SR-505-008 (3)
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Council Meeting: October 10, 2000 Santa Monica, California
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OCT 1 0 ..
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.
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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, and $95,000 in anticipated reimbursement from the
City of Los Angeles be added to the Stormwater Revenue account.
Backaround
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
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OCT 1 0 .
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 be!ovJ.
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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
Contingency
Funds Required for Contract 7455 (CCS)
$140,000
$20.000
$160,000
Communitv 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
Contingency
Funds Required for Contract 7355 (CCS)
$25,000
$5.000
$30,000
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Budget/Financial Impact
Funds Reauired
Consultant Contract 7455:
$160,000
$ 30.000
$190,000
Consultant Contract 7355:
Total Funds Required:
Funds in the amount of $190,000 are available for appropriation from the Stormwater Fund
to Account Number C34039599.589000 (Dry Weather Runoff Facility). 50% of all capital
improvement costs for the SMURRF project are passed through to the City of Los Angeles
on a reimbursement basis, as stipulated under the agreement between Santa Monica and
Los Anaeles. It is anticioated that the revenues due from the Citv of Los Anaeles ($~5000)
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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 B!ack & Veatch, Inc. in an amount not to exceed $140,000 plus
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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
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