HomeMy WebLinkAbout1J OCR
CITY COUNCIL STAFF REPORT
DATE: January 27, 2022 CONSENT CALENDAR
SUBJECT: APPROVAL OF A PURCHASE ORDER TO HARRIS & ASSOCIATES, INC.
IN AN AMOUNT NOT TO EXCEED $90,500 FOR DESIGN AND
CONSTRUCTION SUPPORT SERVICES FOR TRACT 13257 - PHASE 4
SEWER IMPROVEMENTS, CITY PROJECT NO. 21-17
FROM: Justin Clifton, City Manager
BY: Development Services Department
SUMMARY:
Approval of this item will authorize Harris & Associates, Inc. (“Harris”) our on-call Civil
Engineering Consultant, to proceed with design, bid phase services, and construction
phase services to extend the City’s sewage collection system. This sewer main extension
will connect the remaining 22 residential units still on septic systems within Tract 13257
(Arnico Tract) to the City’s existing collection system and abandon the existing septic
systems.
RECOMMENDATION:
1. Authorize a Purchase Order in an amount not to exceed $90,500 with Harris &
Associates, Inc., pursuant to the City’s “on-call” agreement (A8411), for design, bid
phase services, and construction phase services for Tract 13257 - Phase 4 Sewer
Improvements, City Project No. 21-17 (the “Project”); and,
2. Authorize the City Manager to execute all necessary documents.
BUSINESS PRINCIPAL DISCLOSURE:
The Public Integrity Disclosure Form submitted by Harris is included as Attachment A.
BACKGROUND:
On March 17, 2010, the City Council approved $266,000 of Community Development
Block Grant (CDBG) funds for the design of a sewer system for the Arnico Tract. The
Arnico Tract was developed in the 1980’s within unincorporated Riverside County and all
homes within the development were connected to septic systems. At the time, the
estimated cost of the project was approximately $1,200,000. Funds to complete the entire
Item 1J - 1
project were not available and Staff initiated a phased approach to the design and
construction of the project.
In July of 2011, the City Council approved $630,000 of CDBG funds to construct phase
one and two of the four-phase project. The project was publicly bid and the resulting bids
to construct phase one and two exceeded the available CDBG funds. The project had to
be modified and only a small segment of phase two was constructed, with no home
connections or septic systems abandonment possible.
Between April of 2012 and March of 2013, Staff continued to explore different avenues to
fund and construct the project. CDBG funds were limited and not available for the private
on-site work that included home connections or septic system abandonment. The City
Council approved $164,070 of Measure J funds to continue work and complete phase
two and three of the project. At the time, Staff indicated that funds for Phase 4 of the
project were not available and recommended that future Measure J funds be set aside to
complete the project.
STAFF ANALYSIS:
The sewer main extension will disconnect the last 22 homes of the Arnico Tract from their
septic system and complete phase four of the project that was started in 2010.
On December 15, 2021, Harris submitted a formal proposal to the City to proceed with
the project. This proposal includes construction management and support costs for a total
not to exceed amount of $90,500. A copy of their proposal is included as Attachment B.
Staff in Engineering Services reviewed the proposal submitted by Harris and found their
proposal qualified and complete. Staff recommends approval of a Purchase Order and
the Notice to Proceed to Harris & Associates.
ENVIRONMENTAL ASSESSMENT:
In accordance with the California Environmental Quality Act (“CEQA”) Guidelines Section
15303 “New Construction or Conversion of Small Structures”, Class 3 projects consist of
water main, sewage, electrical, gas, and other utility extensions, including street
improvements, of reasonable length to serve such construction. The City is extending is
sewage service. Therefore, Staff has determined that the Arnica Street Tract 13257
Phase 4, City Project No. 21-17, is considered categorically exempt from CEQA.
FISCAL IMPACT:
Sufficient funds are budgeted and available in the Wastewater Fund. Staff recommend
the City Council approve an appropriation of $100,000 from the Wastewater Fund
Balance (Fund 420) to cover the cost of design and associated staff costs.
