HomeMy WebLinkAbout06/05/2007, C5 - AMENDMENT NO.3 FOR TANK FARM GRAVITY SEWER, LIFT STATION AND FORCE MAIN DESIGN SERVICES council. M"°"`Dom
June 5,2007
j apenaa Report I�Numbw
CITY OF SAN LUIS O B I S P O
FROM: John Moss, Utilities Director
Prepared By: David C, Hix, Wastewater Division Mana
SUBJECT: AMENDMENT No.3 FOR TANK FARM GRAVITY SEWER, LIFT STATION
AND FORCE MAIN DESIGN SERVICES
CAO RECOMMENDATION
1. Approve Amendment No. 3 of the agreement with Brown and Caldwell Engineers for
additional design, additional cost estimation, and conversion to standard units for Tank
Farm Gravity Sewer, Lift Station and Force Main project, specification No. 99703, in the
amount of$142,000 and authorize the Mayor to execute the Amendment.
2. Appropriate $142,000 from Sewer Fund Working Capital to Tank Farm Gravity Sewer,
Lift Station and Force Main Design Services
DISCUSSION
The Tank Farm Gravity Sewer, Lift Station and Force Main project will require additional
funding for design, cost estimation and conversion from metric to standard units for completion
of the final design of the project. Presently the plans and specifications are at 90% completion,
but call for several critical components to address design, investigate alternative construction
methods, incorporate environmental elements to the plans and specifications and conversion
from metric to standard units.
Design Changes and Cost Estimates
Additional design services have been required to ensure the proper connection of a small private
lift station at Hidden Hills Mobilelodge; address site and design changes for the Tank Farm Lift
Station site and structures; modify the plans and specification because of the addition of new
structures, such as the County's new bridge and intersection at Tank Farm and Sante Fe Roads;
and add environmental information and assets to the specifications per the project's
environmental document. Additional design work was also required to prepare cost estimates to
determine if a trenchless construction method referred to as micro-tunneling would be a cost
effective alternative. Micro-tunneling could be used to tunnel under sensitive environmental
areas and through petroleum contamination instead of open trenching on the Chevron property.
Analysis of the alternatives found that micro-tunneling costs far exceeded the costs of open
trenching and the associated mitigations for open trench construction that were recommended in
the project's mitigated negative declaration. As such, micro-tunneling is not being recommended
in the final design. The Engineers were also asked to pren;::e,,n analysis of the added cost of
dealing with the contaminated soil and water anticipated to be found on the Chevron property.
Chevron has agreed to pay for any additional costs associated with petroleum contamination
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Contract Amendment No 3 for Tank Farm Lift Station Project Page 2
associated with past operations of the old Unocal petroleum tank farm. Staff will bring a
separate agreement with Chevron to Council for approval this summer.
Metric to Standard
Initially proposed to be designed in metric in 2003, consultation with engineering design and
field staff have concluded that converting the plans and specifications from metric to standard
units will reduce costs for this project. The City and Cal Trans have recently dropped their
metric requirements which would make this one of the few, if any, projects to be bid out in
metric state-wide. Previous experience with bidding and construction of a project in metric has
found that contractors add significant costs to their bids due to the difficulty and nuisance of metric
plans, standards and specifications and large projects require significant additional contact and
construction management.
This request is critical to the completion of the plans and specifications and to clarify what has
become an extremely complicated project. This project is essential to serving existing and new
customers in the Airport and Orcutt areas by replacing aging overcapacity infrastructure. Staff
anticipates bringing plans and specifications to Council for approval in late summer.
CONCURRENCES
City engineering staff has reviewed this report and concur with the recommendation.
FISCAL IWACT
Total cost of this project amendment is $142,000. Funding for this project is not available within
existing budgeted resources. As such, we recommend appropriating $142,000 from available
Sewer Fund working capital. Based on the Mid-Year Budget Review for 2006-07 and Council-
approved changes since then, this will result in an ending fund balance that is 23% of operating
expenditures compared with our policy minimum of 20%.
Tank Farm Gravity Sewer and Lift Station
Design/Engineering $704,916 $142,000 $846,916
520.50300.99703952.99703520.99703952
ATTACHMENT
Amendment to Agreement
G:\UTIL\CAR-CAOReports\2007 Council Agenda Reports\B&CTankFarmAmendNo3.CAR.doc
Attachment
AMENDMENT TO AGREEMENT NO. 3
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on
, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after
referred to as City,and Brown and Caldwell Engineers,Inc., hereinafter referred to as Contractor..
WITNESSETH:
WHEREAS, on September 11, 2003 the City entered ,into an Agreement with Contractor for Design
Services for Tank Farm Gravity Sewer;Lift Station and Force Main per Specification No.99703;and
WHEREAS, the City desires to amend the scope of services to include additional design, costs estimation
and conversion of plans from metric to standard and Contractor 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 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:
Audrey Hooper;City Clerk David F.Romero,Mayor
APPROVED AS TO FORM: CONTRACTOR
By:
City Alforney _
C5 3
Exhibit
Suite 10u,400 Exchange
Irvine,California 92602
Tel:(714)730-7600
Fax:(714)734-0940
May 17, 2007
B R ; e Mr. David Hix
City of San Luis Obispo
955 Morro Street
San Luis Obispo,California 93401 1012/124881-130
Subject: Addendum No. 3 for Tank Farm Gravity Sewer,
Force Main and Lift Station Project
Spec. No. 99703.90052
Dear Mr. Hix:
Brown and Caldwell has prepared this letter requesting additional funds to the
project budget to compensate for services performed or to be performed that are not
included in the original Scope of Services.These additional services have been
executed at the request of the City staff to provide value to the project.The
additional services are listed below with separated contract budget requests following
its work task description.
