SR-08-27-2013-3HAgEm City ncil Report
City of
Santa Monica'
City Council Meeting: August 27, 2013
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Engineering Services for Moss Avenue Pump Station
Improvements Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a professional services
agreement with Lee & Ro, Inc., a California-based company, in an amount not to
exceed $83,640 (includes a 10% contingency) to provide engineering services
and prepare a Preliminary Engineering Report for the Moss Avenue Pump
Station Improvements Project.
2. Authorize the Director of Public Works to issue any necessary modifications to
complete additional work within budget authority.
Executive Summary
The City of Santa Monica owns and maintains the Moss Avenue Wastewater Pump
Station (MAPS) which is part of the City of Los Angeles Hyperion Sanitary Sewer
System, an amalgamated system. The City receives revenue from the City of Los
Angeles to cover maintenance and operating costs of MAPS as well as the capital
improvement costs of the pump station. This critical facility pumps and conveys sewage
flow from north of the city, south to the Hyperion Wastewater Treatment Plant. A
preliminary engineering study is required to evaluate the station's condition and make
recommendations for priority capital improvements to meet the future capacity of the
Coastal Interceptor Sewer. Staff recommends Lee & Ro, Inc., to provide engineering
services for the Moss Avenue Pump Station Improvements Project in an amount not to
exceed $83,640.
Background
The Moss Avenue Pump Station (MAPS) is a key component of the Coastal Interceptor
Sewer (CIS) line that parallels the Pacific Ocean within the City of Santa Monica.
Gravity sewers in the City of Los Angeles north of Santa Monica and Santa Monica
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collector sewers along the Santa Monica oceanfront area transport wastewater flow to
the CIS and into the MAPS. The MAPS pumps the wastewater flow received from the
City of Los Angeles at north of Santa Monica to Venice area at south through the CIS.
Eventually the flow reaches the Hyperion Wastewater Treatment Plant near EI
Segundo.
The MAPS was designed in 1998 and constructed in early 2000. MAPS is owned and
maintained by the City of Santa Monica as part of the Hyperion Sanitary Sewer System.
The City receives revenue from the City of Los Angeles to cover the maintenance and
operating costs as well as capital improvements costs of the MAPS.
The City of Los Angeles constructed several low flow diversion (LFD) facilities along the
Santa Monica Bay coastline. These LFD facilities divert dry weather runoff and low flow
storm events from the storm drain into the sanitary sewer system and are expected to
significantly increase the influent flows in the Coastal Interceptor Sewer and the flows
received by MAPS.
Discussion
The Preliminary Engineering Report (PER) would provide a full evaluation of the MAPS'
condition and capacity to initiate cost-effective capital improvement projects to meet
future demands and to upgrade the facility. This project would require a close
collaboration with the City of Los Angeles Bureau of Sanitation in determining the
amount of dry weather runoff and other sewage flows to be diverted into MAPS in the
future. The PER would identify and prioritize possible improvements such as new
control systems, additional pump requirements and upgrades to existing pumps to
ensure efficiency and redundancy for the system.
The scope of services to prepare the PER would include:
1. Field testing to verify pump capacities, evaluation of structural, electrical,
controls, Supervisory Control and Data Acquisition (SCADA), and mechanical
systems.
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2. Coordination with City of Los Angeles Bureau of Sanitation for planning and
conformance of required improvements.
3. Preparation of two technical memoranda and one final Preliminary Engineering
Report, providing cost estimates and prioritization associated with capital
improvement recommendations.
Consultant Selection
On January 29, 2013, the City issued a Request for Proposals (RFP) to provide
engineering services for the Moss Avenue Pump Station project. The RFP was posted
on the City's online bidding site. On February 21, 2013, six proposals were received
from the following firms: Schaaf & Wheeler, AKM Consulting Engineers, Cannon, Lee &
Ro, Black & Veach, and Psomas.
Responses to the RFP were reviewed by a selection committee of Water Resources
and Civil Engineering staff. The selection committee shortlisted four firms (AKM
Consulting Engineers, Cannon, Lee & Ro, and Psomas) and interviews with the
shortlisted firms were held on April 11, 2013. The selection criteria included
understanding of the project's scope, experience on similar projects, cost of services,
qualifications of the proposed staff, understanding of the project's scope and direct
experience with similar projects. Based on these criteria, staff recommends Lee & Ro,
Inc., as the best firm to provide engineering services for this project in accordance with
the City's Request for Proposals.
Lee & Ro, Inc., distinguished itself during the selection process as having superior
pump station design knowledge and familiarity with the Hyperion Sanitary Sewer
System. Additionally, staff contacted Lee & Ro, Inc.'s references and all references
reported being extremely satisfied with the company's engineering services. Lee & Ro,
Inc. has extensive pump station and engineering experience similar to this project, an
experienced and multi -disciplined in-house project engineering team, and the ability to
complete the preliminary engineering report in an expeditious manner.
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Staff recommends executing a professional services agreement with Lee & Ro, Inc., for
preparation and development of the PER. A final PER with all associated documents
authorized by this agreement is anticipated to be completed by the first quarter of 2014.
Financial Impacts and Budget Actions
The professional service agreement to be awarded to Lee & Ro, Inc., is for an amount
not to exceed $83,640 (includes 10% contingency). Funds are included in the FY 2013-
14 Capital Improvement Program at account C310774.589000 Moss Avenue Pump
Station. The City of Los Angeles will reimburse the City of Santa Monica for 98 percent
of the total cost in accordance with the terms of the Hyperion Sanitary Sewer System
Agreement in FY 2013-14. Reimbursement to the City of Santa Monica will be provided
on an annual basis and credited in account 0310774.589000.
Prepared by: Selim Eren, Civil Engineer
roved:
Martin Pastucha
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Agreement No. 9793