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HomeMy WebLinkAboutItem 03 - Advertisement of Calle Joaquin Siphon and Sewer Lift Station (Spec. 91118) Department Name: Utilities Cost Center: 6002 For Agenda of: January 12, 2021 Placement: Consent Estimated Time: N/A FROM: Aaron Floyd, Utilities Director Prepared By: David Hix, Deputy Director Utilities - Wastewater Jennifer Metz, Utilities Project Manager SUBJECT: AUTHORIZE ADVERTISEMENT OF CALLE JOAQUIN SIPHON AND SEWER LIFT STATION REPLACEMENT PROJECT, SPECIFICATION NO. 91118 RECOMMENDATION 1. Approve the plans and specifications (Council Reading File, Attachment A and B) for the Calle Joaquin Siphon and Sewer Lift Station Replacement Project (Project), Specification No. 91118; and 2. Authorize staff to advertise the Project for bids; and 3. Adopt a Resolution entitled “A Resolution of the City Council of the City of San Luis Obispo, California, Authorizing Use of Sewer Fund Unreserved Working Capital for Construction of the Calle Joaquin Siphon and Lift Station Replacement Project, Specification No. 91118 and General Fund Completed Projects and Capital Reserves to Fund Silt Removal” (Attachment C); and 4. Authorize the City Manager to award the construction contract for the Project if the lowest responsible bid is within available project funding. DISCUSSION Background Wastewater collection systems function primarily by gravity, flowing from higher to lower elevations throughout the City until wastewater ultimately reaches the Water Resource Recovery Facility (WRRF) for treatment. To maintain adequate elevations, sewer lift stations are constructed to “lift” the wastewater to higher elevations, where it can again be conveyed by gravity. The Calle Joaquin Sewer Lift Station serves properties in the southern portion of the City on both the east and west sides of US 101. The lift station was put into service in 1967 making it the oldest of eight sewer lift stations operated by the City. Item 3 Packet Page 15 Sewer siphons are designed to carry wastewater for short distances under pressure, typically when the wastewater collection system needs to cross a creek or other low elevation site that would impede gravity flow. The sewer siphon under San Luis Obispo Creek and the gravity sewer main across US 101 were installed in the early 1970s to direct wastewater to the Calle Joaquin lift station. The lift station also serves new development on the northern portion of Calle Joaquin and will serve the future Froom Ranch project. When first programmed as part of the 2011-13 Financial Plan, the project included design and replacement of the Calle Joaquin sewer force main. That element was constructed in 2015 (Specification No. 91133). Replacement of these facilities is challenging due to limited site area and access for construction work, past flood events requiring elevating access to the lift station, deep excavations, high groundwater, and seasonal limitations for work in the San Luis Creek channel. The City acquired temporary construction and permanent easements for the lift station and siphon construction. Due to the proximity of this project near US 101 and the creek environment, the City is obtaining permits from Caltrans and various environmental agencies including U.S. Fish and Wildlife Service, California Department of Fish and Wildlife, Regional Water Quality Control Board (RWQCB), Army Corps of Engineers, and the National Oceanic and Atmospheric Administration - National Marine Fisheries Service. Project The City completed plans and specifications for the Project (Attachments A and B) and recommends the City Council authorize advertisement of the Project for construction. The project requires diversion of San Luis Obispo Creek and excavation work to enable the construction of the new sewer siphon under the Creek and removal of the existing siphon. With the diversion in place to enable access for equipment, the Project includes removal of over 0.5 acres of the perennial invasive exotic grass Arundo donax and 1,000 cubic yards of silt from the San Luis Obispo Creek channel that has posed a historic flooding risk to the City. Consistent with Municipal Code section 12.08.100 (Exceptions to Discharge), the City has applied for a permit from the RWQCB authorizing discharge to a City storm drain connected to Froom Creek for the lift station portion of the project for dewatering. The Project contingency for construction, construction management, and inspection services is budgeted at 25 percent due to the complexity of the Project and consequence of failure. Construction management and inspection services will be provided by consultants from the City’s on-call service contracts, Capital Plan Construction Management Services, Specification No. 50410.2018CM. Project Components • Replace lift station above flood elevation • Provide backup emergency power • Replace siphon 12 feet under San Luis Obispo Creek • Replace sewer crossing of US 101 • Replace gravity sewer on southern stretch of Calle Joaquin (toward KSBY) • Remove invasive Arundo donax and silt to alleviate