HomeMy WebLinkAboutAgenda Report - June 16, 2010 D-05AGENDA ITEM D�W5
CITY OF LODI
,. COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Managerto Execute Task Order No. 2 with
Nolte Associates, Inc., of Manteca, to Provide Engineering Services for G -Basin
Stormwater Pump Station Design ($245,165) and Appropriating Funds ($250,000)
MEETING DATE: June 16,2010
PREPARED BY: Public Works Director
RECOMMENDEDACTION: Adopt a resolution authorizing the City Managerto execute
Task Order No. 2 with Nolte Associates, Inc., of Manteca, to provide
engineering services for G -Basin Stormwater Pump Station design
in the amount of $245,165 and appropriating funds in the amount of
$250,000.
BACKGROUND INFORMATION: A Master Services Agreement with Nolte Associates, Inc., and
Task Order No. 1 were approved by City Council on June 2, 2010.
Task Order No. 1 covers the initial engineering services required to
define and initiate the update to the Impact Mitigation Fee Program.
Task Order No. 2 covers the design and preparation of plans and specifications for the stormwater pump
station project at G -Basin (DeBennedetti Park).
Staff distributed requests for proposals to four engineering firms (Brown and Caldwell, Nolte Associates,
Parsons Brinckerhoff, and West Yost Associates) having expertise in the design of stormwater pump
stations. Four proposals were received and staff selected Nolte Associates, Inc., as the most qualified
consultantfor this project. The scope of services for Task Order No. 2 as submitted by Nolte Associates,
Inc., is provided in Attachment A.
The stormwater pump station will be used to drain G -Basin (both the deep basin and shallow basin) after
intense storms to preserve flood protection in the drainage area. During summer months or light
rainstorms, stormwater and nuisance runoff will flow directly to and be stored in the deep basin. Design
of the pump station is expected to be completed by March 2011 and construction will be completed by
October 2011.
Staff recommendsthe Council authorize the City Managerto execute Task Order No. 2 in the amount of
$245,165 for the engineering services to design the G -Basin Stormwater Pump Station project. Staff
recommends appropriating $250,000 to cover contingencies and staff costs.
FISCAL IMPACT: None.
FUNDING AVAILABLE: Storm ainage act Mitigation Fund (326)
Jordan Ayers
Deputy City Manager/Internal Srvices Director
F. Wallv S#ndelin
Public Works Director
Prepared by Lyman Chang, Senior Civil Engineer
Attachment
APPROVED:
Kort Bartlam, Interim City Manager
K:\WP\PROJECTS\PARKS\DeBenedetti(G-Basin)\Storm Drain Improvements\CNolte T02,doc
6/8/2010
Attachment A
CITY OF LODI
G BASIN STORMWATER PUMPING STATION PROJECT
DESIGN, BIDDING PERIOD, AND
CONSTRUCTION PERIOD ENGINEERING SERVICES
SCOPE OF SERVICES
June 2010
The G Basin Stormwater Pumping Station (Project) is an integral element of the flood control
facilities in the southwest part of the City of Lodi (City) serving an 878 acre watershed bounded
by Harney Lane on the south, Lower Sacramento Road on the west, and the South Main Canal
on the north and east. Presently this watershed drains to G Basin, a retention basin south of
Century Boulevard. In the future, Basins F and I to the west of Lower Sacramento Road will also
drain to G Basin. The existing storm drain and street system is designed to deliver a total
100 -year storm runoff volume of 202 acre-feet to G Basin. To increase the function of G Basin,
the G Basin pump station will draw down the stored water, discharging to the Beckman Park
pump station via an existing 48 -inch drain, and into the South Main Canal at a prescribed
maximum rate of 30 cfs. It is not anticipated that any above ground buildings are necessary for
the project, just simple control panels. However the site of the pump station is within the
planned DeBenedetti Park and close to existing residences, so security and aesthetics are
necessary project elements.
Nolte Associates, Inc. (Consultant) has been retained by the City to design the Project. Design
and construction of the pump station is anticipated to be completed by November 2011. A scope
of services for engineering services is presented below.
