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HomeMy WebLinkAbout09/18/2001, C5 - WATER REUSE PROJECT DESIGN CONTRACT council -o I j AQenaa nEpout ,wmh.mbe, CITY O F SAN LUIS O B I S P O FROM: John Moss,Utilities Director Prepared By: Dave Pierce, Water Projects Manager SUBJECT: WATER REUSE PROJECT DESIGN CONTRACT CAO RECOMMENDATIONS: Approve an addendum to the agreement with Brown and Caldwell for design of the Water Reuse Project in the amount of 1) $14,977.00 for design changes related to a revised pipeline route and 2) $35,000 for Special Engineering Services. DISCUSSION Background On December 3, 1997, the City hired Brown and Caldwell to design the Water Reuse Project. Because the State Water Resources Control Board (SWRCB) had not approved the City's application to use the treated wastewater, the design was to proceed in three phases. First, an Engineering Report was completed to describe the project for review and approval by the Regional Water Quality Control Board and the State Department of Health Services. After the SWRCB approved the City's application to recycle the water, a Preliminary Project Report was prepared based on the amount of water available for distribution. After the City selected from the alternatives evaluated in the design report, Brown and Caldwell was directed to prepare plans and specifications to construct the project. The agreement identified a fourth phase that included $50,000 that could be used at the direction of the project manager for Special Engineering Services to provide design for storage and additional pump stations, and for other services identified during the design process. At the time of award, staff anticipated that the SWRCB would hold a hearing on the City's application and issue a final decision within a year. However, the local Evolutionary Significant Unit (ESU) of Steelhead had been listed as threatened on August 18, 1997. Consultation with the National Marine Fisheries Service though the SWRCB and the Environmental Protection Agency (EPA) proved to be exceptionally slow. It took until July 28, 1999 to obtain a biological opinion. Upon receipt of the biological opinion, the SWRCB scheduled a hearing to resolve the remaining protests to the City's application. The hearing scheduled for November 1 and 2, 1999 was cancelled on October, 26, 1999 after the last protestant notified the Board that it would not appear for the hearing. On May 8, 2000 the SWRCB issued Order 2000-1 DWR authorizing the City to proceed with its project. To accommodate a minor revision to that order the SWRCB issued a Order 2000-7 DWR on June 21, 2000. C �I Council Agenda Report—Water Reuse Project Design Contract Page 2 On November 21, 2000 The City Council reviewed project alternatives and approved a project that will provide recycled water along a corridor from the western City limits at Los Osos Valley Road to the eastern City Limits at Tank Farm Road. The approved project included storage at the Water Reclamation Facility along with a pumping station to move water from the final treatment process to storage. When Brown and Caldwell submitted the final revision of the Preliminary Design Report in the spring of 2001, the Utilities Director asked the consultant to review the projected design effort and make a proposal for any work that was not covered in the Phase III preparation of plans and specifications. The construction of a 600,000-gallon storage tank and a pump station to move recycled water from the end of the treatment process to storage were determined to be Phase IV items. After reviewing the proposal and accounting for reductions in the scope of specific work items defined in the original document, the Utilities Director authorized the consultant to proceed with the preparations of plans and specifications and authorized the use of the $50,000 in Phase IV to cover the additional design costs associated with the storage and additional pump station. Revised Pipeline Alignment Using the eventual Prado Road right-of-way from Higuera Street to Broad Street had been the anticipated pipeline route through this area. However, there are still several issues, including land use within the airport safety zones and possible wetlands issues, that prevent a final determination of the exact location of the right-of-way for some time to come. Therefore, planning for the alignment of the recycled water pipeline has been shifted to existing easements that connect the Edna Saddle tank with both South Higuera and Broad Street. The City owns a 35-foot wide easement from the end of Prado Road to the Edna Saddle Tank. This easement contains a water line and the electrical service for the Edna Saddle tank. The City also owns a 20-foot wide easement from the 35-foot wide easement to Broad Street. The 20 foot wide easement is within the area proposed to be open