheeler Consulting Civil
Engineers, Inc. for said services in an additional amount of $50,090 bringing the total not-to-
exceed contract amount to $185,634 (Exhibit “A” to the First Amendment); and
WHEREAS, staff has reviewed the proposal and found it to be complete and within
industry standards;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL RESOLVES as follows:
1. The Council hereby approves and authorizes the City Manager to execute a First
Amendment to the Professional Services Agreement with Schaaf & Wheeler
Consulting Civil Engineers, Inc. for additional design and environmental
engineering services in the amount of $50,090 and a revised total contract value
not to exceed $185,634, in the form included in the staff report for this
resolution.
2. Funds totaling $50,090 will be appropriated for this project from the Gas Tax
fund (Fund #206).
3. 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, LINDSAY LARA, 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 3rd day of May 2021, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
LINDSAY LARA, City Clerk
FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
SCHAAF & WHEELER CONSULTING CIVIL ENGINEERS, INC. FOR DESIGN AND
ENVIRONMENTAL ENGINEERING SERVICES ASSOCIATED WITH THE
MCSTOPPP FULL TRASH CAPTURE DEVICE PROJECT
THIS FIRST AMENDMENT to the Professional Services Agreement by and between
the CITY OF SAN RAFAEL (hereinafter "CITY"), and SCHAAF & WHEELER
CONSULTING CIVIL ENGINEERS, INC., (hereinafter "CONSULTANT"), is made and
entered into as of the day of __ _, 2021.
tRE IC TALS
WHEREAS, pursuant to City Council Resolution No. 14864, the CITY and
CONSULTANT entered into a Professional Services Agreement dated October 30, 2020 to
perform design and environmental engineering services in connection with CITY'S project to
install a full trash capture device, for an amount not to exceed $135,544 (the "Agreement"); and
WHEREAS, CITY requires additional design and environmental engineering services
from the CONSULTANT, and the CONSULTANT is willing to provide such services;
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:
1. Article 2 of the Agreement, entitled "DUTIES OF CONSULTNAT" is hereby
amended to include the additional services set forth in CONSULTANT's
proposal entitled "MCSTOPPP/San Rafael Trash Capture Project Add -Scope"
dated March 25, 2021, attached to this First Amendment as Exhibit "A" and
incorporated herein by reference.
2. Article 4 of the Agreement, entitled "COMPENSATION" is hereby amended to
include additional compensation payable to CONSULTANT for the services
described in Exhibit "A" to this First Amendment, on a time and materials basis
in accordance with the "San Rafael MCSTOPPP Full Trash Capture Device
Project Add Scope Fee March 2021" table included in Exhibit "A", in a not -to -
exceed amount of $50,090, and to change the total not -to -exceed amount under
the Agreement to $185,634.
3. Except as specifically amended herein, all of the other provisions, terms and
obligations of the Agreement between the parties shall remain valid and shall be
in full force.
IN WITNESS WHEREOF, the parties have executed this First Amendment on the day,
month, and year first above written.
CITY OF SAN RAFAEL CONSULTANT
JIMCH Z, City nag r
ATTEST:
-- -
44 1
,�jr LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
_P,OBERT F. EPSTEIN, City Attorney
By:
Name:_ ?%. S
Title: J X100,j
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[If Contractor is a corporation, add signature
of second corporate officer]
By:
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Title:
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Exhibit A
Schaaf 81' Wheeler
CONSULTING CIVIL ENGINEERS
870 Market Street, Suite 1278
San Francisco, CA 94102-2906
415-433-4848
FAX 415-433-1029
March 25, 2021
Hunter Young, PE
Assistant Public Works Director/City Engineer
Department of Public Works
City of San Rafael
(415)485-3408
hunter.young@cityofsanrafael.org
Subject: MCSTOPPP/San Rafael Trash Capture Project Add -Scope
Dear Mr. Young:
Under existing scope, Schaaf & Wheeler has identified the need to perform hydraulic modeling and
aquatic resource mitigation analysis to better inform the selection of a location for a full trash
capture device on the City's storm drain system. This scope presented herein is in addition to the
existing contract.
The following scope of services is proposed:
Task 1: Hydraulic Modeling
Schaaf & Wheeler will review the City's existing storm drain GIS data for the network draining to
the Kerner and San Quentin pump stations. An exhibit of data gaps necessary for hydraulic
modeling will be provided to the City. This scope assumes one half day of field investigation
necessary to obtain missing data. This scope assumes the City will provide pump station data for
San Quentin pump station.
The updated GIS network will be entered into a hydraulic model (MikeUrban or similar). 10 -year
and 5 -year hydrology will be developed for the watershed. An existing conditions model will be
built. Based on the existing conditions model, the pump station impacts associated with the trash
capture device alternative 5 (downstream Kemer), will be added to produce a post -project model.