SCOPE OF SERVICES
The scope of services is divided into the following tasks:
1. Project Management and Quality Assurance/Quality Control (QA/QC)
2. Existing Utility and Data Collection
3. Site Surveying and Mapping
4. Preliminary Design Report (PDR)
5. 30%,60%, and 100% Design Submittals
6. Constructability Review
7. Final Design Submittal — Bid Documents, Bid Assistance, and Construction Documents
8. Construction Support Services
9. Special Engineering Services
Task 1 - Project Management and Quality Assurance/Quality Control (QA/QC)
Proactive project management iiicludes anticipating issues in advance, developing strategies to
maintain schedule, keeping the project on budget, and maintaining close communication between
the City and all project team members. Along with the nionthly progress reports, the Consultant
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Project Manager will provide a weekly short e-mail progress report to the City Project Manager.
The weekly progress report will serve as an agenda for bi-weekly internal design team meetings.
1.1 Project Start-up Meeting
Upon notice to proceed, the Consultant will hold a project kickoff and client expectations
meeting to acquaint all Project participants with the Project scope, approach, goals, and schedule.
Discussion items to be addressed will include a review of the significant engineering issues
associated with the Project, a description and clarification of the approach required to respond to
these issues, a delineation of existing data available for the Project as well as required new data,
and a verification of project milestone dates. A Project startup memorandum of the results of the
kickoff meeting will be distributed by the Consultant to all participants. The project startup
memorandum will be submitted to the City within one week following the kickoff meeting and
contain, as a minimum:
a. Project Description
b. Summary of Scope of Services
c. Project Schedule/Milestone Events
d. Review of Significant Engineering, and project issues
e. Project Contacts list
f. Action Item Log
g. Budget/Job Cost Accounting
1.2 Technical Meetings
Following the initial project meeting, two technical meetings will be held to discuss in detail the
prior studies such as the hydrology and storm drain master plan, the function and operation of the
Beckman Park pump station, construction experiences on the 72 -inch storm drain, geotechnical
observations during recent construction, aesthetics, and security.
1.3 Project Status Meetings
Design review meetings will be held with City staff following each submittal. Team meetings
(approximately six) will occur during the preparation of the Preliminary Design Report (PDR)
and final design. Each meeting will have a clear agenda, work through a list of key issues, and
develop action items. Agenda items at the review meetings will include status of design
elements, unresolved project issues, key milestone events, upcoming schedule, and budget status.
Meeting minutes will be prepared by the Consultant and will be submitted to the City within
three days. Comments will be solicited from stakeholders and decisions reached will be affirmed.
This affirmation process is intended to resolve differences between stakeholders and build
consensus. These decisions will become the framework of a decision log that will be maintained
throughout the project. In addition, the Consultant will prepare and submit documentation
describing the resolution of all City review comments on submittals. One presentation to the City
Council upon project completion is also included under this task.
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1.4 Schedule
A detailed Project design schedule will be prepared initially, updated with monthly progress
reports, reviewed at each status meeting, and revised as necessary. The Project schedule will be
used to monitor project progress and identify the Project tasks that are, or become, critical to the
completion date.
1.5 QA/QC
This task includes effort budgeted for quality review. Initial peer review activities will focus on
cost -reduction opportunities and development of sustainable design criteria. Later activities will
include detailed plan checking to ensure completeness, discipline coordination, review for plan
and specification consistency, and ensuring contract document biddability. The results of QC
activities will be summarized and submitted to the City. Internal peer review for all deliverables
is anticipated prior to submission to the City.
Task I Deliverables
• Project Startup Memorandum
• Meeting Minutes
• Decision Log
• Project Schedule
• Weekly Progress Memos
• Monthly Progress Reports (with invoices)
• Results of Peer Review Activities
Task 2 - Existing Utility and Data Collection
The Consultant will research, obtain and review existing data and utility information to identify
necessary facilities and prepare a preliminary design.
2.1 As -built Plans
Within the site and along Century Boulevard there are existing sewer, water, electrical, storm
drain, and communication lines. As available, as -built information will be obtained from the City
and other utility providers, verified when necessary, and presented on the Project plans and
documents.