space and is the proposed location for a bike path. Using these easements will require additional survey of the boundaries and precise location of the existing pipeline to be sure that the recycled water pipeline can be located within the easement. The engineer has requested an additional $14,977 to survey and evaluate these easements to determine if they are adequate to accommodate the pipe and construction activity. The engineer also indicated that there will be additional design costs associated with this longer route and possibly a cost associated with preparing a legal description if additional width is needed for one of the easements. The estimated cost for the design and legal description is approximately $9,000. Staff also anticipates that there will be additional minor changes as the design process proceeds. Therefore staff recommends that a total of$35,000 be added to the Phase IV Special Engineering Services to cover these changes using funds available in the existing project account. This will allow these changes to be negotiated in a timely manner under the direction of the Utilities Director or project manager. c�-z i Council Agenda Report—Water Reuse Project Design Contract Page 3 Recommendation Staff recommends that the contract with Brown and Caldwell for the design of the Water Reuse Project be increased by an amount of$49,977 to cover additional costs of design. Of this amount $14,977 is for the survey and analysis of easements to be used for pipeline between Higuera and Broad Streets and $35,000 is for Special Engineering Services to be used for additional costs of design, legal description and other incidental changes that may arise during the preparation of the plans and specifications for this section of pipeline. FISCAL IMPACT This Addendum $ 49,977.00 Water Reuse Project Design -original contract 781,957.00 Revised design contract. $ 821,934.00 The Water Reuse Project CIP has a budgeted balance of$56,900 that is available to fund this request. ALTERNATIVES Delay the Water Reuse Project until the Prado Road alignment is dedicated as part of the adoption of the specific plan for the Margarita Area. This would delay the Water Reuse Project by at least a year and most likely longer.. ATTACHMENTS Addendum No. 1 to contract for design services with Brown and Caldwell CS� Water Reuse Project Design Services ADDENDUM NO. I WHEREAS, The City of San Luis Obispo is doing a Water Reuse Project and said project is requiring design of an alternate pipeline route through existing waterline easements; and WHEREAS, the additional work associated with surveying and analyzing.the issues related to placing a recycled water pipeline within the easements will cost$14,977.00; and WHEREAS,additional funding is required in the Special Engineering Services Account to cover the costs of future.incidental design changes. 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$781,957.00 to$831,934.00 2) The sum of$14,977 is added in Phase III to pay for those services related to the survey and evaluation of the use of existing easements between South Higuera and Broad Streets instead of the future alignment of Prado Road. These costs are enumerated in Brown and Caldwell letter dated August 16, 2001. 3) The sum of$35,000 is added in Phase IV to Special Engineering Services that could include items such as those already identified in the contract document and additional costs that might be associated with the preparation of plans and specifications for the pipeline within the above mentioned easements. 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 September 2001. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation City Clerk By Allen Settle, Mayor APPROVED AS TO FORM- i City Attorney CONSVLTANT MEETING AGENDA U DATE 9-1 e- 01 ITEM# L—� 0014NO31 ACOMORANDAM - tv September 18, 2001 TO: Mayor Settle and City Council VIA: Lee Price, City Clerk FROM: John Moss,Utilities Direct SUBJECT: City Council Meeting September 18,2001 Item C-5-Water Reuse Pr_oiect Design Contract Alignment Revision Please distribute the attached Water Reuse Project alignment maps to Item C-5 for tonight's meeting. Thank you. [5-=NCIL M con DIR Attachments ❑-6A0 d FIN OIR G-A£AO p FIRE CHIEF CWrbRNEY ❑ FW OIR C-CCERK/0010 ❑ POLICE CHF 0 of FBAs ® AEo®iR RECEIVED 13IkML 018 ❑ ❑ HR 01A SEP l %1 2001 SLO CITY COUNCIL Water Reuse Project -............ y J: i r me n n ev10 lignme 1 40 2® er Rec Facility City of San Luis Obispo Proposed Pump stun _ • and Storage moa ary unary LEGEND �x1e Proposed Pipeline L_= %fes.'Initial Use Areas © LI m 0 0 0 r Prado Road Alignment 7717, Future Use Areas 0 0❑ ❑ 0 0 r Groundwater Exchange Q Potential for Groundwater Ex hange Pipeline ■ ■ ■ i Abandoned Unocal Pipeline 2e Annual Consumption in Acre-Feet G.ro Areas Considered and a5; Annual Consumption Future Users Eliminated /