SR 10-24-2017 3F
City Council Report
City Council Meeting: October 24, 2017
Agenda Item: 3.F
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Professional Services Agreement Modification with Carollo Engineers for
Marine Park Irrigation Retrofit Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a third modification to
agreement #9902 in the amount of $30,130 with Carollo Engineers, a California-
based company, for Engineering Services During Construction (ESDC). This will
result in a three-year amended professional services agreement with a new total
amount not to exceed $291,462, with future year funding contingent on Council
budget approval.
2. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Executive Summary
The City is on track to meet its goal of 100% water self-sufficiency by 2020 through a
series of water conservation and sourcing projects, including the Marine Park Irrigation
Retrofit Project (Marine Park Project). The Project allows the City to use treated urban
runoff (TUR) from the City of Los Angeles’ Penmar Water Quality Improvement (Penmar
Project) site for landscape irrigation at Marine Park, saving 11 acre feet of potable water
per calendar year. A third modification to agreement No. 9902 is needed in order for
Carollo Engineers to provide additional Engineering Services during Construction
(ESDC) for the Marine Park Project. Services would include attending biweekly
construction meetings, visiting the construction site, reviewing and approving submittals,
responding to Requests for Information (RFIs) from the contractor, reviewing final
construction checklists and preparing Record As-Built Drawings. These services will
assist City Construction Management staff in the management of the project and assure
quality of the built product. Services would continue until the project’s completion,
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which is anticipated to be in December 2017. This modification would increase the
contract amount by $30,130, for a total not to exceed $291,462.
Background
The Marine Park Project transports treated urban runoff produced by the City of Los
Angeles’ Penmar Water Quality Improvement Project (Penmar Project) via underground
piping from the Penmar Project’s 2.75 million gallon reservoir to a new 25,000-gallon
day holding tank located at Marine Park. The new below-ground holding tank is sized to
provide enough water to meet peak daily irrigation needs of the park during dry summer
months. A newly designed above-ground pump station will 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 for irrigation. The
system has the capacity to supply the entire water demand for irrigation using treated
urban runoff from the Penmar Project, resulting in approximately 11 acre-feet of potable
water savings per year.
On December 19, 2013, the City issued a Request for Proposal (RFP) for engineering
design services, development of construction documents and engineering support
during the construction phase for the Marine Park Irrigation Retrofit Project. Carollo
Engineers was recommended as best bidder based on its extensive knowledge and
experience on many water resource and water quality projects in Southern California
similar and larger in scope than this project.
On May 13, 2014 (Attachment A), the City Council authorized staff to negotiate and
execute a professional services agreement with Carollo Engineers in an amount not to
exceed $272,360 (including a 10% contingency). Staff executed professional services
agreement No. 9902 on August 26, 2014 for $247,600 for engineering design services,
development of construction documents and engineering support during the
construction phase for the Marine Park Irrigation Retrofit Project. A first modification to
the professional services agreement was executed on March 10, 2016, which adjusted
the scope of the original agreement without changing the overall contract price. A
second modification to the professional services agreement was executed on June 30,
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2016 for $13,732, increasing Carollo’s scope of services, which included assistance
with permitting submissions and approval processes at the City of Los Angeles. The
total not to exceed contract price for Carollo services and all additional services after the
second modification was $261,332.
Discussion
This contract modification would allow Carollo Engineers to continue to provide ESDC,
which includes attending biweekly construction meetings, visiting the construction site,
reviewing and approving submittals, responding to Requests for Information (RFIs) from
the contractor, reviewing final construction checklists and preparing record as-built
drawings until the project scheduled completion date of December 2017. Under the
current contract, Carollo Engineers has developed final construction documents,
provided bid support and ESDC.
The project has technical aspects related to the piping and tank that require the
contractor to be very exact in meeting the specifications and the designer is crucial to
ensuring this through submittal reviews and RFI (requests for info) responses. The
contractor needed more input from the designer than originally anticipated. Additionally,
there were some unforeseen conditions regarding conflicts with existing utilities, which
required additional designer input. Because of this, additional re-submittals were
required, thus prolonging the review time for Carollo Engineers. Carollo Engineers
budgeted two review cycles per submittal whereas some submittals took multiple review
cycles for final approval. This modification would ensure that Carollo Engineers has
sufficient budget to continue providing support through construction completion.
To date, Carollo Engineers has provided quality work and has been expeditious in
responding to construction submittals, and internal and external correspondence.
The construction phase of the project started in April 2017 and is scheduled for
completion in December 2017.
The third modification to the agreement would allow Carollo Engineers to:
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Continue attending bi-weekly meetings and visiting the construction site;
Continue reviewing contractor submittals, which includes coordination,
commentary and approval;
Continue RFI responses issued by the contractor, which includes review of
possible field design changes and clarifications on construction documentation;
Review and assist in preparing final construction review checklists in order to
approve all corrective and final work done by the contractor.
Prepare and submit project Record As-Built Drawings on hard copy and in
electronic format within 30-day acceptance from the City.
Vendor/Consultant Selection
On December 19, 2013, the City issued a Request for Proposal (RFP) for engineering
design services, development of construction documents and engineering support
during the construction phase for the Marine Park Irrigation Retrofit Project. Staff
recommended 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.
Financial Impacts and Budget Actions
The agreement modification to be awarded to Carollo Engineers is $30,130, for an
amended agreement total not to exceed $291,462. Award of the contract modification
requires a budget transfer of $26,367.06 from account C069206.589000 to
C066022.589000. The contract will be charged to account C066022.589000.
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Prepared By: Joshua Carvalho, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. May 13, 2014 Staff Report
B. 2017 OAKS INITIATIVE FORM Carollo Engineers v0
CITY OF SANTA MONICA
OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public official from receiving, and a person or entity from conferring, specified
personal benefits or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists for persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
information must be updated and supplied every 12 months.
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
REFERENCE:
THIRD MODIFICATION TO
AGREEMENT NO. 9902
(CCS)