To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
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APPROVE SECOND AMENDMENT TO THE AGREEMENT WITH MOFFATT & NICHOL REVISING AGREEMENT SCOPE OF SERVICES TO PREPARE AND PERFORM ASSESSMENTS, ENGINEERING DESIGN, PERMITTING AND PLANNING SERVICES ASSOCIATED WITH THE BASIN 2 SEWER VESSEL PUMP OUT STATION UPGRADE PROJECT, JOB NO. 50310 AND THE REPLACEMENT OF THE HARBOR PATROL DOCK PROJECT, JOB NO 70690 USING $220,000 IN EXISTING CONTRACT TIDELANDS FUNDS WITH NO INCREASE IN COST FOR THE EXISTING TERM
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EXECUTIVE SUMMARY
Approve Second Contract Amendment with Moffatt & Nichol (M&N) revising contract scope of services to prepare and perform assessments, engineering, planning, permitting and design services for the Basin 2 Sewer Vessel Pump Out Station Upgrade Project, Job No. 50310 and the Replacement of Harbor Patrol Docks Project, Job No. 70690 using $220,000 in existing contract Tidelands Funds and authorize the Mayor to execute on behalf of the City.
BACKGROUND
On September 6, 2016, City Council approved a contract with M&N for $189,000 to provide above and under water inspections, evaluation, and rehabilitation design services for the Sport Fishing and Municipal Piers. The pier inspections were summarized in a report entitled “Summary of Underwater and Above Water Inspection Redondo Beach Timber Piers” dated January 16, 2017. The recommended repairs were made to the Municipal Pier, and approximately $460,000 worth of repairs were identified for the Sport Fishing Pier but not implemented. Not all of the $189,000 in the M&N contract was spent because the scope dealing with the rehabilitation design of the Sport Fishing Pier did not move forward in lieu of a project to replace the Sport Fishing Pier in its entirety.
Meanwhile the harbor patrol dock project had become a priority due to deteriorating conditions. With the available remaining funds in M&N’s contract, staff directed M&N to develop some concepts for the harbor patrol docks project to support the discussion with stakeholders about moving this project forward. During this process it was clear the Basin 2 pump out station project should be combined with the harbor docks project because the replacement docks potentially required relocation of the sewer pump out dock depending on the configuration selected.
The project concepts were taken to the Harbor Commission on June 10, 2019 to conduct outreach and obtain comments. The comments were gathered, and additional Stakeholder’s outreach was conducted with the Harbor Patrol, Fire, and Lifeguard staff. City staff worked with these entities to refine the proposed facility improvements based on input received. The revised conceptual design for the project was then presented again to the Harbor Commission on October 14, 2019 and the Commission approved a Categorical Exemption determination to fulfil CEQA requirements and to provide a local “approval in concept” required for the Coastal Development Permit Application. On March 9, 2020 the Harbor Commission approved a Condition Use Permit for the Project.
Staff is now interested in retaining M&N to complete the preliminary design, permitting, final design and construction support phases of the project. M&N is still working under an amendment to the original contract. On January 16, 2018, the City Council approved the First Contract Amendment with M&N to prepare and perform public outreach, assessments, engineering, planning, permitting and design services to replace the Sport Fishing Pier in an amount not to exceed $692,963, for a total contract amount of $881,963. The project was funded with Harbor Tidelands Funds. The scope of work in the First Amendment included a robust public outreach component that included five public outreach meetings, including meetings with stakeholder groups, the Harbor Commission and City Council. From these, a conceptual design has been prepared; however, the project stalled for an indefinite period of time pending legal issues.
There are over $612,000 in Tidelands Funds encumbered in this M&N contract for the Sport Fishing Pier that are available. Staff is recommending that the City Council approve Amendment 2 to the Contract, allowing M&N to complete the permitting and design work for the Harbor Patrol Docks Project and the Basin 2 Sewer Vessel Pump Out Station Upgrade Project. The proposed Amendment 2 replaces $220,000 in scope for the future phases of the Sport Fishing Pier with $220,000 in scope needed to complete the permitting process, develop bid-ready construction documents and provide engineering support during construction of the harbor patrol docks and vessel pump out projects. No additional funding is being requested. After approval of the Amendment 2, there will remain an additional $392,000 in the contract for work on the Sport Fishing Pier, when the legal issues come to resolution. Additional Tidelands funding may be required but it would not be needed for at least a year after the Sport Fishing Pier project is reactivated.
