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Home My WebLink About4.08 Storm Drain Trash Capture t9 Cam='=x]82 STAFF REPORT CITY CLERK �7 �/ CITY COUNCIL File #600-38 Qizirog5.\'') DATE: July 17, 2012 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager -' A SUBJECT: Approval of Proposed Work Under Existing On-Call Consultant Services Agreement for Design Engineering Services (BKF Engineers) for the Storm Drain Trash Capture Project (Capital Improvement Project No. 960029) Prepared by Mark Lander, City Engineer EXECUTIVE SUMMARY: The 2012-2017 Five-Year Capital Improvement Program includes the Storm Drain Trash Capture Project, which is a component of the City's State-mandated plan to reduce trash in the storm drain system by 40% by 2014. The City Council will consider approval of an agreement for project design services for the project. BKF Engineers, the proposed Consultant firm, has an existing on-call services agreement with the City to perform this type of work. FINANCIAL IMPACT: A total of 215 600 has been appropriated in this Ca Capital Project in Fiscal Year 2012-2013. The $215,600 p 1 funding source is the General Fund. Of the total Project Budget, the original estimate included $162,800 for Construction costs, $21,000 for contract design services, and $31,800 for Staff project management, bidding and related services. The total cost of the proposed Engineering Services to be prepared by BKF Engineers is $45,200. The cost of these services exceed the original amount budgeted for Contract Services. An administrative line item project budget adjustment will be made to increase the Contract Services - Design item, and reduce the amount for staff costs. The net effect will be no change in the total current year appropriation. Prior to bidding the project, Staff will evaluate the total project funding and allocations among line items. RECOMMENDATION: Staff recommends that the City Council adopt the Resolution Approving Task Order under Existing Consultant Services Agreement with BKF Engineers for Engineering Design Services for Storm Drain Trash Capture Project, CIP Project No. 960029. (// Air 00:11.,' 7->zo„v _mgft, Submi ed By Submitted By Reviewed y Public Works Director Administrative Services Assistant City Manager Director Page 1 of 2 ITEM NO 4.8 $- ' DESCRIPTION: The 2012 -2017 Five -Year Capital Improvement Program includes the Storm Drain Trash Capture Project, CIP No. 960029. The project is one component of the City's Short -Term Trash Reduction Plan to reduce trash discharge through the storm drain system by 40% by July 2014. The reductions are required under the Municipal Regional Permit for Stormwater adopted by the San Francisco Bay Regional Water Quality Control Board in October 2009. The reduction requirements increase to 70% by 2017 and 100% by 2022. The project will consist of installation of a storm drain treatment manhole on Amador Valley Boulevard just west of Interstate 680, as well as installation of smaller inlet screens on Dublin Boulevard and Amador Plaza Road, and on York Drive and Penn Drive near Wells Middle School. Staff is proposing to utilize BKF Engineers for design engineering services under an existing on- call consultant services agreement. BKF has extensive experience with storm runoff treatment and recently completed the Village Parkway Stormwater Project for the City. BKF Engineers has provided a proposal in the amount of $45,200 for design services (Attachments 2 and 3). The fees stated are consistent with the provisions of the on -call agreement. The procurement of professional engineering services under section 4526 of the California Government Code requires that the firm have demonstrated competence and the professional qualifications necessary for the scope of work. Staff believes that the firm is well suited for this assignment. A resolution approving the work to be performed is attached (Attachment 4). Design will begin this summer and be completed by the end of the year. Bidding will occur in early 2013, with construction starting in the Spring and being completed by Fall. NOTICING REQUIREMENTS /PUBLIC OUTREACH: Residents and businesses adjacent to the project will receive noticing as the start of construction has been scheduled. ATTACHMENTS: 1. Vicinity Map 2. BKF Engineers Proposal 3. BKF Engineers Fee 4. Resolution Approving Task Order Under Existing Consultant Services Agreement with BKF Engineers for Engineering Design Services for the Storm Drain Trash Capture Project, CIP Project No. 960029 Page 2 of 2 V LVI111 1 \MIIV 11 I ILA §I VNIJLMI%- IYINI II