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Home My WebLink About03.e. Amend agreement with Dodson Psomas for Professional Engineering Services for Wet Weather Bypass Improvements DP 7241Central Contra Costa Sanitary District ' BOARD OF DIRECTORS ~- POSITION PAPER Board Meeting Date: March 4, 2010 No.: 3.e. Consent Calender Type of Action: AUTHORIZE AGREEMENT AMENDMENT subject: AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING AGREEMENT WITH DODSON PSOMAS FOR PROFESSIONAL ENGINEERING SERVICES FOR THE WET WEATHER BYPASS IMPROVEMENTS PROJECT, DISTRICT PROJECT 7241 Submitted By: Initiating Dept./Div.: Gary Rathunde, Associate Engineer Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: L,~ `-"~ G. Rathunde B. Than ----~5~ arrell James M. elly Gener ISSUE: Board of Directors' authorization is required for the General Manager to amend an existing professional services agreement beyond staff authority limits. RECOMMENDATION: Authorize the General Manager to amend an existing Professional Engineering Services Agreement with Dodson Psomas to increase the cost ceiling from $121,000 to $145,000 for the Wet Weather Bypass Improvements Project, DP 7241. FINANCIAL IMPACTS: The cost of completing the additional design work needed, including District staff time, will be approximately $25,000. ALTERNATIVES/CONSIDERATIONS: This project requires specialized expertise, which is not available in-house. BACKGROUND:.In May of 2006, the District retained Dodson Psomas to provide .professional engineering services for the design of the Wet Weather Bypass Improvements Project. Dodson Psomas was chosen for this design work based on their expertise in hydraulic analysis and design of overflow structures. The project has been executed in two phases. The first phase required Dodson Psomas to produce design drawings and specifications for apre-loading phase. The preload fill consolidated the soft, organic clay~soils that underlie the site of the new overflow structure to reduce the potential for settlement, which if left unmitigated, would take place over time due to the weight of the new structure. The main phase of the project will be bid in the spring of 2010. This project work will provide necessary improvements to the emergency wet weather discharge system, such as widening of existing bypass channels, constructing a new culvert between existing on-site bypass channels, and constructing a gravity overflow structure with a N:\PESUP\Position Papers\Rathunde\7241 Authorize Agreement Revision Final.doc Page 1 of 2 POSITION PAPER Board Meeting Date: March 4, 2010 subject: AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING AGREEMENT WITH DODSON PSOMAS FOR PROFESSIONAL ENGINEERING SERVICES FOR THE WET WEATHER BYPASS IMPROVEMENTS PROJECT, DISTRICT PROJECT 7241 twin box culvert to discharge directly to Walnut Creek if needed after the holding basins are full. Meetings between District staff and permitting agencies, such as the Contra Costa County Flood Control and Water Conservation District (FCD) and the U.S. Army Corp of Engineers, have resulted in conflicting regulatory requirements and the need for some redesign including the need to revise the final design of the outlet structure at the Walnut Creek levee. These requirements were beyond the control of the design firm. The revision includes the addition of manually operated slide gates at the outlet structure so FCD can prevent flood water from passing through the Walnut Creek levee and into the holding basins. On May 15, 2008, the Board of Directors authorized a contract amendment with Dodson Psomas to raise the upper limit of their contract to $108,000. Subsequently, staff authorized an additional $13,000 to bring the total current contract amount to $121,000. That authorization was within prescribed staff authority limits. This amendment requires Board approval. Staff recommends that Dodson Psomas complete the required design revision work because they are the engineers of record for the project and has negotiated an amendment to increase the agreement cost ceiling from $121,000 to $145,000 for the work. Additional changes in scope/dollars will be required to provide services during construction. This will be addressed in the Award Position Paper, to be considered by the Board at a later meeting. The Wet Weather Bypass Improvements Project is included in the Fiscal Year 2009-10 Capital Improvement Budget, pages TP-68 and TP-69. Staff has concluded that the design agreement with Dodson Psomas is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15262 since it involves design tasks for possible future actions which the District has not approved, adopted, or funded, and the outcome of these tasks will not have a legally binding effect on later activities. Approval of this agreement will establish the Board of Directors' independent finding that this design project is exempt from CEQA. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an amendment to the existing Professional Engineering Services Agreement with Dodson Psomas for the Wet Weather Bypass Improvements Project, District Project 7241, to increase the cost ceiling to $145,000. N:\PESUP\Position Papers\Rathunde\7241 Authorize Agreement Revision Final.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 4, 2010 No.: 3. f . Consent Calendar Type of Action: ACCEPT CONTRACT WORK/AUTHORIZE FILING OF THE NOTICE OF COMPLETION Subject: ACCEPT THE CONTRACT WORK FOR THE AMERICAN DISABILITIES ACT (ADA) AND GENERAL IMPROVEMENTS, DISTRICT PROJECT 8214, AND AUTHORIZE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating Dept./Div.: Dana Lawson, Associate Engineer Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: ~~~ ~ D. Lawson B. Than Vicki ~~ A. Farrell ames M elly, eneral anager ISSUE: Construction has been completed on the ADA and General Improvements, District Project 8214, and the work is now ready for acceptance. RECOMMENDATION: Accept the contract work for the ADA and General Improvements, District Project 8214, and authorize filing of the Notice of Completion. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES/CONSIDERATIONS: Not applicable. Filing the Notice of Completion is advisable under the California Civil Code, Section 3093. BACKGROUND: In January 2007, an accessibility review was conducted of District facilities, which provided recommended improvements. Improvements were recommended to the interior and exterior of HOB, POB, Laboratory, HHWCF, and to the Outdoor Park. Improvements to the exterior of District facilities were made during fiscal year 2007-08 and were bid as part of another District Project. This phase remodeled the Permit Counter, HOB1 restrooms, installed kick-plates and ADA-compliant drinking fountains. General improvements included remodeling the Annex locker rooms and exterior weatherproofing of HOB. On May 7, 2009, the Board of Directors authorized the award of a contract for the construction of the project to Page Construction Company. The Notice to Proceed was issued on June 22, 2009. District staff negotiated and executed a reduced scope-change order with Page Construction Company on February 5. The reduction change order included N:\PESUP\Position Papers\Lawson\8214 Accept-NOC-ALM.doc Page 1 Of 2 POSITION PAPER Board Meeting Date: March 4, 2010 subject: ACCEPT THE CONTRACT WORK FOR THE AMERICAN DISABILITIES ACT (ADA) AND GENERAL IMPROVEMENTS, DISTRICT PROJECT 8214, AND AUTHORIZE FILING OF THE NOTICE OF COMPLETION the elimination of the reception area cabinet/countertop installation (cabinets matching the permit area were purchased), and inclusion of liquidated damages of $14,400 for the delay of completion of the permit counter. Upon acceptance, The District will take possession of the work and the Contractor will be relieved from maintaining and protecting the Contract work. Guaranty and warranty periods required by the Contract and the statutory period for filing liens and Stop . Notices will also commence upon acceptance. Final payment to the Contractor will be made after expiration of the statutory period for filing. of liens and Stop Notices, provided no liens or Stop Notices have been filed, and provided the -punch-list items have been completed. The total authorized budget for the project was $405,000. The budget included the cost of ADA studies, engineering design, construction management, inspection, and contractor services. An accounting of the project costs will be provided to the Board at the time of project closeout. All contract work is complete and it is appropriate to accept the contract work at this time. RECOMMENDED BOARD ACTION: Accept the contract work for the ADA and General Improvements, District Project 8214, and authorize filing of the Notice of Completion. N:\PESUP\Position Papers\Lawson\8214 Accept-NOC-ALM.doc Page 2 Of 2