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C44tp:0 �P• City/ Council Staff Report
Date: September 2, 2015 CONSENT CALENDAR
Subject: ACCEPTANCE OF TRICKLING FILTERS ARM REPLACEMENT, CITY
PROJECT NO. 14-12
From: David H. Ready, City Manager
Initiated by: Department of Public Works & Engineering
SUMMARY
Formal City Council acceptance of theTrickling Filter Arm Replacement, City Project No.
14-12, is required to document the completion of the public works improvement, and to
allow the City's filing of a Notice of Completion with the Riverside County Recorder in
accordance with Section 9200 of the California Civil Code.
RECOMMENDATION:
1) Accept the public works improvement identified as the Trickling Filters Arm
Replacement, City Project No. 14-12 is completed; and
2) Authorize the City Engineer to execute and file for recordation with the Riverside
County Recorder a Notice of Completion for the Trickling Filters Arm Replacement,
City Project No. 14-12.
STAFF ANALYSIS:
The original trickling filter arms to all four trickling filters were installed in 1978 and have
been in use for over 35 years, well beyond their life expectancy. Replacement of the
two northerly trickling filters arms, authorized by Council on April 17, 2013 was
completed on December 1, 2013.
On October 15, 2014, City Council authorized a Notice to Proceed for Veolia West
Operating Services, Inc., in the amount of $422,614 for the remaining two, southerly,
Trickling Filters Arm Replacement, City Project No. 14-12 (the 'Project") included as
Attachment 1.
The Contractor satisfactorily completed the Project on May 30, 2015. Staff has
conducted a final inspection and found the work to be in contract compliance with the
hEM NO,_ d1
City Council Staff Report
September 2, 2015—Page 2
Acceptance of Trickling Filters Arm Replacement, City Project 14-12
Operations and Maintenance agreement between Veolia West Operating Services, Inc.
("Veolia") and the City of Palm Springs. Staff recommends that the City Council accept
the Trickling Filters Arm Replacement, City Project No. 14-12, as required by Section
9200 of the California Civil Code, authorizing the City Engineer to file and record a
Notice of Completion within 15 days of the City Council's action. A copy of the Notice of
Completion to be submitted to the County is included as Attachment 2.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes
of projects that do not have a significant effect on the environment, and are declared to
be categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects
consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor
alteration of existing public structures, facilities, mechanical equipment involving
negligible or no expansion of use beyond that existing at the time of the lead agency's
determination. Therefore, in accordance with Section 15301(a), staff determined that
the Trickling Filters Arm Replacement, City Project No. 14-12, was considered
categorically exempt from CEQA.
FISCAL IMPACT:
The City Council originally approved a total project budget of $422,294 funded by
Wastewater Treatment Plant account (Fund 420). The original and final construction
contract amount is $422,294; there were no change orders. The following Table 1 is a
summary of the total costs incurred for the construction of the Trickling Filters Arm
Replacement, City Project No. 14-12.
City Project
No. 14-12 Total Final Cost
Phase Approved Approved
Budget Budget
(07101/14)
Construction $ 374,102 $ 374,102 $ 374,102
Administration' $ 45,997 $ 45,997 $ 45,997
Gen. Liability Ins. $ 2,346 $ 2,346 $ 2,346
Project Total
Cost $ 422,294 $ 422,294 $ 422,294
Remaining
Balance $ 0.00
02
City Council Staff Report
September 2, 2015—Page 2
Acceptance of Trickling Filters Arm Replacement, City Project 14-12
Table 1
The Trickling Filters Arm Replacement, City Project No. 14-12, was funded through the
following source as show in Table 2:
Fund Name Account Actual
Wastewater Treatment Plant 420-6800-57028 $426,669.38
Total Expenditures for Project $422,294.00
Project Budget $422,294.00
Remaining Budget $4,375.38
Table 2
The City is holding retention of $21,114.70 for Veolia pending acceptance of the
improvements and filing of the Notice of Completion with the County Recorder's office.
Since this project is a maintenance effort, the Finance Department does not need to add
the cost of this project to the City's fixed asset system, as no new assets have been
created in compliance with Governmental Accounting Standard Board (GASB) 34
Standards for Financial Reporting of Infrastructure Assets.
