HomeMy WebLinkAbout01/07/2003, C3 - WATER REUSE PROJECT-AMEND DESIGN SERVICES CONTRACT council M.&,Dd 1 /7/03
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CITY O F SAN LUIS O B I S P O
FROM: John Moss,Utilities Director
Prepared By: David Pierce,Water Projects Manager
SUBJECT: WATER REUSE PROJECT—AMEND DESIGN SERVICES CONTRACT
CAO RECOMMENDATION
1) Approve an addendum in the amount of$45,113 to the agreement with Brown and Caldwell
for design of the Water Reuse Project. 2) Appropriate $45,000 from the Water Fund unreserved
working capital to the Water Reuse Project CIP Design account.
DISCUSSION
As the Water Reuse Project nears completion of design, several items have been identified that are
not addressed in the original design agreement. These services are defined in detail in Exhibit A of
the attached Addendum No. 3 (attachment 1). Briefly the work includes: specifying video detection
in lieu of replacing traffic loops; increasing the size of the service to Laguna Lake Park from 6" to
8"; extending the recycled water main from Los Osos Valley Road through an easement to serve
Laguna Hills Park; specifying the placement of a fiber optic conduit in the trench with the pipeline;
adding recycled water hydrants at four locations; incorporating into the drawings, the roadway
improvements being constructed by development along east end of Los Osos Valley Road so that
the Contractors will have knowledge of median islands that may affect traffic control during
construction; and adjusting the alignment of the pipeline within the Damon-Garcia Sports Complex
to avoid crossing the sports field. The costs of performing this work are enumerated in Exhibit B of
the attached Addendum No. 3 (attachment 1).
The Special Engineering Services Phase of the contract has a current uncommitted balance of
$17,218. After this Addendum No. 3 is approved, that balance will remain and will be available to
cover potential additional services that may be required prior to award of a construction contract.
FISCAL IMPACT
Design costs for the Water Reuse Project
Agreement $781,957
Addendum No.1 $ 49,977
Addendum No.2 $136,073
This Addendum $ 45,113
Total $1,013,120
The Water Reuse Project CIP (FY 2001-2003 Financial Plan appendix B page 106) design account
currently has a balance of$8,777.88. Funds for this addendum will be transferred from the Water
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Water Reuse Project—Amend Design Services Contract
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Fund Unreserved Working Capital.
This recommendation is made with the knowledge that the current construction estimate also
exceeds the funds budgeted within the CEP account. A full discussion of funding for the Water
Reuse Account will be presented to the City Council on January 21, 2003 when plans and
specifications are presented for approval. The construction estimate is just under $15 million.
Funding available from the State Water Resources Control Board includes a $3.39 million Water
Recycling Construction Program grant and a State Revolving Fund (SRF) Loan that could provide
up to $12.8 million. Adequate working capital is available to fund the proposed project and retain
working capital above minimum policy levels.
Attachment:
1. Contract Addendum No. 3
\\879_MORRO\SYS\GROUPS\iT IL\Council Agenda Reports\2003 Council Agenda Reports\WRP_B&C_ADD3_CAR.doc
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Nater Reuse Project Design Services
ATTACHMENT 1
ADDENDUM NO.3
WHEREAS, The City of San Luis Obispo is constructing a Water Reuse Project and said
project will be constructed after the construction of improvements on the south side of Los Osos
Valley Road and detailed information about those improvements is need to be added to the drawings
to allow the contractors to understand the scope of the traffic control that must be provided, and this
project provides the opportunity to extend a fiber optic conduit from across portions of the City
where such service is not available for City facilities; and
WHEREAS, several other design efforts that are not identified in the existing design
agreement need to be incorporated into the plans and specifications; and
WHEREAS, the additional work associated with the above mentioned tasks will cost
$45,113.00; and
WHEREAS, amendment No. 1 increased the total compensation sum not to be exceeded by
$49.977.00 to a total of$831,934.00; and
WHEREAS, addendum No. 2 increased the total compensation sum not to be exceeded by
$136,073.00 to a total of$968,007.00.
NOW THEREFORE,THE AGREEMENT dated December 3, 1997 between the CITY OF
SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and BROWN AND
CALDWELL, hereinafter referred to as consultant is amended as follows:
1. The total compensation sum not to be exceeded is increased from$968,007.00 to$1,013,120.00.
2. The sum of$45,113 is added in Phase III to pay for the services described in the attached Exhibit
A dated December 16, 2002. These costs are enumerated in the attached Exhibit B dated
December 16, 2002.
