HomeMy WebLinkAboutStaff Report 3.F 12/07/2015Agenda Item #3.F
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DATE: December 7, 2015
TO: Honorable or and Members of the City Council through City Manager
FROM: an SCE — Director, Public Works and Utilities
SUBJECT: Resolution Authorizing Execution of Amendment No. 1 to Professional Services
Agreement for Design and Engineering Services for the Denman Reach Phase 3
Improvements Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing Execution of
Amendment No. l to Professional Services Agreement for Design and Engineering Services for
the Denman Reach Phase 3 Improvements Project.
BACKGROUND
On December 2, 2013, City Council authorized the execution of a Professional Services
Agreement with Questa Engineering Corporation for the Denman Reach Phase 3 Improvements
Project. The project includes flood terracing, wetland restoration and creation, and continuation
of the trail system constructed in Denman Reach Phases 1 and 2.
Unrelated to the Denman Reach Project, the City is working on the next phase of the Petaluma
Community Sports Fields (formerly known as East Washington Park), which includes the design
and construction of baseball/softball fields. Seasonal wetlands, identified during the park's
CEQA process, affect two of three proposed baseball/softball field locations. In order to
construct the baseball/softball fields, the City needs to mitigate the loss of the seasonal wetlands.
The park's adopted mitigated negative declaration proposed three options to build the additional
fields: on -site mitigation, off -site mitigation, or the option of buying mitigation credits. On -site
mitigation would significantly reduce the build -out potential of the park, therefore off -site
mitigation or purchasing credits are viable options.
Purchasing off -site mitigation credits is typically more expensive than creating wetlands off -site
by approximately $1,000,000 per acre. Since the Denman Reach project includes constructing
wetlands, staff is investigating the possibility of adding to the wetland area to create a mitigation
site. Denman Reach design consultant, Questa Engineering, reviewed the City's options and
provided a proposal to complete the mitigation process.
The proposed item meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
Questa has provided satisfactory design and engineering services for all three phases of the
Denman Reach Improvements and is currently under contract to create and restore wetlands in
the Denman Reach Phase 3 project. Amendment No. 1 includes a feasibility analysis for off -site
mitigation within the Denman Reach Area for the required offset to filling the park wetlands.
They would identify locations for wetland creation or expansion, and provide technical analysis
to the regulatory agencies to seek approval of the off -site mitigation site.
Once an off -site mitigation site is approved, Questa could complete construction bid documents,
an engineer's estimate, and assist with permitting as necessary to complete the mitigation site. If
there are no regulatory delays, it is the intent of City staff to bid the wetland mitigation project as
an additive alternate bid to the Denman Reach Phase 3 project next summer for completion in the
fall after bird nesting season.
Staff recommends that the City Council approve Amendment No. 1 to Professional Services
Agreement for design service with Questa in the amount of $37,225. The total amended not to
exceed amount of the agreement would be $185,864.
FINANCIAL IMPACTS
Off -site mitigation costs were specifically included in the approved FY 15/16 CIP budget under
the East Washington Park Phase 2 project. The total budget for Phase 2, which includes
construction of a restroom and concession building, is currently $315,000. Phase 2 project
funding includes Parkland Impact Fees and developer contributions. The State Department of
Water Resources or Sonoma County Water Agency, through Zone 2A, cannot fund the proposed
mitigation design and construction.
The expense related to off -site mitigation will be included in the existing CIP project for Phase 2
and will not affect the construction of the restroom, which is a top priority.
ATTACHMENTS
1. Resolution
2. Location Map
3. Amendment No. 1 to PSA with Questa Engineering Corporation
2
Attachment 1
RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO
PROFESSIONAL SERVICES AGREEMENT FOR DESIGN AND ENGINEERING
SERVICES FOR THE DENMAN REACH PHASE 3 IMPROVEMENTS PROJECT
WHEREAS, the City of Petaluma will be restoring and creating additional wetland
habitat as part of the Denman Reach Phase 3 Improvements Project; and
WHEREAS, Questa Engineering Corporation is providing the engineering design
services for the Denman Reach Phase 3 Improvements Project; and
WHEREAS, the City of Petaluma needs a site for off -site wetland mitigation for the
Petaluma Community Sports Fields (formerly known as East Washington Park) prior to
constructing additional sport fields; and
WHEREAS, sites have been identified along the City owned Denman Reach Area that
may be suitable for creating additional wetlands; and
WHEREAS, the City has approved a capital improvement project in the amount of
$315,000 for the implementation of the East Washington Park Baseball Restroom Phase 2
project, which includes off -site wetland mitigation; and
WHEREAS, the City has received a professional engineering proposal from Questa
Engineering Corporation for a total price not to exceed $37,225 to provide additional engineering
services for Denman Reach specifically for mitigating the park wetlands.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby authorizes the City Manager to execute Amendment No. 1 to the Professional
Services Agreement with Questa Engineering. Corporation for the design and engineering
services for Denman Reach Phase 3, in the amount not to exceed $37,225.
3
DENMAN REACH PHASE 3 PROJECT
PROJECT NO. C00500208
� PROJECT SITE
LOCATION MAP
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Attachment 2
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Date :DECEMBER 7, 2015
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Attachment 3
AMENDMENT NO. 1
TO PROFESSIONAL SERVICES AGREEMENT FOR
DENMAN REACH PHASE 3 DESIGN AND ENGINEERING
THE AGREEMENT entered into and effective as of A_ rp it 9, 2014, by and between the City of
Petaluma, a municipal corporation and a charter city (hereinafter referred to as "City ") and
Questa Engineering Corporation (hereinafter referred to as "Consultant ") is hereby amended as
follows:
1. The following sentence is added to the end of Section 1, "Services ":
In addition to the services described in Exhibit A, Consultant shall provide the additional
services described in Exhibit A -1 attached hereto.