SUBMITTED
Prepared by:
Marcus L. Fuller, MPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Approved by:
David H. Ready, Esq.,
City Manager
Attachments:
1. October 15, 2014, City Council staff report
2. Notice of Completion
03
Attachment 1
04
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F°a"'p City Council Staff Report
Date: October 16, 2014 CONSENT CALENDAR
Subject: APPROVAL OF A NOTICE TO PROCEED FOR VEOLIA WATER WEST
OPERATING SERVICES, INC., FOR THE CONSTRUCTION OF THE
2014 SEWER COLLECTION SYSTEM REPAIRS AND FOR THE
CONSTRUCTION PHASE OF THE TWO SOUTHERLY TRICKLING
FILTERS ARM REPLACEMENT PROJECT, CITY PROJECTS 14-10
AND 14-12, RESPECTIVELY
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
Approval of this item will authorize Veolia Water West Operating Services, Inc., ("Veolia") to
proceed with the construction of the 2014 Sewer Collection System Repairs project at various
locations throughout the City of Palm Springs and proceed with the two southerly Trickling
Filters Arm Replacements.
RECOMMENDATION:
1. Authorize the Director of Public Works/City Engineer to issue a Notice to Proceed for
Veolia Water West Operating Services, Inc., in the amount of $469,978 for the
construction of the Sewer Collection System Repair Project, City Project No. 14-10.
2. Authorize the Director of Public Works/City Engineer to issue a Notice to Proceed for
Veolia Water West Operating Services, Inc., in the amount of $422,294 for the
installation the two southerly Trickling Filters Arm Replacement project, City Project No.
14-12.
STAFF ANALYSIS;
CP 14-10,2014 Sewer System Repairs:
The City has approximately 230 miles of sewer mainline in the collection system that transports
sewerage to the Wastewater Treatment Plant(WWTP). The City's contract with Veolia includes
monitoring the collection system network. Veolia routinely video tapes, records, and rates the
sewer mainlines. Per agreement with the City, Veolia is allocated $2,500 per month to pay for
minor individual repairs to the sewer collection system. When the needed repair exceeds these
costs, a capital improvement project is initiated. Veolia proposes to perform these major repairs
ITEM NO.-2�-- - 5
City Council Staff Report
October 15, 2014- Page 2
Veolia Notice To Proceed for Construction of 2014 Sewer Collection System Repair Construction Project,
CP 14-10, and two southerly Trickling Filters Arm Replacements, CP 14-12
to keep the system continually safe and operable. Through the Collections Department at the
Wastewater Treatment Plant, Veolia has identified various locations in need of repair. The
repairs consist of removal and replacement of damaged mainline sewer collection pipe, Cured-
In-Place Pipe (CIPP) Pont Repair and Lining, and 30 manhole repairs throughout the City as
identified by Veolia's Pipeline Assessment Certification Program (PACP), rated 3 or higher, 5
being the worst condition.
Two of the three preselected contractors in the Coachella Valley responded to Veolia's request
for invitation to bid:
1. G&M Construction, Palm Springs, CA; Bid Amount: $355,455
2. Tri-Star Contracting II, Inc., Desert Hot Springs, CA; Bid amount$360,897
The estimated construction cost per Veolia was $270,000. The winning bid of $355,455 by
G&M Construction is being used for this proposal.
Veolia has submitted a proposal to the City for the construction phase of this project which
includes the following items:
1. Professional Construction Services $399,876 (includes 12.5% mark-up)
2. Veolia Construction Management Services $ 64,956
3. Travel & Living Expenses $ 2,800
4. General Liability Insurance $ 2.346*
Total: $469,978
*With any capital project undertaken at the WWTP, Veolia operates as the
general contractor under its own contractor's license. As the general contractor,
Veolia is responsible for ensuring all construction is performed in accordance
with State and federal rules and regulations, and is liable for all risks and
damages that may occur. Accordingly, Veolia obtains general liability insurance
for each project, which is passed as a direct cost to the City.
CP 14-12, Trickling Finer Arm Replacements:
The City and Veolia continue to coordinate on various capital improvement projects at the City's
WWTP. The original trickling filter arms to all four trickling filters were installed in 1978 and
have been in continual use for over 34 years. In 2002, the existing lower rotary bearing units
were replaced with mast type center bearing assemblies. At that time the arms were assessed
and it was determined that they were not in need of replacement but would need to be replaced
at a later date. Twelve years later, that time has come. Last year, in order to provide continuity
of service, only the two northerly trickling filters'arms were replaced. Veolia is now proposing to
replace the two remaining southerly trickling filters' arms.