Both City and Contractor do covenant that each individual executing this agreement on behalf of
each party is a person duly authorized and empowered to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed this
day of January 2002.
CITY OF SAN LUIS OBISPO,
ATTEST: A Municipal Corporation
City Clerk By David F. Romero, Mayor
APPROVED AS TO FORM:
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/I o7gojt!7-2�j o-� CONSULTANT
ity Attorney
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Attachment 1 -Exhibit A
EXHIBIT A
CITY OF SAN LUIS OBISPO
WATER REUSE PROJECT
ADDENDUM NO. 3
SCOPE OF WORK DESCRIPTION
December 16,2002
The following tasks are hereinafter added to Brown and Caldwell's (Consultant) scope of
work for the City of San Luis Obispo Water Reuse Project.
Task 1 Traffic Signal Video Detection Upgrades
Consultant will modify the Project Drawings and Specifications to reflect the City's policy that
requires upgrading signal loops damaged during pipeline construction with video detection
equipment. The City will furnish Consultant redline markups on the existing project
drawings showing locations of the major control signal and electric conduits at the affected
signalized intersections or will make available to Consultant plans or sketches showing
locations and depth of said facilities. In cases where affected signalized intersections are
owned by entities other than the City, the City will coordinate with these entities and will
furnish Consultant with all signal conduits and equipment information required to be reflected
on the drawings. The City will also provide to Consultant complete specification sections,in
CSI format, for all video detection equipment conduits, conductors and related
appurtenances. Consultant will incorporate City furnished information for the signal upgrades
into the Project Drawings and Specifications. Signals at a total of six intersections will be
upgraded with video detection equipment.The City will be responsible for the design, sizing,
material specifications and locating of all video detection equipment conduits, conductors and
related appurtenances.
Task 2 Service Connections Coordination
Consultant will modify the existing Project Drawings to reflect the new size information for
the Laguna Lake Park service connection (change from 6-inch to 8-inch). Consultant will also
add and include general construction notes and references in the Construction Documents
(plan and detail sheets) indicating service connection end-of-pipe information, size and other
pertinent information.
Task 3 Pipeline Extension for Laguna Hills Park Connection/
Consultant's current scope of work limits the design of pipelines and service connections to
within the limits of the pipeline rights of way that were identified in the Project's Design
Report and explicitly excludes the design of on-site service connections,laterals and
extensions. As such,the current drawings provide a 6-inch diameter pipeline stubout that
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Attachment 1 -Exhibit A
extends from the mainline to the edge of the Right-of-Way for all anticipated service
connections. However, at Laguna Hills Park, the City desires to have the service connection
for this facility extended approximately 125 meters along a utility easement to a proposed
meter location within the park site.
Consultant will provide design services for the design of an approximately 125 meters of
service connection extension that is needed to provide service to Laguna Hills Park. This will
include conducting topographic survey and mapping of the approximately 125 meter long
corridor that will extend from Los Osos Valley Road to the edge of Laguna Hills Park, setting
adequate horizontal and vertical control, and measurement and mapping of existing utilities
and appurtenances as necessary for design.
Based on the utility atlas research previously performed, existing surface and underground
utilities within the pipeline easement area will be field verified and included in the topographic
mapping. Utility purveyors providing services within the easement limits will be contacted as
needed to supplement the atlas and field measured information and to coordinate the
proposed scope. Potential utility conflicts,particularly with crossing and parallel runs that
may be constraints to the project designs,will be evaluated in concert with the development
of the design plan to minimize unexpected relocation and/or design modification efforts. The
completed designs for the service connection extension for Laguna Hills Park will be included
in the Project Drawings and Specifications. The designs for this extension will also reflect the
installation of a recycled water service hydrant near the terminus of the extension.