iwi%, Amador Valley Boulevard, West of Interstate 680 BKF ENGINEERS EXHIBIT A Scope of Work City of Dublin Trash Load Reduction Proiect PROJECT ISSUES June 22, 2012 As a result of the impending Municipal Regional Stormwater Permit (MRP) C.10 Trash Load Reduction requirements, the City of Dublin (City) has selected three locations for trash removal devices; a CDS unit to be placed along Amador Valley Blvd (Site 91), and two (2) crescent filters to be installed within existing catch basin structures on York Drive (Site 92) and Spruce Lane (Site 93). BKF proposes to coordinate the installation of the trash removal devices by collecting manufacturer information and preparing Improvement Plans for unit installation. BKF understands that further definition of drainage boundaries is required for Site 91 to maximize the catchment area. In addition, BKF will provide Surveying Services and Ground Penetrating Radar to further define the existing parameters. BKF understands that hydrologic and hydraulic analyses will be required for Site 91. SCOPE OF SERVICES Task 1 — Improvement Plans for Hydrodynamic Separator ( Amador Valley) Task Ia. Attend Coordination Meeting BKF will attend one coordination meeting with City staff to discuss design concepts and constraints. Deliverable: One Meeting Pagel of 3 City of Dublin BKF ENGINEERS 2012 Trash Load Reduction Project Scope of Work Page 2 of 6 June 22, 2012 Task lb. Topographic Survey The first step is to gather the available drainage and topographic information. A total of one day of supplemental survey is planned. BKF will provide survey services to locate curbs, gutters, trees, utilities, pavement, and drainage structures. BKF will provide rim and invert elevations of the immediate upstream and downstream drainage structures. Survey information will be provided for 30 feet upstream and downstream of the proposed placement of the trash removal unit. Deliverable: Topographic survey information will be incorporated into the construction documents. Task lc. Watershed Boundary Delineation (off -site survey) A total of one day of supplemental survey is planned. BKF will provide rim and invert elevations for drainage structures on properties to the north of Amador Valley Blvd, as identified by the City of Dublin. Site reconnaissance will be conducted to identify flow patterns of adjacent properties to determine maximum watershed boundary for a trash removal unit along Amador Valley Blvd. Deliverable: Drainage Areas will be utilized during Hydrology and Hydraulic Calculations. Task ld. Ground Penetrating Radar Utilities in vicinity of CDS installation with be located using Electromagnetic Field Induction and will be provided and incorporated into the construction documents. Deliverable: Utility location information will be incorporated into the construction documents. Task le. Hydrology and Hydraulic Calculations BKF will perform hydrology and hydraulic calculations to determine treatment and peals flow rates (Q) and size of CDS Unit required. 2 City of Dublin BKF ENGINEERS 2012 Trash Load Reduction Project Scope of Work Page 3 of 6 June 22, 2012 Deliverable: Hydrology and Hydraulic Calculations. Task If. Vendor Coordination BKF will coordinate with Stormwater vendors to properly size and implement trash capture unit into design drawing package. Deliverable: no deliverable. Task lg. Construction Documents Construction documents will be prepared for the installation of the trash capture facilities. The plans will utilize existing City of Dublin and Contech Stormwater Solutions' details and specifications, with site specific modifications as appropriate. Specifications will be in CSI Format. A design review meeting is included for 90% submittal. Construction cost updates will be provided. Deliverables: 90% Plans, Specifications and Cost Estimates will be provided to the City. The 90% Plans will incorporate the supplemental survey. One meeting. Task lh. Incorporate City Comments and Provide 100% Submittal City comments will be incorporated into a 100% Submittal that includes Plans and Specifications. 