CC 2018-04-24_12a Lift Station No. 1 Force Main Project
MEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, PUBLIC WORKS DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SHANE TAYLOR, UTILITIES MANAGER
SUBJECT: CONSIDERATION TO APPROVE A PURCHASE ORDER WITH MKN &
ASSOCIATES, INC. FOR THE LIFT STATION NO. 1 FORCE MAIN
PROJECT
DATE: APRIL 24, 2018
SUMMARY OF ACTION:
Approving a Purchase Order with MKN & Associates, Inc. will allow the City to complete
design for the replacement of the Lift Station No. 1 force main, which is a major
component of the City’s sewer system.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The FY 2017/18 Capital Improvement Program Budget includes $122,280 for the design
of the Lift Station No. 1 Force Main project. No additional appropriations are needed at
this time. Staff time will be necessary to coordinate the design plans with the consultant.
RECOMMENDATION:
It is recommended the City Council approve a Purchase Order with MKN & Associates,
Inc. in the amount of $87,183 for design services for the Lift Station No. 1 Force Main
project.
BACKGROUND:
Lift Station No. 1 is the largest of the City’s five sewer lift stations and conveys
approximately 17% of the City’s total wastewater flow. The lift station was constructed in
1973 and includes over 3,000 feet of 8-inch cast iron force main that travels within West
Branch Street, crosses under Highway 101 and discharges to a manhole located on El
Camino Real. The pipe has experienced four breaks since 1987 indicating it has
reached the end of its useful life and is in need of replacement. Because of this series of
breaks, the replacement of the force main is identified as a necessary project in the
City’s adopted Wastewater System Master Plan, December 2012. The most recent
break was in December 2015.
Item 12.a. - Page 1
CITY COUNCIL
CONSIDERATION TO APPROVE A PURCHASE ORDER WITH MKN &
ASSOCIATES, INC. FOR THE LIFT STATION NO. 1 FORCE MAIN PROJECT
APRIL 24, 2018
PAGE 2
On August 4, 2017, requests for proposals (RFPs) for design services were distributed
to five of the City’s on-call civil engineering firms who specialize in pipeline design and
construction. Four firms submitted a proposal.
A review committee consisting of three City staff members evaluated and rated the
proposals based on the following criteria:
Criteria Possible
Points
Understanding of the work/proposed scope of work 35
Expertise of team members to be assigned to the project 35
Related experience of firm 30
The review committee rated the firms as follows:
Firm Rating
Wallace Group 91.0
MKN & Associates, Inc 89.7
Water Systems Consulting, Inc 86.3
North Coast Engineering, Inc 79.0
Due to the size of the project and its critical nature, staff conducted interviews on
December 19, 2017, with the two top rated firms. After discussions, staff decided to
move forward with negotiating a contract with MKN & Associates, Inc. due to their
presentation of four possible alternatives for the force main replacement, including one
that could potentially eliminate the Highway 101 undercrossing.
ANALYSIS OF ISSUES:
In order to verify the feasibility of the proposed alternative that eliminates the Highway
101 undercrossing, staff employed MKN & Associates, Inc. (MKN) to prepare a
preliminary engineering technical memorandum (Phase 1) to investigate the new force
main discharge location, the capacity and operation of existing pumps, identify potential
impacts to the downstream gravity sewer system, and provide a preliminary estimate of
construction cost. Based on MKN’s review, the proposed force main alignment
alternative was found to be a viable option at a planning level construction cost estimate
of $862,000.
To initiate design, staff requested MKN prepare a proposal for the preparation of
construction plans and specifications and construction phase services (Phase 2) for the
proposed alignment. Following its submittal, staff met with MKN to discuss the proposal
Item 12.a. - Page 2
CITY COUNCIL
CONSIDERATION TO APPROVE A PURCHASE ORDER WITH MKN &
ASSOCIATES, INC. FOR THE LIFT STATION NO. 1 FORCE MAIN PROJECT
APRIL 24, 2018
PAGE 3
and to refine some of the tasks. A revised proposal was submitted and staff is
recommending the Council approve a Purchase Order with MKN & Associates, Inc. for
the following tasks at this time:
Project Task Budget Award
Now
Task Group 300 - Project Meetings $2,560
Task Group 400 - Preliminary Engineering $34,157
Task Group 500 - Plans, Specifications, and Estimates $45,138
Task Group 700 - Public Outreach Assistance $5,328
Total $87,183
It is estimated that design of the project will take approximately six months to complete,
and construction will be completed over the course of two fiscal years due to the
estimated construction cost estimate of $862,000 for the project.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendations;
2. Do not approve staff’s recommendations;
3. Provide direction to staff.
ADVANTAGES:
Approval of a Purchase Order will allow for the design for the replacement of the sewer
lift station no. 1 force main that will help eliminate the probability of more frequent
breaks into the future.
DISADVANTAGES:
At this stage of the proposed project, there are no disadvantages; however; there will be
traffic inconveniences to the traveling public during construction. Staff and the design
consultant will notify and coordinate with adjacent businesses and residents along the
proposed force main route during the course of project design and construction.
ENVIRONMENTAL REVIEW:
No environmental review is required for the issuance of a purchase order to design the
project.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Item 12.a. - Page 3
THIS PAGE INTENTIONALLY LEFT BLANK
Item 12.a. - Page 4