HomeMy WebLinkAbout25A - SAN LORENZO LIFT STATION REQUEST FOR
IL ACTION ~
COUNC -
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CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY:
APRIL 5, 2010
TITLE: APPROVED
? As Recommended
SECOND AMENDMENT TO ? AsAmended
? Ordinance on 1~` Reading
AGREEMENT WITH TETRA TECH, INC. ? ordinance on 2"d Reading
FOR SAN LORENZO LIFT STATION ? Implementing Resolution
DESIGN (P~20JECT NO. 063510) ? Set Public Hearing For
CONTINUED TO
l
~~.~:-p/.1 -N----~ FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize the City Manager and Clerk of the Council to execute the attached second amendment
to the agreement with Tetra Tech, Inc. in the amount of $37,000 for a new contract amount of
$309,000 for design of the San Lorenzo Sewer Lift Station.
DISCUSSION
On June 20, 2005, City Council awarded a contract to Tetra Tech, Inc. in the amount of $220,000 to
design a new sewer lift station. This new facility will be located at the end of San Lorenzo Avenue,
dust east of the existing Ilft station on South 13rlstol (Exhlblt 1). On May 1, 2006, Clty Council
approved an amendment to the contract for a not to exceed amount of $47,000 to perform
additional geotechnical investigation and analysis of possible soil contamination within the project
area.
Tetra Tech, Inc. completed the design in March 2009. This second amendment is for additional
services requested by the City as follows:
• Provide technical support as needed to prepare court mandated Environmental Impact Report
(EIR).
• Incorporate additional mitigation measures into the project plans and specifications as
identified in the EIR.
• Update electrical plans and specifications to incorporate code changes and resubmit for
electrical permit.
The negotiated fee of $37,000 for the additional scope of work is fair and reasonable and staff
recommends Council approval of a second amendment to Tetra Tech's contract for a total not-to-
exceed amount of $309,000.
25A-1
Second Amendment to Agreement
With Tetra Tech, Inc.
(Project No. 063510)
April 5, 2010
Page 2
ENVIRONMENTAL IMPACT
There is no environmental impact associated with amending this agreement.
FISCAL IMPACT
Funds for the agreement are budgeted in the Sewer Connection Projects activity of the Sewer
Connection Fee Fund (accounting unit 05517660-66220).
APPROVED AS TO FUNDS AND ACCOUNTS:
Raul Godinez II Francisco Gutierrez
Executive Directo Executive Director
Public Works Agency Finance & Management Services Agency
RG/SW/mz
Exhibit 1: Location Map
Exhibit 2: Second Amendment
25A-2
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EXHIBff 1
SANTA ANA GP'T~~N pj
Title SECOND AINENDAIENT TO AQ~ENT goo ~s~
City Council
P W A Agenda Date TETRA TECH+ INC. FOR SAN ~ . `s
APF~ ~ 2010 SAN LOp~~~
O~LFT ST/AQTl~~O+yN~ DE8bN
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2 5A-4
SECOND AMENDMENT TO
CONSULTANT AGREEMENT
THIS SECOND AMENDMENT TO CONSULTANT AGREEMENT is entered
into on Apri15, 2010, by and between Tetra Tech, Inc., a Delaware corporation
("Consultant") and the City of Santa Ana, a charter city and municipal corporation of the
State of California ("City").
RECITALS:
A. The parties entered into Agreement A-2005-142, dated June 20, 2005, (hereinafter
"said Agreement") by which Consultant has provided engineering and construction
support services for the City's San Lorenzo Sewer Lift Station.
B. By Amendment A-2006-107, dated May 1, 2006, the parties amended said
Agreement to include additional services related to the preparation of the construction
documents.
C. The City is now commencing environmental review of the lift station project and
desires that Consultant provide technical support in the preparation of the
Environmental Impact Report, incorporate mitigation measures into the project plans
and specifications as identified in the EIR, and update electrical plans and
specifications to incorporate code changes since the commencement of the Project.
D. In accordance with the terms and conditions of said Agreement, the parties wish to
amend said agreement to provide for additional services and compensation to pay for
those additional services.