1. Consultant was instructed by the City to include a small lift station adjacent to
Tank Farm Road as tributary to the Tank Farm System. Consultant verified
system hydraulics, and modified construction plans for reconfiguration of
existing lift station discharge pipeline. (Additional Budget Request: $ 4,000)
2. Site layout has been modified during the 50 percent design to raise structures
above the floodplain. Site layout was also modified to accommodate City's
request for the following items:
a. Move the sewer forcemain on the east side of the site.
b. Delete the proposed flow meter.
c. Locate the discharge manifold above grade and delete the proposed control
valve vault.
d. Modify the generator building layout to accommodate new generator set.
e. Locate the proposed electrical panels in its own dedicated control room.
The above listed items resulted in a reconfiguration of the parking area and the
enlargement and layout of the site. (Additional Budget Request: $ 14,500)
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Mr.David Hix
May 17, 2007
Page 2
3. After the 50 percent review meeting,Consultant modified pipe material and
relocated all manholes and associated pipeline (plan and profile) along Tank
Farm Road to accommodate micro-tunneling construction. Consultant prepared
cost estimates for the segment of the gravity sewer along Tank Farm Road with
varying conditions; 1) micro-tunneling with non-contaminated material, 2)
micro-tunneling with contaminated material, 3) open trench construction with
non-contaminated material, and 4) open trench construction with contaminated
material. After conversations with Chevron,who owns majority of the property
along Tank Farm Road, the City decided to proceed with the 90 percent design,
using open trench construction.The preparation of the cost estimates and
coordination with Chevron has resulted in delay of work for approximately 2 - 3
months. Approximately 6 manholes and affected pipeline alignments were
modified to accommodate the new construction method. Different pipeline
materials were investigated to determine which was best suited to resist the
influence of the contaminated soils. (Additional Budget Request: $20,000)
4. Several improvement projects have been constructed along the pipeline
alignment after design had begun and the topographic survey and utility research
were completed.These include the Tompkins Medical Center, the County's
Santa Fe Road Project, the Maino project on Sueldo, etc. In most cases, these
improvements did not affect the alignment of the pipeline and only required its
addition to the background topography of the.construction plans. One exception
is the County's Santa Fe Road Project that resulted in widening Tank Farm Road,
addition of curb,gutters and sidewalks, addition of a CON/SPAN bridge with
concrete headwalls,and relocation of the intersection of Santa Fe Road with
Tank Farm Road.The Santa Fe Road Project prompted a re-evaluation of the
pipeline alignment on Tank Farm Road and the plans will be modified as
necessary. (Additional Budget Request: $ 10,000)
5. As requested by the City staff, Consultant has coordinated with the project
environmental consultant,Morro Group, to prepare figures for inclusion in the
EIS Report.Also requested by the City is the addition of the mitigation
requirements as recommended by the EIS to the contract documents which
included fencing locations,wetlands delineation, habitat delineation,and
additional sections of the project specifications. (Additional Budget Request: $
9,500)
6. As requested by the City staff, Consultant has participated in coordination
meetings with Chevron for disposal of hazardous materials which may be
encountered during construction. This effort resulted in a modification to the
specification. (Additional Budget Request: $4,000)
7. As requested by the City staff,Consultant will include a groundwater dewatering
disposal plan as required by the Water Quality Control Board. The disposal plan
will address how the Contractor will handle the discharge of contaminated and
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1
Mr. David Hix
May 17,2007
Page 3
non-contaminated groundwater. The plans will be modified to locate where
groundwater can be discharged for land disposal (percolation in existing basins in
Chevron's property).The specifications will be modified to account for two
options for the Contractor; 1) discharge to existing lands, or 2) discharge to
proposed Tank Farm pump station.The specification modification will include a
work sequence to allow for the groundwater discharge to the proposed pump
station. (Additional Budget Request: $ 5,000)
8. As requested by City staff, the construction plans and specifications will be
modified to convert units from Metric (Sn to English (US).This is a fairly labor
intensive task requiring that every aspect of the drawings, specs,and legal
descriptions be redrawn or rewritten.The conversion will include the following
items as a minimum:
a. Rescaling survey collected information (property lines and boundaries);
b. Adjusting of the orthophotos;
c. Regenerating existing surfaces (DTM);
d. Regenerating site contours;
b. Rescaling the alignment and utilities;
c. Rescaling existing grade profiles and utility crossings;
d. Rescaling model files for use on mechanical,architectural,electrical, and
structural sheets
e. Rescaling the border
f. Reconstructing the sheets
g. Reestablishing the match lines between profile sheets
h. Rescaling text heights and arrow sizes per English drawing standards
Attached to this letter is a breakdown of man-hours required for this task.
(Additional Budget Request: $ 75,000)
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I
Mr. David Nix
May 17,2007
Page 4
Brown and Caldwell is requesting a budget increase of$142,000 to complete the
services listed above. If you have any questions or may have concerns regarding the
items contained in this letter,please do not hesitate to call me.
Very truly yours,
BROWN AND CALDWELL
o eph utirr ez,PE, PMP ACCEPTED FOR CITY OF SAN LUIS OBISPO
Managing Engineer BY:
JIG:ksy The undersigned agrees to the Terms and
Conditions of this Contract Budget Addition.
Enc. Signature:
Printed Name:
Tide:
Date:
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