DATE: December 6, 2022
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT
Title
Adopt a Resolution Authorizing the City Manager to Amend the Professional Services Agreement with Brown and Caldwell to Increase the Contract Amount by $4,800,000 to a Total Not-to-Exceed Amount of $8,649,711 for Final Design Services for the Administration and Laboratory Building, and Primary Effluent Equalization Basin Relocation Projects, and Geotechnical Investigation Services for the Water Pollution Control Facility Improvements Phase II Project No. 07760
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RECOMMENDATION
Recommendation
That Council adopts a resolution (Attachment II) authorizing the City Manager to amend the Professional Services Agreement (PSA) with Brown and Caldwell to increase the contract amount by $4,800,000 to a total not-to-exceed amount of $8,649,711 for final design services for the Administration and Laboratory Building, and Primary Effluent Equalization Basin (EQ Basin) Relocation Projects, and geotechnical investigation services for the Water Pollution Control Facility (WPCF) Improvements Phase II Project, Project No. 07760.
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SUMMARY
The WPCF core infrastructure was originally constructed in 1952 and included tanks, pumps, large pipes, industrial buildings, and complex mechanical and electrical systems. The WPCF has undergone several upgrades as Hayward population and industry has grown and now treats an average flow of approximately eleven million gallons per day (MGD) and meets current regulatory requirements for discharge of treated effluent to the deep waters of the San Francisco Bay (Bay).
In May 2019, the Regional Water Quality Control Board (Water Board) announced upcoming regulatory requirements limiting discharge of nutrients (nitrogen) to the Bay. In June 2020 the City completed a comprehensive master plan update, the WPCF Phase II Facilities Plan (Facilities Plan), to identify improvements required for the WPCF to upgrade its treatment process to incorporate nutrient reduction in the treated effluent to meet the upcoming requirements.
On July 5, 2022, Council authorized an agreement with Brown and Caldwell (B&C) in an amount not-to-exceed $3,849,711 for preliminary design services for the Phase II Project. The preliminary design phase builds upon the Facilities Plan to further refine the project elements including secondary treatment process selection, hydraulic analysis, EQ Basin sizing, and layout of facilities including a new Administration and Laboratory Building and relocated EQ Basin. The preliminary design effort is underway and is approximately 22% complete as of the end of October. Preliminary design for the entire project will be complete in June 2023.
The project will be split into three separate bid packages that include the Administration and Laboratory Building Project as the first bid package, the EQ Basin Relocation Project as the second bid package, and the WPCF Improvement Phase II Project as the third bid package. Preliminary design efforts for the early bid packages are targeting a completion date of February 2023 ahead of completing the preliminary design effort for the Phase II project. In order for the final design effort to begin ahead of the completion of final design for the Phase II project, the geotechnical investigation needs to be complete ideally very early in the final design process so as to confirm suitability of the underlying soils for the proposed new facilities. Therefore, early authorization of final design services is needed for the early bid packages so as to not delay the overall final design schedule.
Staff previously negotiated the scope and not-to-exceed fee for the entire project in the amount of $24,737,324, which includes preliminary and final design services, bid period services, engineering services during construction, optional services, and design contingency for all three bid packages. On July 5, 2022, preliminary design services were authorized and are currently about 22% complete. Staff is requesting partial authorization of final design services in the amount of $4,800,000 for the early bid packages (the Administration and Laboratory Building, and Primary Effluent EQ Basin Relocation Projects), as well as the geotechnical investigation that supports all three design packages.
ATTACHMENTS
Attachment I Staff Report
Attachment II Resolution