Rancho Palos Verdes City Council
   

TO:

TO: HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: AUGUST 5, 2003

SUBJECT: SEWER SYSTEM MASTER PLAN STUDY Ė AWARD OF PROFESSIONAL SERVICES AGREEMENT

Staff Coordinator: Glen W.C. Kau, Sr. Engineer

RECOMMENDATION:

  1. Authorize the Mayor and the City Clerk to execute a Professional Services Agreement for the Sewer System Master Plan Study with Dudek & Associates, Inc., for the not-to-exceed amount of $267,440.
  2. Authorize Staff to expend additional funds of $15,000 for additional services related to the Sewer Master Plan Study, for a total authorization of $282,440.

BACKGROUND:

The City of Rancho Palos Verdes (City) owns and operates its own sewer collection system. The sewer collection system serves a population of approximately 42,000 people within a 13.5 square mile, essentially fully developed, service area. Dwellings in the City are composed of individual homes, condominiums, and town homes.

DISCUSSION:

On May 23, 2003, a Request For Proposals (RFP) was sent to five consultants that had considerable experience and expertise on projects of this nature. The five consultants were requested to submit proposals to provide engineering services for the proposed project. On June 24, 2003, three proposals were received by the City. A panel composed of Public Works staff from both City and City of Palos Verdes Estates, reviewed the three proposals. Consultant selection interviews were held on July 3, 2003. The proposals were evaluated on the following Council approved criteria:

  • Experience of Firm
  • Experience of Personnel Assigned
  • Project Understanding/Schedule/Response to Scope
  • References
  • Depth of Resources to perform Work
  • Familiarity with Peninsula
  • Location of Office

Based on the results of the proposal reviews and the consultant interviews, the following is a summary of the selection panelís review, along with their proposed fee.

Hall & Foreman, Inc. ($247,000)

This firmís reputation is in the land development field and subdivision infrastructure master planning. Although, the firm has good experience, the proposed teamís experience is mainly towards water and storm drain systems. Their proposed level of effort for hydraulic modeling was less than half that proposed by the other two consultants, and their video inspection and location recommendation efforts were similar as proposed by the other two consultants. The reviewers felt that this reduced level of effort for hydraulic modeling, when combined with video inspection efforts to develop CIP projects was less than adequate for this project. The time proposed to complete to project was about 13 months.

Brown and Caldwell, Inc. ($295,335)

The credentials of the firm and their proposed team were very good. Their proposed hydraulic model efforts were higher than the other two consultants, and their video inspection effort was similar to the others. The amount of system proposed to be modeled was less than the other consultants. Typical hydraulic modeling will collect data for about 10%-15% of the total pipe linear footage of the sewer system. Total system modeling requires extensive efforts to collect system pipeline information and creation of the model. The hydraulic model proposed will represent only a portion of the system. The resulting flows would be conservative (higher), since the flow generation factors are applied to an area, not to individual parcels. With higher flows, the model may indicate that pipelines are hydraulically deficient. Based on this consultantís data collection strategy and level of effort, the reviewers determined that the entire sewer system could be modeled, and capturing the data and developing the GIS database could be accomplished, but was elected not to be done. Their proposed time to complete the project was approximately 10 months.

Dudek & Associates, Inc. ($267,440)

The panel was impressed with the individuals proposed for the project team. Dudek & Associates, Inc., proposal includes for the entire sewer collection system to be modeled at the parcel level. Their data collection strategy efforts are concentrated at acquiring parcel level data. The resulting hydraulic model is more representative of the constituents for that area, and the resulting flows more accurate. The flows may not be significantly less, but the amount of the pipelines being categorized as deficient would be reduced. Their data

collection strategy also lends itself for creation of the GIS database. Since the data is already gathered at the parcel level, the same data as well as other information (GASB 34, etc.) will be used to populate the GIS database. These data themes will be combined with the ongoing GIS efforts to develop an overall interactive sewer base map. Their proposed time to complete the project was approximately 11 months.

The fee breakdown and proposed completion time for Dudek & Associates, Inc., along with the associated project scope and have been combined into four categories for simplification and are as follows:

  • Data collection and review, compile inventory, develop land use coefficients, generate hydraulic model (Tasks 1, 2, 3, &4) $101,370 (26 weeks)
  • Video Recommendation & Inspection (Tasks 5&6) $77,280 (11 weeks)
  • Develop GIS maps, monthly reports, and develop CIP Program

(Tasks 7, 8, &9) $85,040 (6 weeks)


  • Materials $3,750

Total: $267,440 (43 weeks)

(~11 months)

When completed, the study will provide a report for the sewer system detailing the components, hydraulic and physical condition, analysis for existing and future upgrades, and prioritized strategies with recommendations and costs to implement improvements to the system. It will also provide for updated sewer system maps, a GIS database that will be integrated onto an electronic base map that will have the capability to be queried under different analyses scenarios.