The Second Amendment includes the scope of services to provide support to complete the regulatory permitting process with the U.S. Army Corps of Engineers, the California Coastal Commission, the Regional Water Quality Control Board, the California State Lands Commission, and the California Department of Fish and Wildlife.
A geotechnical engineering sub-consultant will prepare geological recommendations for the design of the new dock concrete guide piles and will conduct the testing associated with the possible reuse of existing guide piles. Structural designs for the capacity of the existing and new guide piles for use with a new dock system will be prepared with engineering calculations in a Geotechnical Soils Investigation Summary Report. The geotechnical study will include drilling 10 waterside borings to collect the upper 15 feet of seafloor soil characteristics. Echo-Sounding field tests will also be collected to determine the in-situ pile embedment depths of existing piles. An evaluation and assessment of the existing concrete guide pile’s structural condition and capability to meet current code compliance for the new dock alignment will be performed.
M&N will prepare plans, specifications, estimates of probable construction cost, and necessary bidding documents for the Project based of the conceptual level CUP plans approved at the March 9th, 2020 Harbor Commission Meeting. This includes preparing Engineering Design Calculations and the Supplementary Technical Specifications. M&N will also provide support services associated with the competitive bidding process and construction support. In addition, the amendment includes the preparation of one application for grant funding for a state or federal grant program for the public-use boater sewage vessel pump-out facilities.
The Redondo Beach Harbor Patrol/County Lifeguard facilities are located at the most southern tip of Mole B. The facility consists of the Fire Station No. 3 building and parking lot area on the landside, and waterside facilities include the Harbor Patrol/County floating docks, public vessel sewage pump out facility, and the administrative observation tower. The Harbor Patrol Dock Facilities have undergone fragmented repairs over the past several years and are approaching the end of their useful life. Due to extensive damage there is concern that the deficiencies identified could result in operational use limitations, pose a risk to safety, and increase ongoing maintenance costs. This past month, a concrete pile failed and, in addition to that, one vessel pump-out facility was closed due the safety concerns.
The proposed conceptual layout for the Project consists of a concrete dock system (3,600SF), supported by a total eleven concrete guide piles, that provide mooring for eight vessels up to 45-feet in length. The conceptual layout also proposes to move all vessel pump out operations to the outside of the existing concrete sheet pile breakwater to separate from the Harbor Patrol operations. The vessel pump-out facilities will also be expanded to allow operations from multiple vessels at one time, as well as increase the allowance vessel size up to 100-feet in length. Features that provide an increase in operational efficiency include additional storage space and staging on floating docks for equipment, water slips for flexibility in vessel sizes, creation of “fast-response” slips at channel entrance for quick deployment, and utility upgrades.
COORDINATION
The scope of work identified in the contract will be coordinated through the Public Works Department and the Waterfront & Economic Development Department. Conceptual design of the Harbor Patrol Docks project has been developed with the input of the Harbor Commission, the Fire, Public Works and Waterfront & Economic Development Departments. The contract amendment has been approved as to form by the City Attorney’s Office.
FISCAL IMPACT
M&N’s Second Contract Amendment does not include a request for any additional funding, but request using $220,000 in Tidelands Funds from the approved SFP scope of services for the Harbor Dock Replacement and the Basin 2 Sewer Pump Out Station Upgrade Projects.
Funding Expenditures
Harbor Tidelands Funds:
Pier Structure Repairs, #70350 $189,000 M&N Original Contract $189,000
SFP, Muni Pier, Seawall #70710 $232,963 M&N 1st Amendment $692,963
SFP Improvements #70720 $460,000 M&N 2nd Amendment $ 0
Total $881,963 Total $881,963
APPROVED BY:
Joe Hoefgen, City Manager
ATTACHMENTS
• Attachment 1 - Moffatt & Nichol Second Amendment
• Attachment 2 - Moffatt & Nichol Contract and First Amendment
• Attachment 3 - Moffatt & Nichol Insurance