future flooding • Restore Creek per permit requirements Item 3 Packet Page 16 Policy Context Per the City’s General Plan Water and Wastewater Management Element, 2019 Sewer System Management Plan, and 2015 Wastewater Collection System Infrastructure Renewal Strategy, the City replaces wastewater infrastructure to ensure delivery of reliable service, minimize sanitary sewer overflows, and provide adequate capacity to serve future development. Previous Council Action On March 15, 2019, the City Council approved contract amendments for the completion of engineering design services for the project’s construction documents (Attachment D). As part of that item, the City Council also approved additional environmental permitting services related to the construction of the project and property acquisition services for the project’s temporary construction easements and permanent utility easements. Public Engagement The Calle Joaquin Siphon and Lift Station Replacement Project has been identified as a priority project in the Financial Plan Capital Improvement Plan since 2011. As construction proceeds, updates will be provided on the City’s Public Works Department website at: www.slocity.org/government/department-directory/public-works/construction-and-traffic-updates COVID-19 Considerations Due to the current economic impacts of COVID-19, the City reevaluated all Capital Improvement Plan projects with the goal of adjusting Capital Expenditures in response to projected revenue shortfalls and aligning the adjusted CIP program with a focus on economic recovery and fiscal responsibility. With these criteria in mind, this project is recommended to continue as it addresses a critical infrastructure need. Additionally, this project supports economic recovery through contracts with local or regional companies that will further retain employment and long-term viability of the construction industry. CONCURRENCES Utilities staff, City Biologist, and Public Works Department staff (City Engineer and Construction Manager) have worked cooperatively on the delivery of this Project. Those staff concur with the recommendations in this report. ENVIRONMENTAL REVIEW The City Council approved a Mitigated Negative Declaration of Environmental Impact for the Project in 2016 by Resolution 10718 (Council Reading File, Attachment E). An addendum was prepared in 2020 to include the removal of the existing siphon from San Luis Obispo Creek during construction as required by the National Oceanic and Atmospheric Administration - National Marine Fisheries Service to improve fish passage in the Creek. Item 3 Packet Page 17 FISCAL IMPACT Budgeted: Yes Budget Year: 2019-20 Funding Identified: Yes The Project was described in the 2019-21 Financial Plan, Capital Improvement Program. The construction cost estimate for the project is $3,500,000. Other project costs of $825,000 are outlined in the table below. Contingencies are included at 25 percent of the construction and construction management/inspection budget to address potential changes in scope that may arise during construction. This is a higher rate of contingency to typical pipeline replacement capital projects due to the complexity of the Project. The estimated total project cost is $5,406,250. The approximate current balance in Sewer Fund unreserved working capital is $35 million. Estimated Construction Costs Construction Cost Estimate $3,500,000 Construction Management/Inspection $400,000 Engineering Construction Phase Support/Record Drawings $200,000 Biological and Cultural Resources Monitoring $100,000 Utility Service and Relocations (PG&E, Gas, AT&T, Charter Cable) $100,000 Specialty Inspection, Materials Testing, and Printing $25,000 Subtotal $4,325,000 Construction Contingency (25%) $1,081,250 Total Project Cost1 $5,406,250 Project Funding Sewer Fund, FY 2017-19 Funding (91118, carryover) $2,200,000 Sewer Fund, FY 2019-20 Funding (1000087) $700,000 Expenditures to Date - $400,000 Available Funding $2,500,000 General Fund, Capital Reserve (Silt Removal) $77,000 General Fund, Completed Projects $23,000 Sewer Fund, Unreserved Working Capital $2,900,000 Project Funding $5,500,000 1 Excludes operating costs. Item 3 Packet Page 18 Fiscal Analysis: Funding Sources Total Budget Expenditures to Date Remaining Budget General Fund $100,000 $0 $100,000 State Federal Fees Other: Sewer Fund $5,800,000 $400,000 $5,400,000 Total $5,900,000 $400,000 $5,500,000 Annual staffing, maintenance, equipment, and energy cost for the Calle Joaquin Lift Station is estimated at $15,000 annually. This cost is not expected to increase with the replacement of the lift station. Funding for the Project’s on-going operational costs was approved as part of the 2019-2021 Financial Plan in the Sewer Fund, Wastewater Collection section operating budget. ALTERNATIVES Deny or defer approval to advertise. The City Council may choose to deny or defer the approval to advertise this project. Staff does not recommend this alternative as the City is required to remain in regulatory compliance. Should this be denied or deferred, the