SR 03-01-2016 3F
City Council
Report
City Council Meeting: March 1, 2016
Agenda Item: 3.F
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Water Resources
Subject: Sanitary Sewer Master Plan Preparation
Recommended Action
Staff recommends that the City Council:
1. Award RFP #64 to HDR Incorporated, a Nebraska-based company, for the
preparation of a Sanitary Sewer Master Plan and assistance with Water Modeling
iterations;
2. Authorize the City Manager to negotiate and execute a professional service
agreement with HDR Incorporated, in an amount not to exceed $505,000 (including a
10% contingency) for four years from the date of contract execution;
3. Authorize the Director of Public Works to issue any necessary changes to complete
additional work within contract authority;
4. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Executive Summary
Staff recommends the development of a Sewer Model and associated Sanitary Sewer
nearing design capacity in some
segments of the system. The currently available information provides some limited data
on locations that have been monitored in the past in the downtown area and areas near
new developments. In order to accurately model the effect of current conditions, future
development, and identify the need to construct critical infrastructure improvements, a
Master Plan and System Model needs to be developed which evaluates the system in
its entirety. The Master Plan/Sewer Model preparation would include development of a
full system model to evaluate future sewer connections, establish a 10year Capital
-
Improvement Program for the improvement of pipes, and evaluate the Amalgamated
Agreement with the City of Los Angeles. In November 2015 the City solicited bids for
the preparation of a Sanitary Sewer Master Plan and assistance with Water Modeling
iterations. Staff recommends HDR Incorporated as the best bidder for the preparation of
a Sanitary Sewer Master Plan and assistance with Water Modeling iterations in an
amount not to exceed $505,000 (including a 10% contingency).
Background
In 2011 Black and Veatch prepared a study of sanitary
sewers in order to evaluate the discharge of 2 million gallons per day (MGD) of brine
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(the wastewater produced as a by-product of potable water treatment)
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treatment plant into the sewer system at 19 and Broadway. At that time sewer main
pipes over 10 inches in diameter along the Broadway corridor (from Ocean Avenue to
the eastern City limits, and its tributary sewer lines) were monitored and a model of this
limited area was prepared showing future system deficiencies.
In 2013 the Planning Division requested review of the Infrastructure Element of the
Downtown Specific Plan Environmental Impact Report (EIR), which used the Black &
Veatch study as a basis for capacity assessment in the downtown area. The Black and
Veatch study was limited to only the Broadway Corridor and did not evaluate the 6 inch
and 8 inch diameter pipes which make up the majority of sewer mains in the downtown
area Water Resources staff recommended that the system undergo further evaluation
.
to take into account all of the mains in the downtown area as well as mains downstream
of Broadway.
In January of 2015 the sewer system was audited by the State of California. The
routine audit recommended that the City develop a Capital Improvement Plan for
upsizing the system based on future demand. Future demand (at 2030) would be tied
to development anticipated by the Land Use and Circulation Element (LUCE), addition
of up to 1,607,222 gallons per day (gpd), Downtown Community Plan (DCP), and the
addition of up to 878,550 gpd, as well as to the addition of approximately 800,000 gpd
of brine anticipated to enter the system if the proposed Olympic Treatment Plant is
completed.
Later in 2015 V&A Consultants completed a focused sewer monitoring effort in the
downtown area, showing some sewer pipe segments were reaching design capacity
even during dry weather and conservation conditions. The creation of the Wastewater
Model will allow the City to evaluate the system based on current impact, the impacts of
future development, as well as the impact of future policy initiatives, such as the
implementation of a net-zero water initiative.
Discussion
The Sanitary Sewer Master Plan preparation would
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, that would show every pipe in the system throughout the City, rather than
only larger diameter mains studied as part of the 2011 Black and Veatch Study. The
model would be validated by current conditions, but will be loaded using the LUCE and
DCP growth elements. This would allow staff to see critical system issues at full build
out and also eliminate upsizing the same line more than once in order to accommodate
future capacity. Upon completion of the model, the City would be able to study all
options available to ensure the sewer pipeline capacity is sufficient in the future and
develop a comprehensive Capital Improvement Program moving forward.
A small , which was
completed in 2015 and studies the flow of potable water throughout the City, is also
include future projects like the Olympic Treatment Plant require the assistance of a
modeling professional.
Vendor/Consultant Selection
On November 11, 2015, the City issued a Request for Proposals (RFP) for preparation
of a Sanitary Sewer Master Plan. The RFP was post-line bidding
site, and notices were advertised in the Santa Monica Daily Press in accordance with
City Charter and Municipal Code provisions. There were 1,527 vendors notified, 63
vendors downloaded the RFP. Three firms (HDR, Black and Veatch Corporation, and
Quantum Consulting Inc.) responded.
Responses to the RFP were reviewed by a selection panel of staff from the Public
Works and Planning departmentsIn accordance with SMMC 2.24.073, evaluation was
.
based on the following selection criteria: experience, references, work plans, project
team and cost. HDR and Black and Veatch were invited to a final interview to further
,
was rated highest of the two respondents
following the interviews with each firm. In addition, they provided the lowest cost
proposal in its initial response to the base scope of services presented in the RFP.
Therefore, staff recommends HDR Incorporated as the best qualified firm to provide
Sanitary Sewer Master Planning services and assist the City in running scenarios in the
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Water Model. The contract amount recommended for the Sewer Master Plan to be
conducted by HDR reflects the final scope of work discussed and negotiated with HDR.
HDR Incorporated has extensive experience providing master planning services
including modeling, demand projections, asset management, capacity assessment and
,
financial planning. HDR Incorporated would prepare a sewer model in InfoSewer (the
software which the City purchased in 2014) and develop a Sanitary Sewer Master Plan
to guide the Water Resources Division through the next decade of capital planning.
Financial Impacts and Budget Actions
The agreement to be awarded to HDR Incorporated is for an amount not to exceed
$505,000. Funds in the amount of $377,500 are available in the FY 2015-16 budget in
the Public Works Department and the FY 2015-16 Capital Improvement Program (CIP)
budget. Award of the agreement to HDR Incorporated requires an appropriation of
$127,500 in the CIP account C319039.589000. The agreement will be charged to the
following accounts:
25671.533580 $20,000
C319039.589000 $485,000
TOTAL: $505,000
Prepared By:
Jessica Arden, Civil Engineer
Approved Forwarded to Council
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Reference:
Agreement
No.10266
(CCS)