SR 04-25-2017 3B
Ci ty Council
Report
City Council Meeting : April 25, 2017
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Civil Engineering
Susan Cline, Director, Public Works Department
Subject: Award a Construction Contract for the replacement of Moss Avenue Pump
Station and SMURRF VFDs
Recommended Ac tion
Staff recommends that the City Council:
1. Award Bid #2269 to Leed Electric Inc., a California -based company, for the
replacement of Variable Frequency Drives (VFDs) for Moss Avenue Pump
Station (MAPS) and Santa Monica Urban Runoff Recycling Facility (SMURRF);
2. A uthorize the City Manager to negotiate and execute a contract with Leed
Electric Inc., in an amount not to exceed $980,113 (including a 20%
contingency);
3. Authorize the Director of Public Works to issue any necessary change orders to
com plete additional work within contract authority.
Executive Summary
The Moss Avenue Pump Station (MAPS) and Santa Monica Urban Run -off Recycling
Facility (SMURRF) VFD Replacement Project would replace four (4) variable frequency
drives (VFDs) at MAPS and t wo (2) VFDs at SMURRF. A VFD is a type of control that
drives an electric motor by varying the frequency and voltage supplied to the motor.
VFDs control the speed of the motor to meet the speed requirement of the pumps in
order to prevent wet well overflow .
The useful life cycle of a VFD is 15 - 20 years with routine maintenance and following
the manufacturer’s guideline . The existing Robicon VFDs have been in operation for 17
years , reached the end of their useful service life and are no longer supported by the
manufacture . The VFDs are critical pieces of equipment; and replacement of these
drives are necessary.
Staff recommends Leed Electric Inc. for the MAPS and SMURRF VFD Replacement
Project in an amount not to exceed $980,113 (including a 20% contin gency). The City
will receive 100% reimbursement for MAPS and 50% reimbursement for SMURRF from
the City of Los Angeles , under the Hyperion Agreement 7473 CC S and Contract 7456
CCS with the City of Los Angeles.
Background
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MAPS , constructed in early 200 0, is a wastewater pumping station owned and operated
by the City with a design capacity of 26 million gallons per day. MAPS is a critical
component of the Coastal Interceptor Sewer (CIS), which moves wastewater in a
southerly direction along the coast fro m northern Los Angeles, through Santa Monica,
and eventually to the Hyperion Water Reclamation Plant. The Cit ies of Los Angeles
and Santa Monica agreed under contract #7473 CCS to standardize wastewater
charges related to using the City of Los Angeles’ re gional Amalgam ated System for
transport and treatment . Under this contract, t he City of Los Angeles agreed to pay
100% of MAPS maintenance with Santa Monica managing the operations,
maintenance, and alteration of the system .
MAPS collects the gravity s ewer flow s and pumps it to Ocean Avenue, where it
continues to flow by gravity through the existing CIS piping along Ocean Avenue and
Ne i lson Way. The CIS continues through Santa Monica and Venice before eventually
reaching the Hyperion Water Reclamation P lant near El Segundo. The City receives
revenue from the City of Los Angeles under the Hyperion Agreement for maintenance,
operation and capital improvement costs of the pump station.
MAPS is the single most important sewage pump station in the City of S anta Monica
and is located in very close proximity to the Santa Monica Pier, as shown in Attachment
A .
Due to the critical location and function of MAPS it must be regularly monitored and
maintained to minimize the risk of sewage spill or overflow. In 20 13 the City retain ed an
engineering firm to conduct a complete evaluation of MAPS. The evaluation analyzed
the existing electrical, mechanical, and structural elements along with station capacity
and other components of the pump station to identify future capital improvement
projects to meet the future demands and to upgrade the facility accordingly.