Item 1J - 2
REVIEWED BY:
Department Director: Flinn Fagg
City Manager: Justin Clifton
ATTACHMENTS:
A. Public Integrity Disclosure Form.
B. Harris proposal dated December 15, 2021.
Item 1J - 3
Attachment A
Item 1J - 4
Item 1J - 51. 2. a. 4. 5. Name of Entity PUBLIC INTEGRITY DISCLOSURE APPLICANT DISCLOSURE FORM Harris & Associates Inc. Address of Entity (Principle Place of Business) 22 Executive Park, Suite 200, Irvine, CA 92612 Local or California Address (if different than #2) State where Entity Is Registered with Secretary of State California If other than California, is the Entitv also reaistered in California? n Yes n No Type of Entity Ix] Corporation D Limited Liablllty Company D Partnership D Trust D Other (please specify) 6. Officers. Directors, Members, Managers, Trustees, Other Fiduciaries (please specify) Note: If any response is not a natural person, please identify all officers, directors, members, managers and other fiduciaries for the member, manager, trust or other entity Lisa Larrabee [name] Ix] Officer D Director D Member D Manager D General Partner D Limited Partner •Other Steve Winchester IX] Officer D Director D Member D Manager [name] D General Partner D Limited Partner •Other Ehab Gerges [x] Officer D Director D Member D Manager [name] n General Partner n Limited Partner Page 21 of 48 Harris & Associates, Inc. Attachments • f
Item 1J - 6•Other 7. Owners/Investors with a 5% beneficial Interest in the Annlicant Entitv or a related entity EXAMPLE JANEDOE 50%, ABC COMPANY, Inc. [name of owner/investor] [percentage of beneficial interest in entity and name of entltvl A. Harris & Associates, Inc. is a 100% Employee Stock NIA Ownership Plan (ESOP) Corporation, therefore there are no owners or investors with 5% beneficial interest [name of owner/Investor] [percentage of beneficial interest In entity and name of entltvl B. [name of owner/Investor] [percentage of beneficial interest In entity and name of entltvl C. [name of owner/Investor] [percentage of beneficial interest In entity and name of entitvl D. [name of owner/investor] [percentage of beneficial interest in entity and name of entltvl E. [name of owner/Investor] [percentage of beneficial Interest in entity and name of entltvl I DECLARE UNDER PENAL TY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT. @iil,,losing Party, Printed Name, Tffle Ehab Gerges, PE, Chief Business Development Officer Date 6/5/2019 Page 22 of48 Harris & Associates, Inc. Attachments • g
Attachment B
Item 1J - 7
600 B Street, Suite 2000, San Diego, CA 92101 (619) 236-1778 www.WeAreHarris.com
December 15, 2021
Andrew Crider, PE
Senior Civil Engineer
City of Palm Springs
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
ARNICO STREET SEWER IMPROVEMENTS PROJECT PHASE 4
Dear Mr. Crider:
As requested on November 10, 2021 and discussed further on December 8, 2021, please accept this letter as our Proposal
for the “Arnico Street Sewer Improvements Project Phase 4” (“the Project”).
The following outlines our project understanding and proposed Scope of Services along with our associated fees.
Assumptions and exclusions related to the Scope of Services are listed below for clarity.
PROJECT UNDERSTANDING
Tract 13257 is a residential neighborhood of eighty-seven (87) homes located south of East Via Escuela between North
Whitewater Club Drive and Gene Autry Trail that was previously identified in a moderate-to-low income census tract area
making public improvements in that neighborhood eligible for funding through the City of Palm Spring’s (“City”) Community
Development Block Grant (CDBG) Program. Over several years, the City Council funded installation of sewer improvements
in phases in this neighborhood with CDBG funds. However, after the 2010 Census, this residential area was no longer
identified in an eligible income area allowing for use of CDBG funds, leaving the last phase (Phase 4) of homes on Arnico
Street without sewer service. Phase 4 is comprised of twenty (20) homes.
The City has requested Harris & Associates (“Harris”) submit a Proposal to provide professional engineering, bid support,
and engineering support during construction services to complete and deliver the Project, including coordination with
private property owners and residents. Harris will produce Construction Contract Documents, support procurement of
qualified Contractors to construct the Project, and provide engineering support during construction.
SCOPE OF SERVICES
1) Phase 1 – Project Management
a) Task 1.1 – Kick-Off Meeting
Harris will organize and lead the Project kick-off meeting with the City and any other necessary stakeholders. We will issue
an Agenda and Meeting Minutes with action items for review by meeting attendees.
b) Task 1.2 – General Project Management
Item 1J - 8
•• • Harris & Associates
I
Harris & Associates, Inc. Arnico Street Sewer Improvements Project Phase 4 2 of 5
This task includes working with the City, other stakeholders, performing scope management, cost management, schedule
management, as-needed internal progress meetings, administrative duties (i.e. coordination, correspondence, invoicing,
etc), and other miscellaneous activities required to execute the Project, but are not clearly listed below.
c) Task 1.3 – Client Meetings
To keep the project moving forward and have open lines of communication, we will hold two (2) Client Meetings. The
meetings will be virtual (Microsoft Teams). For these Client Meetings, Harris will prepare Agendas, coordinate meeting
attendance, and issue Meeting Minutes to attendees.
