SR-6-C (95)
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APR 13_
EPWM CP AA GS S \SEWRMGMT\CCdlsrecofc WPD
Council Meeting Apnl13, 1999 Santa Monica, California
TO Mayor and City Council
FROM CIty Staff
SUBJECT Recommendation to Authorize the City Manager to Amend the Professional
Services Contract with F J Schroeder and Associates for the Continuation
of the Management of the Disaster Recovery Office
IntroductIon
This report recommends that the City CounCil authonze the City Manager to amend
contract 6962 CCS with F J Schroeder and Associates for the continuation of
management of the Disaster Recovery Office for one additional year and an option to
renew the contract a second year In an amount not to exceed $199,680
Background
The City sustained extensive damage to ItS sewer system In the 1994 Northndge
Earthquake Of 755,000 lineal feet of lines, 450,000 lineal feet were found to be
damaged The Federal Emergency Management Agency (FEMA) has pledged to
reimburse the CIty up to $78 4 million to make the necessary repairs To accomplish this
work wlthm the preSCribed five-year time frame, the City established a sewer repair office
to manage the 10 or more contracts that will be awarded for sewer repaIr work The
scheduling and accounting requirements reqUire familiarity With FEMA and Office of
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APR.3.
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Emergency Services (DES) regulations, which F J Schroeder and Associates has
demonstrated With current projects
On October 28, 1997, City Council approved the replacement of the 49-year-old Moss
Avenue Pumping Station, which IS being constructed at an accelerated pace to
accommodate the schedule of Project New Hope's construction The coord [nation and
scheduling of thiS project demands senior engineering and management oversight
In addItion, the State's Office of Emergency ServIces recently approved nine Hazard
Mitigation Grant Proposals submitted by the City for seismiC strengthening of critical
facIlities The Office of Emergency Services Will reimburse the City up to $3,378.423 for
mitigation work scheduled over the next four years on City Hall, parking structures nos 1,
3. and 6, the CIVIC AuditOrium, and the Main Library The City'S sewer repair office was
expanded to Incorporate thiS mitigation work and renamed the Disaster Recovery Office
ThiS expansion Will require additional engineering and management skills capable of
handling complex Issues and schedules
DISCUSSion
The Disaster Recovery Office requires strong management to achieve the program's
finanCial requirements, garner multi-agency approvals and funding, and coordinate the
multi-faceted construction schedules Last year, F J Schroeder and ASSOCiates was
selected from four proposers for the management pOSition based on qualifications and
2
most reasonable rates On Apnl 14, 1998, City Council awarded a contract to F J
Schroeder and Associates to manage the Sewer Repair Office and associated complex
projects through April, 1999 F J Schroeder has demonstrated effective leadership and
financial aptitude In developing a long range plan forthe sewer repairs The firm effectively
negotiated a final cost settlement with OES and FEMA for the sewer repair program Staff
believes these management services Will be required through June, 2001 (See ExhIbit
A for the expanded scope of services)
Budget/Financial Impact
Funds Required
Contract amount (32 hrs/wk @ $120/hrX1 yrs) $199,680
10% contingency 19,968
Total $ 219,648
The direct costs of project management Will be reimbursed by the $78 4 million FEMA final
sewer repair settlement However, 10% of reimbursable costs are Withheld until final
project audits are completed The ten percent retained for the first year ($17,952) Will be
budgeted as a set-aSide In the Wastewater Fund, "FEMA Match" A portion ofthe contract
costs Will be reimbursed by the CIty of Los Angeles from Its 90% contnbutlon for the costs
of the Moss Avenue Pumping Station The speCific accounts and cost allocations for the
first year's reqUired fundmg are outlmed In Attachment A As the second year's projects
are solidified, speCific accounts and cost allocations Will be prepared
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--- - --- - ---
Recommendation
Staff recommends that the City Council authorize the City Manager to amend the
professional services contract with F J Schroeder and Associates to mcrease the contract
amount by $199,680 to continue their management of the Disaster Recovery Office for an
additional one year with an option to extend the contract a second year, and authorize the
City Engmeer to Issue any necessary change orders to complete additional work wlthm
budget authority
Prepared by Craig Perkms, Director of Environmental and Public Works
Management
Anthony Antlch, P E , City Engineer
Ruta Sklrlus, Senior Administrative Analyst
Exhibit A Amended Scope of Services
Attachment A Cost Distribution to Accounts
4
Exhibit A
Scope of Services
F. J. Schroeder & Associates, Contract No. 6962(CCS)
Provide management services for the Northndge Earthquake Sanitary Sewer Repair
