SR-05-13-2014-3ECity Council Meeting: May 13, 2014
Agenda Item: 3"
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Services for the Marine Park Irrigation Retrofit Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a professional services
agreement with Carollo Engineers, a California -based company, in an amount
not to exceed $272,360 (includes a 10% contingency) to provide engineering
design services, develop construction documents and provide engineering
support during the construction phase of the Marine Park Irrigation Retrofit
Project.
2. Authorize the Director of Public Works to issue any necessary modifications to
complete additional work within budget authority.
Executive Summary
The Marine Park Irrigation Retrofit Project includes the installation of nearly 5,000 linear
feet of treated urban runoff water pipeline from a 2.75 million gallon reservoir located
beneath the City of Los Angeles's Penmar Park into a daily holding tank at Marine Park.
Staff recommends Carollo Engineers to provide engineering design services, develop
construction documents and provide engineering support during the construction phase
of the project through a professional services agreement. Carollo Engineers is currently
contracted with the City of Los Angeles on Phase II of the Penmar Water Quality Runoff
and Reuse Project. The professional services agreement would be in an amount not to
exceed $272,360.
Discussion
The City of Santa Monica has a 100 percent self- sufficiency goal on water usage supply
by the year 2020. The Marine Park Irrigation Retrofit Project (Marine Park Project)
would assist in achieving that goal. Currently, the City's groundwater treatment facilities
supply up to 60 percent of the City's water needs while the other 40 percent of the water
demand is outsourced.
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The Marine Park Project is funded by Proposition 84 through the California Department
of Water Resources (DWR), and is considered an Integrated Regional Water
Management (IRWM) Project which improves water reliability, protects and improves
water quality, and improves local water security by reducing dependence on imported
water. The Los Angeles County Flood Control District and the DWR have entered into a
grant agreement to provide funding assistance to public agencies in Los Angeles
County to implement various IRWM projects, including the City of Santa Monica's
Marine Park project and the City of Los Angeles' Penmar Water Quality Improvement
and Runoff Reuse Project ( Penmar Project).
Pursuant to the terms of the Grant Agreement, Santa Monica and Los Angeles are
required to enter into a Memorandum of Understanding for purposes of integrating the
design and construction of the Penmar Project and the Marine Park Project.
The Penmar Project consists of two phases. Phase I is complete and diverts urban
runoff from the cities of Santa Monica and Los Angeles into a 2.75 million gallon
reservoir that was constructed beneath Penmar Park in the City of Los Angeles.
Phase II of the project consists of the design and construction of the facilities required
prior to the beneficial usage of captured storm water for three primary stakeholders.
Treated storm water would be used to irrigate Penmar Golf Course (City of Los
Angeles), Penmar Park (City of Los Angeles), and Marine Park (City of Santa Monica).
Phase II includes the installation of an urban runoff treatment system, as well as other
required infrastructure and components that will integrate the treatment system into the
existing irrigation treatment systems at the three locations. The City of Los Angeles is
currently in Phase II of the project at the final design stage.
The Marine Park Project would convey treated urban runoff produced by the Penmar
Project Phase II via pressure main piping from the 2.75 million gallon reservoir
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constructed by Penmar Project Phase 1 to a 25,000 gallon daily holding tank located at
Marine Park. The new below ground holding tank is sized to provide peak daily
irrigation needs to the park during dry summer months. A newly designed below ground
pump station skid system would supply treated urban runoff to the existing irrigation
system. Marine Park uses approximately 3.5 million gallons, or 11 acre -feet, of potable
water each year, with nearly all of the usage to irrigation. The project would supply the
entire 3.5 million gallons /year of water usage for irrigation via treated urban water runoff
from the Penmar Project, resulting in potable water savings.
The Marine Park Irrigation Retrofit Project is included in the City of Santa Monica's
Measure V 5 -year Capital Improvement Plan and is consistent with the type of projects
identified by the Santa Monica Bay Beaches Bacterial TMDL Implementation Plan.
Rather than using the estimated annual 3.5 million gallons of potable water, this project
effectively functions as a water saving measure by using treated non - potable water to
irrigate landscape. This project is unique because of the joint usage between Santa
Monica and Los Angeles cities for the treatment and reuse of non - potable water.
Consultant Selection
On December 19, 2013, the City issued a Request for Proposal (RFP) to Carollo
Engineers for engineering design services, development of construction documents,
and engineering support during the construction phase for the Marine Park Irrigation
Retrofit Project. Carollo Engineers responded and demonstrated extensive knowledge
and experience on many water resource and water quality projects in Southern
California similar and larger in scope than this project. Staff recommends Carollo
Engineers for their technical competence, understanding of the project's scope, direct
experience on similar projects, approach to the work, qualifications of the proposed
staff, and staffing capabilities to meet the desired time frames, and competitive hourly
rates.
3
Staff recommends contracting with design consultant Carollo Engineers, the same
consultant selected by the City of Los Angeles for Phase II of the Marine Park Irrigation
Retrofit Project. Municipal Code section 2.24.080 allows the City of Santa Monica an
exception to the competitive bidding process when another Federal, State, County, or
City agency has utilized a competitive bidding process to procure the same material or
services. In 2013, the City of Los Angeles initiated a competitive bid process and
selected Carollo Engineers as the design consultant for this project. Based on these
criteria, staff recommends Carollo Engineers to complete the remaining phases of the
Marine Park Irrigation Retrofit Project. Additionally, selecting Carollo Engineers for this
project would ensure the design of an integrated system (collection- treatment-
distribution), eliminate any consultant learning curve, reduce design costs, and secure
the same rates provided to the City of Los Angeles for Phase II of the Marine Park
Irrigation Retrofit Project.
Construction Schedule and Scope of Work
The design phase would be complete in approximately six months. The construction
phase is expected to start in fall of 2014 with a duration of six to eight months. The
expected scope of work for Carollo Engineers includes, but is not limited to, the
following;
• Utility Research, Site Reconnaissance and Detailed Utility Verification (both for
City of Santa Monica and City of Los Angeles)
• Topographic Survey (both for City of Santa Monica and City of Los Angeles)
• Preliminary Engineering and Preliminary Alignment Exhibits
• Design and Construction Plans and Specifications
• Permits (both for City of Santa Monica and City of Los Angeles)
• Traffic Control Plans(both for City of Santa Monica and City of Los Angeles)
• Estimate of Construction Cost
• Construction Support
• Field Visits and Bi- Weekly Construction Progress Meetings
• Record Drawing Preparation
Financial Impacts and Budget Actions
The professional services agreement to be awarded to Carollo Engineers is for an
amount not to exceed $272,360 (includes a 10% contingency). Funds are available in
the FY 2013 -14 Capital Improvement Program budget in account 0066022.589000,
Marine Park Retrofit.
Prepared by: Joshua Carvalho, Civil Engineer
roved:
Martin Pastucha
Director of Public Works
Forwarded to Council:
Rod Gould
City Manager
Reference:
Agreement No. 9902
(CCS)