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HomeMy WebLinkAboutItem 2c: Agreement with Civiltec Engineering for Analysis of Baldwin Reservoirs 2 and 3SUMMARY BACKGROUND Page 1 of 3 STAFF RHPORT Public Works Services Department DATE: October 19, 2010 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Ken Herman, Deputy Director of Public Works Services Prepared by: Mark Rynkiewicz, Associate Engineer SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH CIVILTEC ENGINEERING INC. FOR STRUCTURAL DESIGN ANALYSIS OF BALDWIN RESERVOIRS 2 AND 3 IN THE AMOUNT OF $ 76,617 Recommendation: Approve A routine inspection of Baldwin Reservoirs 2 and 3 indicated structural concerns with the columns that support the concrete roof. A subsequent structural inspection in 2002 by Public Works Services contractor, Dive /Corr Inc. confirmed inadequacies of the structure based on current seismic standards and recommended a full scale analysis and structural retrofit. The Public Works Services Department solicited proposals for Structural Design Analysis Services for Baldwin Reservoirs 2 and 3. Staff evaluated proposals, interviewed firms, and recommends that the City Council authorize the City Manager to execute a Professional Services Agreement with Civiltec Engineering, Inc. for the Baldwin Reservoirs 2 and 3, Structural Design Analysis, Technical Support, Plans and Specifications Engineering Services in the amount of $76,617. The Public Works Services Department manages the entire water system for the City of Arcadia. As a part of the water system there are seventeen (17) water storage reservoirs, which hold the City's 40.8 million gallon reserve water supply. The Baldwin Reservoir Facility built in 1962 and 1966, consists of two (2) partially buried rectangular concrete reservoirs that hold a capacity of 9.3 million gallons or 22.8% of the City's total water supply storage. The Baldwin Reservoir Facility is a vital link in the City's water supply system by providing the main water supply for the west side of the City (Zone 2) between Colorado Boulevard and Duarte Road. Mayor and City Council October 19, 2010 A seismic inspection of the reservoirs in 1993 by the engineering consulting firm Montgomery Watson Harza (MWH) indicated that the reservoir showed no signs of seismic distress at that time. In 2002 Dive /Corr Inc. conducted a routine visual inspection for the City using underwater divers. This inspection revealed cracking in the columns supporting the concrete roof, as well as broken concrete around the connection points of the roof to the walls. The cracking which was identified does not indicate failure of the structure, but does indicate that the structure may have experienced stresses beyond what it had been designed to resist and indicated the need to evaluate the design in light of current seismic standards. In response to Dive /Cory's findings MWH was hired in January 2003 to provide a structural assessment of the Baldwin Reservoirs. This assessment concluded that the structure was stable in its current state, but that additional study and retrofitting is warranted. DISCUSSION A Request for Proposals was sent to the various firms known to be experts in seismic rehabilitation and in the construction and rehabilitation of concrete reservoirs. The Request for Proposal described the City's intent to develop a risk analysis of the current reservoir designs and to prepare drawings and specifications based on current code to address prioritized improvements to the structures to ensure continued operation of the reservoirs following a seismic event. Notices requesting proposals to provide design engineering for the Baldwin Reservoir Seismic Improvement Project and bid packages were distributed to area water and structural engineering companies. The following three (3) proposals were received on September 13, 2010: Consultant 1. Civiltec Engineering 2. URS Corporation 3. IDS Group Location Monrovia Irvine Los Angeles Proposal Rating Fee 94% 89% 77% $ 76,617 $ 139,620 $ 69,500 In accordance with Arcadia Municipal Code the evaluation of proposals was based on demonstrated competence and qualifications necessary for the satisfactory performance of the professional services required to be performed at fair and reasonable prices. Based on staff's review of proposals and interviews with all three (3) firms, Civiltec Engineering, Inc. is the most qualified firm to do the work for the following reasons: they demonstrated specific experience in providing similar services to other municipalities with concrete reservoirs; while other proposers focused on design analysis, Civiltec Engineering, Inc. emphasized a risk analysis approach and cost - effective solutions for structural safety. Page 2 of 3 Mayor and City Council October 19, 2010 Therefore, it is recommended that the City Council authorize the City Manager to enter into a Professional Services Agreement in the amount of $76,617 with Civiltec Engineering, Inc. for Structural Engineering Analysis, Technical Support, Plans and Specifications Engineering Services for the Baldwin Reservoir Facility. FISCAL IMPACT Sufficient funds of $113,000 have been designated for engineering services for the Baldwin Reservoir 2 and 3 Seismic Improvement Project in the 2009 -2010 Capital Improvement Program budget. RECOMMENDATIONS TT:KH 1. Authorize the City Manager to Execute a Professional Services Agreement with Civiltec Engineering Inc. for structural design analysis of Baldwin Reservoirs 2 and 3 in the amount of $76,617. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: ,3) 2 Page 3 of 3 Donald Penman, City Manager