2. The "Not -to- Exceed Amount" specified in Section 2.A is amended as follows:
Original Agreement Amount $ 148,639
Amendment No. $ 37,225
Total Not -to- Exceed Amount $ 185,864
3. Term. The term of this Agreement commences on the Effective Date, and terminates on
Tune 30, 2017, unless sooner terminated in accordance with Section 4. Upon termination,
any and all of the City's documents or materials provided to Consultant and any and all of
the documents or materials prepared for City or relating to the performance of the Services,
shall be delivered to the City as soon as possible, but not later than fourteen (14) days after
termination of the Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this document the day of
.20
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
APPROVED:
1
CONSULTANT
B 1r� .
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Name and Title
i -2. -2-C , i,a v-\ C- it :-
Address
City
State Zip
Taxpayer I,D. Number
L- — 6 Cf 5- o I c? i/.
Petaluma Business Tax Certificate Number
Amendment To Professional Services Agreement (Scope -Cost -Term)
March 2013
5
Department Director
APPROVED:
Risk Manager
APPROVED:
Finance Director
file name:
Amendment To Professional Services Agreement (Scope- Cost -Te
March 20 7
EXHIBIT A -1
DENMAN REACH PHASE 3 DESIGN AND ENGINEERING
Scope of Work
The scope of work is for determining whether the Denman Area floodplain terrace is a suitable
site for mitigation of wetlands impacts from the Petaluma Community Sports Fields (formerly
known as East Washington Park) project. If the mitigation is deemed feasible, the Consultant
will proceed with construction bid documents. The proposed work program will be completed in
two phases: 1) initial alternatives development and site analysis; 2) plan development.
Phase 1- Initial Alternatives Development and Site Analysis
1. Base Map. In this task the Consultant will update the engineering base map of the project
area based on additional survey data as well as available data, drawings and any available
as -built drawings.
2. Constraints Analysis. An extensive amount of environmental information has been
developed for the site including biological, hydrological, and cultural resources. In this
task the Consultant will briefly review this information to make sure that there are no
"fatal flaws" associated with the proposed location of the wetlands. Potential constraints
include construction access, biological, as well as other wetland/stream related issues.
Initial Concept Development and Analysis. The Consultant will prepare two or more
sketches illustrating in plan view, profile, and cross section the proposed wetland
locations. This will be equivalent to a roughly 20% design, suitable for preliminary
discussion with the City and any interested stakeholders that the City cares to involve. No
engineering analysis (calculations) will be done at this stage, other than to confirm the
small watershed areas needed that will be contributing runoff to the wetlands, and that the
total required wetland acreages have been meet.
4. Stakeholder Meetings and Selection of Preferred Alternative. The Consultant will
meet with representatives from the City and other interested parties invited by the City to
review and discuss the concept plans prepared in task 3. The outcome from this meeting
will be confirmation that a viable alternative exists in terms of locating the proposed
wetland(s) at the site and to reach consensus on the preferred alternative.
5a. Assistance with Agency Negotiations. The Consultant will assist the City in negotiating
with the regulatory agencies regarding the acceptance of the Denman Area floodplain
terrace as a suitable site for mitigation of wetlands impacts from the Petaluma
Community Sports Fields project. The work includes scheduling and arranging the
meetings, inviting participants, developing the meeting Agenda and meeting materials,
and preparing meeting notes for distribution, including a summary and action items. Two
meetings are assumed, in addition to regular email and telephone consultation.
5b. Permit Assistance. Regulatory permits may be required for the grading and construction
work. This task includes Consultant assistance in mitigation site permitting and
completion of wetlands delineation of the mitigation area to ensure that no seasonal
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wetlands have developed since the area was originally graded in 2005. This task will be
considered a contingency item, requiring separate line -item authorization in writing by
City staff.
Phase HPlan Development
6. Preliminary Engineering /Landscape Plan. The Consultant will take the comments
from the task 4 meetings on the Concept Plan, and modify and improve the level of detail
of the Plan to make it suitable for further development of engineering plans, and cost
estimation. More details will be provided, including final size of the proposed wetland(s),
planting and irrigation. This will be equivalent to 60% design.
7. City Review of Preliminary Engineering Plan. The Consultant will review the
Preliminary Plan with stakeholders in this task, and answer questions. The plan
stakeholder comments will be addressed in Task 8.
Final Engineering Plan. The Consultant will take the comments on the Preliminary
Engineering Plan and further modify and improve the level of detail of the plan including
the cost estimate. The Final Engineering Plan will be 100% design for use in bidding and
construction. The plans may be folded into the over -all Denman Reach Phase 3 Plans,
with a separate Bid Schedule for the work items so that Contractor costs for the work can
be separated from other Grant funded costs.
Fee Estimate
The Consultant fees to complete the work described in tasks 1 -5a and 6 -8 above will not exceed
$21,275. An additional $3,500 has been set aside for as- needed Outside Services (i.e. Surveying)
and a contingency of $12,000 for Task 5b Permit Assistance for a total not to exceed amount of
$37,225 without prior City approval. The Fee estimate is provided in the table below.
Schedule
The Consultant will complete Phase 1 in four weeks from the date of the Notice to Proceed, and
will have an additional four weeks to complete Phase II, assuming that timely meetings with
project stakeholders can be coordinated, and the Consultant receives requested file information
from the City in a timely manner. Additional time may be necessary for regulatory coordination
if Task 5b Permit Assistance is required.
EXHIBIT A -1
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EXHIBIT A -1
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