SR 10-09-2018 3F
City Council
Report
City Council Meeting: October 9, 2018
Agenda Item: 3.F
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Award Agreement for Engineering Design Services and Construction Support
for Non-Potable Water Main Expansion
Recommended Action
Staff recommends that the City Council:
1. Award RFP #SP2563 to NV5, Inc., a Florida-based company, to provide design
services, develop construction documents, and provide engineering support
during the construction of the Non-Potable Water Main Expansion Project for the
Public Works Department;
2. Authorize the City Manager to negotiate and execute a professional services
agreement with NV5, Inc., in an amount not to exceed $149,781 (including a
$13,616 contingency) for two years,
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Summary
The City distributes treated non-potable water to both public and private users daily for
irrigation and toilet flushing to conserve potable water. The Non-Potable Water Main
Expansion Project (Project) would expand the existing distribution system in two
phases: by constructing approximately 2,100 linear feet of non-potable water distribution
pipelines at strategic locations throughout the City and by connecting the existing non-
potable water main running along Olympic Boulevard to the City Yards to support the
sustainability goals of the City Yards Modernization Project. Staff recommends NV5,
Inc. to provide engineering design services, develop construction documents, and
provide engineering support during the construction phase of the Project for an amount
not to exceed $149,781 over a two-year period.
Discussion
Santa Monica completed the Santa Monica Urban Runoff Recycling Facility (SMURRF)
in 2002. The facility treats up to 500,000 gallons per day of urban runoff from the Pico-
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Kenter and Pier drains year-round. The treated non-potable water is pumped through a
Citywide distribution system that serves parks, medians, a cemetery and dual -plumbed
buildings.
The SMURRF currently feeds 26,000 linear feet of non-potable water distribution mains
with pipeline sizes ranging from 4 to 12 inches. The Project would expand this system
by constructing pipelines on Fifth Street between Santa Monica Boulevard and
Colorado Street, in Palisades Park at the California Incline, and from Palisades Park to
the San Vicente Boulevard median. The Project would also connect the existing non-
potable water main running along Olympic Boulevard to the City Yards to support the
sustainability goals of the City Yards Modernization Project. The expansion of the
system would help reduce the use of potable water by making treated non -potable
water available for developments in the downtown area and for irrigation of the San
Vicente Boulevard medians.
NV5, Inc. would be tasked with preparing plans, specifications and estimates, and
providing engineering support during the bidding process and construction phase of the
project, which would include reviewing change orders and ensuring the construction
contractor uses materials that meet the requirements of the approved contract
documents. NV5, Inc. would also prepare the “As Built” record drawings at the
conclusion of the project.
Consultant Selection
RFP Data
RFP Posting
Date
RFP
Posted On
RFP Advertised
in (City Charter
and Muni Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Proposals
Received
06/07/201
8
City’s
Online
Bidding
Site
Santa
Monica Daily
Press
86 4 07/05/2018
Proposals Received
NV 5, Inc. SA Associates
CWE Engineering Tait Engineering
Justification for Award
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A selection panel of staff from the Civil Engineering and Water Resources divisions
evaluated the proposals based on the following criteria: proposer’s previous
experience with similar projects with other cities, quality and thoroughness of the
proposer’s project work plans and timelines, experience of the proposer’s key
personnel, proposer’s references, and cost. NV5’s demonstrated extensive
knowledge and experience with similar projects with various agencies. NV5 also
demonstrated through past projects its ability to offer experienced design teams that
can complete high quality project designs in an expeditious manner and at
competitive hourly rates. Based on these criterias and the criteria in SMMC 2.24.073,
staff recommends NV5 Inc. as the best qualified firm.
Financial Impacts and Budget Actions
Staff seeks authority to award a two-year professional services agreement with NV5
Inc. for non-potable water main design and construction support services. This project is
funded by the Wastewater Fund, and budget is available in the FY 2018 -19 Capital
Improvement Program (CIP) budget.
Agreement Request
Request Amount FY 2018-19 Budget
CIP Account #
Total Contract Amount
$149,781 C5104870.689000 $149,781
Prepared By: Steven Hull, Principal Administrative Analyst
Approved
Forwarded to Council
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Attachments:
A. NV5, Inc. Oaks Initiative Disclosure Form
REFERENCE:
Agreement No. 10762
(CCS)