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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. 1 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 2 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)