sr-071012-3aCity of
City Council Report
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City Council Meeting: �,
Agenda Item: 3
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Windward School Well Relocation
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute an amendment to the
Design -Build Agreement with Black and Veatch Construction, Inc. (BVCI), a
Missouri -based company, for the Windward School Well Relocation Project in
the amount of $395,235 (includes a 10% contingency) for a total contract
amount of $62,096,354.
2. Authorize the City Manager to negotiate and execute a.Professional Services
Agreement with Richard C. Slade & Associates (RCS), a California based
company, in the amount of $79,640 (includes a 10% contingency) for
hydrogeological observation and inspection services.
3. Approve the budget changes as outlined in the Financial Impacts and Budget
Actions section of this report.
Executive Summary
Windward School, a private college - preparatory school serving grades 7 -12, leases land
at the Charnock well field in West Los Angeles from the City for use as athletic fields.
The Windward School Administration desires to modify the athletic field layout and
requests the City relocate an existing water production well. In January 2012, Council
approved an amendment to an existing agreement with BVCI to provide project
management and construction services for the relocation of an existing water production
well at Windward School. Staff recommends a second amendment to this agreement
with BVCI, in the amount of $395,235, to manage the construction of the new well,
demolition of the old well and manholes, installation of new piping, and the re- routing of
electrical lines for the Windward Well Relocation Project, for a total contract amount of
$62,096,354. Additionally, staff recommends RCS to provide hydrogeological
observation and inspection services in the amount of $79,640. Windward School will
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reimburse the City for Black & Veatch's services and Richard C. Slade's services in the
amount of $1,896,292.
Background
On January 24, 2012, an amendment to the Design -Build Agreement No. 8892 (CCS)
with BVCI was authorized to provide project management and construction services for
the relocation of the well in an amount not -to- exceed $1,421,417 from the available
contract contingency.
Discussion
Amendment to Design -Build Agreement
BVCI received three subcontract bids on May 7, 2012 for the well drilling and prepared
a proposal for all project expenditures. The bids received were higher than the
engineer's estimate prepared by RCS because treatment of the pumped water during
well development is more costly than originally estimated. Windward School is aware of
the cost increase and desires to move forward with the relocation of Well CH -15.
Windward School will pay for all project costs as outlined in the Payment Agreement
executed April 3, 2012 between the City and Windward School. Staff recommends
increasing the project budget to allow BVCI to complete construction of the well
relocation. This project would begin in June 2012 and completion expected by
December 2012.
Consultant Selection
In November 2011, Windward contracted with RCS to provide design services of the
well. Staff also recommends utilizing the services of RCS for hydrogeological
observation, geological logging, well casing installation oversight, and inspection
services. RCS is a consulting groundwater geologist with substantial experience in
municipal water supply wells and is currently the Engineer of Record for the well
relocation design drawings. Because of their history and experience with this project
staff recommend RCS as the best choice.
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Financial Impacts & Budget Actions
The amendment to be awarded to Black & Veatch is $395,235 for a new total of
$1,816,652. The professional services agreement to be awarded to Richard C. Slade
would be for $79,640. Windward School will reimburse the City in the amount of
$1,896,292 for Black & Veatch's services and Richard C. Slade's services, plus any City
costs. Windward School understands that the actual costs may be lower or higher,
based on depth of the well or quality of the water, as outlined in the Payment
Agreement.
Approval of the amendment with Black & Veatch and the professional services
agreement with Richard C. Slade requires the following FY2011 -12 budget changes:
1. Appropriate $474,875 to revenue account 05224.408270.
2. Appropriate $474,875 at account 0050878.589600 to reflect the reimbursement
of contract related costs.
Once appropriated, funds will be included in the FY2012 -13 budget at account
0050878.589600.
Prepared by: Curtis Castle, Civil Engineer
Approved: Forwarded to Council:
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Martin P410cha Rod ould
Director of Public Works City Manager
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Reference Amended
Contract No. 8892 (CCS)