d) Task 1.4 – Coordination with Homeowners
Harris will coordinate with the residential private property owners within the Project vicinity, including renters, making
them aware of the upcoming construction activities. Although Harris has the individual property addresses, the City will be
required to obtain the legal ownership data for all twenty (20) individual home owners and provide said data to Harris.
e) Task 1.5 – Utility Coordination
Harris will coordinate with City to contact, via e-mail, and issue utility notifications to utility companies that have facilities
within the Project vicinity making them aware of the upcoming construction activities and request copies of their maps,
plans, and/or sketches of their existing and/or proposed facilities. The known potential utility owners or stakeholders are
City, Verizon, Veolia Water North America, Desert Water Agency, Southern California Edison, Southern California Gas
Company, and Time Warner Cable.
In addition to the written utility notifications, Harris will contact the utility companies by telephone to ensure that written
notifications were received and being acted upon. Copies of submittals (i.e. Pre-Final and IFB) will be transmitted to
affected utility companies to notify them of the upcoming construction activities, along with an estimated schedule. Harris
will maintain a utility log tracking when and to whom notifications were sent and document the responses received.
2) Phase 2 – Preliminary Investigation
a) Task 2.1 – Data Gathering, Project Notifications (Stakeholders), Review of Material
Harris staff will gather available record and other miscellaneous information from the City pertinent to the Project. Harris
will develop our Project Notifications and issue those outreach documents to those affected.
b) Task 2.2 – Site Visit and Field Review (In-Person)
Harris staff will conduct field investigations to confirm the existing conditions within the Project footprint, including
understanding the most appropriate and cost-effective routes for individual residential replumbs.
c) Task 2.3 – Confirmation of Previous Base Mapping (No New Survey)
Harris will use the existing aerial topographic survey for the Project area, including the information gathered in Task 2.1 and
Task 2.2. Harris staff will adjust and/or confirm the base mapping for Project. Base mapping information will include as-
builts for existing water, storm drain, and sewer mains. It will also include dry utilities such as Verizon, Southern California
Edison, Southern California Gas Company, and Time Warner Cable.
d) Task 2.4 – Replumb Agreements (20 Individual Home Owners)
Harris will support obtaining Replumb Agreements from the individual home owners, which is a contractual document that
allows a physical disconnection from their existing septic tank systems and new connection with the City’ sanitary sewer
system in public right-of-way. The Replumb Agreements will be a City-template or standard and will be provided to Harris
without technical editing.
e) Task 2.5 – Permit to Work on Private Property Forms (20 Individual Home Owners)
Item 1J - 9
Harris & Associates, Inc. Arnico Street Sewer Improvements Project Phase 4 3 of 5
Harris will support obtaining Permit to Work on Private Property Forms from the individual home owners, which is a
contractual document that allows the Project’s Class A General Engineering Contractor to have a physical presence on their
property, for a temporary basis, to perform the Work defined by the Construction Contract Documents, specifically the
physical disconnection from their existing septic tank systems and new connection with the City’s sanitary sewer system in
public right-of-way. The Permit to Work on Private Property Forms will be a City-template or standard and will be provided
to Harris without technical editing.
3) Phase 3 – Pre-Final Submittal
a) Task 3.1 – Pre-Final Design Drawings and Task 3.2 – Pre-Final Replumb Design Details (20 Individual Private
Properties)
Harris will produce pre-final design drawings as one (1) single set and anticipates the sheet index as follows:
1. Title Sheet
2. Notes/Abbreviations/Legend Sheet
3. Arnico Street Phase 4 Plan and Profile
4. Individual Residential Replumb Design Details 1
5. Individual Residential Replumb Design Details 2
6. Individual Residential Replumb Design Details 3
7. Individual Residential Replumb Design Details 4
Harris will prepare the pre-final design drawings in AutoCAD Civil 3D 2018. The full-size print size will be 24”x36”.
b) Task 3.3 – Pre-Final Specifications
A complete technical specification package will be prepared and submitted for review and comment for the Project.
c) Task 3.4 – Pre-Final Engineer's Opinion of Probable Construction Cost
Harris will provide an engineer’s opinion of probable construction cost based on the pre-final design drawings and technical
specifications for the Project.
d) Task 3.5 – Quality Control Review (Pre-Final)
Harris will perform Quality Control (QC) review of the Project’s formal deliverables to support high-quality technical
deliverables as well as compliance with the Scope of Work. Internal checklists and sign-offs by Harris QA/QC team on
deliverables is required before pre-final deliverables are issued to the City.
