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CITY COUNCIL ITEM NO. 16

Meeting Date: April 23, 2002

Subject/Title: Amend the contract agreement with G.S. Dodson & Associates for Office Engineering Services during construction of the Wastewater Treatment Plant Expansion, CIP Project No. 592-5911

Submitted by: B. Grewal / P. Eldredge

Approved by: John Stevenson, City Manager

RECOMMENDATION
Authorize the City Manager to execute a contract amendment in the amount of $270,000 between G.S. Dodson & Associates and the City of Brentwood to provide Office Engineering Services during construction for the Wastewater Treatment Plant Expansion Project, CIP Project No. 592-5911; 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, CIP Project No. 592-5911.

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, CIP Project No. 592-5911, 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, CIP Project No. 592-5911.

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.

On July 11, 2000, the City Council approved the agreement between G.S. Dodson & Associates, Consulting Engineers, and the City of Brentwood to provide Office Engineering Services during construction of the Wastewater Treatment Plant Expansion, CIP Project No. 592-5911.

BACKGROUND
The construction of the new Wastewater Treatment Plant has been ongoing now for almost two (2) years and is progressing well. However, it has not been without its challenges and potential disasters. Many of the situations required immediate attention from the City as to not delay the contractor in his progress of finishing the job. These situations ranged from minor redesigns required by field conditions to assisting and facilitating expedited reviews of submittals and requests for information (RFI). Every aspect of the construction was affected by some circumstance that was beyond the control of the City and sometimes even the contractor. However, several concentrations of the project were more affected than others, these affected areas are listed below and discussed in further detail.

Geotechnical Site Inspections – During the design it was determined that the soil conditions at the Wastewater Treatment Plant site were poor. Approximately one half of the site consists of a very dense clay and the other a loose cohesion-less sand with the potential for liquefaction. Both soil types required extensive improvements to make the site build-able. These poor conditions made the construction and inspection very difficult and challenging. The Geotechnical Engineer expended extra effort to assist the City and construction management team with inspections and assisted the contractor in resolving Geotechnical issues that were encountered.

Structural – A substantial amount of assistance was provided to the contractor and on-site inspectors to quickly resolve structural related issues. Many of the issues surrounded modifications proposed by the contractor to minimize the time and effort in building the structural components of the job, therefore minimizing the amount of time required to build the project, which ultimately benefits the City.

Electrical/Instrumentation – S.J. Amoroso/Pacific Mechanical Corporation (“Contractor”) and the instrumentation subcontractor were not showing adequate progress on this part of the project. As a joint effort the Contractor hired additional staff to perform the work required and the City requested G.S. Dodson & Associates, electrical/instrumentation sub consultant, and E&C Engineering, to expand additional effort to assist with an expedited schedule to ensure a timely completion.

Environmental – After a two (2) year challenge the City received the required permit from the Army Corp. of Engineers / United States Fish and Wildlife Service after the construction of the project commenced. The permit required some additinional environmental mitigations beyond that anticipated due to the outfall pipe installation in Marsh Creek.

In addition to the above, the City also requested G.S. Dodson & Associates to prepare the Title 22 Engineering Report that is required to utilize reclaimed water. The discharge permit from the Regional Water Quality Control Board requires the City to utilize reclaimed water as much as possible for irrigation purposes. The State Department of Health Services regulates the use of reclaimed water and requires that an Engineering Report be submitted outlining the facilities that produce and transport the reclaimed water as well as identifying who will use the water etc. G.S. Dodson & Associates were the obvious choice for this work due to their work on the treatment plan as well as the Reclaimed Water Master Plan that is currently in draft form. 

FISCAL IMPACT
The construction manager hired for this project, The Covello Group, has done an outstanding job of streamlining their efforts and staff anticipates that Covello’s billing will be under their original budget by approximately $300,000 to $500,000. Staff therefore suggests shifting $270,000 out of the budgeted amount for the Covello Group and into G.S. Dodson’s budget, thereby leaving the total Project Budget unchanged. 

Attachment:
Site Map