HomeMy WebLinkAboutAgenda Report - May 3, 2017 C-12CITY OF LODI
COUNCIL COMMUNICATION
AGENDA ITEM
TM
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Task Order No. 42 with
West Yost Associates, of Davis, for White Slough Water Pollution Control Facility
2017 Irrigation System Improvements ($64,680)
MEETING DATE: May 3, 2017
PREPARED BY: Public Works Director
RECOMMENDED ACTION:
Adopt resolution authorizing City Manager to execute Task Order No.
42 with West Yost Associates, of Davis, for White Slough Water
Pollution Control Facility 2017 Irrigation System Improvements, in the
amount of $64,680.
BACKGROUND INFORMATION: During the irrigation season (generally April through September), most
of the City's treated municipal and industrial wastewater is used to
irrigate agricultural crops on 790 acres of City -owned property around
White Slough Water Pollution Control Facility (WSWPCF). In response to violations associated with irrigation
water inadvertently leaving WSWPCF, West Yost Associates was tasked with evaluating the land application
area irrigation system as part of Task Order No. 38, approved by Council on July 20, 2016.
The system evaluation included a condition and capacity assessment, alternates for system improvements,
and a phasing plan based on the consequences and likelihood of failure of major components of the irrigation
system. The evaluation concluded that replacing a concrete lined irrigation channel along the west side of
the existing storage ponds and relocating pipeline that underlies a portion of an existing power plant must
receive priority when addressing the improvements needed.
Task Order No. 42 includes pre -design field work, design drawings, front-end and technical specifications,
engineering services during bidding and construction, and project management and quality assurance/quality
control for constructing the proposed irrigation improvements. This work will be conducted on a time and
materials basis, not to exceed $64,681.
Design work for the proposed project is anticipated to be completed by fall of 2017. Construction is
scheduled to begin in early 2018.
Staff recommends authorizing the City Manager to execute Task Order No. 42 with West Yost Associates,
of Davis, for White Slough Water Pollution Control Facility 2017 Irrigation System Improvements, in the
amount not to exceed $64,680.
FISCAL IMPACT:
Improving the irrigation system at WSWPCF will increase efficiency and
avoid costly repairs and system failures that could result in fines and
penalties. There is no impact to the City's General Fund from the
recommended action.
APPROVED:
n Schwab r, City Manager
K:\WP\COUNCIL\2017\CC WYA TO 42.doc 4/21/17
Adopt Resolution Authorizing City Manager to Execute Task Order No 42 with West Yost Associates, of Davis, for White Slough Water Pollution Control Facility
2017 Irrigation System Improvements ($64,680)
May 3, 2017
Page 2
FUNDING AVAILABLE: Funding for Task Order No. 42 is budgeted in Fiscal Year 2016/17
Wastewater Capital (53199000.77020). Funds originally budgeted for the
Electrical Upgrades/Coarse Screen/SCADA construction will not be spent
in Fiscal Year 2016/17 and can be diverted.
Andrew Keys
Deputy City Manager/Internal Services Director
Charles E. Swimley, Jr.
Public Works Director
Prepared by Charles E. Swimley, Jr., Public Works Director
CES/CES/tdb
Attachment
K:\WP\COUNCIL\2017\CC WYA TO 42 doc 4/21/17
Task Order No. 42
City of Lodi
White Slough Water Pollution Control Facility
2017 Irrigation System Improvements
West Yost Job Number 213-18-17-38
In accordance with the Task Order Agreement between City of Lodi (Client) and West Yost
Associates, Inc. (Consultant), dated January 13, 1999, Consultant is authorized to complete the
work scope defined in this Task Order according to the schedule and budget defined herein.
WORK SCOPE
Consultant shall design pipelines and structures to replace a channel and pipeline that deliver
reclaimed water used to irrigation of crops on the southern 400 acres of City -owned property at the
WPCF. The scope of work is described in greater detail in Attachment A to this Task Order.
BUDGET
The costs for Consultant's services as defined herein shall not exceed $64,680.
COMPENSATION
Compensation shall be in accordance with the provisions of the Task Order Agreement between
Client and Consultant and the billing rate schedule as shown in Attachment B.
The compensation limit for services performed under this task order shall not exceed $64,680. If
additional funds are required to complete the services defined herein beyond this limit, Consultant
shall notify Client in writing prior to reaching the authorized limit, and will not proceed with work
in excess of the limit without the prior written approval of Client.