SMURRF is a state -of -the art urban runoff recycling plant, built in 2000, located at 1623
Appian Way , which can treat up to 500,000 gallons of dry weather ru noff per day , which
is about 4% of the City’s daily water use. SMURRF treats dry weather runoff by
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conventional and advanced treatment system s to remove pollutants such as sediment,
oil, grease, and pathogens from entering Santa Monica Bay . SMURRF -treated water is
used for landscape irrigation and certain indoor commercial building functions . The City
of Los Angeles and Santa Monica entered into a joint agreement, #7456 CCS, to
recover and treat urban runoff. As part of the agreement, both parties agreed to split
the costs and revenues 50/50.
On January 29, 2013, the City issued a Request for Proposals for professional
engineering services to conduct the evaluation of MAPS. Lee & Ro, Inc., was
recommended as the best qualified firm to conduct an evalua tion of the MAPS. On
August 27, 2013 (Attachment B ), Council awarded a professional Services Agreement
to Lee & Ro Inc. to conduct the condition evaluation of MAPS.
In March 2015, L ee & Ro, Inc. submitted the final technical report. According to the
re port, the replacement of the v ariable f requency d rives (VFDs) were the high priority
items and recommended for replacement . For the implementation of Lee & Ro’s
recommendation, staff requested proposals to evaluate various VFD models and
develop plans, con tract documents and provide engineering support during the bidding
and construction for t he MAPS VFD replacement project from the same four (4) firms
shortlisted for the preparation of the report. Only two (2) firms responded, (Lee & Ro
Inc. and Cannon Cor poration ). After a comprehensive review Cannon Co rporation was
selected for the project. Cannon C orporation ’s proposal addresse d the requirements of
the RFP in greater detail and the proposed design fee was significantly lower.
Discussion
On April 14, 20 16, the City issued a Request for Qualifications (RFQ) for qualifying the
manufacturers/suppliers to furnish suitable VFDs and services for MAPS. Five
manufacturers/suppliers submitted Statement s of Qualification (SOQ). Staff conducted
an in depth evaluati on of the SOQ's and determined that Royal Wholesale Electric
Company submitted the most comprehensive SOQ and addressed the requirements of
the RFQ in great detail. Royal Wholesale Electric Company is a representative for
Allen -Bradley and several other w ell -known industry manufacturers. The use of Allen -
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Bradley VFDs is appealing for their reliability and ability to be integrated into the City’s
SCADA (Supervisory Control and Data Acquisition) system. The existing control at
MAPS and SMURRF are manufacture d by Allen -Bradley, therefore the VFDs will
integrate easier and provide additional data and control to the SCADA system
Contractor Selection
On February 9, 2017, the City published Bid #SP2269 for the VFD replacement at
MAPS and SMURRF. The bid was pos ted on the City’s on -line bidding site and a notice
was advertised in the Santa Monica Daily Press in accordance with the City Charter and
Municipal Code provisions. Four bids were received and publicly opened on March 2,
2017. Bid results are as follows:
Contractor Name
Base
Bid Amount
Alternate Bid
Amount Total
Leed Electric $726,132 $90,629 $816,761
Barker Electric $802,900 $80,100 $88 3 ,000
ACSE $992,200 $94,900 $1,087,100
Minako American Corp. $1,283,000 $126,000 $1,409,000
Bids were evaluated ba sed on the criteria in SMMC 2.24.072, including price, previous
experience, ability to deliver, quality of product, and compliance with City specifications.
Staff recommends Leed Electric Inc. as the best qualified bidder, based on price, quality
of servic es offered, and experience with similar projects , for a total amount not to
exceed $980,113. This figure includes $726,132 base bid, $90,629 alternate bid and a
20% contingency of $163,352. Leed Electric Inc. provided five references for recently
completed projects, and a similar number of on -going projects. All references contacted
reported that the work performed by Leed Electric Inc. was completed in a timely and
cost effective manner while maintaining consistent quality. The Contractors State
License Bo ard also verified that the Contractor and subcontractors’ licenses are current,
active and in good standing.
