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Council Meeting Apnl 14, 1998 Santa MOnica, California
TO Mayor and City CouncIl
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to Negotiate and Execute
a ProfeSSional ServIces Contract with F J Schroeder and ASSOCiates for
Management of the Northndge Earthquake Sanltary Sewer Repair Program,
the Moss Avenue Pumpmg StatIOn Renovation Project, and the Sewer
Repair Office
Introduction
ThiS report recommends that the City Council authOrize the City Manager to negotiate and
execute a contract With F J Schroeder and ASSOCiates for the management of the
Northndge Earthquake Sanitary Sewer Repair Program, the Moss Avenue Pumping
Station Replacement ProJect, and the Sewer RepaIr Office In an amount not to exceed
$170,000
Backqround
Followmg the 1994 Northndge Earthquake, the City discovered that ItS sanltary sewer
system sustained earthquake damage Of 755,000 lineal feet of lines, 450,000 Imeal feet
were found to be damaged The Federal Emergency Management Agency (FEMA) has
pledged to reimburse the City up to $69 million to make the necessary repairs To
accomplish thiS work wlthm the prescnbed five-year time frame, the City established a
sewer repair office Two sewer repaIr contracts have been completed The third Will be
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completed July 23.1998, and four contracts are bemg desIgned Five additional contracts
are scheduled for construction within the next four years With as many as 10 project Sites
In a contract. the situation reqUIres a high level of coordination and financial management
On October 28. 1997, City Council approved the replacement of the 49-year-old Moss
Avenue Pumping StatIon, to be constructed at an accelerated pace to accommodate the
schedule of Project New Hope constructIon project The coordmatlon and schedulmg of
this project demands senior engineering and management oversIght
DISCUSSion
On an Interim baSIS, the City arranged for F J Schroeder and ASSOCiates to manage the
Sewer Repair Office and the complex projects A purchase order In the amount of forty-
nine thousand dollars ($49,000) was Issued In November 1997 which will be expended by
the end of March, 1998
The complex nature of these projects means that there IS a continued need for strong
management skIlls to manage program financial requirements and garner multi-agency
approvals and funding, as well as coordinate the multi-faceted construction schedules
City staff solicited proposals for a senior CIVil engineer With substantial experience In
sanitary sewer repaIr and replacement projects from consultmg firms specIalizIng In
wastewater management Of the four proposals submitted, F J Schroeder and
ASSOCiates was ranked the most qualified and proposed the most reasonable rate The
firm has demonstrated effective leadership and financial capability In developing a long
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range projection of sewer program fund availabIlIty reqUirements Staff beheves these
management servIces will be required until June, 1999
BudgeUFlnanclallmpact
Funds Required
Contract amount $170,000
10% contmgency 17,000
Total $ 187,000
Staff anticipates that FEMA will reimburse the direct costs of project management for
approved earthquake-damaged sewer repair projects However, 10% of reimbursable
costs are WIthheld untIl fInal project audIts are completed. The ten percent retamed wIll be
budgeted In the Wastewater Fund I "FEMA Match" A portion of the contract costs will be
reimbursed by the City of Los Angeles from Its 90% contribution for the costs of the Moss
Avenue Pumping Station The specific accounts and cost allocations for the reqUired
fundIng are outlIned In Attachment A
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Recommendation
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a professional servIces contract with F J Schroeder and AssocIates In an amount
not to exceed $170,000 for management of the Northndge Earthquake Sanitary Sewer
Repair Program, the Moss Avenue Pumping Station Replacement Project, and the Sewer
Repair Office
Prepared by Craig Perkins, Director of EnvIronmental and Public Works
Management
Anthony Antlch, P E , City Engineer
Ruta SklrlUS, Senior Administrative Analyst
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ATTACHMENT nAn
Account Disbursement
Account Number Contract Amt. 10% Contingency Totals
13-500-402-39303-5506-13006 1 ,128 79 112 88 1,24167
13-500-402-39305-5506-13006 1 ,128 79 112 88 1,24167
13-500-402-39307 -5506-13006 1,12879 112 88 1,24167
13-500-402-39309-5506-13006 1 , 128 79 112 88 1,24167
13-500-402-39311-5506-13006 1,12879 112 88 1,24167
13-500-402-39313-5506-13006 1,12879 112 88 1 ,241 67
13-500-402 -39315-5506-13006 1.12879 112 88 1 ,241 67
13-500-402-39317 -5506-13006 1,12879 112 88 1,24167
13-500-402-39321-5506-13006 1,128 79 112 88 1,241 67
13-500-402-39326-5506-13006 1,12879 112 88 1,24167
13-500-402-39328-5506-13006 1,12879 112 88 1 ,241 67
13-500-402-39330-5506-13006 1,12879 112 88 1 ,241 67
13-500-402-39340-5506-13006 1.12879 112 88 1 ,241 67
13-500-402 -39342-5506-13006 1.12879 11288 1,24167
13-500-402-39344-5506-13006 1 ,128 79 11288 1,24167
13-500-402-39346-5506-13006 1 ,128 79 11288 1,24167
13-500-402-39348-5506-13006 1 ,128 79 112 88 1,24167
13-500-402-39350-5506-13006 1 ,128 79 112 88 1,24167
13-500-402-39352-5506-13006 1,12879 112 88 1,24167
13-500-402-39356-5506-13006 1,128 79 11288 1,24167
13-500-402-39358-5506-13006 1 ,128 79 112 88 1,24167
13-500-402-39362-5506-13006 1,128 79 112 88 1,24167
13-500-402-39364-5506-13006 1,128 79 112 88 1,241 67
13-500-402-39366-5506-13006 1.128 79 112 88 1,24167
13-500-402-39368-5506-13006 1.128 79 112 88 1.241 67
13-500-402-39374-5506-13006 1.128 79 112 88 1,24167
13-500-402-39376-5506-13006 1.12878 112 88 1,24166
13-500-402 -39378-5506-13006 1 ,128 78 11288 1 ,241 66
13-500-402-39380-5506-13006 1 .128 78 112 88 1 ,241 66
13-500-402-39389-5506-13006 1.12878 112 87 1,24165
13-500-402-39417 -5506-13006 1,12878 11287 1,24165
13-500-402-39431-5506-13006 1,12878 11287 1,241 65
13-500-402-39463-5506-13006 1,12878 112 87 1,24165
13-500-402-39479-5505-13006 40,000 00 4,00000 44,00000
13-500-402-35550-5506-13006 40.00000 4,00000 44,00000
31-760-661-20096-8900-99345 40,00000 4,00000 44,00000
31-760~661-20098-8905-99124 12,75000 1,27500 14,02500
TOTAL' $ 170,000.00 $ 17,000.00 $ 187,000.00