SCHEDULE
We anticipate that services will be performed in accordance with the following schedule.
April 4, 2017 1 n\a\c\K-O\Lodi\2017\TO42
West Yost Task Order
Table 1. Anticipated Schedule
Task or Activity
Anticipated Completion
Pre -Design Field Work
Mid -May 2017
65% Complete Design Submittal
Mid -June 2017
100% Complete Design Submittal
Mid -July 2017
Bidding and Award
Early October 2017
Construction
End of February 2018
WEST YOST ASSO IATE.
itiekS
Signature
W. Franklin Helmick
Printed Name
Vice President
CITY OF LODI
Signature
Printed Name
Title Title
04/05/2017
Date Date
Approved as to Corm
City Attorney
April 4, 2017 2 n\a\c\K-O\Lodi\2017\TO42
West Yost Task Order
WEST YOST
ASSOCIATES
Cons ul;reg knsmecrs
Attachment A
March 24, 2017 SENT VIA: EMAIL
Mr. Charlie Swimley
Director of Public Works
City of Lodi
221 West Pine Street
Lodi CA 94559
SUBJECT: Proposal to Complete Task Order 42—Perform Engineering Design Service for
White Slough Water Pollution Control Facility 2017 Irrigation System
Improvements
Dear Charlie:
This is a proposal in response to the City of Lodi's (City) request to perform engineering design
services associated with the replacement of certain high-risk components of the reclaimed
wastewater irrigation system at the White Slough Water Pollution Control Facility (WPCF).
BACKGROUND
During the irrigation season (generally April through September), most of the City's treated
municipal and industrial wastewater is used to irrigate crops on 790 acres of City -owned property
around the WPCF. Recently, West Yost Associates (West Yost) evaluated the consequence and
likelihood of failure for major components of the irrigation system, and identified replacing a
channel and pipeline that deliver reclaimed wastewater to the southern 400 acres of the City's
property as critical improvements.
Construction of these improvements cannot proceed until after the irrigation season (in
October 2017), and should be completed in early 2018 to avoid potential conflicts with the
planned Storage Expansion Improvements Project. This is a proposal to prepare design
documents in a manner that will satisfy these scheduling constraints.
SCOPE OF WORK
The following scope of work assumes that West Yost will provide the engineering services
described below, and that construction inspection services will be performed by City staff and
specialty inspection personnel retained by the City.
Task 1. Pre -Design Field Work
The following field work must be completed prior to beginning the detailed design of
project improvements:
2020 Research Park Drive, Suite 100 Davis, CA 95618 Phone 530 756-5905 Fax 530 756-5991 westyost corn
Mr. Charlie Swimley
March 24, 2017
Page 2
• Locating and potholing of a 36 -inch diameter pipeline to which this project
will connect.
• Topographic survey of about one acre of land along the planned pipeline alignment.
Task 1 Deliverable: Pipeline location/depth and topographic sumey information.
Task 2. Prepare Design Drawings
West Yost will prepare design drawings for review at the 65% and 100% stages of completion.
We anticipate that the following design drawings will be required.
DWG NO. SHEET NAME
G001 TITLE SHEET, LOCATION MAP AND VICINITY MAP
G002 INDEX OF DRAWINGS, GENERAL LEGEND, NOTES & ABBREVIATIONS
C001 SITE PLAN, CONTROL POINTS, STAGING AREA
C002 PIPING PLAN & PROFILE 1
C003 PIPING PLAN & PROFILE 2
C004 PRE -CAST STRUCTURES 1
C005 PRE -CAST STRUCTURES 2
C006 CIVIL DETAILS 1
C007 CIVIL DETAILS 2
E001 ELECTRICAL LEGEND AND ABBREVIATIONS
E002 ELECTRICAL INSTALLATION DETAILS
E003 ELECTRICAL SITE PLAN AND FLOW MONITORING VAULT PLAN
To expedite both the design and the construction of this project, pre -cast concrete structures will
be used to contain flow monitoring equipment and as flow control structures.
Task 2 Deliverables: 65% and 100% Complete Design Drawings.
Task 3. Edit City "Front -End" Document and Prepare Technical Specifications
West Yost will edit the City's standard "Front -End" contract documents and prepare technical
specifications for this project. Draft "Front -End" contract documents will be submitted to the City
for review at the 65% stage of completion, and complete contract and technical specifications will
be submitted at the 100% stage of completion.