Ovivo USA, LLC is the "Sole' manufacturer and exclusive distributor of the trickling filter arms
for the WWTP. Ovivo's proposal for parts and installation is $332,535.
Veolia's has submitted a proposal to the City for the construction phase of this project which
includes the following items:
�s
City Council Staff Report
October 15, 2014- Page 3
Veolia Notice To Proceed for Construction of 2014 Sewer Collection System Repair Construction Project,
CP 14-10, and two southerly Trickling Filters Arm Replacements, CP 14-12
1. Professional Construction Services $374,102 (includes 12.5% mark-up)
2_ Veolia Construction Management Services $ 45,997
3. General Liability Insurance 2,195
Total: $422,294
"With any capital project undertaken at the WW1P, Veolia operates as the
general contractor under its own contractor's license. As the general contractor,
Veolia is responsible for ensuring all construction is performed in accordance
with State and federal rules and regulations, and is liable for all risks and
damages that may occur. Accordingly, Veolia obtains general liability insurance
for each project, which is passed as a direct cost to the City.
In accordance with Section 5.3 (f) of the Amended and Restated Wastewater Services
Agreement between the City and Veolia, Veolia is entitled to make a first proposal to do any
Capital Project related to the wastewater treatment plant. The Agreement provides for a mark-
up and profit margin varying between 12.5% and 16%. For this project, Veolia has proposed a
12.5% mark-up (the lowest mark-up available by contract) which is not applied to Veolia's own
labor rates and general liability insurance cost.
FISCAL IMPACT:
Sufficient funds are available in account No. 420-6800-57030 (Sewer System Repair), account
edul
No. 520-6800 57028 (Trickling Filter Rotator), account No. 420-6800-50000 (Unscheduled
( g } (
Capital Projects).
SUBMITTED:
Prepared b : Recommended by:
6
Savat Khamphou David J. Barakian
Assistant Director of Public Works Director of Public Works/City Engineer
Approved by:
David H. Ready, City Ma
Attachments:
1. Veolia's 2014 Sewer Collection System Repair- Construction Proposal
2. Veolia's 2014 WWTP Trickling Filter Arm Replacement Project Proposal
07
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Q VEOIIA
WATER
September 16, 2014
City of Palm Springs
2014 Sewer Collection System Repair— Construction Proposal
Veolia Water West Operating Services, Inc. is pleased to submit the following proposal to
repair manholes and repair secfions of mainline sewer collection pipe identified by our
certified CCTV inspectors and NASSCO (the nationally recognized leader in setting industry
standards for the rehabilitation of underground utilities) Pipeline Assessment Cerlificatlon
Program (PACP) rated 3 or higher (ratings are from 1-5, 5 being the worst condition). Our
proposal includes:
Removal and Reolacement of damaged pipe
Removal and replacement by open cut method at 12 locations.
CIPP Point Repair
i
7 short length repairs of 10ft or less that can be made inside the mainline sewer pipe.
CIPP Lining
7 repair sections of pipe interior lining manhole to manhole.
i
Manhole Repair
30 repairs to manholes either by replacing ring and cover or raising manhole.
Traffic Control
Traffic control is to be provided for each repair.
Perrnits
Each repair will require an application for a separate no cost permit by the City of Palm
Springs.
veolia water West Operating Services,Inc
4375 E.Mesquite Ave
Palm Spnngs.CA 92264
vvvvw.veoli lema.com 08
Palm Springs 2014 Sewer Collection System Repair Construction Proposal 2
Construction Management Services
Coordinate day to day construction activities.
Monitor daily progress.
Monitor construction schedule.
Provide monthly reports.
Track progress.
Monitor construction safety.
Review post construction CCTV and verify that repairs were completed.
Assist in the preparation of permits
Monitor notifications required in specifications
General Liability Insurance
Veolia general liability insurance
Two of the three preselected contractors in the Coachella Valley we requested bids from
responded to our request for proposal. G&M Construction bid $355,445.00 and Tristar
Contracting II, Inc. bid $360,897.00. Our approximate value of the construction cost sent with
the bid documents was $270,000.00. The winning bid of$356,445.00 by G&M Construction
is being used for this proposal. The construction will be per plans and specifications
prepared for this project and included in the bid request documents, a copy of which is
included in the electronic documents submitted with this proposal. Exclusions to this
proposal are hazardous material removal. The list of repairs is not inclusive of all repairs
needed for the collection system.
