HomeMy WebLinkAbout9/2/2009 - STAFF REPORTS - 2.I. ry
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City Council Staff Report
Date: September 2, 2009 CONSENT CALENDAR
Subject: APPROVAL OF AMENDMENT NO. 1 TO NOTICE TO PROCEED FOR
VEOLIA WEST OPERATING SERVICES, INC., FOR THE DESIGN
PHASE OF THE ELECTRICAL SYSTEM UPGRADE, CITY PROJECT 09-
03
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
Approval of this item revises the City's prior authorization to Veolia West Operating
Services, Inc., ("Veolia"), to proceed with preparation of plans and specifications for an
overall electrical system upgrade at the City's wastewater treatment plant.
RECOMMENDATION:
Authorize the Director of Public Works/City Engineer to issue Amendment No. 1 to a
Notice to Proceed authorized by the City Council on April 15, 2009, for Veolia West
Operating Services, Inc., for an increase of $30,250 for a total amount of $280,29824
for the design phase of the Wastewater Treatment Plant Electrical System Upgrade,
City Project No. 09-03.
STAFF ANALYSIS:
Previously, the City and Veolia coordinated on the design of a capital improvement
project to upgrade the electrical system throughout the wastewater treatment plant
("WWTP"). The WWTP was initially built in the 1950's with several upgrades during the
1980's. The electrical system, including the main power feed, motor control centers,
and other components are 40 or more years old and have met their life expectancy.
Upgrading the existing electrical system is the most critical and highest priority project of
the WWTP capital improvement plan.
On April 15, 2009, the City Council approved a Notice to Proceed to Veolia in the
amount of $252,048.24 for the design phase of the Wastewater Treatment Plant
Electrical System Upgrade, City Project No. 09-03. Veolia's original proposal included
using the City's WWTP plans from the 1980s which are not drawn perfectly to scale, but
ITEM NO. z ,
City Council Staff Report
September 2, 2009— Page 2
Amendment No. 1 to Notice to Proceed for Electrical System Upgrade Design
would have provided sufficient information with which to generally show location of
electrical infrastructure and future capital equipment.
In an effort to ensure that the final design drawings represent as accurate a picture to
the bidding community of the complexity of the electrical system upgrade project, and to
ensure that all future capital equipment is appropriately located and the electrical
infrastructure to it is precisely shown, it was determined that a new aerial survey should
be obtained of the entire WWTP site. In addition, it was recommended that a complete
geotechnical study be prepared of the WWTP site, to provide design parameters for this
and other future capital projects within the WWTP.
Staff researched aerial surveys that have been completed recently for various projects
in and around the WWTP, but no survey shows the entire WWTP site. Similarly,
although a geotechnical report was recently prepared for the design of the proposed
animal shelter located near the WWTP, no geotechnical reports have been prepared for
areas within the WWTP site itself.
Veolia has submitted an amended proposal to add an aerial survey and geotechnical
report to the original scope of work, at a cost of $30,250. Staff reviewed the scope and
fee, and found the suggested fee comparable to other surveys and geotechnical reports
prepared for other projects. Veolia has chosen to not add any additional costs or apply
a mark-up to these costs and will cover their administrative costs for coordinating this
work with their consultants. Veolia's willingness to forego a 12.5% mark-up on this
extra work reduced the additional cost of this extra work by $3,78125.
FISCAL IMPACT:
Sufficient funds are available in account No. 420-6800-57022 (Electrical System
Upgrade).
Submitted:
David J. Barakian Thomas J. Wilson
Director of Public Works/City Engineer Assistant City Manager
David H. Ready, Ci NI ger