Task 3 Deliverables ri ree'ha?rd copies of the edited 'front-end" specifications at the 65 percent submittal
stage. Five hard copies and one electrcnic (PDGF) copy of the final specifications.
Task 4. Engineering Services During Bidding and Construction
Subtask 4.1: Engneerinq Service During Bkiding
West Yost will perform the following bidding phase services:
• Attend Pre -Bid Meeting: West Yost will attend an on-site pre-bid conference. It is
assumed that the City will organize and lead the pre-bid meeting.
WEST YOST ASSOCIATES
n\m\LP\Lodi\2017_Lodi_Irrigation System Improv\LP
Mr. Charlie Swimley
March 24, 2017
Page 3
• Respond to Bidder Inquiries_ West Yost will provide written responses to
design -related questions received during the bidding period. It is assumed that the City
will be responsible for receiving questions, and will forward any design -related
questions to West Yost. It is also assumed that City will be responsible for distributing
responses prepared by West Yost to prospective bidders.
• Prepare Addenda: West Yost will prepare two addenda to the contract documents.
Subtask 4.2: Construction Phase Services
West Yost will perform the following construction phase services:
• Submittal Review: West Yost will review Contractor submittals for compliance with
the design concepts and specifications. West Yost will not review incomplete
submissions by the contractor.
• Interpretation and Clarification of Contract Documents: West Yost will prepare
written interpretation and clarifications of the Contract Documents in response to
written requests from the Contractor.
• Construction Phase Meetings: At the City's request a member of the design team will
attend up to four meetings during the construction period. It is assumed that the
construction management team would lead these meetings and be responsible for
preparing agenda and meeting minutes.
Task 5. Project Management and Quality Control
West Yost will manage this project to keep the project on schedule and within budget, and
conduct quality assurance reviews of all work products to insure they are of a high quality.
SCHEDULE
We understand that these improvements should be in service by the end of February 2018, and
have structured our proposed scope of services to meet the following schedule. This schedule
assumes that West Yost is authorized to begin design services no later than mid-May 2017.
Table 1. Anticipated Schedule
Task or Activity
_ Anticipated Completion
Pre -Design Field Work
Mid -May 2017
65% Complete Design Submittal
Mid -June 2017
100% Complete Design Submittal
Mid -July 2017
Bidding and Award
Early October 2017
Construction
End of February 2018
WEST YOST ASSOCIATES
n\m\LP\Lodi\ 2017_Lodi_Irrigation System Improv\LP
Mr. Charlie Swimley
March 24, 2017
Page 4
BUDGET
As indicated above, to comply with scheduling constraints the pre -design field work should be
completed by mid-May 2017, however West Yost may not be authorized to begin design services
until mid-May 2017.
Therefore, we propose use a portion of the remaining budget in Task Order 38, Task 9:
Land Application Facilities Irrigation System Evaluation to complete the pre -design field work.
This budget is remaining because the irrigation system evaluation cannot be completed until after
certain irrigation system pipelines have been inspected by closed-circuit TV, and this inspection
has been delayed because of the levee breach. As indicated in Table 2, we propose to complete
the Land Application Facilities Irrigation System Evaluation under this Task Order (42).
The estimated cost to complete the scope of work described above is summarized in the table
below. We will perform all work on an hourly basis at standard company charge rates, and will
not exceed the estimated cost summarized herein without written authorization. If additional
budget is required to complete services, West Yost will notify the City, prior to exceeding
90 percent of the estimated cost, that budget augmentation will be required to complete the work.