Our base not to exceed fee for the project is$489,978.
Thank you for the opportunity to present this proposal for the 2014 Sewer Collection System
Repair Project. We look forward to working with you on this project. Please do not hesitate
to contact me should you have any questions or need additional information on this proposal.
Sipcerely,
l
icheil McLe e Y
Project Manager(
1 9 1,
Veolia Water West Operating Services, Inc.
562-397-5706-cell
VeWia Water West Operating Services,Inc. O
4375 E.Me94uite Ave.
Palm Springs,CA 922e4
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2014 Collection System Repair Project
Manhole Repair List
Manhole Rina and
umber Street Name Cross Street Cover Raise
F10073 Ramon Rd Hermosa Dr X
F10072 Ramon Rd Hermosa Dr X
F10051 Ramon Rd Sunrise Way X
F10049 Ramon Rd Cerritos Dr X
G10081 Ramon Rd Farrell Dr X
H10039 Ramon Rd Compadre Rd X
H10037 Ramon Rd El Cielo Rd X
H10007 _ Ramon Rd Desert View Dr X
H10015 El Cielo Rd Ramon Rd X
1409031 El Cielo Rd Aviation Way X
F09015 Sunrise Way E Tahquitz Canyon Way X
F09017 Sunrise Way E Tahqultz Canyon Way X
F09019 Sunrise Way E Tahquitz Canyon Way X
F09025 Sunrise Way Amado Rd X
F06111 Sunrise Way Tachevah Dr X
F06141 1 Sunrise Way Paseo El Mirador X
F06117 Sunrise Way Mel Ave X
F06119 Sunrise Way Chia Rd X
E09057 Avenida Caballeros E Tahquitz Canyon Way X
E08041 Avenida Caballeros Via Colusa X
D07094 Tamarisk Rd N Palm Canyon Dr X
E08059 Via Miraleste Via Colusa X
D09065 Indian Canyon Dr Arenas Rd X
D30111 Indian Canyon Dr Baristo Rd X
D10021 Indian Canyon Dr Baristo Rd X
D13069 E Palm Canyon Dr W Palm Canyon Dr X
D13063 E Palm Canyon Dr Via Salida X
D13075 S Palm Canyon Dr W Palm Canyon Dr X
a -
D13077 S Palm Canyon Or _ El Camino Way X
D14043 5 Palm Canyon Dr El Portal X
"All Old Manhole Covers will be returned to Veolla at the Palm Springs
Wastewater Treatment Plant upon removal."
2014 Collection System Repair Project City of Palm Springs/Veolia Water
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WATER
September 16, 2014
City of Palm Springs
2014 WWTP Trickling Filter Arm Replacement ST-ME-07 and ST-ME-
08— Project Proposal
Veolia Water West Operating Services, Inc. is pleased to submit the following proposal to
Install replacement arms for the remaining two existing 140' arms on the two southerly
trickling filters at the Palm Springs Waste Water Treatment Plant. The technical names for
the last two trickling filters that need the arm replacement are ST-ME-07 and ST-ME-08. The
original arms were installed in 1978 and have been in almost continual use for over 35 years. I
In 2002, the existing lower rotary bearing units were replaced with mast type center bearing
assemblies. At that time the arms were assessed and it was determined that they were not in
need of replacement but would need to be replaced at a later date. Twelve years later that
lime has come. The project includes:
Replacement Rotary Distributor Arm Assembly
Two (2) primary and two (2) secondary arms made of Y4" thick carbon steel with high density
galvanizing including upper and stabilizer bearing assemblies.
All hardware and fie rods(304 stainless steel) and gaskets necessary to install the arms
Shipping
Installation
1 year warranty
Construction Management Services
Coordinate day to day construction activities with plant operations
Monitor daily progress
Monitor construction schedule
Provide monthly reports
Track progress
Monitor construction safety
General Liability Insurance
Veolia general liability insurance
Ovivo is the sole source for the arm replacement. Included with our proposal is their sole
source letter.
Veolla Wale wed opwa ft Semeaa,Inc.