2.2 Existing Utilities
When as -built information is not available, others sources of information will be located and
reviewed, verified when necessary, and presented on the Project plans and documents. Each of
these facilities has the potential to be impacted by the Project. This task will identify the location
and probable depth of each facility. Potholing by City forces is anticipated. For the proposed
Project, a utility relocation plan will be prepared and a summary of probable construction costs
developed under Task 4.
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2.3 Legal Descriptions
Site legal descriptions, title reports, and easements will be obtained, reviewed, and presented on
the Project plans and documents.
2.4 Storm Drain Studies
Storm drain studies for the G Basin watershed (including the 2002 study by Stantec) will be
obtained and reviewed to establish design criteria and constraints for the pump station design.
Additional watershed hydrology or hydraulic studies are not anticipated in the design of the
pump station.
2.5 Beckman Park Pump Station
Proper function of the G Basin pump station will require coordinated operation with the
downstream Becltman Park pump station. Therefore, the operational constraints of the Beckman
Park pump station will need to be identified. This task will identify if proper coordination of the
two pump stations will require a highwater feedback signal to the G Basin pump station and/or
signal to the Becltman Park station.
2.6 Proposed Site Design
The Consultant will obtain the proposed layout and grading plans for DeBenedetti Park at
G Basin. Design of the pump station, well site, and adjacent secured area will need to be
compatible with the park features.
Task 3 - Site Surveying and Mapping
3.1 Surveying
Survey and mapping activities include:
a. Research and recover primary vertical control benchmark with datum elevations.
b. Research and recover primary horizontal control monuments with coordinate values.
c. Establish permanent Project specific survey control monuments based on the above
datum proximate to the project site (Noted existing benchmark is City 4917 located along
the north side of Century 340 feet west of Sage).
d. Perform point survey of proposed pump station site and access area back to Century
Boulevard.
e. Survey location and invert elevations of 48 -inch, 60 -inch, and 72 -inch storm drains in the
area.
f. Compile a design quality base map exhibiting all of the above elements and any
topographic information furnished by the City.
In support of the detailed design, additional surveying will be performed to supplement the initial
survey as requested by the team designers. Pothole surveys will be performed as requested. A
budget of two field days of survey crew time is assumed for this task.
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Task 3 Deliverables
• Base Map
Task 4 - Preliminary Design Report (PDR)
The PDR will present the analyses and recommendations for several elements of the Project. An
approved PDR will include discipline design standards and will serve as the basis for final
design. The data collected in Tasks 2 and 3 will be used to develop a PDR which will show
proposed locations and dimensions of new pump station facilities. Necessary profiles, sections,
or details will be provided to support the evaluation and selection of the recommended design
configuration. The preliminary design will include:
a. Design criteria for hydraulic, mechanical, and electrical systems.
b. Summary of geotechnical findings.
c. Summary of foundation strategies, recommendations for electrical equipment enclosures.
d. Description of pump station layout, access provisions, equipment enclosures.
e. Summary of site improvements.
f. Discussion of electrical controls, alarms, normal power, stand-by power, and SCADA
integration.
g. Probable construction cost.
h. List of anticipated contract drawings and technical specifications.
During this task a variety of project specific issues will be considered and addressed during the
analysis and design of the project such as noise, neighborhood relations, constructability, and
access.
4.1 Hydraulics/Bypass Operation
This task will identify the various operational elements, the hydraulic constraints, the operational
options, and the key design criteria for the pump station. Key elements include the internal
diversion weir, gravity bypass piping, deep flow-through control gate, bypass control gate, and
pumping system heads. To be determined in this task is the number and location of water level or
flow monitors and systems that require automatic, manual, or remote control.
4.2 Pumping/Mechanical/Piping
An initial site visit will be held with the City to develop a complete understanding of what
features need to be included for the pump station. During initial screening of key issues, two
alternative site schemes/layouts will be developed and submitted to the City for comments. A
conceptual design that incorporates the needs of the City and summarizes the pump station
criteria will be prepared. The list of the mechanical and piping criteria will include the following:
a. Pump operating head.
b. Preliminary pump type, capacity, and number.
c. Fundamental control and integration strategy.
