SR-505-008
EPWM: CP: AA: SL: DB \SP1320\CC1320-3. doc Santa Monica, California
Council Meeting: December 14, 1999
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute
an Amendment to the Professional Services Contract with CH2M HILL,
Inc. for Engineering Support Services During Construction of the Santa
Monica Urban Runoff Recycling Facility - Phases I & II
Introduction
This report recommends that the City Council authorize the City Manager to negotiate
and execute an amendment to the professional services contract with CH2M HILL, Inc.
in an amount not to exceed $396,000 for engineering support services during the
construction of Santa Monica Urban Runoff Recycling Facility (SMURRF) - Phases I &
II, and approve $30,000 in contingency funds for the contract.
Background
On April 7, 1997, the City contracted with CH2M HILL Inc. in the amount of $699,451 to
prepare the architectural and engineering documents required for construction of the
SMURRF - Phases I & II. With previously approved change orders, their current
contract is $1,110,893. This contract modification would bring their total contract
amount to $1,506,893. The SMURRF will treat low-flow runoff from the Pico-Kenter and
Santa Monica Pier storm drains and reuse the treated water for applications such as
irrigating freeway, park and cemetery landscaping. Phase I of the project involves
construction of the plant and the Pico-Kenter and Pier storm drain influent lines. The
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construction of Phase I is 60% complete. Phase II includes construction of the recycled
water pumps and distribution system. The SMURRF-II project has now been
advertised.
Discussion
Changes in the design of Phases I and II of the SMURRF facility during construction
and the extension of the distribution system for service to an additional user have
resulted in the need for additional engineering support services, as follows:
1. Initially, the SMURRF-Phase II distribution system, ended at the intersection of
th
Olympic Boulevard and 17 Street. As a result of a negotiated modification to their
Sewage and Water Compliance Agreement with the City, approved by City Council
on June 29, 1999, the Water Gardens Development will use the recycled water from
SMURRF rather than maintain the existing onsite sewage treatment plant for Phase
I and construct a new plant for Phase II. The Water Gardens will use the SMURRF
water for a combination of landscape irrigation and toilet and urinal flushing. The
extension of the project pipeline from 17th Street to 26th Street on Olympic to serve
the Water Gardens Development will require additional plan and profile drawings
and specifications; review of shop drawings; attendance at construction meetings
and assistance to the construction manager in resolving specific construction issues.
2. The earlier design of the facility was based on available treatment systems at the
time. Today, a more efficient ultra-violet treatment system is available and must be
incorporated into the design. It will decrease future operating and maintenance
costs.
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3. The preparation of Operation and Maintenance (O&M) manuals by the design
consultant in conjunction with start-up and training is necessary to the project to
provide a smooth and efficient transition.
4. Additional informational stone and ceramic tablets and the addition of project
signage have resulted in increased design costs.
5. Finally, the complexity of the project has required additional hands-on architectural
and engineering services during construction, checking and answering Requests for
Information (RFI), submittals and shop drawings during the construction and the
operations and maintenance phase of plant implementation.
Both Phases I and II of project construction are anticipated to be complete by May 30,
2000.
Budget/Financial Impact
FUNDS REQUIRED:
Contract Amendment???????$396,000
Contingency???????????$ 30,000
Total??????????????.$426,000
Funds in the amount of $45,000 for the design of the extension are available in CIP
Account C34055800.589000, "Distribution System", and funds in the amount of
$381,000 are available in CIP Account No. C20030495.589000, ?Santa Monica Urban
Runoff Recycling Facility? (SMURRF) - Phases I & II.
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Recommendation
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute an amendment to the
professional services contract with CH2M HILL, Inc., in an amount not to exceed
$396,000 for engineering support services during construction, and approve $30,000
in contingency funds for the contract; and
2. 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 of Environmental and Public Works
Management
Dave Britton, P.E., Acting City Engineer
Spiros A. Lazaris, P.E., Project Manager
Jack Schroeder, Disaster Recovery Program Manager
Susan Lowell, P.E., Civil Engineer
Gil Borboa, P.E., Utilities Manager
Charmaine Yambao, P.E., Utilities Engineer
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