Program, the MossAvenue Pumping Station Replacement Project, the Coastal Interceptor
System Project, the Hazard MItigation Grant Program (HMGP) work, the Grant
Acceleration Program (GAP) work and the Sewer Repair Office
Tasks
1 Oversee the dally activities of eng Ineermg, inspection and office staff, located
at 1918 Main Street, 2rd Floor, SUite A, Santa MOnica, CA 90405 (Disaster
Recovery Office)
2 Prepare and maintain long term master schedule that Includes all earthquake
related sewer repaIr and rehabilitation work to be accomplished through the
Federal Emergency Management Agency's (FEMA) Grant Acceleration
Program (GAP) The schedule must take mto consideration the City of Santa
MOnica's deSire to meet the Federal Emergency Management Agency's
(FEMA) request for tImely completron of the work However. to thlS end the
public convenience of the community shall not be unduly Impeded
3 Prepare and mamtaln long term master sched ule that Includes GAPed
Parkmg Structures 2.4 and 5, HMGP Parking Structures 1,3 and 6; HMGP
projects at the CIVIC AuditOrium. Mam Library, City Hall, Police BUilding and
the Ken Edwards Center Work with City Staff, consultants and contractors
In deslgnmg, schedulmg, and constructing the projects The schedule must
take mto consideration the City of Santa Monica's deSire to meet the Federal
Emergency Management Agency's (FEMA) req uest for timely completion of
the work However, to thiS end the public convenience of the community
shall not be unduly Impeded
4 Work with City Staff, City of Los Angeles Staff, consultants and contractors
In the deSign, scheduling and construction of work to be done on the Coastal
Interceptor System (CIS)
5 Work with City Staff In Identifying and managing program finanCial and
staffmg requirements ThiS mcludes mterfaclng with the Engmeermg
DIVIsion. Utilities DIVIsion, Finance Department, and other departments and
diVIsions as necessary for Interim funding, while awaiting FEMA or City of
Los Angeles reimbursement for covered costs, and permanent City fundmg
to be used for the various projects Included In the program
Page 1 of 2
6 Attend the City's Northndge Earthquake meetings on a regular basIs, as
sched uled Inform project managers, other City staff, contractors and
consultants of program related matters on a need to know baSIS
7 ASSist the City Engineer In the decIsion making process regarding the
aforementioned programs and projects as requIred This Includes providing
management oversight and Input to englneenng consultants and City Staff
Involved In the follOWing projects
A DeSign of the Moss Avenue Pumping Station
B Construction of the Moss Avenue Pumping Station Structure
C Planning, deSign and construction ofthe Pacific Coast Highway sewer
mam replacement
D Planning, deSign and constructIon of the Ocean Avenue, Main Street,
Bay Street and Nielson Way sewer main
E Planning, deSign and construction of the Northndge Earthquake cIty-
Wide sewer main rehabilitation projects
F Planning, deSign. scheduling and construction of the City's parking
structure HMGP and GAP projects, and the Civic Audltonum, Main
LIbrary, City Hall, Police BUildIng and the Ken Edwards Center HMGP
prOjects
8 Overslg ht of commu n IcatlOn With the City of Los Angeles, regarding the Moss
Avenue. PaCifiC Coast Highway, Ocean Avenue and Main Street projects
9 Any other actiVities necessary to keep the sewer repair and rehabilitation
program on track
Compensation to the Consultant
For the services prOVided herem, the Consultant shall be compensated at the rate
of one-hundred twenty dollars an hour ($120 OOthr), plus direct project related expenses
Compensation under thiS Amendment to Agreement shall not exceed $199,68000
Compensation under the onglnal Agreement was not to exceed $170,00000
S \SEWRMGMT'ATTACHA WPD Page 2 of 2
ATTACHMENT "AIf
Account Disbursement for Amendment to Contract # 6962(CCS)
Description DSR# Account Number Contract Amt 10% Contingency Totals
- --- -
Sewer Project # 8 85347 13-500-402-39465-5506-13006 2.400 00 240 00 2,64000
--- ~-
Sewer Project # 8 85363 13-500-402-39467-5506-13006 2,400 00 240 00 2,64000
--
Sewer Project # 8 85349 13-500-402-39461-5506-13006 2,400 00 240 00 2,640 00
Sewer Project # 8 85345 13-500-402-39459-5506-13006 2,400 00 240 00 2,64000
- -
Sewer Project # 9 85216 13-500-402-39301-5506-13006 2,400 00 240 00 2,640 00
Sewer Project # 9 85235 13-500-402-39354-5506-13006 2.400 00 24000 2,640 00
~ ~-
Sewer Project # 9 85281 13-500-402-39372-5506-13006 2.400 00 240 00 2,640 00
-- - -
Sewer Project # 9 85285 13-500-402-39385-5506-13006 2,40000 240 00 2,64000
Sewer Project # 9 85303 13-500-402-39387-5506-13006 2,400 00 240 00 2,64000
Sewer Project # 9 85309 13-500-402-39391-5506-13006 2,40000 240 00 2,640 00
1---- ---- - -
Sewer Project # 9 85293 13-500-402-39393-5506-13006 2,40000 240 00 2,640 00
e----- - -----
Sewer Project # 9 85291 13-500-402-39397-5506-13006 2,40000 240 00 2.640 00
>--- - --
Sewer Project # 9 85279 13-500-402-39399-5506-13006 2,40000 240 00 2.640 00
~e'uVer P~oJect # 9 85327 13-500-402-39401-5506-13006 2,400 00 240 00 2.640 00
~- ---
Sewer Project # 9 85311 13-500-402-39403-5506-13006 2,400 00 240 00 2,64000
- - .
