FROM: James D. Herberg, General Manager
Originator: Kathy Millea, Director of Engineering
SUBJECT:
title
SEAL BEACH PUMP STATION REPLACEMENT, PROJECT NO. 3-67
end
GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve a Professional Design Services Agreement with Lee & Ro, Inc. to provide engineering services for Seal Beach Pump Station Replacement, Project No. 3-67, for an amount not to exceed $5,947,850; and
B. Approve a contingency of $594,785 (10%).
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BACKGROUND
The Seal Beach Pump Station, located at the intersection of Seal Beach Boulevard and Westminster Boulevard in the City of Seal Beach, was constructed in 1970 and must handle up to 34 million gallons per day during peak wet weather flows.
Staff had initiated Seal Beach Pump Station Rehabilitation, Project No. 3-62, in 2015 with the intention of designing for a rehabilitation. During the design of the rehabilitation, however, it was determined that the pump station should be replaced, rather than rehabilitated. Replacement with a deeper pump station allows for construction of a gravity sewer between the Seal Beach Pump Station and the upstream West Side Pump Station. This would allow the West Side Pump Station to be abandoned, which would reduce maintenance costs and spill risks. This decision was presented at the March 2018 Operations Committee. As such, the Seal Beach Pump Station rehabilitation work was cancelled and replaced with two new projects, Seal Beach Pump Station Replacement, Project No. 3-67, and Los Alamitos Sub-Trunk Extension, Project No. 3-68, as part of the Fiscal Year 2018-19 Budget.
RELEVANT STANDARDS
• Operate and maintain facilities to minimize impacts on surrounding communities, including odor, noise, and lighting
• Comply with Government Code Section 4526: Select the “best qualified firm” and “negotiate fair and equitable fees”
PROBLEM
The existing Seal Beach Pump Station is approaching the end of its useful life and equipment is beginning to fail. In addition, the pump station is too shallow causing the upstream trunk sewer to flow nearly full which blocks foul air and creates fugitive odor emissions in upstream manholes.
PROPOSED SOLUTION
Replace the existing Seal Beach Pump Station with a new pump station that will provide long-term, reliable service; improved hydraulic characteristics; improved odor control; and allow for the future abandonment of the West Side Pump Station.
TIMING CONCERNS
If the project is delayed, assets could fail more often 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
Multiple repair and rehabilitation projects would be required to maintain operation of the Seal Beach Pump Station. The future abandonment of the West Side Pump Station would not be feasible.
PRIOR COMMITTEE/BOARD ACTIONS
March 2018 - In an Informational Presentation to the Operations Committee, staff presented the reasons for replacing the Seal Beach Pump Station with a new deeper facility rather than rehabilitating the existing, as had previously been the plan.
ADDITIONAL INFORMATION
Consultant Selection:
The Orange County Sanitation District (Sanitation District) requested and advertised for proposals for Seal Beach Pump Station Replacement, Project No. 3-67, on July 9, 2019. 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 |
40% |
|
Related Project Experience |
30% |
|
Project Team and Staff Qualifications |
30% |
Six proposals were received on August 27, 2019 and evaluated in accordance with the evaluation process set forth in the Sanitation District's Purchasing Ordinance by a pre-selected Evaluation Team consisting of the following Sanitation District staff; Senior Engineer (Project Manager), Engineer (Project Engineer), Engineering Supervisor, Maintenance Manager, Engineering Manager, Engineering Supervisor (Non-voting member), and Senior Engineer (Non-voting member).
The Evaluation Team also included one non-voting representative from the Contracts Administration Division.
The Evaluation Team scored the proposals based on the established criteria as summarized in the table below.
|
|
Firm |
Approach (Max 40) |
Related Experience (Max 30) |
Team (Max 30) |
Total Score (Max 100) |
|
1 |
LEE & RO, Inc. |
34 |
22 |
23 |
79 |
|
2 |
Brown and Caldwell |
32 |
22 |
23 |
77 |
|
3 |
CDM Smith |
22 |
20 |
19 |
61 |
|
4 |
Arcadis U.S., Inc. |
23 |
19 |
18 |
60 |
|
5 |
HDR Engineering, Inc. |
26 |
14 |
16 |
56 |
|
6 |
Stantec Consulting Services |
20 |
14 |
17 |
51 |
Based on this scoring, two Consultants were shortlisted for interviews that were held on September 25, 2019. 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, Lee & Ro, Inc. was selected as the most qualified Consultant.
|
|
Firm |
Approach (Max 40) |
Related Experience (Max 30) |
Team (Max 30) |
Total Score (Max 100) |
|
1 |
LEE & RO, Inc. |
34 |
21 |
23 |
78 |
|
2 |
Brown and Caldwell |
30 |
20 |
22 |
72 |
The selected firm presented a clear understanding of the project’s risks and associated approaches to address them. In particular, their proposal stood out in terms of identifying and addressing construction-phase geotechnical and groundwater risks. The proposed team’s experience, qualifications, and staff utilization best matched the Sanitation District’s needs for this project
Review of Fee Proposal and Negotiations:
Proposals were accompanied by sealed fee proposals. In accordance with Sanitation District'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 Lee & Ro 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 and modified the original scope of work to include a prescriptive shoring and groundwater monitoring design, physical modeling of the new upstream junction structure, and an updated surge analysis.
The negotiated hours and price are appropriate for the effort required to complete the design of a replacement pump station of this size and complexity.
|
|
Total Hours |
Total Fee |
|
Original Fee Proposal |
26,684 |
$5,496,714 |
|
Negotiated Fee Proposal |
29,456 |
$5,947,850 |
The Consultant’s fringe and overhead costs, which factor into the billing rate, have been substantiated. The contract profit is 5%, which is based on an established formula included in the Sanitation District’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 award of the Professional Design Services Agreement to Lee & Ro.
CEQA
This project is included in the Sanitation District’s Facility Master Plan, Program Environmental Impact Report, which is scheduled to be certified in August 2020.
FINANCIAL CONSIDERATIONS
This request complies with authority levels of the Sanitation District’s Purchasing Ordinance. This item has been budgeted, (Budget Update FY2019-20, Appendix A, Page A-7) and the project budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package:
• Professional Design Services Agreement
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