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CC - (1) Approval of an Amendment to the Existing Professional Services Agreement with Tetra Tech, Inc. for Additional Construction Support Services for the Culver Boulevard Stormwater Filtration/Retention Project, PR-002 (the “Stormwater Capture Project”) in an Amount Not-to-Exceed $50,485; and (2) Authorization to the Public Works Director/City Engineer to Approve Amendments to the Agreement in an Additional Amount Not-to-Exceed $5,050 (10% Contingency) for Unanticipated Costs.
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Meeting Date: January 11,2021
Contact Person/Dept: Lee Swain, PW/EPO
Phone Number: 310-253-6457
Fiscal Impact: Yes [x] No [] General Fund: Yes [] No [x]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [x] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (01/06/2021);
Department Approval: Charles Herbertson, PW Director/City Engineer (12/31/2020)
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RECOMMENDATION
Staff recommends the City Council (1) approve an amendment to the existing professional services agreement with Tetra Tech, Inc. for additional construction support services for the Culver Boulevard Stormwater Filtration/Retention Project, PR-002 (the “Stormwater Capture Project”) in an Amount Not-to-Exceed $50,485; and (2) authorize the Public Works Director/City Engineer to approve amendment(s) to the agreement in an additional amount not-to-exceed $5,050 (10% contingency) for unexpected costs.
BACKGROUND/DISCUSSION
On February 2, 2018, City Council approved a professional services agreement with Tetra Tech, Inc. for engineering design services in an amount not-to-exceed $515,920.
On September 23, 2019, City Council approved an amendment to the existing professional design services agreement with Tetra Tech for additional design services and construction engineering support services in an amount not-to-exceed $117,285 and authorized the Public Works Director/City Engineer to approve amendments to the agreement with Tetra Tech, Inc. in an amount not-to-exceed $11,728 for unexpected costs. These services also included providing grant required documents including a Monitoring and Reporting Plan and a Quality Assurance Project Plan (QAPP).
Stormwater Capture Project Scope of Work
The Stormwater Capture Project will consist of a retention basin and filtration system to capture and treat stormwater/urban runoff from approximately 297 acres of drainage area. The Stormwater Capture Project proposes to utilize this opportunity to construct a retention basin and a filtration system underneath the new landscaped median and bikeway between Sepulveda Boulevard and Harter Avenue which is part of the Realignment Project. A portion of the captured run-off is proposed to be stored in an underground retention basin and will be used to supplement the required irrigation for the proposed landscaping along Culver Boulevard. The excess captured run-off will be filtered and discharged back into the Harter Avenue storm drain downstream of the project as treated water. In addition, the Stormwater Capture Project was also designed to send captured runoff to Veteran’s Park for irrigation purposes. A dedicated wet well, pump system, and an irrigation supply line that will terminate at the cul de sac of Culver Blvd (North) will be constructed to convey captured runoff to Veterans Memorial Park for future irrigation use, thereby supporting the City’s water conservation efforts.
State Water Board Grant Agreement
On August 30, 2018, the State Water Board officially approved the grant award in the amount of $3,300,000. On September 24, 2018, the State Board notified the City of the Prop 1 grant award in the amount of $4,478,796. At the January 28, 2019 City Council meeting, the City Council approved a budget amendment to appropriate Santa Monica Bay Restoration Commission Prop 84 and State of California Prop 1 Grant Funding in the Amount of $3,300,000 and $4,478,796, respectively, for the Project. The State Water Board finalized the Grant Agreement and the agreement was executed by the City on October 17, 2019 and the State Water Board on December 18, 2019. The State Water Board Grant Agreement (Grant Agreement) includes many requirements of the City including preparation of a Monitoring and Reporting Plan (MRP) and preparation, maintenance and implementation of a Quality Assurance Project Plan (QAPP). The Grant Agreement also requires a final report that assesses the effectiveness of the facility.
Construction Support Services
The construction support services provided by Tetra Tech, Inc. includes: submittal and shop drawing review, assistance with contractor requests for information, meetings and coordination; site inspections, structural observation, final walkthrough and inspections, and preparation of as-built drawings. During the construction period, it has been determined that additional construction support services are required for necessary attendance at weekly construction status meetings, review of contractor requests for information, extensive review of contractor shop drawings, and review of various submittals including pump station, electrical and instrumentation and miscellaneous submittals.
As a result, staff is recommending Tetra Tech’s agreement be amended in the additional amount of $50,485, with an additional contingency in the amount of $5,050.
FISCAL ANALYSIS
Funding for the Culver Boulevard Stormwater Treatment Project PR-002 in the amount of $50,485 for additional construction support services is available in account 434.80000. 730100, PR-002. Funding for the 10% contingency in the amount of $ 5,050 is also available in account 434.80000.730100, PR-002.
ATTACHMENTS
None
MOTION
That the City Council:
1. Approve an amendment to the existing professional services agreement with Tetra Tech, Inc. for additional construction support services for the Culver Boulevard Stormwater Capture Project, PR-002 (the “Stormwater Capture Project”) in an amount not-to-exceed $50,485;
2. Authorize the Public Works Director/City Engineer to approve amendments to the agreement in an additional amount not-to-exceed $5,050 (10% contingency) for unanticipated costs;
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.