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d. Enclosure requirement.
e. Operation equipment (hoists, etc.).
f. Wet well style.
g. Force main components.
h. Significant piping, valving, and conveyance structures.
i. Trash control (self cleaning or capture with bypass racks).
4.3 Civil/Site/Utilities
The following tasks will provide a sufficient level of civil, utility, and site analysis to identify
necessary facilities and prepare a preliminary design.
4.3a. Civil - The project will require construction in Century Boulevard and south into
the currently unimproved park land. The civil design will present those roadway,
landforms, and above ground and below ground facilities that will be impacted by the
Project and the recommended modifications to those facilities. A plan, section, profile,
foundation strategy, and details will be prepared for each component of the Project.
4.3b Utility Relocation - Within the site there are existing sewer, water, electrical, storm
drain, and communication lines. Each of these facilities is likely to be impacted by the
Project. This task will identify the location and probable depth of each facility. For each
alternative that is to be analyzed, a utility relocation plan will be prepared and a summary
of probable construction costs developed.
4.3c Site Design - The preliminary design of the recommended alternative will strive to
match the proposed plan for DeBenedetti Park. If the layout, operation, or maintenance of
the pump station requires minor adjustments to the Park plan, the needs of the pump
station will be clearly identified to the City.
4.4 Debris Control
Debris control is a desired element of the G Basin design. Debris control is also desired on other
storm drain systems in the City. This task will identify potential debris control systems, evaluate
the effectiveness for this and other sites in the City, and recommend a preferred system. This
effort will include inspection of up to five other potential debris control sites in the City, review
the site constraints, evaluate the applicability of the different debris control systems and make
recommendations to the City. Up to four different debris control systems will be evaluated for
effectiveness, ease of retrofitting, operation, maintenance and cost.
4.5 Structural
For this task the structural engineer will coordinate with the mechanical and civil/hydraulic
designers to establish the number, size, and location of the structural elements required on the
Project for the recommended pump station layout. Using the best available soils information, the
structural engineer will perform a preliminary foundation design. A foundation strategy and
summary of probable construction costs will be prepared for each structural element.
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4.6 Electrical/Controls
During the preliminary design phase, necessary instrumentation, controls, electrical service and
backup power requirements and facilities will be identified for the recommended alternative.
This includes coordination with remote level or flow monitors, integration with City-wide
SCADA network, high water alarms, and offsite controls.
4.7 Geotechnical Analysis
During the preliminary design phase, readily available historic data will be located. Consultation
with the designers and contractors for the G basin and the 72 -inch storm drain will be performed.
Based on other local projects, tentative recommendations for soil design parameters, seismic
design, and foundation parameters will be presented. No geotechnical field investigation is
anticipated. A recommendation will be made to the City for additional geotechnical studies if
justified by potential foundation cost savings generated by less conservative design activities.
4.8 Architecture and Landscaping
During this task, architectural styles and details will be presented to the City for each of the
above ground elements (including control building, if necessary), primarily for the perimeter and
security fencing. It is assumed that the construction of DeBenedetti Park will follow the pump
station construction and landscaping will be a part of the park construction. The design objective
is to blend into the park or camouflage the facility from the public/residents views.
Task 4 Deliverables
• Five copies of the Preliminary Design Report summarizing the findings in Tasks 4.1 through
4.8 to determine the cost and schedule of the project.
Task 5 - 30%, 60%, and 100% Design Submittals
Based on the approved PDR, the Consultant will prepare the Project design documents.
Development of plans, technical documentation, and summaries of probable construction costs
will be an interactive process with all stakeholders to ensure that Project goals are met while
developing a biddable, constructible, and environmentally appropriate project. Construction
drawings will be prepared (22 -inch by 34 -inch plan sheet format) using AutoCAD software.
Drawings will include General, Civil, Structural, Architectural, Mechanical, and Electrical. The
project limits are understood to extend from Century Boulevard to the proposed pump station
site. Design elements include:
a. Pump station, wetwell, forebay.
b. Debris control facility.
c. Site/road work/security.
d. Remote operation.
e. Control panel.
f. Transformer and switch board structure.
g. Bypass, weir, and control gates 48 -inch discharge pipeline.