WHEREFORE, in consideration of the covenants contained in said Agreement, and
subject to all the terms and conditions of said Agreement, except those amended in this
Second Amendment to Consultant Agreement, the parties agree as follows:
1. Section 1, SCOPE OF SERVICES, shall be amended to read, in full, as follows:
"Consultant shall prepare plans, specifications and cost estimates, and provide
construction support services for improvements to the City's sewer lift station, as set
forth in Consultant's Proposal, attached as Exhibit A to said Agreement.
Consultant shall investigate and provide soil handling and disposal requirements to be
incorporated into the construction documents for the Lift Station, as set forth in
Exhibit A-1, attached hereto.
Consultant shall provide technical support for preparation of the Environmental
Impact Report and revise the Plans and Specifications to incorporate miti a
measures identified in the EIR and update electrical submittals, as detailed in
25A-5
Consultant's proposal attached as Exhibit A-2, attached hereto and incorporated by
reference."
2. Section 2.a., COMPENSATION, shall be amended to provide that the compensation
for services provided pursuant to this Second Amendment shall not exceed $37,000,
as set forth in Exhibit A-2, attached hereto. The total amount to be expended
pursuant to said Agreement, as amended, shall not exceed $309,000.00.
3. Except as herein amended, all terms and conditions of said Agreement shall remain in
full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Consultant Agreement on the date and year first written above.
CITY OF SANTA ANA
ATTEST:
MARIA D. HUIZAR DAVID N. REAM
Clerk of the Council City Manager
APPROVED AS TO FORM:
JOSEPH W. FLETCHER
City Attorney
By:
Laura Sheedy
Assistant City Attorney
TETRA TECH, INC.
TOM EPPERSON, P.E
Divisional Vice President
i
25A-6
EXHIBIT A-2
SCOPE OF SERVICES RELATED TO ENVIRONMENTAL REVIEW AND
UPDATING ELECTRICAL DOCUMENTS
25A-7
TETRA TECH
EXHIBIT "A"
San Lorenzo Sewage Lift Station
Agreement No. A-2005-142
Additional Services Request
BACKGROUND
Tetra Tech has been working with the City on the San Lorenzo Sewage Lift Station Project since June
2005 under Consultant Agreement No. A-2005-142. Amendment No. A-2006-107 was approved on
May 2006 and provided for additional geotechnical services to handle hazardous materials and the
preparation of renderings. The City approved an additional services request dated July 17"', 2007 which
provided for the following: additional structural modifications; additional plan check and permit effort;
additional construction phase support due to the structural modifications; and delay in construction
phase support (assumed construction would be completed by December 2009). Tetra Tech completed
the plans and specifications in March 2009.
The City of Santa Ana is now proceeding with the preparation of an EIR for the project. The City is
requesting Tetra Tech to provide some assistance during the EIR process, as well as some additional
work on the Plans and Specifications. By this correspondence, Tetra Tech is requesting the City
increase the approved budget to compensate us for these additional services.
ADDITIONAL SERVICES
Task No. L• EIR Assistance. Tetra Tech will provide assistance to the City's environmental firm
(T&B Planning) with the preparation of the EIR. The total time frame including public review periods
is estimated to be ten (10} months. We have assumed the following level of effort on a monthly average
will be required: one (1) hour of a Senior Project Manager (Tom Epperson) and one (1) hour of a
Project ManagerBngineer (Mark Bush} for the ten (10} month duration. In addition, Tetra Tech will
provide written responses to all public comments on engineering issues. We are requesting a budget of
$8,700 for this additional service.
Task Na. 2: Attend EIR Meetings. We are assuming that Tetra Tech will be requested to attend three
(3) meetings with T&B to discuss the project and respond to specific items of concern (project
overview meetin ~ meeting to discuss ma'or issues: and meetin to discuss res once to ublic
s, ~ ~ ~ r r
comments). We are requesting a budget of $2,100 for this additional service.
Task No. 3: Estimate Construction Durations far Various Stages of Construction. Tetra Tech will
provide estimate of construction duration for the various stages of construction (i.e.: excavation of wet
well and dry pit; construction of underground portion of lift station; permanent westbound lane closure
on Segerstrom Ave.; construction of above ground portion of building; construction of gravity sewers
and farce main; and demolition of old lift station}. We are requesting budget of $1,700 for this
additional service.