4375 E.Matquie Ave
Paaa springs.cAens4
wwar.vedlavralama.pan
is
Palm Springs 2014 Trickling Filter Arm Replacement 2
Timinu
The trickling filters are a biological process. When the arm operation is stopped or hindered
(the arms no longer operate as intended), the biological component of the process dies off
from lack of water and food. During the summer, the process can be started back up in
approximately 30 days, once the arms are functioning as intended. At the plant, we need at
least two trickling filters online and one operating as a backup during the non-peak season
(summer). There is a long lead time for the offelte manufacturing of the arms and equipment.
That lead time along with the 30 day minimum gap (for the biological process to start back
up) between the first arm installation and the second Installation results in a long overall time
to get the project completed before the start of the peak season. I
Our base not to exceed fee for the project is$422,204.
The lead time on materials for this project Is 8-10 weeks. if we receive approval by mid-May
we will be on schedule to have a target date of August to begin work In the field. Thank you
for the opportunity to present this proposal for the 2014 Trickling Filter Arm Replacement
Project. We look forward to working with you on this project. Please do not hesitate to
contact me should you have any questions or need additional information on this proposal.
Si cerely,
Michelle McLey
Project Manager
Veolia Water We •Operating Services, Inc.
662-3975706•cell
Vea9a water weal Operatkg SerMoea,k a Q
4376 E MesgWle Aw.
Palm Spdnps,CA 92284
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Attachment 2
16
Recording Requested By:
City of Palm Springs
When Recorded Mail To:
Name James Thompson,City Clerk
Street
Address 3200 E.Tahquitz Canyon Way
CityB State Palm Springs,CA92262
SPACE ABOVE THIS LINE FOR RECORDERS USE
NOTICE OF COMPLETION
(CA Civil Code§§8180-8190,8100-8118,9200-9208)
NOTICE IS HEREBY GIVEN THAT:
1. The undersigned is an owner of an interest of estate in the hereinafter described real property,the nature of which interest or estate is:
Fee (e.g.fee,leasehold,joint tenancy,etc.)
2. The full name and address of the undersigned owner or reputed owner and of all co-owners or reputed co-owners are:
Name Street and No. City State
City of Palm Springs 3200 E.Tahquitz Canyon Way Palm Springs CA 92262
3. The name and address of the direct contractor for the work of improvement as a whole is:
Veolia Water West Operating Services, Inc.
4. This notice is given for(check one):
0 Completion of the work of improvement as a whole.
❑ Completion of a contract for a particular portion of the work of improvement(per CA Civ.Code§8186).
5. If this notice is given only of completion of a contract for a particular portion of the work of improvement(as provided in CA Civ.Code
§ 8186),the name and address of the direct contractor under that contract is:
Not Applicable
6. The name and address of the construction lender,if any,is:
Not applicable
7. On the 30 day of May 2015 ,there was completed upon the herein described property a work of improvement as a
whole(or a particular portion of the work of improvement as provided in CA Civ.Code §8186)a general description of the work provided:
City Project No.14-12,Trickling Filters Arm Replacement
B. The public work herein referred to is situated in the City of Palm Springs County of Riverside
State of California,and is described as follows:
9. The street address of said property is:
4375 Mesquite Avenue,Palm Springs,CA 92264
10. If this Notice of Completion is signed by the owner's successor in interest,the name and address of the successor's transferor is:
Not applicable
I certify(or declare)under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Date: By:
Signature of Owner or Owner's Authorized Agent-Assistant City Manager/City Engineer for City of Palm Springs
Marcus Fuller
0 Porter Law Group,Inc.2013 Print Name
Page 1 of 2 1 7
VERIFICATION
I, Marcus Fuller state: I am the Assistant City Manager/City Engineer ("Owner',"President",
"Authorized Agent","Partner",etc.)of the Owner identified in the foregoing Notice of Completion.I have read said Notice of Completion and know the
contents thereof;the same is true of my own knowledge.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Executed on (dace),at Palm Springs (city), CA (stare).
Signature of Owner or Owner's Authorized Agent
A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this
certificate is attached,and not the truthfulness,accuracy,or validity of that document.
STATE OF CALIFORNIA
COUNTY OF
On (date), before
me, Notary Public(name and title of
officer) personally appeared who proved
to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are
subscribed to the within instrument and acknowledged to me that he/shelthey executed the
same in histher/their authorized capacity(ies), and that by hislherltheir signature(s) on the
instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the
instrument.
I certify under PENALTY OF PURJURY under the laws of the State of California that the
foregoing paragraph is true and correct.
Witness my hand and official seal.
Page 2 of 2 Signature 18