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5.1 Civil/Site/Utilities
The following tasks will provide the initial detailed design for site civil, utility relocation, and
the diversion structure.
5.1a Site Design - A plan will be prepared for the limits of Project grading, limits of
paving, and miscellaneous site improvements. Sections and initial details will be
prepared. For 100% design, detailed grading and details of the miscellaneous site
improvements will be prepared.
5.1b Utility Relocation - For each submittal, a plan will be prepared for all necessary
utility relocations.
5.2 Architectural
Architectural styles will be selected and initial elevations and details prepared for each above
ground structure. The 100% submittal will include detailed elevation views and other
architectural details.
5.3 Structural
A structural foundation will be developed for each facility. Initial structural design of all
structures will be prepared. Initial plan and details will be prepared for the structural elements of
the several deep and shallow chambers, control facilities, and equipment pads. By the 100%
design submittal, detailed structural plans and details will be complete for all structural elements.
5.4 Pumping/Mechanical/Piping
Final working head, pump size, and pump count will be established. The wet well and valve
vault configuration will be established. The layout of the pump station including pumps, piping,
valves, pump removal equipment, and other mechanical elements will be determined and a
layout set. Plans, sections, and initial details will be prepared for all elements. Functional
descriptions for the pump control sequencing equipment and other automated equipment will be
developed.
5.5 Electrical/Controls
In coordination with the requirements of the pumping facilities and appurtenant automated
equipment, the recommended instrumentation, controls, SCADA communications, and electrical
service will be identified, designed, and presented in the project documents. Load lists and single
line diagrams will be prepared. Instrumentation schematics for pump control and SCADA
equipment will be developed.
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5.6 Technical Specifications and Summaries of Probable Construction Costs
Technical specifications and summaries of probable construction cost will be prepared in
Construction Specification Institute (CSI) format. Summary of probable construction costs will
include allowances for escalation and market conditions. Front-end documents furnished by the
City will be modified to match project requirements.
Tusk S Deliverables
Five I 1 -inch by 17 -inch hard copies and one full sized copy of the plan set and five copies of
the specifications and summaries of probable construction costs of 30%, 60%, and 100%
design.
Design Review Worlsshop notes and responses to comments for 30%, 60%, and 100%
Design Review Worlsshops.
Electronic documents will be provided in AutoCAD (Ver. 2008) and Microsoft Word/ Excel
(Ver. 2007) for the 100% submittal.
Task 6 - Constructability Review
Separate from the QA/QC reviews described earlier, the Consultant will incorporate
constructability and staging solutions on the preferred project configuration to help ensure the
design is as economical and as easy to construct as possible. Insight will be provided on key
constructability issues such as:
a. Construction staging.
b. Maintaining storm drain function.
c. High groundwater/dewatering.
d. Proximity to existing utilities.
e. Construction adjacent to existing CIP drain.
f. Deep excavation/construction.
Tusk 6Deliverables
• Technical memorandum summarizing results of constructability review of 60% submittal
Task 7 - Final Design Submittal — Bid Documents, Bid Assistance, and Construction
Documents
The Consultant will submit bid documents including final design plans, specifications, and
summaries of probable construction costs. Drawings for bid sets will be submitted in 22 -inch by
34 -inch format (stamped bid set) and digitally in Auto CAD R.2008 format with .pcp file.
Specifications for bid sets will be submitted in original copy, 8V2 -inch by 11 -inch bond sheet,
unbound single -sided print for reproduction purposes with cover stamped "Bid Set". A digital
copy of specifications will be furnished in MS Word 2007 format. The Consultant will then
provide the following services during the bidding and award period of the project to facilitate
and streamline the process:
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7.1 Coordinate Reproduction and Distribution of Bid Packages
Reproduction of the bid packages will be by City forces. The Consultant will coordinate the
distribution of packages to builder exchanges and a list of contractors approved by the City. The
Consultant will maintain and distribute periodically a plan holders list to prospective bidders.
