HomeMy WebLinkAboutItem 13 - Authorization to advertise Sinsheimer Irrigation and Drainage Project Department Name: Public Works
Cost Center: 5002
For Agenda of: May 4, 2021
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Hai Nguyen, Engineer III
SUBJECT: AUTHORIZATION TO ADVERTISE SINSHEIMER IRRIGATION AND
DRAINAGE, SPECIFICATION NO. 91658
RECOMMENDATION
1. Authorize staff to advertise for bids and approve the project plans (Attachment A) and
special provisions (Attachment B) for the Sinsheimer Irrigation and Drainage, Specification
Number 91658; and
2. Authorize the City Manager to award the construction contract for the bid total if the lowest
responsible bid is within the Engineer’s Estimate of $500,000 and the funding amount is
consistent with the adopted 2021 -23 budget appropriation for this project.
DISCUSSION
Background
Parks require ongoing maintenance in order to provide users a safe and quality experience. At
Sinsheimer Stadium, the irrigation and drainage systems have aged beyond their useful lives and
have created regular impacts to the stadium, reducing the quality of the play surface and
impacting the public’s ability to utilize the facility.
Project Scope
Irrigation System Replacement
The irrigation system at the Sinsheimer Stadium field (Attachment C) dates from the mid-1960s
and is overdue for replacement. The system requires frequent maintenance and does not evenly
and efficiently distribute water to the turf. The existing system has 360-degree spray, resulting in
the dugouts, backstop, fencing, and infield all being watered, in addition to turf. The replacement
system will resolve these issues and provide staff a system which is easier to maintain.
The project will install a new irrigation system designed to efficiently distribute water onto the
turf with minimal overspray, which in addition to reducing damage to the facility, will save
water. Furthermore, a master valve and flow sensor are proposed to provide sophisticated
shutdown operation of the system to prevent wasted water if one of the zone valves should leak.
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Drainage System Replacement
The Sinsheimer Stadium field has an underground drainage system constructed in 1995 to pull
excess water from the field. The existing drainage system is failing, and the result is that play
must be delayed as the right field remains flooded for several days after rainy weather.
The project will replace the sub-surface drainage system and install 4” perforated pipes to
convey runoff away from the stadium field. The new drainage system will have more than three
times the drainage capacity of the existing system. Cleanouts are also proposed so that regular
maintenance can be performed to keep the system at peak performance.
COVID-19 Impacts
Due to the anticipated economic impacts of COVID-19 in Spring of 2020, 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. As a result, this project was deferred with the FY20-
21 Budget Supplement. This project is now recommended to continue as part of the FY21-23
Capital Improvement Plan and 2021-22 budget appropriation.
Previous Council or Advisory Body Action
This project was originally identified in the 2017-19 Financial Plan that was approved by
Council. Subsequently, funding was appropriated in the 19-21 Financial Plan. As stated above,
this project was then deferred with the FY20-21 Budget Supplement.
Policy Context
Per the October 2018 Purchasing Policy Update to the July 2015 Financial Management Manual,
Council approval is required for Public Projects that cost over $175,000.
Public Engagement
Public engagement was done during the initial identification of this project to be included in the
2017-19 Financial Plan. In addition, staff has continued to communicate with SLO Blues
baseball team and user groups at the Sinsheimer Stadium field regarding design and construction
timelines.
CONCURRENCE
There is concurrence from Parks and Recreation and Public Works departments with the
proposed recommendations outlined in this document.
ENVIRONMENTAL REVIEW
This project is exempt from environmental review under Section 15301 Class 1 (existing
facilities) of the California Environmental Quality Act (CEQA) Guidelines because the project
proposes to maintain an existing play facility. The project is consistent with the applicable
general plan policies as well as with applicable City Regulations.
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FISCAL IMPACT
Budgeted: Yes Budget Year: 2021-22
Funding Identified: Yes
Fiscal Analysis:
Funding Sources FY Cost
Annualized
On-going Cost
Total Project
Cost
LRM Fund $615,500 $615,500
State
Federal
Fees
Other:
Total $615,500 $615,500
201 Fund
Construction Estimate $500,000
Contingencies (20%)$100,000
Total for Construction $600,000
Materials Testing $15,000
Printing $500
Total Project Cost $615,500
Current Project Balance:$0
Additional Funding FY21-23 $650,000
Remaining Balance:$34,500
Sinsheimer Irrigation and Drainage, Specification No. 91658
Project Account (91658)
Subsurface explorations performed by Earth Systems indicate that serpentine rock formations
exist at the project site and is unsuitable to be used as backfill. To cover any additional cost of
importing soil and rock excavation, staff is requesting 20% contingencies for this project.
There is no funding available in the project account. Additional funding of $650,000 from the
Local Revenue Measure Fund is proposed in the 2021-2023 Financial Plan Capital Improvement
Plan to provide adequate funding for this project.
Staff is recommending this project be approved for advertising in advance of the Budget
Adoption for 2021-23. In order to lessen impacts to the user groups at the Sinsheimer Stadium
field during the summer months, staff has coordinated with Parks and Recreation and
strategically planned construction to start at the end of August 2021 and be completed at the end
of October 2021 prior to the rainy season.
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If the budget is approved as proposed, the funding will be made available July 1, 2021 to
complete this project. If a lower funding level is approved by Council in the 2021-23 Financial
Plan, staff may need to adjust the project scope to the approved budget, which will delay the
project.
ALTERNATIVES
Deny authorization to advertise. The City Council may choose not to authorize project
advertisement. Staff does not recommend this alternative. Complete irrigation system
replacement is needed to improve coverage, efficiency and reduce maintenance on the existing
aging irrigation system. Complete drainage system replacement is needed to mitigate flooding
and game delays.
Attachments:
a-COUNCIL READING FILE - Spec No. 91658 Plans
b-COUNCIL READING FILE - Spec No. 91658 Specifications
c-Project Vicinity Map
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SINSHEIMER IRRIGATION
AND DRAINAGE
1 OF 1
0
SCALE IN FEET
500
PROJECT
LOCATION
N
VICINITY MAP
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