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CITY COUNCIL AGENDA ITEM NO. 4

Meeting Date: July 11, 2000

Subject/Title: Office Engineering Services During Construction of the Wastewater Treatment Plant Expansion (CIP Project No. 592-5911)

Submitted by: Engineering: J. Stevenson/P. Eldredge

Approved by: Jon Elam, City Manager

RECOMMENDATION

Authorize the City Engineer to execute an agreement for an amount not to exceed $1,299,220 between G.S. Dodson & Associates and the City of Brentwood to provide Office Engineering Services During Construction for the Wastewater Treatment Plant Expansion Project including but not limited to submittal reviews, RFI's, contract document clarification, evaluation of substitutions, environmental compliance, geotechnical and electrical field services, plant startup and record drawings and authorize the City Manager to execute change orders up to 5% of the contract amount.

PREVIOUS ACTION

On November 24, 1998, by Resolution No. 98-209, the City Council approved the certification of the Environmental Impact Report for the Wastewater Treatment Plant Expansion with Discharge to Marsh Creek.

On February 9, 1999, by Resolution 99-58, the City Council directed staff to proceed with the design of the tertiary sewage treatment plant expansion.

On March 9, 1999, by Resolution No. 99-72, the City Council adopted the Mitigation Monitoring Plan and Findings of Fact for the City of Brentwood Wastewater Treatment Plant Expansion with Discharge to Marsh Creek and directed Staff to file a Notice of Determination (NOD) with the Contra Costa County Clerk's Office.

On March 23, 1999, by Resolution No. 99-77, the City Council approved the agreement between G.S. Dodson & Associates, Consulting Engineers, and the City of Brentwood to provide professional design services for the Wastewater Treatment Plant Expansion.

On June 8, 1999, by Resolution No. 99-146, the City Council approved the agreement between Camp Dresser & McKee, Inc. and the City of Brentwood to provide value engineering services for the Wastewater Treatment Plant Expansion Project including but not limited to reviews and design reports at the 10% and 50% design stage.

On December 14, 1999, by Resolution No. 99-255, the City Council approved the agreement between The Covello Group, Inc. and the City of Brentwood to provide Construction Management services for the Wastewater Treatment Plant Expansion Project.

On April 25, 2000, by Resolution No. 2060, the City Council designated John Stevenson and Paul Eldredge as the City's authorized representatives to the State Water Resources Control Board's State Revolving Fund Loan Program.

On May 23, 2000, by Resolution No. 2083, the City Council authorized the City Engineer to enter into an agreement with the United States Geological Survey (USGS) for the installation of a gauging station on Marsh Creek.

On June 27, 2000, the City Council awarded the construction contract for the Wastewater Treatment Plant Expansion Project, CIP Project No. 592-5911, to S.J. Amoroso Construction Co., Inc. and Pacific Mechanical Corporation, a Joint Venture.

BACKGROUND

Although the City has hired a Construction Management team to assist City Staff with the overall planning, administration and budgetary management of the construction, engineering services are required from the design engineer to assist City Staff and the Construction Manager throughout the construction period. These services include assistance not only from the design engineer, but the geotechnical engineer and electrical engineer that designed those respective aspects of the new plant as well. A summary of the services to be provided by each are as follows:

Design Engineer – Submittal review (expecting 450 submittals), requests for information (expecting 600 RFI's), clarification of contract documents, evaluation of substitutions, cost estimating, environmental compliance pursuant to the EIR, plant startup, preparation of O&M manual and preparation of record drawings.

Geotechnical Engineer – Installation and monitoring of fill settlement platforms, verification testing and vibration monitoring, settlement monitoring, monitoring during dynamic compaction and installation of rock columns.

Electrical Engineer – Screen development, program review, factory inspection, field support, program troubleshooting and support following completion.

The work to be accomplished by the geotechnical engineer and electrical engineer are usually not included in agreements of this type. However, due to the poor soils, groundwater, ground improvement methods utilized, the scale and complexity of the electrical and control systems and the potential for startup delays, it was determined that having these individuals involved during construction would minimize any potential problems or delays. The scope of these services and the amount of labor and dollars involved were discussed with the Sewer and Water Subcommittee who recommended that this agreement be brought before Council for approval.

The total cost for these services is not to exceed $1,299,220, plus a 5% contingency. This contract has a "not to exceed" amount due to the fact that certain assumptions had to be made regarding the number of submittals, RFI's etc. expected for budgeting purposes. How many of each will depend upon the contractor, and all services may not be required. Therefore, the City will only pay for the services rendered. The Design Services ($1,832,025) and Engineering Services During Construction ($1,299,220) equate to 8.0% of the construction cost. For purposes of comparison the Cities of Pacifica and Roseville, excluding added items, were done for 8.7% and 8.8% respectively.

The cost for Engineering Services During Construction is the last expense to be included in the $6.4 million allocated over and above the amount for the construction. This allocation covers such items as planning, design, value engineering, construction management, engineering services during construction and construction administrative costs. Subtracting the amounts expended for the items listed above ($6,293,245) from the total allocated amount ($6,419,892) leaves a positive remainder of $126,647. The amount for the allocation has increased from $4.8 million to the current amount of $6.4 million. This is due to the fact that the allowances are based upon the total construction amount, which has increased since our previous estimations.

Attachment:

Agreement

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