Node flood mapping of the existing and post -project models will be presented in a memorandum to
represent the impacts of the trash capture project alternative 5. Concepts for mitigation of impacts
will be included in the memorandum. This scope includes one meeting with stakeholders to discuss
the results.
Task 2: Aquatic Resources Mitigation Analysis
This task includes the aquatic resources delineation and agency consultation needed to determine
the approximate extent and cost of mitigation requirements for the Kerner Outfall Alternative.
Santa Clara . San Francisco . Santa Rosa . Salinas
City of San Rafael, Trash Capture Add -Scope March 25, 2021
2.1— Field Delineation
NCE field specialists will conduct a field delineation to map and describe the type, location, and
boundary of aquatic resources within the Project boundary following the USACE 1987 Wetlands
Manual. As part of NCE's field delineation the potential for minimizing impacts will be evaluated
and mitigation opportunities or sites in the area will be identified (if they exist). We anticipate this
will require two field scientists in the field for 8 hours.
2.2 — Impact Analysis
The map developed in Task 2.1 and data will be overlaid on the draft conceptual plan provided by
Schaaf & Wheeler, which shows anticipated temporary construction and permanent facility locations
at the Kerner site. This will identify where disturbance within the Ordinary High Water Mark
(OWHM) of the canal may occur. NCE will assess impacts to identified aquatic resources based on
the proposed design, footprint, and likely construction methods for the Full Trash Capture device.
Temporary and permanent impact areas will be calculated to determine what mitigation may be
required.
2.3 — Identify Mitigation Opportunities
The federal wetlands rule requires no net loss of wetlands, with typically a minimum 1.5:1 to 3:1
mitigation ratio. On site mitigation is the first priority, with approval of off-site mitigation typically
more challenging to negotiate with the regulatory agencies. This task will involve analysis of the
data retrieved to determine the extent of possible on-site mitigation. If opportunities for on-site
mitigation are inadequate to meet up to the 3:1 ratio that could be required, NCE will consult with
the City to identify potential off-site opportunities.
2.4 - Facilitate Mitigation Discussion with Regulatory Agencies
Following completion of Tasks 2.1 through 2.3, NCE will prepare an aquatic resources technical
memorandum describing the results of delineation and proposed impact amounts, including the
aquatic resources identified, potential temporary and permanent impacts, and recommended
opportunities for minimization or mitigation to use for agency consultation on potential mitigation
requirements. NCE will then coordinate with federal, state, and local agencies determined at the
March 4, 2021 meeting to have regulatory authority over the Project. These agencies include the
California Department of Fish and Wildlife (CDFW), San Francisco Regional Water Quality Control
Board (SFRWQCB), United States Army Corps of Engineers (USACE), and the United States Fish
and Wildlife Service (USFWS). NCE will invite the agencies, the City and Schaaf & Wheeler to a
mitigation discussion to be held on-site at the Kerner Outfall location. Feedback from this
Interagency meeting will provide the information necessary to develop a potential scope of
mitigation required for the Kerner Alternative.
NCE will develop a Project specific Environmental Tracker to document and track current and
future consultations, communications, primary contacts, acquired information, and requirements for
the Kerner Outfall Alternative. The Environmental Tracker will also be used to document the status
of permit applications and reviews once a final alternative is selected.
2.5 — Summary Kerner Mitigation Memorandum for City
Assuming direction is received from the agencies regarding mitigation that will be required for the
Kerner Alternative, NCE will document level of effort and costs for mitigation at this site. This
information will be presented in a summary memo for integration with Schaaf & Wheeler's
additional analysis for the City's use in selecting their preferred alternative.
Schaaf &' Wheeler Page 2
City of San Rafael, Trash Capture Add -Scope March 25, 2021
Assumptions:
• Two NCE field scientists will conduct delineation at the Kerner site in one day.
• The reporting format will be a 'technical memorandum' based on a conceptual design and
would not meet the requirements of a full USACE Aquatic Resources Delineation Report.
• NCE anticipates up to 20 hours of coordination meetings/calls/interactions/etc.
• Existing available data will be used to establish storm drain infrastructure elevations,
locations, and associated flooding levels.
Deliverables:
• Aquatic Resources Technical Memorandum
• Field Meeting Summary
• Agenda for the Interagency Consultation Field Meeting that includes results of delineation
and proposed impact amounts (PDF format and printed copies)
• Environmental Tracker (Excel format)
• Summary Kerner Mitigation Memorandum
Task 3: Coordination
This task includes meeting preparation and coordination meetings with MCSTOPPP and
permitting agencies.
The budget for the scope of services is based on time and materials not to exceed $50,090 per the
attached fee table with charge rates based on the original contract.
If you have any questions, or require additional information, please contact me.
Sincerely,
Schaaf 0' Wheeler
Ben Shick, PE
Vice President
Schaaf 0' Wheeler Page 3
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