7.2 Bid Period Services
The following services will be provided during the bid period:
a. Attend the pre-bid meeting and site walk and respond to questions.
b. Prepare responses to bidder's questions during the bid period.
c. Prepare up to two addenda.
d. Review bids, check for bid completeness, review bidder's qualifications.
e. Recommend award to most responsive bidder.
7.3 Conformed Documents
The addenda will be incorporated into an original reproducible "Construction Set" drawings and
specifications as directed by the City.
Tusk 7Deliverables
• One set of reproducible final design plans, specifications, and summaries of probable
construction costs. Drawings will be 22 -inch by 34 -inch size. Specifications will be 8'/2 -inch
by 1 1 -inch, unbound, single -sided print.
• Up to two Addenda distributed.
• Technical documentation summarizing review of bid results and basis for recommended
award.
• One set of reproducible and one electronic copy of conformed documents. Drawings will be
22 -inch by 34 -inch size. Specifications will be 8'/2 -inch by 11 -inch, unbound, single -sided
print. Reproducible documents will be labeled "Construction Set". Electronic copies will be
Auto CAD R.2008 with .pcp file for drawings and MS Word 2007 for specifications
Task 8 - Construction Support Services
The City will perform day to day inspections and administer the construction contract. The
Consultant will assist by:
a. Attending and participating in a preconstruction meeting.
b. Reviewing for conformance with design drawings and specifications approximately 30
contractor's shop drawing submittals.
c. Responding to approximately 25 RFIs from the contractor.
d. Attending bi-weekly construction progress meetings (approximately ten).
e. Preparing technical documentation for change order packages (approximately two).
f. Reviewing change orders for merit and cost.
g. Performing six monthly site visits.
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h. Attending and witnessing pump station startup and testing including documenting any
deficiencies and developing a punch list.
i. Reviewing contractor prepared O&M manual.
j . Preparing record drawings from final project mark-ups provided by the contractor and/or
the City.
Task 8 Deliverables
• One set of record drawings will be provided in 22 -inch by 34 -inch size.
Task 9 — Special Engineering Services
When requested by the City, the Consultant will perform special engineering services as agreed
in writing. The Consultant will be compensated for special engineering services as extra work.
Consultant services will not commence prior to receipt of a notice to proceed from the City.
Special engineering services may include:
a. Geotechnical investigation
b. Construction inspections, resident engineering services
c. Preparation of operation and maintenance manuals
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13IiSII�:�:3
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
CITY MANAGER TO EXECUTE TASK ORDER NO.2 WITH
NOLTE ASSOCIATES, INC. TO PROVIDE ENGINEERING
SERVICES FOR G -BASIN STORMWATER PUMP STATION
DESIGN AND FURTHER APPROPRIATING FUNDS
WHEREAS, staff distributed requestsfor proposals to four engineering firms (Brown and
Caldwell, Nolte Associates, Parsons Brinckerhoff, and West Yost Associates) having expertise
in the design of stormwater pump stations; and
WHEREAS, four proposals were received and staff selected Nolte Associates, Inc., as
the most qualified consultantfor this project; and
WHEREAS, on June 2, 2010, City Council approved a master professional services
agreement and Task Order No. 1 with Nolte Associates, Inc., for the initial engineering/financial
services to update the Impact Mitigation Fee Program, and staff recommends that the Council
authorize the City Manager to execute Task Order No. 2 in the amount of $245,165 for the
engineering services to design the G -Basin Stormwater Pump Station project; and
WHEREAS, staff further recommends appropriating $250,000 for this project, which
includesfunds to cover contingencies.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Task Order No. 2 with Nolte Associates, Inc., of
Manteca, California, in the amount of $245,165 for engineering services for the G -Basin
Stormwater Pump Station design; and
BE IT FURTHER RESOLVED that funds in the amount of $250,000 be appropriated
from the Storm Drainage Impact Mitigation Fund for this project.
Dated: June 16, 2010
------------------------------------------------------------------------
------------------------------------------------------------------------
I hereby certify that Resolution No. 2010-88 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held June 16, 2010, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Hitchcock, Johnson, and Mounce
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS— Mayor Katzakian
ABSTAIN: COUNCIL MEMBERS— None
RANDI JOHL
City Clerk