existing siphon and lift station will continue to deteriorate, increasing the likelihood of failure, which could result in the discharge of untreated wastewater directly into San Luis Obispo Creek. Attachments: a - COUNCIL READING FILE - Project Plans b - COUNCIL READING FILE - Project Specifications c - Draft Resolution d - COUNCIL READING FILE - Council Agenda Report dated 03/05/2019 e - COUNCIL READING FILE - Resolution No. 10718 (2016 Series) Item 3 Packet Page 19 R ______ RESOLUTION NO. _____ (2021 SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO, CALIFORNIA, AUTHORIZING USE OF SEWER FUND UNRESERVED WORKING CAPITAL FOR CONSTRUCTION OF THE CALLE JOAQUIN SIPHON AND LIFT STATION REPLACEMENT PROJECT, SPECIFICATION NO. 91118 AND GENERAL FUND COMPLETED PROJECTS AND GENERAL FUND CAPITAL RESERVES TO FUND SILT REMOVAL WHEREAS, per the City’s General Plan Water and Wastewater Management Element, 2019 Sewer System Management Plan, and 2015 Wastewater Collection System Infrastructure Renewal Strategy, the City replaces wastewater infrastructure to ensure delivery of reliable service, minimize sanitary sewer overflows, and provide adequate capacity to serve future development; and WHEREAS, the Calle Joaquin Sewer Lift Station serves properties in the southern portion of the City on both the east and west sides of US 101, serves new development on the northern portion of Calle Joaquin, and will serve the future Froom Ranch project; and WHEREAS, the Calle Joaquin Sewer Lift Station was put into service in 1967 making it the oldest of eight sewer lift stations operated by the City, and is past its useful life and in need of replacement; and WHEREAS, a sewer siphon under San Luis Obispo Creek and the gravity sewer main across US 101 were installed in the early 1970s to direct wastewater to the Calle Joaquin lift station, also requires replacement due to its condition; and WHEREAS, construction of the sewer siphon enables access to an area to remove over 0.5 acres of the perennial invasive exotic grass Arundo donax and 1,000 cubic yards of silt from the San Luis Obispo Creek channel that has posed a historic flooding risk to the City; and WHEREAS, in June 2019, the City Council approved the 2019-21 Financial Plan, Capital Improvement Program, which identified a total budget of $3.1 million for the Calle Joaquin Siphon and Lift Station Replacement Project; and WHEREAS, on March 5, 2019, the City Council approved amendments to the design scope of the Project to include removal of the existing siphon from San Luis Creek and additional environmental permitting work; and WHEREAS, the total available budget for the Project is $2,600,000 and the total Project cost is estimated at $5,500,000 requiring an additional $2,900,000 to fund Project construction; and WHEREAS, a balance of over $35 million is available from Sewer Fund, Unreserved Working Capital to fund the Project; and Item 3 Packet Page 20 Resolution No. _____ (2021 Series) Page 2 R ______ WHEREAS, a balance of $23,000 is available from General Fund, Completed Projects Account to fund a portion of the silt removal component of the Project; and WHEREAS, a balance of $120,000 is available from General Fund, Capital Reserve Account to fund the remainder of the silt removal component of the Project. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. The budget of $2,900,000 will be moved to the Calle Joaquin Siphon and Lift Station Replacement Project, Specification No. 91118, from Sewer Fund, Unreserved Working Capital, as it is a high priority City project. SECTION 2. The budget of up to $23,000 will be moved to the Calle Joaquin Siphon and Lift Station Replacement Project, Specification No. 91118, from General Fund, Completed Projects Account for silt removal. SECTION 3. The budget of up to $77,000 will be moved to the Calle Joaquin Siphon and Lift Station Replacement Project, Specification No. 91118, from General Fund, Capital Reserve Account for silt removal. Item 3 Packet Page 21 Resolution No. _____ (2021 Series) Page 3 R ______ SECTION 4. Environmental Review. The City Council approved a Mitigated Negative Declaration of Environmental Impact for the Project in 2016 by Resolution 10718 (2016 Series). An addendum was prepared in 2020 to include the removal of the existing siphon from San Luis Obispo Creek during construction as required by the National Oceanic and Atmospheric Administration - National Marine Fisheries Service to improve fish passage in the Creek. Upon motion of _______________________, seconded by _______________________, and on the following roll call vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this _____ day of _____________________ 2021. ____________________________________ Mayor Heidi Harmon ATTEST: ____________________________________ Teresa Purrington City Clerk APPROVED AS TO FORM: _____________________________________ J. Christine Dietrick City Attorney IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, on ___________________________. ____________________________________ Teresa Purrington City Clerk Item 3 Packet Page 22