100% Submittal will be issued on bond paper, and in electronic format as PDF files and as AutoCAD files. The City is to provide boilerplate Specifications, BKF to coordinate technical submittal with the City. Specifications will be provided as a separate package and will be provided electronically in both PDF and WORD format. Deliverables: 3 copies of Full Size 100% Plans and Specifications. The Plans and Specifications will also be provided in electronic PDF format. Task li. Record Drawings 3 City of Dublin 2012 Trash Load Reduction Project Page 4 of 6 BKF ENGINEERS Scope of Work June 22, 2012 Record drawings will be prepared that document the constructed trash capture facilities. The record drawings will be based on Contractor marls -ups supplemented by site observations by City Staff and BKF. A letter will be prepared that states that the project was completed in conformance with Plans and Specifications. The letter will be signed and stamped by a Professional Engineer registered in the State of California. Record Drawings will be issued on mylar, as PDF drawings and as AutoCAD files. Task 2 — Construction Details for Crescent Filters (York Drive and Spruce Lane) Task 2a. Construction Details for Crescent Filters Construction details will be prepared for the installation of the trash capture facilities. The plans will utilize existing City of Dublin and REM details and specifications, with site specific modifications as appropriate. Specifications will be in CSI Format. A design review meeting is included for 90% submittal. Construction cost updates will be provided. Deliverables: 90% Plans, Specifications and Cost Estimates will be provided to the City. 90% Plans will incorporate the supplemental survey. Task 2b. Incorporate City Comments and Provide 100% Submittal City comments will be incorporated into a 100% Submittal that includes Plans and Specifications. 100% Submittal will be issued on bond paper, and in electronic format as PDF files and as AutoCAD files. The City is to provide boilerplate Specifications, BKF to coordinate technical submittal with the City. Specifications will be provided as a separate package and will be provided electronically in both PDF and WORD format. Deliverables: 3 copies of Full Size 100% Plans and Specifications. The Plans and Specifications will also be provided in electronic PDF format. 4 City of Dublin 2012 Trash Load Reduction Project Page 5 of 6 Task 3 — Construction Task 3a. Pre - Construction Meeting BKF will attend one pre- construction meeting. Task 3b. RFIs and Shop Drawing Review BKF ENGINEERS Scope of Work June 22, 2012 BKF will respond to the City with support information for contractor - issued Requests for Information. BKF will review shop drawings. EXCLUSIONS 1. Based on available information, a Geotechnical Report is not required for this job. 2. No site visits are proposed during construction. 3. Attending meetings in addition to those listed under each Task. Additional meetings will be charged as an additional service on a time and materials basis. 4. Survey of as -built conditions of the completed project is excluded from this scope of services. 5. Potholing is excluded from the scope of surfaces. 6. The fee does not include additional survey to connect to City benchmarks. If benchmarks are readily available or can be extended by others to the project area, BKF will utilize the available information. Otherwise, survey will be on an arbitrary, project specific, vertical and horizontal datum. The survey can be placed on the City datum as an additional service. 7. Structural Engineering, Geotechnical Engineering and environmental reviews are excluded from this Scope of Services. 8. Construction observation and support are excluded from this contract but can be provided as an additional service. 9. Depositions and court appearances related to materials presented in this report, if they should be required. 5 City of Dublin BKF ENGINEERS 2012 Trash Load Reduction Project Scope of Work Page 6 of 6 June 22, 2012 10. Any services not specifically included in the Scope of Services are excluded. ENGINEERING FEES Engineering Fees for this project are provided as Exhibit B. All design services will be billed on a percent - complete Fixed Fee basis. All Additional Services, should they be required and approved, will be billed on a time and expense basis in accordance with the attached 2012 Professional Personnel Service Fees (Exhibit Q. These figures are based on January 1, 2012, to December 31, 2012, billing rates and may be escalated on January 1, 2013 for any incomplete portion of the work. All fees and charges are due within the 30 days of the billing date. Reimbursable expenses (e.g. photographic or printing work, express or messenger deliveries, computer fees, plotting fees, etc.) will be billed at cost plus 10 percent. Please contact John Shank at (650) 482 -6313 if you have any questions. Sincerely, BKF Engineers John Shank Project Engineer EXHIBIT B City of Dublin Trash Load Reduction Project Engineering Fee - June 21, 2012 N ote: 1. See Rate Sheet attached as Exhibit C. BKF ENGINEERS - 6/21/2012 K: \MAIN \2012 \PP120115 \02 Contracts\A Contracts and Scope of Work &Contract Addend um\11_0621.Budget.xlsx Principal I PM E3 E2 E1 Sur4 Sur2 : 2 Man Crew Total Task Description Meetings Hours $ Hours Amador Valle (Site 41) Ia. Coordination Meeting 1 4 4 8 : $ 1,236 ............ lb. .......................... .. ... ................. ..................................................................................................:...................:...................:...................:....................: Topographic Surve y 12 ........................ 16 ................... 28 $ 6,936 lc. Watershed Boundary (off -site) 8 8 16 $ 3,968 Id. Cn-ound Penetrating Radar : : : : 4 : 8 12 $ 2,968 .. . . .. . . .. .. le. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. . . .. Hydrology and Hydraulic Calcs . .. . . .. . . .. . . .. . . .... . . .. . . .. . . .. . . .. ... . . .. . . .. . . .. . . .. . 1 ................... 4 ................... 4 ................... 12 ................... ................... .. . . .. . . .. . . .. . . .. . . .. . .................... 21 ............................ $ 2,505 If. Vendor Coordination 8 8 $ 1,120 ..........................................................................................................................................................................:...................:...................:... lg. 90% Construction Documents 1 1 8 16 56 ................:.............. . . .. ........................................ ............................... 81 $ 9,784 lh. 100% Construction Documents 4 4 16 `-- `-- 40 `-- `- `- 64 $ 7,996 - - - li. ---- - - - - - -- ---ns --- -- - - -- ----- -- - - - -- -- Record Drawings ----- - - - - -- - -- -- - - - - -- -- -- - - - - -- 1 - - - - -- 4 - - - - -- - - - - -- 4 - - - - -- - - - - -- - --- - - - - -- ---- - - - - -- -- ------- 9 - -' - -- ---------------- $ 1,157 1 Subtotal (Site 41) 5 18 52 4 112 24 0 32 247 $ 37,670 York Drive /Spruce Lane (Sites 2 and 3 2a. 90 %Construction Details 1 1 8 10 :: $ 1,165 .....................................................................................................................................................:...................:...................:...................:...................:...................:....................................... 21b. 100% Construction Documents 1 1 4 .... 6 ........................... $ 737 2 Subtotal (Sites 2 and 3) 0 2 2 0 12 0 0 0 16 $ 1,902 Construction 3a. Pre- Construction Meeting 8 8 $ 1,120 ................................................................................................................................................................................................................................................................................................... 31b. RFIs and Shop Drawing Review 4 8 16 ............................... 28 $ 3,508 3 Subtotal (Construction) 0 4 16 0 16 0 0 0 36 $ 4,628 Project Total Hourly Fee 5 24 70 4 140 24 0 32 299 $ 44,200 Reimbursable $ 1,000 Project TotalwithReimbursable $ 45,200 200 169 140 123 107 250 123 246 N ote: 1. See Rate Sheet attached as Exhibit C. BKF ENGINEERS - 6/21/2012 K: \MAIN \2012 \PP120115 \02 Contracts\A Contracts and Scope of Work &Contract Addend um\11_0621.Budget.xlsx RESOLUTION NO. — 12 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING TASK ORDER UNDER EXISTING CONSULTANT SERVICES AGREEMENT WITH BKF ENGINEERS FOR THE STORM DRAIN TRASH CAPTURE PROJECT, CIP PROJECT NO. 960029 WHEREAS, the City's Five -Year Capital Improvement Program for 2012 -2017 includes the Storm Drain Trash Capture Project, CIP No. 960029; and WHEREAS, the City if Dublin entered into an on -call consultant services agreement with BKF Engineers on June 19, 2012, to provide engineering design services as requested by the City: and WHEREAS, the City desires to utilize the services of BKF Engineers to perform design engineering and related services for the said project; and WHEREAS, the cost of these engineering services and other project costs have been fully funded in the 2012 -2013 Fiscal Year Budget, NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve a task order under the agreement with BKF Engineers for design work associated with the Storm Drain Trash Capture Project. order. BE IT FURTHER RESOLVED that the City Manager is authorized to approve the task PASSED, APPROVED AND ADOPTED this 17th day of July, 2012. AYES- NOES- ABSENT- ABSTAIN- Mayor ATTEST: City Clerk G: \CIP \Storm Drain Trash Capture Project, CIP NO. 960029 \resobkf, 7- 17- 02.doc