HomeMy WebLinkAbout12/07/2004, C4 - WATER REUSE PROJECT - ADDENDUM #5 FOR OFFICE ENGINEERING SERVICES EXTENSION council );
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CITY OF SAN LUIS OBISPO
FROM: John E. Moss, Utilities Director
SUBJECT: WATER REUSE PROJECT-- ADDENDUM #5 FOR OFFICE ENGINEERING
SERVICES EXTENSION
CAO RECOMMENDATION
1. Approve Addendum #5 in the amount of $127,040 to the agreement with Brown and
Caldwell Consultants for extension of Office Engineering Services.
2. Authorize transfer of$127,040 from Water Fund worldng capital to Water Reuse design
to cover the additional costs of this addendum.
DISCUSSION
As a major step toward the City's Major City Goal of achieving an adequate and reliable water:,
supply, the City is pursuing the development and use of recycled water. Following nearly 14
years of study, environmental analysis, permitting and design, the project is now in the
construction phase.
The City began construction of the Water Reuse project in August of 2003. The project
construction consists of two separate construction contracts. A contract for construction of the
water reuse distribution pipeline ($5.0 million) was awarded to J. Fletcher Creamer. A second
contract for construction of improvements to the Water Reclamation Facility ($5.4 million) was
awarded to Pacific Mechanical Corporation (PMC). Engineering and design of the
improvements for both projects was completed by Brown and Caldwell Consultants, and
construction management services for both construction contracts is being completed by Tetra
Tech.
On January 21, 2003 Council approved addendum #4 to the design services agreement with
Brown and Caldwell for office engineering services during construction., Office engineering
services are typically provided by the design engineer and include activities such as review and
approval of equipment and materials submittals by the construction contractor, response to
Requests for Information and Requests for Clarification (RFIs and RFCs) issued by the
contractor or construction manager, review and preparation of change orders, facility start-up
assistance, preparation of record drawings, preparation of an operations and maintenance manual
for the new facilities, operations training and miscellaneous services required to ensure that the
project is constructed and operated consistent with the intent of the design engineer.
The original agreement dated December 3, 1997 with Brown and Caldwell was for design of the
water reuse pipeline and Water Reclamation Facilities (WRF) improvements. As design
proceeded the agreement was modified by three addendums. Addendum #1 provided design for
a revised pipeline alignment out of the proposed Prado Road alignment and into an existing
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Water Reuse Project—Addendum#5 for Office Engineering Services Extension Page 2
water line easement. Addendum #2 provided additional services for developing legal
descriptions of required easements, addition of an aqueous ammonia facility to allow for use of
chloramines for disinfection of the recycled water providing a more stable disinfectant, design of
a potable water pipeline extension to the recycled water storage tank to provide a potable water
back-up, design of recycled water line extensions to serve French Park and several users along
South Higuera, and designing the relocation of the proposed chlorine contact tank. Addendum
#3 provided for design changes to accommodate video detection equipment at intersections
affected by the project in lieu of the existing loop detectors, a service line extension to Laguna
Hills Park, installation of a fiber optic conduit along the entire pipeline corridor, additional
reclaimed water hydrants, and design to relocate the pipeline out of the Damon-Garcia sports
fields due to construction timing issues.
Addendum #4 provided for office engineering services for both components of the Water Reuse
project during construction, the pipeline project and the WRF improvements. The pipeline
component of the project was completed in September of 2004 on schedule. The WRF
improvements component of the project has not gone as well and numerous difficulties with that
project have required a significantly longer than anticipated construction schedule. The project
was originally projected to be complete by September 15, 2004. Based on the most recent
schedule submittal by the contractor, completion is now projected for June of 2005. The
additional time required to complete the project, along with an ongoing and significant number of
RFIs and RFCs has resulted in the need to extend the agreement with Brown and Caldwell for
office engineering services. The projected additional cost associated with a 9.5 month extension
for office engineering services is $69,428.
In addition to the extension of time required to complete the project, this addendum also
addresses costs associated with redesign of certain components of the project that could not have
been anticipated by the City or designer.. Early in the construction of the reclaimed water tank,
the concrete sump slab that had been poured settled. The settlement of the slab required a
redesign of the remaining tank structure to structurally accommodate a settled and tilted sump
slab. Conflicts with existing and planned utilities in the area of the Bus maintenance facility as
well as a desire to preserve the landscaping and trees adjacent to the facility required a redesign
of the potable water line extension. Finally, improvements to certain existing facilities requested
by WRF staff to be done with this project resulted in an additional minor design cost. The total
additional cost associated with these required additional design elements is $57,612.
Staff is closely monitoring and tracking all activities on this project and will seek to recover costs
such as those required for extended office engineering services where appropriate at the end of
the project. At this point in time work focus remains on getting the project completed in the
most expeditious manner.