Construction Management & Public Outreach
Construction management and public outreach for this project will be provided by City
staff. Constructio n management include s inspecting the contractor's work during
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construction, verifying and documenting field changes and unforeseen conditions,
monitoring and mitigating impacts as a result of the construction activities, attending
contractor's safety meeti ngs, attending periodic progress meetings, and maintaining all
necessary inspection documentation relevant to the work conducted during
construction. Public outreach include s notifications distributed to adjacent properties
and the surrounding community on the scope of the project, potential impacts and
schedule with additional periodic updates.
Construction Timeline
Construction is anticipated to begin in December 2017 and be completed by April 2018.
Financial Impacts and Budget Actions
The construction contract to be awarded to Leed Electric Inc., is for an amount not to
exceed $980,113 (includes a 20% contingency). F unds will be reimbursed by the City
of Los Angeles in accordance with the terms of the Amalgamated Sewer System
(Hyperion) Agreement 7473 CCS and Contract 7456 CC S . The City of Los Angeles will
reimburse the 1 00% of the MAPS portion and 50% of the SMURRF portion of the VFD
Replacement project . Funds are available in the FY 2016 -17 Capital Improvement
Program budget and in the FY 2016 -17 bud get in the Public Works Department . The
contract will be charged to the following accounts:
Account Number Account Name Amount
C310774.589000 MAPS CIP Account $859,602
31661.566631 SMURRF Plant Maintenance $120,511
Total $980,113
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Pre pared By: Tom Shahbazi, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. MAPS and SMURRF Location Map
B. August 27, 2013 Staff Report
C. Santa Monica Oaks Initiative Disclosure
City Council Report
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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 .
Ex ecutive Summary
The City of Santa Monica owns and maintains t he Moss Avenue Wastewater Pump
Station (MAPS) which is part of t he City of Los Angeles Hyperion Sanitary Sewer System ,
an a malgamated s ystem. 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. Th is 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 Av enue 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 parallel s the Pacific Ocean within the City of Santa Monica . G ravity
sewers in the City of Los Angeles north of Santa Monica and Santa Monica collector
sewers along the Santa Monica oceanfront area transport wastewater flow to the CIS and
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into the MAPS. T he MAPS pumps the wastewater flow received from the City of Lo s
Angeles at north of Santa Monica to Venice area at south through the CIS . E ventually the
flow reach es the Hyperion Wastewater Treatment Plant near El Segundo.
The MAPS was designed in 1998 and constructed in early 2000. MAPS is owned and
maintai ned 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.
T he City of Los Angeles construct ed 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 in crease 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 divert ed into MAPS in the future. The
PER would identify and prioritize possible improvements such as new control systems,
additional pump requirements and upgrade s to exi s ting pumps to ensure efficiency and
redundancy for the system .
The s cope of services to prepare the PER would include :
1. F ield t esting to v erify p ump c apacities, evaluation of structural, electrical, controls,
Supervisory Control and Data Acquisition (SCADA ), and mechanical systems .
2. C oordination with City of Los Angeles Bureau of Sanitation for planning and
conformance of required improvements .
3. Prepara tion of two technical memoranda and one final Preliminary Engineering
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Report, providing cost estimates and prioritization associated wit h capital
improvement recommendations .
Consultant Selection
On January 29, 2013 , the City issued a Request for P roposals (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 2 1 , 20 13 , 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
Civi l 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 u nderstanding of the project’s
scope , e xperience on similar projects , cost of services, q ualifications 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 bes t firm t o 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 Hype rion Sanitary Sewer System .
Additionally , staff contact ed 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 pro j e ct , an experienced
and multi -disciplined in -house project engineering team , and the a bility to complete the
preliminary engineering report in an expeditious manner.
Staff recommend s executing a professional services agreement with L ee & Ro, Inc., for
preparation and development of t he PER . A final PER with all associated documents
authorized by this agreement is anticipated to be completed by the first quarter of 2014.
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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 wil l 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 C310774.589000 .
Prepared by : Selim Eren, Civil Engineer
Approved: Forwarded to Council:
Martin Pastucha
Director of Public Works
Rod Gould
City Manager