Task 4 Fiber Optic Conduit Installation
The City recently opted to include the installation of a conduit adjacent to the pipeline for a
future fiber optic cable as part of this Project (reference SLO Utilities Department Memo
dated 8/13/02). The conduit is proposed to be located within the pipe trench along the entire
length of the proposed pipeline route,with the exception of LOVR and Madonna Road
pipeline alignments. The fiber optic conduit installation will also require the installation of
pull boxes and related appurtenances needed to facilitate the future.installation of the fiber
optic cable. The City will prepare and furnish to the Consultant all designs, specifications,
sizing,locations and requirements for the installation of conduits,vaults,and other
appurtenances required to be included in the Project Drawings and Specifications.
Consultant will incorporate the conduit installation requirements as an appendix to the
Specifications. Consultant will prepare an appendix package that will include layouts,details,
schedule and general constriction notes to sufficiently present the conduit installation
requirements. Consultant will also incorporate the City provided fiber optic specifications in
the Project Specifications.
Consultant will include the fiber optic construction requirements in the bid schedule as
additional/optional items of work. The work will be segregated into sufficient components to
permit the City to evaluate the bid items and make a determination to include or exclude the
respective items as part of the work. The additional/optional items of work will include bid
items for the conduit installation in a trench, special crossings, and major appurtenances such
as manholes and junction structures.
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Attachment 1 -Exhibit A
Task 5 "Access Road"Utility Relocations
The current Project Drawings and Specifications include provisions for the installation of a
20-inch diameter reclaimed water pipeline within the Corporate Yard Access Road. The City
has determined the existence of an existing 1-inch diameter gas service pipeline and possibly a
water service pipeline within this same access road. However, the City's records do not show
the location of the gas and water service lines within this access road.Therefore, there is a
high probability that the location of the existing gas and water service lines may interfere with
the construction of the proposed 20-inch diameter reclaimed water pipeline. Consultant will
add new provisions to the Project Drawings and Specifications for relocation of conflicting
portions of the gas and water service within this access road. This will be accomplished
through the addition of notes to the affected drawings and details showing the minimum
separations between the 20-inch diameter reclaimed water pipeline and the gas and water
service lines,addition of appropriate specifications;and the addition of appropriate bid items
to the bid schedule.
Task 6 Add Recycled Water Service Hydrants
The City has requested the addition of recycled water service hydrants at four locations:
• Calle Joaquin (in front of Hobee's)
• In the Corporation Yard
• Tank Farm Road (Islay Park)
• Morning Glory (Adjacent to French Park).
The recycled water service hydrants will be located within the Right-of-Way limits shared by
the reclaimed water pipeline. Consultant will modify other affected drawings to reflect the
installation of fire hydrants at the four City specified locations. The fire hydrants shall have
one 2 '/Z-inch connection. Construction requirements for these hydrants will be similar to City
requirements for fire hydrants and will be referenced accordingly.
Task 7 Updating Construction Documents for Current Los Osos Valley Road
Improvements
Construction Documents for the Reuse Water Pipeline do not currently reflect recent
improvements made to Los Osos Valley Road. Furthermore, service connection stubouts
from the distribution pipeline are needed to provide reclaimed water service for the new
developed Home Depot and Costco sites. This information is needed for prospective bidders
to accurately assess and account for work related to traffic control,utility coordination,and
service connections in their bids.
Consultant will modify the existing Project Drawings and Specification to reflect the current
roadway and utility conditions. The.Consultant will gather and integrate information for the
roadway alignment, and utility improvements from design drawings to be furnished by the
City and/or developers. Consultant will field-verify the new roadway and utility information at
key locations to ensure that the information received reflects existing field conditions within
acceptable tolerances.
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Attachment 1 -Exhibit A
The assumption for this task is that the existing pipeline and appurtenances designs shown in
the current Project Drawings will not be required to be redesigned or modified. However,
once the compilation of the new roadway improvements are completed and overlaid onto the
existing Project Drawing,the Consultant will advise the City of any potential conflicts
deterrnined to exist. In the event that conflicts are identified between the new roadway
improvements and the current design, the Consultant will advise the City of such and will also
provide recommendations to the City with respect to additional actions and additional design
services needed for the re-design of the affected portions of the reclaimed water pipeline.
