FROM: James D. Herberg, General Manager
Originator: Kathy Millea, Director of Engineering
SUBJECT:
title
EDINGER PUMP STATION REPLACEMENT, PROJECT NO. 11-33
end
GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a Professional Design Services Agreement with Arcadis U.S., Inc. to provide engineering services for Edinger Pump Station Replacement, Project No. 11-33, for an amount not to exceed $3,125,590; and
B. Approve a contingency of $312,560 (10%).
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BACKGROUND
Orange County Sanitation District’s (OC San) Edinger Pump Station is an underground facility located within public right of way under Edinger Avenue in the City of Huntington Beach. The pump station was constructed in 1965 and must handle an estimated four million gallons per day during peak wet weather conditions. Edinger Pump Station Rehabilitation Study, Project No. PS15-02, concluded that the pump station should be replaced in a new location rather than rehabilitated in place due to the condition of the pump station, electrical and safety code deficiencies, and the difficulty of maintaining the existing pump station. Edinger Pump Station Replacement, Project No. 11-33, has been planned and budgeted as part of OC San’s 20-year Capital Improvement Program to replace the pump station.
RELEVANT STANDARDS
• Meet or exceed sanitary sewer overflow regulations
• Operate and maintain facilities to minimize impacts on surrounding communities, including odor, noise, and lighting
• Comply with California Government Code §4526: Select the “best qualified firm” and “negotiate fair and equitable fees”
• Ensure the public’s money is wisely spent
PROBLEM
Edinger Pump Station is near the end of its useful life, does not meet current codes and safety standards, and the existing pumping capacity is not able to meet anticipated future peak wet weather flows. In addition, the current access to the pump station is through a hatch in the sidewalk. Regular maintenance of the pump station requires the closure of the sidewalk which impacts pedestrian and bike movement; and monthly wet well cleaning requires the closure of a vehicular travel lane, shoulder, and sidewalk.
PROPOSED SOLUTION
Replace the existing pump station which is at the end of its useful life with a new pump station which will have better and safer access, be built to OC San’s current safety requirements and applicable building and electrical codes, and will be designed to handle future capacity requirements.
TIMING CONCERNS
If the project is delayed, equipment could fail resulting in unexpected facility downtime. Such failures could result in sanitary sewer overflows, significant repair costs, and increased operation and maintenance resources.
RAMIFICATIONS OF NOT TAKING ACTION
The existing pump station, which is at the end of its useful life, will not be replaced and would increase reliability risks and risk sanitary sewer overflows due to these failures.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
Consultant Selection:
OC San requested and advertised for proposals for Edinger Pump Station Replacement, Project No. 11-33, on March 29, 2022. The following evaluation criterion were described in the Request for Proposals (RFP) and used to determine the most qualified Consultant.
|
CRITERION |
WEIGHT |
|
Project Understanding and Approach |
35% |
|
Related Project Experience |
30% |
|
Project Team and Staff Qualifications |
35% |
Two proposals were received on May 17, 2022 and evaluated in accordance with the evaluation process set forth in OC San's Purchasing Ordinance by a pre-selected Evaluation Team consisting of the following OC San staff: Senior Engineer (Project Manager), Engineer (Project Engineer), Engineering Supervisor (Electrical), Engineering Supervisor (Planning), Engineering Supervisor, (Collections Facilities-Operations/Maintenance), and Senior Contracts Administrator (Non-voting member).
The Evaluation Team scored the proposals based on the established criteria as summarized in the table below.
|
|
Firm |
Approach (Max 35) |
Related Experience (Max 30) |
Team (Max 35) |
Total Score (Max 100) |
|
1 |
Arcadis U.S., Inc. |
24 |
23 |
28 |
75 |
|
2 |
AKM Consulting Engineers, Inc. |
21 |
20 |
22 |
63 |
Based on the Evaluation Committee’s review, both Consultants were invited for interviews that were held on June 21, 2022. Following the interviews, each member of the Evaluation Team scored the Consultants based on both the proposals and interviews using the evaluation criterion and weighting described above. Based on the scoring shown below, Arcadis, U.S., Inc. was selected as the most qualified Consultant.
|
|
Firm |
Approach (Max 35) |
Related Experience (Max 30) |
Team (Max 35) |
Total Score (Max 100) |
|
1 |
Arcadis U.S., Inc. |
24 |
25 |
27 |
76 |
|
2 |
AKM Consulting Engineers, Inc., |
25 |
23 |
26 |
74 |
The selected firm provided a more experienced design team that has worked on more similar projects for OC San and several other agencies. This firm has also presented a clear understanding of the project and how they will deliver the scoped project. In particular, their proposal stood out in terms of identifying and addressing construction-phase challenges and risks. The proposed team’s experience, qualifications, and staff utilization best matched OC San’s needs for this project
Review of Fee Proposal and Negotiations:
Proposals were accompanied by sealed fee proposals. In accordance with OC San’s Purchasing Ordinance, the fee proposal of only the highest-ranked firm was opened after approval by the Director of Engineering of the Evaluation Committee’s recommendation.
Meetings were held with Arcadis U.S., Inc. to review the required project elements, clarify components of the Scope of Work, discuss any assumptions made for the estimated level of effort, and ensure a thorough understanding of the proposed approach to meet the goals and objectives for the project. These negotiations resulted in modifications to the level of effort for various project tasks including combining some meetings and submittals.
|
|
Total Hours |
Total Fee |
|
Original Fee Proposal |
15,030 |
$3,397,488 |
|
Negotiated Fee Proposal |
13,706 |
$3,125,590 |
The Consultant’s fringe and overhead costs, which factor into the billing rate, have been substantiated. The agreement profit is 5.89%, which is based on an established formula included in OC San’s standard design agreements.
Based on the above, staff has determined that the final negotiated fee is fair and reasonable for the level of effort required for this project and recommends approval of the Professional Design Services Agreement to Arcadis, U.S., Inc.
Construction Cost Estimate Increase:
The budgeted amount for the professional design services agreement $1,600,000 is insufficient. This original budget was based on a construction cost estimate which has been substantiated to be too low by a more recent independent construction cost estimate. Currently, there’s sufficient budget in the overall project contingency to cover this added cost.
Furthermore, although the recent construction cost estimate is much higher than the previous cost estimate, staff recommends not requesting additional budget increase to cover the increase in the construction cost until after the Preliminary Design Report for the project is completed. This will allow the Consultant to evaluate potential cost saving ideas and to update the construction cost estimate based on the decisions made during the Preliminary Design phase.
CEQA
The Project is included in the Facilities Master Plan 2020 Program Environmental Impact Report, State Clearinghouse Number 2019070998.
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Adopted Budget, Fiscal Years 2022-2023 and 2023-2024, Section 8, Page 14, Edinger Pump Station Replacement, Project No. 11-33) and the budget is sufficient for the recommended action. Although additional budget will be required for the increase in the construction cost estimate, staff recommends waiting until after the Preliminary Design phase of the project to request additional budget.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• Professional Design Services Agreement
• Presentation
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