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SR-11-24-2015-3F City Council Report City Council Regular Meeting: November 24, 2015 Agenda Item: 3.F 1 of 4 To: Mayor and City Council From: Martin Pastucha, Director, Public Works, Civil Engineering Subject: Award Professional Service Agreement for the Annual Water Main Replacement Project Recommended Action Staff recommends that the City Council: 1. Award RFP# SP2383 to California Watershed Engineering (CWE), a California - based company, to provide engineering design services for the Annual Water Main Replacement Project; 2. Authorize the City Manager to negotiate and execute a professional service agreement with California Watershed Engineering (CWE), in an amount not to exceed $98,076 (including a 10% contingency); 3. Authorize the Director of Public Works to issue any necessary changes to complete additional work within contract authority. Executive Summary The Annual Water Main Replacement Project will replace and construct approximately 2,200 feet of water distribution pipelines on Ocean Avenue between Moomat Ahiko Way and San Vicente Terrace, Seaside Terrace between Ocean Avenue and Appian Way, and Olympic Place North between Ocean Avenue and Appian Way to ensure an adequate and reliable supply of water to customers. This project is based on a long- term replacement and upgrade program for water mains based on age, condition and capacity demands. Staff recommends California Watershed Engineering (CWE) to provide engineering design services for an amount not to exceed $98,076. Background The City operates and maintains a 250 mile network of water distribution mains with pipeline sizes ranging from 6 to 36 inches. The City’s water system provides 12 million gallons of water per day to over 86,000 residential and business customers. In 2011, the Water Resources Division developed a business case evaluation study to identify and prioritize the need to replace aging cast iron water mains. The study focused on the oldest cast iron pipe installed prior to the 1970s. The study identified the cost and probability of potential water main breaks while making recommendations to replace 2 of 4 and upgrade the aged water mains throughout the city. Staff also reviews maintenance records to identify the most problematic areas where unexpected low water pressure occurs. Low pressure in old cast iron pipes is typically caused by rust build up, which impedes water flow and affects the water quality as well. Based on this information, a priority list of water distribution system improvements is produced annually to implement approximately 5,000 linear feet of water main replacements every year. Discussion This year, approximately 2,200 linear feet of water main pipes are recommended for replacement as follows (attachment A);  Ocean Avenue between Moomat Ahiko and San Vicente Terrace  Seaside Terrace between Ocean Avenue and Appian Way  Olympic Place North between Ocean Avenue and Appian Way Consultant Pre-Qualification On March 19 2015, the City issued a Request for Qualification (RFQ) to prequalify consulting firms to provide pipeline design engineering services for various capital improvement projects. The RFQ was posted on the City’s online bidding site. A total of 100 firms downloaded the RFQ package. Nineteen proposals were received and six engineering consulting firms were pre-qualified on May 20, 2015. The pre-qualification criteria included the firm’s technical competence, direct experience on similar projects, qualifications of the proposed staff, staff’s experience, staffing capabilities to meet the desired time frames, references, management structure and sample work products . Consultant Selection On August 24, 2015, the City issued a Request for Proposal (RFP) to six pre-qualified engineering consultant firms to obtain design engineering services, for the Annual Water Main Replacement Project. On September 10, 2015, six proposals were received. A selection committee consisting of staff from the Civil Engineering Division and the Water Resources Division reviewed the proposals. Evaluation was based on the following selection criteria:  50% – Understanding of the project’s scope, approach to the work and schedule 3 of 4  50% – Cost of services On October 13, 2015, the selection committee concluded the evaluation of proposals: Consulting Firm Cost Final Ranking CWE $ 89,160 1 CANNON $ 98,695 2 SA ASSOC $ 76,000 3 LEE & RO $ 149,200 4 ERSC $ 146,125 5 MNS $ 163,564 6 Staff recommends California Watershed Engineering (CWE) to provide design engineering services for this project. CWE’s cost proposal was the best all-inclusive proposal. The lowest proposal, from SA Associates, did not include all of the tasks required to complete the scope of work. Additionally, CWE demonstrated extensive knowledge, experience, and previous successful capital improvements projects for designing water main replacements, storm water infrastructure projects and water master planning projects in the cities of Santa Monica, Torrance, Long Beach and Los Angeles. CWE also demonstrated through past projects its ability to offer experienced design teams that can complete project designs in an expeditious manner and at competitive hourly rates. The design phase would be completed in four to six months. The construction phase would take six to eight months and is expected to start in the fall of 2016. The scope of work for CWE would include the following:  utility research, site reconnaissance and detailed utility verification  topographic survey  preliminary engineering and preliminary alignment exhibits  design and construction plans and specifications  permits  traffic control plans  opinion of construction cost 4 of 4  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 CWE is for an amount not to exceed $98,076 (includes a 10% contingency). Funds are available in the FY 2015 -16 Capital Improvement Program budget in account C250136.589000 Water Main Replacement. Prepared By: Selim Eren, Civil Engineer Approved Forwarded to Council Attachments: A. Location Map 1:4,514 Water Main Replacement 0.10.070.1 0 Miles Disclaimer: This map of the City of Santa Monica has been provided for illustration purposes only. Every reasonable effort has been made to ensure the accuracy of the maps provided, however, some information may not be accurate. The City of Santa Monica ("City") provides this map on an "AS IS" basis. The City assumes no liability for damages arising from errors or omissions. THE MAPS ARE PROVIDED WITHOUT WARRANTLY OF ANY KIND, either expressed of implied, including but not limited to, the implied warranties of merchantability and fitness for a particular purpose. Do not make any business decisions based on this map before validating your decision with the appropriate City office. wHydrant Hydrant Private Hydrant Underground Hydrant Fire Riser Private Underground wDepth Abandoned Main Main Service wFitting <all other values> Cap Coupling Reducer Repair Clamp wLateralLineDistArrow Left Right wManhole wNetworkStructure EnclosedStorageFacility PressureSustainingValve ProductionWell Pump wSamplingStation wSystemValve Air Release Blowoff Butterfly Gate Plug Zone wAbandoned wLateralLine <all other values> Air Release Blowoff Domestic Fire Hydrant Multimeter Sampling Station wPressurizedMain City Boundary Reference:    Agreement No. 10220  (CCS)