FISCAL IMPACT
Addendum #5 to the agreement with Brown and Caldwell will cost $127,040. Funding for this,
addendum is recommended to come from Water Fund working capital. There is adequate
working capital to fund this request and remain well above our minimum 20% working capital
balance. Currently, there is some budget available in the project contingency funding;however,
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Water Reuse Project—Addendum#5 foe Office Engineering Services Extension Page 3
staff anticipates that most,.if not all, of the available funding will be required to fund construction
claims and change orders on the project. To ensure adequate budget for the construction phase to
proceed, staff recommends taking the $127,040 from Water Fund working capital. This will
increase the budget in the design phase to $1,626,775.09.
ALTERNATIVES
Office engineering services are essential to the successful completion of this project and can
realistically only be provided by the design engineer. Therefore, there are no legitimate
alternatives to the recommended action.
ATTACHMENTS
Addendum#5
G:J...lWater Reuse Addendum 5 B&C CAR
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Attachment 1
AMENDMENT TO AGREEMENT
(Addendum#5)
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this
day'of by and between the CITY OF SAN LUIS OBISPO,a municipal
corporation, herein after referred to as City, and BROWN AND CALDWELL CONSULTANTS, hereinafter
referred to as Consultant.
WITNESSETH:
WHEREAS, on December 3, 1997 the City entered into an Agreement with Consultant for design of the
Water Reuse Project,Specification#97-68A;and
WHEREAS, the City desires to amend the scope of services to include an extension of office engineering
services additional design services for the water reuse project and Consultant has submitted a proposal for this
purpose that is acceptable to the City.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained,the parties hereto agree as follows:
1. The scope of services and related compensation in the amount of$127,040 is hereby amended as
set.forth in Exhibit A attached hereto.
2. All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first written above.
ATTEST: CITY OF SAN LUIS OBISPO
By:
City Clerk Mayor
APPROVED AS TO FORM: CONSULTANT
By:.
Ci iey Brown and Caldwell Consultants
v
Exhibit A
400 Fxlmge
suite 100
IMm Calffomia 92602 .
Td: (714)730-7600
Fax: C14)734-0940
www.brovmandnldwdxom
November 8,2004
Mr.John Moss
Utilities Director
City of San Luis Obispo
879 Morro Street
San Luis Obispo,California 93401 12/123918-001
Subject: Addendum No. 5
'Construction Support Services
Water.Reuse Project
Dear Mr.Mos"s:.
As requested,we have been providing additional engineeringservices during the
construction of the Water Reuse Project We are requesting a revision to our contract to
include services which are either additions to our scope:and/or more than our original
estimate.
The following items describe additions to our scope and additional engineering services
during construction of the subject project
1. Resolving Sump Settlement Issue. The resolution of the sump settlement issue
involved: review of many documents,several conference calls and meetings at the
job site,developing and analysis of various alternatives to fix the problem,
developing sketches and responding to RFIs to expedite the work,and finally
producing the revised drawings to reflect the changes resulting from the
settlement The additional cost for the resolution of sump settlement issue is
$27,043. Refer to Table 1 for the breakdown of the cost
2. Provide additional engineering services for the design of the following pipelines for
the recycled water transmission pipelines construction project
a. Damon-Garcia Complex Pipeline Re-alignment
b. Prado Road Easement Pipeline Re-alignment
c- Bus Facility Pipeline Re-alignment
d. Tank Farm Road Pipeline Re-alignment
e. Prado Road Pothole Revisions
f. Damon-Garcia Sports Complex Pothole Revisions
The additional cost for the design of above re-alignments is$25,167. For breakdow=n of
this cost refer to Table 2.
PAwp\pbs\23918\103359 Add=Xb=Na 5.doc
E n v i r o n m e n t a l E n g i n e e r s d C o n s u l t a n t s
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i
Mr.John Moss
November 8,2004
Page.2
3. City Requested Design Improvements. At City's request,prepared the design
modifications to add on sump pump in the Meter Vault and to install one transfer
pump at the Aqua Ammonia Storage Facility. The additional cost for the design of
the modifications is$5,402. The breakdown of the design fee is given in Table 3.
4. Time Extension of Construction Period. Our original estimate for providing the
construction support services was based oil the construction completion of the
project by September 15,2004. The current schedule.submitted by the Contractor
shows projectcompletion by the end of May 2005. This is an extension of about
36 weeks. During this period Brown and Caldwell will continue to provide the
following services: project management and coordination,responding to
RFIs/RFCs and questions-from the.site,reviewing resubmittals,and attending
meetings to resolve construction issues. Our estimate to provide these services is
$69,428. For breakdown of the cost refer to Table 4.
The summary of additional services is as follows:
Item
No. Description _Cost$
1 . Resolving Sump Settlement Issue $27,043
2 D of Pipelines-Re-alignment $25,167
3 City's Reuested Design Improvements $5,402
4 Time Extension of Construction Period $69,428
TOTAL $127,040
The total cost for providing the additional engineering services under Addendum No.5 is
$127,040. We would be pleased to discuss this estimate with you at your convenience.
Please call me if you have any questions at(714) 689-4817.
J
Very truly yours,
BROWN AND CALDWELL
Az Malik,PIE.
Project Manager
Attachments: Table 1
Table 2
Table 3
Table 4
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