Task 8 Pipeline Alignment Adjustment Within Cross Country Easement
Additional permanent easement is now planned to be acquired by the City to better
accommodate the proposed recycled-water transmission main installation within a portion of
land located to the south of the existing potable waterline easement from Broad Street to
approximate Station 10+35. The Consultant will modify the existing pipeline designs and
affected drawings to reflect the new horizontal location of the proposed recycled-water main
within this easement. The new horizontal location will provide a minimum horizontal
separation of 10 feet from the existing potable water main also located within the shared
easement. Where appropriate,the consultant will reduce the amount of cover over the pipe in
order to reduce the depth of the trench and excavation requirements. The Consultant will
also modify the current drawings to reflect the additional easement information..
Task 9 Pipeline Alignment Adjustment Within Damon-Garcia Sports Complex
The proposed alignment of the recycled water pipeline bisects the future Damon-Garcia
Sports Complex. To avoid potential future conflicts with planned Sports Complex facilities at
this site and to improve future pipeline accessibility,the City has requested that a portion of
current reclaimed water pipeline alignment be relocated. The affected pipeline segment is
located within and adjacent to the Sports Complex site (from approximate Cross Country
Station 19+25 to Broad Street Station 4+98). The City will prepare and furnish to the
Consultant sketches and sufficient pipeline routing information to define the new alignment
routing requirements along the north perimeter of the park in order to avoid planned
permanent features of the Sports Complex. The new pipeline alignment is expected to
increase the overall length of the pipeline by approximately 100 meters.
Consultant will modify the Project Drawings and Specification to reflect the new reclaimed
water alignment within the Sports Complex site. In the event there is insufficient space on
existing drawings to accommodate the increased pipeline length,a new sheet (Sheet"C34b'�
will be inserted between existing sheets (i.e., existing sheets will not be re-numbered).
Consultant will also modify the drawing index sheet and bid schedule quantities to reflect the
additional pipeline and new pipeline alignment.
Task 10 Roof over Polymer Tanks
The City has determined that a roof structure over the new tanks will extend the life of the
tanks and will help to stabilize the temperature and effectiveness of the stored polymers. As
such,the City has requested that a roof structure over the new polymer feed tanks be included
/ Page 4 of 6 December 16,2002
CALDWELL ',-',',
Attachment 1 -Exhibit A
as part of this Project Consultant will design a roof structure for the new polymer feed
tanks,will prepare drawings and specifications and will integrate these into the Project
Drawings and Specifications
Task 11 Other Miscellaneous Items of Work
Services proposed under this task include various miscellaneous but important needed to
complete the project. The items of work and related costs include;project management
activities associated with the above additional items of work, expenses associated with travel
and other reimbursable expenses, document reproduction cost for draft and final submittals
related to the new designs resulting from the additional items of work and meetings with staff
to review the submittals.
BROWN D Page 5 of 6 December 16,2002
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Attachment 1 -Exhibit B
EXHIBIT B
CITY OF SAN LUIS OBISPO
WATER REUSE PROJECT
ADDENDUM NO. 3
SCHEDULE AND BUDGET
December 16,2002
SCHEDULE
The tasks listed in the attached scope of work description will be completed prior to January
21,2003.
BUDGET AMENDMENT
Brown and Caldwell's schedule of standard hourly billing rates(attached) are the basis for the
fees, unless otherwise stated. The fees defined below are based on the tasks and level of effort
described in the attached Exhibit A - Scope Of Work.
The fees for services will be as follows:
Task Estimated
No. Task/Description Fee
1 Tmffic Signal Video Detection Upgrades $ 3,287
2 Service Connection Coordination $ 841
3 Pipeline Extension for Laguna Hills Park Connection:
Design and Sheet Preparation $ 2,147
Survey and Field Verification $ 2,500
4 lFiber Optic Conduit Installation $ 7,500
5 Access Road Utility Relocations $ 1,207
6 Add Reclaimed Water Service Hydrants $ 1,400
7 Update Construction Documents for Current Los Osos Valley Road Improvements
Research and Sheet Preparation $ 9,827
Field Verification and Field Review $ 1,500
8 jPipeline Alignment Adjustment Within Cross Country Easement $ 4,117
9 Pipeline Alignment Adjustment Within Damon Garcia Sports Complex
Designs and Drawing Preparation $ 3,667
10 Design of Roof Canopy over Polymer Tanks $ 3,472
11 Other Miscellaneous Items of Work $ -
Travel and Other Reimbursable Expenses $ 500
Plotting and Reproduction $ 2,000
Project Management $ 1,148
Total Budget Increase 1 $ 45,113
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