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~:}3 _'.'t~~. z ~'i `-~.'%l.,+Jf}7 i~;~=~2Y.'E?#t~}'?i;,'°'v +rYJY't
25A-8
TETRA TECH
Exhibit "A"
San Lorenzo Sewage Lift Station -Additional Services Request
Page 2
Task No. 4: Estimate Truck/Equipment For Various Stages of Construction. Tetra Tech will
provide estimate of the number and types of vehicles/equipment required far the various stages of
construction. We are requesting a budget of $1,400 for this additional service.
Task No. S: Respond to Request for Additional Information. Tetra Tech will provide additional
information as requested on construction methods, odor control system, etc. This is in addition to the
normal question/answers included in Task No. 1. We are requesting a budget of $3,800 for this
additional service.
Task No. 6: Update Electrical Plans and Resubmit for Electrical Permit. Tetra Tech will update the
electrical plans to incorporate any code changes and resubmit for electrical permit. The electrical plans
were completed based on California Code 2007. The comments from the first electrical plan check
comments were already taken care of. Therefore, the level of effort to perform the updates should be
minimal. We are assuming the major change that may be required will be performing the Title 24
energy calculations. We are requesting a budget of $6,200 for this additional service.
Task No. 7: Incorporate Mitigation Measures into Plans and Specifications. Tetra Tech will revise
the project plans, specifications and cost estimate to incorporate any additional mitigation measures
identified in the final EIR. We are requesting a budget of $1,500 for this additional service.
Task No. 8: Preliminary Layout and Cost to 1~tove Building. Tetra Tech was requested to prepare a
preliminary layout and construction cost estimate to move the building out of the existing adjacent
property. This work was performed to assist the City in the acquisition of the proposed easement. We
are requesting our budget be increased by $4,000 to compensate us for this additional work.
Task No. 9: Update Specifications due to Delay. The EIR process will be delaying the completion of
the plans and specifications until at least January 2011. This is a two year delay from the date of the
previously signed plans and specifications. Tetra Tech will need to confirm the manufacturer)
equipment specifications to make sure the equipment model/type specified is still available and
appropriate. We are requesting a budget of $2,000 for this additional service.
Task No. t0: Delay in Construction Phase Support. The original proposal assumed construction
would be completed by June 2007. Our July l7`'', 2007 approved extra increased our budget for
construction phase support assuming would be completed by December 2009. Based on the estimated
schedule of completing the EIR by early 201 I, we are estimating that construction of the project will
not be completed until end of 2012.
This additional three year delay will impact the assumed cost to perform the construction support
services. Our current approved Construction Phase Support budget is $47,400 (original proposal
amount of $43,100 and additional $4,300 per July l7`h. 2007 approved extra). We are requesting a 12%
increase in the construction phase support to compensate Tetra Tech for this three year delay, or an
increase of $5,600. With this increase, our Construction Phase Support Budget will be $53.000.
25A-9
TETRA TECH
Exhibit "A"
San Lorenzo Sewage Lift Station -Additional Services Request
Page 3
SUMMARY
Tetra Tech will provide the additional services described above on an hourly basis with the following
total not-to-exceed amount:
Item Na D!escripti~~ al'=the 1~vrir No#-To-E~c~ BucEget
i EIR Assistance $ 8.700
2 Attend EIR Meetings $ 2, l00
3 Estimate Construction Durations $ 1,700
4 Estimate Trunck/E ui ment $ 1,400
q P
5 Respond to Request for Additional Information $ 3,800
6 Update Electrical Plans & Resubmit for Electrical Permit $ 6,200
7 Incorporate Mitigation Measures $ 1,500
8 Preliminary Layout and Cost to Move Building $ 4,000
9 Update Specifications due to Delay $ 2,000
10 Delay In Construction Phase Support 5 600
Total Not-Exceed Amount $ 37,000
In summary, we are requesting the City approve the above increase in our budget for the project. The
revised not-to-exceed authorization budget for the San Lorenzo Sewage Lift Station will be increased
from $262,250 (original amount of $220,000 plus $19,250 for Amendment No. i plus $23,00 for July
17`''. 2007 extra) to $299,250.
25A-10