4) Phase 4 – Issued-For-Bid (IFB) Submittal
a) Task 4.1 – IFB Design Drawings and Task 4.2 – IFB Replumb Design Details
Harris will incorporate, address, and document the responses to the pre-final review comments from the City, in addition to
design progress, to prepare the issued-for-bid construction drawings.
b) Task 4.3 – IFB Front-End Documents and Technical Specifications
Harris will incorporate, address, and document the responses to the pre-final review comments from the City, in addition to
design progress, to prepare the issued-for-bid construction technical specifications and front-end documents for purposes
for competitive, public bidding with the general contractor community.
c) Task 4.4 – IFB Engineer's Opinion of Probable Construction Cost
An updated EOPCC will be provided based on the status of the project requirements and the development and refinement
of the Construction Contract Documents.
d) Task 4.5 – Quality Control Review (IFB)
Item 1J - 10
Harris & Associates, Inc. Arnico Street Sewer Improvements Project Phase 4 4 of 5
Harris will perform Quality Control (QC) reviews of the Project’s formal deliverables to support high-quality technical
deliverables as well as compliance with the Scope of Work. Internal checklists and sign-offs by Harris QA/QC team on
deliverables is required before final deliverables are issued to the City.
5) Phase 5 – Bidding Assistance
The City shall be responsible for posting the bid documents (Construction Contract Documents) on electronic bid sites, and
forwarding to building exchanges and any contractors. The City will control the bidding process by conducting a pre-bid
meeting, collecting requests for information (RFIs), disseminating the RFI responses, and any addendums.
a) Task 5.1 – Pre-Bid Meeting (In-Person)
Harris will organize and lead the Pre-Bid Meeting with the City and any plan holders and potential bidders. We will issue an
Agenda and Meeting Minutes.
b) Task 5.2 – Bid Assistance
Harris will provide support during the bid period by responding to requests for information (RFIs). Our fee includes
preparation of one (1) addendum for the Construction Contract Documents.
c) Task 5.3 – Evaluation and Recommendation
Harris will assist with the bid evaluation for the Project. Conformance to the bid documents will be checked, including but
not limited to, verifying references, ensuring all forms have been properly executed, and bid schedule properly completed.
Harris will notify the City if there are irregularities and provide recommendations for award.
6) Phase 6 – Engineering Support During Construction
a) Task 6.1 – Project Management
This task generally includes working with the City, Contractor, other stakeholders, performing scope management, cost
management, schedule management, as-needed internal progress meetings, administrative duties (i.e. coordination,
correspondence, invoicing, etc), and other miscellaneous activities required during construction.
b) Task 6.2 – Pre-Construction Meeting (In-Person)
Harris will organize and lead the Pre-Construction Meeting with the City, Contractor, Construction Manager, and Inspector.
We will issue an Agenda and Meeting Minutes.
c) Task 6.3 – Submittal Reviews (6)
Harris will review and comment on submittals provided by the Contractor as required by the Construction Contract
Documents. For purposes of this Proposal, we have estimated six (6) submittal reviews. Re-submittals and/or multiple
iterations of poor quality submittals will require additional efforts and will be discussed with the City.
d) Task 6.4 – Responses to Requests for Information (2)
Harris will review and respond to RFIs submitted by the Contractor. For purposes of this Proposal, we have estimated two
(2) responses to RFIs.
e) Task 6.5 – Change Order Support and Assistance
Harris will review and support proposed Construction Change Orders from the Contractor. For purposes of this Proposal, we
have estimated four (4) hours of support and assistance.
f) Task 6.6 – Record Drawings
Harris will provide Record Drawings based on redlined as-built construction drawings provided by the Contractor following
completion of the Project.
Item 1J - 11
Harris & Associates, Inc. Arnico Street Sewer Improvements Project Phase 4 5 of 5
Assumptions and Exclusions
The following are assumptions made for this Proposal:
1) The City will provide legal names, telephone numbers, and/or means of contact for the twenty (20) individual
home owners.
2) The existing topographic survey is sufficient for purposes of design and no significant changes or revisions in the
existing conditions will require additional supplemental or new topographic survey.
3) The City will provide template and/or standard Replumb Agreements.
4) The City will provide template and/or standard Permit to Work on Private Property Forms.
The following are exclusions made for this Proposal, but are not intended to represent an exhaustive list:
1) Topographic Survey;
2) Utility Locating, Physical Potholing, and/or Subsurface Detection;
3) Geotechnical Investigation and/or Reporting;
4) Sampling, Testing, and Reporting;
5) Traffic Control Planning or Design;
6) Construction Management and Administration;
7) Inspection.