Based on discussion from the previous sections, staff recommends that the Council authorize the Mayor and the City Clerk to execute a Professional Services Agreement for the Sewer System Master Plan study with Dudek & Associates, Inc., for the not-to-exceed amount of $267,440. It is also recommended that Staff be authorized to expend additional funds of $15,000 (~5.5%) for additional services related to the Sewer Master Plan study, for a total authorization of $282,440. Dudek & Associates, Inc.ís data review and preliminary database assembly approach seemed most progressive, and when verified during final database review, could result in cost savings to the City during the GIS data implementation phase. With the existing sewer information already scanned into a searchable database and the plans digitally scanned, this effort has resulted in a fee reduction of $4,400.

CONCLUSION:

Adopting the staff recommendation will award a professional services agreement to Dudek & Associates, inc., for the preparation of a Sewer System Master Plan study. This study will be used to assure compliance with the federal CMOM regulations, develop a comprehensive electronic GIS compatible database of the sewer system composed of information such as size, material, age of the systemís components, and conduct video inspection of approximately 12%-15% of the sewer system.

FISCAL IMPACT:

Adequate funds are budgeted in the FY2003-04 Capital Improvement Program for investigation (analysis, cleaning and video inspection ) of the Cityís sewer collection system. The recommended funding source for this project is with the General Fund.

Respectfully Submitted,

Dean E. Allison

Director of Public Works

Reviewed,

Les Evans

City Manager

Attachments: Project Scope of Work

 

Scope of Work

The project report shall contain, but not necessarily be limited to, the following tasks. The Consultant shall:

Task 1 Review all existing reports, records, maps and data as furnished by the City. Summarize this data such as size, pipe size, material, slope, age, etc., into appropriate tables and figures to accurately show the key features of the system.

Task 2 Compile an inventory of the sewer system. This shall include the pipeline network and all its appurtenances, and sewage lift stations.

Task 3 Identify the appropriate land use flow coefficients that would be most appropriate based on the Cityís Zoning Code. Verify a minimum of seven calculated flows, explain differences, anticipate future potential flow changes, and explain the trend of developmentsí effects upon flows.

Task 4 Develop and calibrate a computer model to accurately calculate sewage flows for each service area tributary to the Cityís sewage lift stations and LACSD connections points. Establish the adequacy of each of the systemís tributary areas based on current and ultimate development per the Cityís zoning. Display the results of the analysis in a clear, concise manner.

Task 5 Upon review of the sewer collection system data, recommend 10%-12% of the sewer collection system to be video inspected which best represents existing conditions of the entire sewer collection system.

Task 6 Acquire Video Inspection services shall to inspect the interior of 4"Ø to 15"Ø sewer mains at various locations within the City using closed circuit television (CCTV). The data captured for the entire inspection will be in digital format on CD-ROM media. Cleaning of all lines will be required prior to performing any video inspection. All sewer lines shall be cleaned within seventy-two (72) hours prior to CCTV inspection. At least one (1) week prior to performing sewer line cleaning and CCTV video inspection work, notification shall be given to LACDPW, Waterworks & Sewer Maintenance Division. at (626) 300-3388, and LACSD at (310) 638-1161.

Task 7 Develop/integrate the data accumulated in the computerized sewer pipeline network analysis and the fixed asset research into the Cityís GIS maps. The multiple layers of data shall be able to be compiled into a single new layer and plotted out as an overlay to the Cityís 34 base maps at 1"=200í scale base maps and on a single map at 1"=500í scale City-wide map. The maps shall be clearly formatted to identify City sewer facilities even if they are reduced to 50% in size.

Task 8 Submit concise monthly status reports, conduct progress meetings with staff, two draft reports that outline the elements of the final report and 20 bound final reports with 1"=400í scale maps. The Consultant will print out maps that shall clearly identify tributary boundaries, LACSD facilities, manhole identification numbers, direction of flow, pipe size, streets, and any proposed improvements.

Task 9 Prepare a five-year Capital Improvement Program (CIP) that shows the priority of improvements to correct system deficiencies and anticipated maintenance needs. A cost estimate for each recommended improvement shall be proposed. A ten-year long-range CIP shall also be proposed. Estimate the cash flow for the CIP based on the Cityís revenue and available funds and provide a CIP over the next ten years using the cash flow analysis.