Table 2. Proposed Task Order 42 Budget
Task or Activity
Budget. dollars
Task 1 — Pre -Design Field Work
(Complete Under TO 38)
Task 2 —Design Drawings
35,660
Task 3 — Front -End and Technical Specifications
8,100
Task 4 — Engineering Services During Bidding & Construction
10,460
Task 5 — Project Management and QA/QC
2,100
Complete Land Application Facilities Irrigation System Evaluation
8,360
Total
$64,680
Sincerely,
WEST YOST ASSOCIATES
z 4L,
Dave Anderson, PE
Engineering Manager
RCE #C27659
DA:lh
WEST YOST ASSOCIATES
n\m\LP\Lodi\2017_Lodi_Irrigation System Improv\LP
WEST YOST
-4111111
ASSOCIATES
2017 Billing Rate Schedule
(Effective January 1, 2017 through December 31, 2017)*
Attachment B
POSITIONS
ENGINEERING
LABOR CHARGES
(DOLLARS PER HR)
PrincipalNice President
Engineering/Scientist/Geologist Manager I / II
Principal Engineer/Scientist/Geologist I / II
Senior Engineer/Scientist/Geologist I / II
Associate Engineer/Scientist/Geologist I / II
Engineer/Scientist/Geologist I / II
Engineering Aide
$258
$237 / $248
$216/$229
$193 / $203
$172/$184
$139 / $161
$78
Administrative I / II / III / IV
$71 I$891$1081$118
ENGINEERING TECHNOLOGY
Engineering Tech Manager I / II
$244 / $254
Principal Tech Specialist I / II
Senior Tech Specialist I / II
Senior GIS Analyst
GIS Analyst
Technical Specialist I / II / III / IV
CAD Manager
CAD Designer I / II
$225 / $235
$207 / $216
$189
$178
$139/$150/$169/$188
$150
$116 / $130
CONSTRUCTION MANAGEMENT
Senior Construction Manager
Construction Manager I / II / III / IV
Resident Inspector (Prevailing Wage Groups 4 / 3 / 2 / 1)
Apprentice Inspector
CM Administrative I / II
$246
$150/$161/$171 /$214
$130/$145/$161 /$167
$118
$64 / $86
• Technology and Communication charges including general and CAD computer, software, telephone,
routine in-house copies/prints, postage, miscellaneous supplies, and other incidental project expenses
will be billed at 6% of West Yost labor.
• Outside Services such as vendor reproductions, prints, shipping, and major West Yost reproduction
efforts, as well as Engineering Supplies, etc. will be billed at actual cost plus 15%.
• Mileage will be billed at the current Federal Rate and Travel will be billed at cost.
• Subconsultants will be billed at actual cost plus 10%.
• Expert witness, research, technical review, analysis, preparation and meetings billed at 150% of
standard hourly rates. Expert witness testimony and depositions billed at 200% of standard hourly
rates.
• A Finance Charge of 1.5% per month (an Annual Rate of 18%) on the unpaid balance will be added to
invoice amounts if not paid within 45 days from the date of the invoice.
This schedule is updated
Rates -1
WEST YOST
+�
ASSOCIATES
2017 Billing Rate Schedule (continued)
(Effective January 1, 2017 through December 31, 2017)*
Equipment Charges
EQUIPMENT BILLING RATES
Gas Detector
Hydrant Pressure Gage
Hydrant Pressure Recorder, Standard
Hydrant Pressure Recorder, Impulse (Transient)
$80/day
$10/day
$40/day
$55/day
Trimble GPS — Geo 7x
$220/day
Vehicle
Water Flow Probe Meter
Water Quality Multimeter
Well Sounder
* This schedule is updated
$10/hour
$20/day
$185/day
$30/day
Rates -2
RESOLUTION NO. 2017-84
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE TASK ORDER NO. 42
WITH WEST YOST ASSOCIATES, OF DAVIS, FOR
WHITE SLOUGH WATER POLLUTION CONTROL FACILITY
2017 IRRIGATION SYSTEM IMPROVEMENTS
WHEREAS, in accordance with the Task Order Agreement between City of Lodi and
West Yost Associates, dated January 13, 1999, West Yost Associates is authorized to complete
the scope of work as defined in Task Order No. 42; and
WHEREAS, Task Order No. 42 includes pre -design field work, design drawings,
front-end and technical specifications, engineering services during bidding and construction,
and project management and quality assurance/quality control for constructing the proposed
irrigation improvements; and
WHEREAS, staff recommends authorizing the City Manager to execute Task Order
No. 42 with West Yost Associates, of Davis, for White Slough Water Pollution Control Facility
2017 Irrigation System Improvements, in the amount of $64,680.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Task Order No. 42 with West Yost Associates, of Davis,
California, for White Slough Water Pollution Control Facility 2017 Irrigation System
Improvements, in the amount of $64,680.
Dated: May 3, 2017
I hereby certify that Resolution No. 2017-84 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held May 3, 2017, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Johnson, Nakanishi, and
Mayor Kuehne
NOES: COUNCIL MEMBERS — Mounce
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
m ��ua.c;A
J NIFER M ) FERRAIOLO
City Clerk
2017-84