PROJECT SCHEDULE
To be discussed with the City.
PROPOSED FEES
The Proposed Fees for the Scope of Services are shown below and will be provided on a Time and Materials (T&M) basis,
not-to-exceed the budgeted amount.
1) Phase 1 – Project Management, $15,040
2) Phase 2 – Preliminary Investigation, $17,420
3) Phase 3 – Pre-Final Submittal, $22,480
4) Phase 4 – Issued-For-Bid (IFB) Submittal, $8,410
5) Phase 5 – Bidding Assistance, $9,460
6) Phase 6 – Engineering Support During Construction, $17,690
Total Proposed Fee: $90,500
We appreciate the opportunity to provide the City with professional engineering services for the Project. If you
have any questions, please do not hesitate to call either of us.
Sincerely,
Harris & Associates, Inc.
Frank S. Lopez, PE, QSD, CFM Jason Caprio, PE, PMP
Vice President, Engineering and Consulting Senior Project Manager, Engineering
(619) 814-9513 Frank.Lopez@WeAreHarris.com (661) 319-9251 Jason.Caprio@WeAreHarris.com
Item 1J - 12
SubtotalsProject Director Project Manager Project Engineer Project SupportTask/Subtask$275$240$160$125Phase 1.0Project Management1.1Kick-Off Meeting441,600$ 1.2General Project Management122,880$ 1.3Client Meetings (2, Virtual)441,600$ 1.4Coordination with Homeowners (20 Individual Home Owners)20126,720$ 1.5Utility Coordination482,240$ Subtotal Hours =04428072Subtotal ($) =$0$10,560$4,480$0$15,040Phase 2.0Preliminary Investigation2.1Data Gathering, Project Notifications (Stakeholders), Review of Material41644,020$ 2.2Site Visit and Field Review (2, In-Person, On-Site)16166,400$ 2.3Confirmation of Previous Base Mapping (No New Survey)281,760$ 2.4Replumb Agreements (20 Individual Home Owners)24122,620$ 2.5Permit to Work on Private Property Forms (20 Individual Home Owners)24122,620$ Subtotal Hours =0264828102Subtotal ($) =$0$6,240$7,680$3,500$17,420Phase 3.0Pre-Final Submittal3.1Pre-Final Design Drawings (Title Sheet, Notes/Abbreviations/Legend Sheet, Single (1) Plan and Profile)4244,800$ 3.2Pre-Final Replumb Design Details (20 Individual Private Properties, 4 Additional Sheets Anticipated)4407,360$ 3.3Pre-Final Specifications16165,840$ 3.4Pre-Final Engineer's Opinion of Probable Construction Cost2842,260$ 3.5Quality Control Review (Pre-Final)4242,220$ Subtotal Hours =4287620128Subtotal ($) =$1,100$6,720$12,160$2,500$22,480Phase 4.0Issued-for-Bid (IFB) Submittal4.1Issued-for-Bid (IFB) Design Drawings (Title Sheet, Notes/Abbreviations/Legend Sheet, Single (1) Plan and Profile)482,240$ 4.2Final Replumb Design Details (20 Individual Private Properties, 4 Additional Sheets Anticipated)482,240$ 4.3Issued-for-Bid (IFB) Front-End Documents and Technical Specifications441,460$ 4.4Issued-for-Bid (IFB) Engineer's Opinion of Probable Construction Cost2480$ 4.5Quality Control Review (IFB)4421,990$ Subtotal Hours =41420644Subtotal ($) =$1,100$3,360$3,200$7508,410$ Phase 5.0Bidding Assistance5.1Pre-Bid Meeting (In-Person)122,880$ 5.2Bid Assistance1685,120$ 5.3Evaluation and Recommendation441,460$ Subtotal Hours =0328444Subtotal ($) =$0$7,680$1,280$5009,460$ Phase 6.0Engineering Support During Construction 6.1Project Management163,840$ 6.2Pre-Construction Meeting (In-Person)122,880$ 6.3Submittal Reviews (6)6123,360$ 6.4Responses to Requests for Information (2)8123,840$ 6.5Change Order Support and Assistance4960$ 6.6Record Drawings22842,810$ Subtotal Hours =24832417,690$ Subtotal ($) =$550$11,520$5,120$50017,690$ Total Hours by Classification =1019221262476Total ($) by Classification =$2,750$46,080$33,920$7,75090,500$ Percentage of Time Allocated (by hours) =2%40%45%13%90,500$ FEE PROPOSAL FOR ARNICO STREET SEWER IMPROVEMENTS PROJECT PHASE 4Item 1J - 13