SR 08-22-2023 5C
City Council
Report
City Council Meeting: August 22, 2023
Agenda Item: 5.C
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street
Services
Subject: Award RFP to Stantec Consulting Services, Inc., for Water Reservoir
Upgrades Engineering Design Services
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15302
(Replacement/Reconstruction), of the California Environmental Quality Act
(CEQA) Guidelines.
2. Award Request for Proposal SP#2679 to Stantec Consulting Services, Inc, to
provide engineering design services, develop construction documents, and
provide engineering support during the construction of the Reservoir Upgrades
and Improvements Project for the Public Works Department.
3. Authorize the City Manager to negotiate and execute an agreement with Stantec
in an amount not to exceed $3,689,292 (including $335,390 contingency) for two
years, with two additional one-year renewal options.
4. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Summary
The City of Santa Monica owns and operates four drinking water storage reservoirs
(Arcadia, San Vicente, Mt. Olivette, and Riviera) with a combined storage capacity of
approximately 40 million gallons to meet the water deman ds of the City’s residents and
businesses. These reservoirs were built between 1924 and 1962. Due to age, upgrades
are necessary at each reservoir to comply with new regulations, improve security, and
enhance operations to maintain reliable and high-quality drinking water for the City. The
Reservoir Upgrades and Improvements Project (Project) would consist of a
comprehensive inspection and assessment of all components of the four reservoirs
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including structures, pumps, piping, electrical, mechanical, instrumentation, controls,
and other appurtenances required for successful operations. In addition, the Project
would include preparation of a basis of design report, which will establish design criteria
for the upgrades at each reservoir, and the preparation of bidding documents consisting
of technical specifications and drawings for the rehabilitation of each reservoir. The
Project would help achieve the City’s commitment of delivering safe and reliable water
to its residents and commercial customers. Staff recommends Stantec Consulting
Services, 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 $3,689,292 (including $335,390 contingency).
Discussion
All four of the City’s drinking water storage reservoirs (Arcadia, San Vicente, Mt.
Olivette, and Riviera) are in need of substantial repairs and rehabilitations. All four
reservoirs are critical in maintaining continuous service for the City’s customers,
especially during peak demand periods when the City’s daytime population could
increase by four to five times. In 2018, the California State Water Resources Control
Board Division of Drinking Water (DDW) performed its routine survey o n the City’s
drinking water production and distribution facilities. DDW’s survey identified reliability
and operational improvements for the water reservoirs to protect and enhance City
drinking water quality. In March 2021, the City conducted a separate assessment of the
four reservoirs which resulted in additional recommendations to rehabilitate the
reservoirs. In February 2022, when Arcadia Reservoir was drained, an in -depth
structural assessment was conducted, and additional recommendations were provided.
All four reservoir assessments recommend several repairs and rehabilitation activities
which are intended to improve reservoir resiliency and reliability as well as protect and
maintain drinking water quality within the distribution system to meet all Federal and
State drinking water requirements.
Vendor Selection
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Bidder Recommendation
Best Qualified
Person/Firm
Stantec Consulting Services, Inc.
Evaluation Criteria Training/credential/experience, competence/skill, capacity/ability to
perform services promptly, sufficiency of financial/other resources,
character/reputation, ability to provide future services needed and
price.
Municipal Code SMMC 2.24.190
Proposals received
Arcadis Stantec Consultant Services, Inc.
Richard Brady and Associates, Inc.
RFP Data
Posted On Posted On Advertised in (City
Charter &SMMC)
Vendor
Downloaded
Date Publicly
Opened
03/31/2023 City’s Online
Bidding Site
Santa Monica Daily Press 60 05/15/2023
Justification to Award
The proposals were reviewed by a selection panel consisting of staff from the
Engineering & Street Services and Water Resources Divisions. The proposal
evaluations were based on previous project experience similar in size and scope,
references, quality of work/ work plans/ timelines, project team proposed, cost,
presentation/ demonstration/understanding of project goals and compliance with City
requirements. Staff then interviewed all three firms in person. Based on the evaluation
criteria and their extensive and prior experience in developing sim ilar projects for other
California municipalities and agencies including City of Henderson, City of Escondido,
City of South Pasadena, and City of Manhattan Beach, staff recommends Stantec
Consulting Services Inc., as the best qualified firm to provide the engineering design
services for the Upgrades and Improvements for the Water Reservoirs Project.
Past Council Actions
Meeting Date Description
11/27/2018 (Attachment A) Approved Updated Sustainable Water Master Plan and
Pathway to self-Sufficiency
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Environmental Review
The Project is categorically exempt as a Class 2 exemption pursuant to Section 15302
of the CEQA Guidelines, which exempts replacement or reconstruction of existing
structures and facilities where the new structure will be located on the same site as the
structure replaced and will have substantially the same purpose and capacity as the
structure replaced. This project would rehabilitate and upgrade four (4) reservoirs to
comply with new regulations in addition to improved security and enhanced operations
to maintain reliable and high-quality drinking water for the City. The improvements
would consist of a comprehensive inspection and assessment of all components of the
four reservoirs and the replacement of existing components with new components,
without changing the existing footprint or foundations of the four reservoirs.
Furthermore, Staff has determined that none of the Exceptions to Categorical
Exemptions set forth in the CEQA Guidelines, Section 15300.2, apply to this project .
Financial Impacts
Staff seeks authority to approve available funding in the Water Fund to award an
agreement with Stantec Consulting Services, Inc., to provide engineering design
services, develop construction documents, and engineering support during the
construction phase of the Project. The cost is included in the FY 2023-24 Capital
Improvement Program Budget. Award of the agreement would require additional
appropriations from the Water Fund in the amount of $182,266 from the Water
Resources Division’s operating budget.
FY 2023-24 CIP Budget Changes
Additional Funds to be Appropriated
Account Number Amount
C5007620.689000 $182,266
Agreement Request
FY 2023-24
Amount
Future Years
Amount
CIP Account # Total Contract
Amount
$3,500,000 $189,292 C5007620.689000 $3,689,292
Future year funding is contingent on Council budget approval.
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Prepared By: Tom Shahbazi, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP)
Update
B. Oaks Initiative Form - Stantec Consulting Services, Inc.
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Packet Pg. 51 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 52 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 53 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 54 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 55 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 56 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 57 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 58 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 59 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 60 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 61 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 62 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 63 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 64 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 65 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 66 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 67 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 68 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 69 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 70 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 71 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 72 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 73 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 74 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 75 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 76 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 77 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 78 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 79 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 80 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 81 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 82 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 83 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 84 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 85 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 86 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 87 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 88 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 89 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 90 Attachment: November 27, 2018 Staff Report - Sustainable Water Master Plan (SWMP) Update (5799 : Award RFP SP2679 to Stantec Consulting
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Packet Pg. 91 Attachment: Oaks Initiative Form - Stantec Consulting Services, Inc. (5799 : Award RFP SP2679 to Stantec Consulting Services, Inc., for Water
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Packet Pg. 92 Attachment: Oaks Initiative Form - Stantec Consulting Services, Inc. (5799 : Award RFP SP2679 to Stantec Consulting Services, Inc., for Water
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Packet Pg. 93 Attachment: Oaks Initiative Form - Stantec Consulting Services, Inc. (5799 : Award RFP SP2679 to Stantec Consulting Services, Inc., for Water
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Packet Pg. 94 Attachment: Oaks Initiative Form - Stantec Consulting Services, Inc. (5799 : Award RFP SP2679 to Stantec Consulting Services, Inc., for Water