City Council Meeting: September 11, 2012
Agenda Item: 3-E
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Design Services for San Vicente Booster Pump Station Emergency Generator Project
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a professional services agreement with Lee & Ro, Inc., a California-based company, in an amount not to exceed $328,500 to provide design services for the San Vicente Booster Pump Station Emergency Generator Project.
2. Appropriate the budget increases as outlined in the Financial Impacts and Budget Actions section of this report.
The San Vicente Booster Pump Station Emergency Generator Project (Project) is necessary to replace an existing, antiquated diesel engine with a new back-up electrical power source. The pump station is a critical asset of the City’s potable water distribution system for drinking water and fire protection in the northeast part of the City. The existing diesel engine is nearing the end of its service life and must be replaced by a new back-up emergency generator to ensure reliable water service in the event of an electrical power outage.
In May 2012 the City issued a Request for Proposals for design services for the Project. A total of three proposals were received. Staff recommends Lee & Ro, Inc., to provide design services for the Project in an amount not to exceed $328,500.
The San Vicente Booster Pump Station is a critical and necessary facility, providing potable water service to the area of the city north of Montana Avenue. Approximately five million gallons of water for this area is stored underground in the San Vicente Reservoir, located beneath the San Vicente Boulevard median. This facility accounts for roughly 20% of the City’s total water storage and is necessary for providing drinking water and fire protection to the community. A booster pump station adjacent to the reservoir, located under 25th Street, is utilized to extract water from the reservoir and pressurize the water pipelines in the area. The six booster pumps are operated by electric power supplied by Southern California Edison. Currently, in the event of a power outage, a diesel engine is utilized to operate one booster pump to maintain minimum water service in the area. The diesel engine, located in the underground pump station vault, was installed in the 1930s and is nearing the end of its service life. The Water Resources Division manages the capital needs of the water supply and distribution system utilizing asset management prioritization software. The replacement of the diesel engine with a modern emergency back-up power generator was identified as a necessary capital improvement to ensure the integrity and reliability of the City’s water system.
The construction of a new back-up emergency generator for the San Vicente Booster Pump Station will likely require the expansion of the existing subterranean concrete vault at 25th Street. Coordination with local and private utilities as well as adjacent residents prior to commencement of construction will be required. The design services recommended in this report include:
1. Preparation of a preliminary design report to size the generator and secure approval from the Air Quality Management District.
2. Structural, mechanical, electrical, and civil engineering drawings for the expansion of the vault and electrical connections between the existing six pumps, a proposed automatic transfer switch.
3. Surveying, geotechnical, potholing, traffic control, and public outreach subconsultants.
4. Design services and field observation during the construction phase.
The Project is considered to be a minor alteration of mechanical and electrical equipment and facilities for an existing public water supply and distribution system that will not result in any expansion of the existing use. Therefore, the improvements proposed for the Project are categorically exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15301 [Existing Facilities], Class 1(d) of the CEQA Guidelines.
On May 16, 2012, the City issued a Request for Proposals that was posted on the City’s online bidding site for professional design services for the San Vicente Emergency Generator Project. On June 11, 2012, three proposals were received from the following firms: Black and Veatch, Cannon, and Lee & Ro, Inc. A selection committee consisting of staff from the Water Resources Division and the Civil Engineering Division reviewed the proposals. The selection criteria included understanding of the project’s scope, experience on similar projects, qualifications of the proposed staff, capability to meet the project schedule, and cost of services. Based on these criteria, staff recommends Lee & Ro, Inc., as the best bidder to provide design services for this project in accordance with the City’s Request for Proposals. Lee & Ro distinguished itself during the selection process as having superior pump station design knowledge and familiarity with Air Quality Management District guidelines. Additionally, staff contacted its references and all references reported being extremely satisfied with the company’s design and construction support services. Lee & Ro, Inc., has extensive pump station and electrical generation design experience similar to this project, an experienced and multi-disciplined in-house project design team, and the ability to complete the design of the project in an expeditious manner.
Staff recommends executing a professional services agreement with Lee & Ro, Inc., for preparation of construction documents and support services during the bidding and construction phase. Preparation of construction documents authorized by this agreement is anticipated to be completed by fall 2013 with project advertising and bidding occurring soon thereafter. Construction is anticipated to be completed in early 2015.
Financial Impacts and Budget Actions
The professional services agreement to be awarded to Lee & Ro, Inc., will not exceed $328,500. Funds in the amount of $150,000 are included in the FY2012-13 Capital Improvement Program budget at account C250784.589000. Award of the agreement requires an additional appropriation from the Water Fund in the amount of $178,500 to account C250784.589000.
Prepared by: Jessica Arden, Civil Engineering Associate