Sewer Project # 9 85307 13-500-402-39405-5506-13006 2.400 00 240 00 2,64000
-
?ewer Project # 9 85275 13-500-402 -39407 -5506-13006 2.400 00 240 00 2,64000
- -
Sewer Project # 9 85283 13-500-402 -39409-5506-13006 2,400 00 240 00 2,640 00
'--- -
Sewer Project # 9 85277 13-500-402-39411-5506-13006 2.400 00 240 00 2,640 00
Sewer PrOject # 9 85289 13-500-402-39413-5506-13006 2.400 00 240 00 2,640 00
-- --
Sewer Project # 9 85295 13-500-402-39415-5506-13006 2,40000 240 00 2,640 00
Sewer Project # 9 85299 13-500-402 -3941 9-5506-13006 2,40000 240 00 2,64000
- - 2,400 00
Sewer Project # 9 85313 13-500-402-39421-5506-13006 240 00 2,64000
Sewer Project # 13 85339 13-500-402-39453-5506-13006 2,400 00 240 00 2,640 00
---- -
Sewer Proj~ct # 13 85341 13-500-402-39457-5506-13006 2,40000 240 00 2,640 DO
- ~ -
Sewer Project # 13 85351 13-500-402-39455-5506-13006 2,40000 240 00 2.640 00
Colorado Ave Sewer 85353 13-500-402-39463-5506-13006 9,600 00 960 00 10,560 00
--
Main St Sewer 85367 13-500-402-39479-5506-13006 19.200 00 1,92000 21,12000
PCH Sewer 18892 13-500-402-35550-5506-13006 19,200 00 1,92000 21,12000
-- --- -- -
Moss Ave Pump Sta CIS 31-760-661-20096-8900-99345 19.200 00 1,92000 21.120 00
-- -- -- --
Ocean/Neilson Relief CIS 31-760-661-20099-8900-99943 17,28000 1,72800 19,008 00
--
Parking Structure #1 HMGP 13-500-402-35340-5506-13205 4.800 00 480 00 5.28000
-.
Parking Structure #2 GAP 13-500-402-35345-5506-13103 4.800 00 480 00 5,28000
- - --
Parking Structure #3 HMGP 13-500-402-35350-5506-13205 4,800 00 480 00 5,28000
parking Structure_ #4 13-500-402-35355-5506-13104 - 4,800 00 480 00
GAP 5,28000
Parking Structure #5 GAP 13-500-402-35360-5506-13105 4,800 00 480 00 5,28000
---
Parking Structure #6 HMGP 13-500-402-35365-5506-13205 4,800 00 48000 5,28000
CIVIC AuditOrium HMGP 13-500-402-35144-5506-13201 4,800 00 48000 5,280 00
Main Library HMGP 13-500-402-35225-5506-13204 4.80000 480 00 5,280 00
-
Pollee BUilding HMGP 13-500-402-86704-5506-13202 4.80000 480 00 5,28000
- - - -
Ken Edwards HMGP 13-500-402-35320-5506-13203 4.80000 480 00 5,280 00
-- ---
City Hall HMGP 13-500-402-35180-5506-13206 4.80000 480 00 5,280 00
13 Fund Total $ 163,200.00 $ 19,968.00 $179,52000
31 Fund Total $ 36,480.00 $ 3,648.00 $ 40,128.00
10% City Set-ASide all 31-760-661-20099-8905-99124 $16,320 00 $1.99680 $17,95200