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To:
From:
Submitted by:
Subject:
CITY OF CARMEL-BY-THE-SEA
Council Report
May 6, 2104
Honorable Mayor and Members of the City Council
Jason Stilwell, City Administrator
Sharon Friedrichsen, Public Services Director
Consideration of a Resolution Authorizing a Change Order to the ASBS
Dry Weather Diversion/Urban Runoff Diversion Project Construction
Contract; and Amending the Contract with Neill Engineering
Recommendation(s): Adopt the resolution.
Executive Summary: The City has received a $2.5 million grant from the State Water Resources
Board for the construction of a diversion system along Scenic Road at the
intersection of 4th and San Antonio. The purpose of the project is to
eliminate dry weather runoff from discharging into the Carmel Bay and
assist the City in complying with State stormwater discharge
requirements, or, the "Special Protections for Selected Storm Water and
Nonpoint Source Discharges into Areas of Special Biological Significance."
Monitoring of dry weather flows is part of the grant requirement. As part
of the monitoring, several additional work items have been identified
that would improve the capture of discharges. However, the cost of the
additional work exceeds the project budget and contingency previously
approved by Council. In order for the additional work to be performed,
Council must authorize a change order to the original contract with Nor-
Cal Contractors. Approval of this item will allow for the new work to be
performed during the dry weather system and prior to the expi ration of
the grant in December 2014.
Analysis/Discussion: The work proposed to be performed under this Change Order consists of
three items: (1) adding percolation beds to 3 outfalls, (2) installing a CDS
unit on one outfall, and (3) installing an open-bottomed catch basin on
one outfall . The need for work item (1) was determined by dry weather
monitoring of the diversion facilities that had been completed in time to
be operational during the summer of 2013. Work item (2) was discussed
with the SWRCB and there was agreement that it would be a beneficial
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Fiscal Impact:
addition to the scope of the original project . The need for work item (3)
was discovered while performing inspection of the ASBS Project
construction work performed along Scenic Road during the fall of 2013.
Item #1 consists ofthe installation of percolation beds at outfalls C-6, C-7
and C-13, located along Scenic Road at 9th, lOth, and 11th Avenues. The
catch basin bulkheads installed prior to the summer of 2013 to contain
dry weather flows within the drainage system were found to be working
well at each location where this approach was used, except in these three
locations. These three outfalls receive flows from some of the City's
larger drainage areas and therefore have a higher potential to receive
periodic dry weather flows large enough to fill their bulkhead catch
basins. To prevent these dry weather discharges, the catch basins would
need to be closely monitored and periodically pumped down.
Alternatively, percolat ion beds may be added to these outfalls, similar to
those already installed under this project on several other outfalls. The
percolation beds will receive these occasional larger discharges and
prevent the discharges from reaching the beach.
Item #2 consists of the installation of a CDS unit on Outfall C-3, located at
Scenic Road and 8th Avenue. Rather than reconstructing the existing
manhole, it is proposed that a Continuous Deflection Separation (CDS)
unit be installed at this location, similar to t he CDS units that already exist
at outfalls C-1 and C-2. The CDS unit would be installed in the 24" storm
drain pipeline in the vicinity of this existing manhole. CDS units are
designed to remove trash and sediments from storm water flows.
Outfalls C-1, C-2, and C-3 collectively account for over 72% of the City's
storm water runoff into the ASBS, and provide drainage to the City's
central business district. The majority of the sediment and trash coming
from the City and flowing into the ASBS comes from these three outfalls.
Item #3 consists of the installation of an open-bottom catch basin on
outfall C-7, located at Scenic Road and 10th Avenue. The installation was
inadvertently overlooked during the design and is therefore being
included in the scope of the change order in order to prevent any dry
weather discharges from outfall C-7.
Council awarded the construction contract in June 2013 and approved a
construction budget, including a 15% project contingency, of $367,700.
Project expenses occurred to date are on budget. However, the
additional cost for the purchase and installation of the CDS unit and
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Budgeted (yes/no)
No
construction of the additional percolation beds exceeds the project
contingency approved for this project. Therefore, it is recommended that
Council authorize a change order to the existing construction contract for
$118,800 ($108,000 plus a 10% project contingency of $10,800) for a new
construction contract total amount not to exceed $486,500. If Council
authorizes the change order, a budget adjustment will need to be
prepared to increase the cost of the capital project. The City will be
required to pay for the costs incurred for the project in advance and then
request reimbursement from the State. The grant amount approved by
the State covers the costs of the additional work, if authorized by Council.
There are also additional costs associated with the engineering of the
new percolations beds and oversight of the additional field work if
authorized by Council. It is therefore recommended that the existing
agreement with Neill Engineering also be amended by an amount not to
exceed $16,200 (10% of the proposed cost for the three work items for
engineering and 5% for project management). If authorized by Council,
the increased cost of engineering and project management will be
reflected in a budget adjustment to the project and costs incurred by the
City will be submitted to the State for reimbursement.
Funding Source( general fund, grant, state)
$2.5 M State grant
Previous Council
Action/Decision History:
Attachment:
The City Council adopted a resolution awarding the construction contract
with Nor-Cal Construction and amending the existing agreement with
Neill Engineering for construction-related engineering services on June 4,
2013. The first phase of the project was reviewed and approved by the
Forest and Beach, Planning and Coastal Commission. The State Water
Resources Board has approved the additional work as being part of the
grant scope and verified that existing grant funds may be used for the
expanded work. Upon Council's approval of the change order, the
additional project work would commence once additional approvals are
received by the Planning and Coastal Commissions as applicable.
Attachment A- Resolution
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Reviewed by:
City Administrator ~ i t y Attorney 5I(' Administrative Services D
~ f f
Asst . City Admin. D Dir of CPB D Dir of Public Svcs
Public Safety Dir D Library Dir D
Other ______ D
City Engineer 0
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Attachment A
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2014 __ _
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING A CHANGE ORDER WITH NOR-CAL CONSTRUCTION FOR THE ASBS
DRY WEATHER DIVERSION/URBAN RUNOFF DIVERSON PROJECT AND AMENDING
THE AGREEMENT WITH NEILL ENGINEERING FOR ENGINEERING AND
CONSTRUCTION MANAGEMENT SERVICES
WHEREAS, the City of Carmel-by-the-Sea has received a Proposition 84 grant from the state
Water Resources Control Board to build a diversion system along Scenic Road and at the intersection
of 4th and San Antonio Avenues to eliminate the discharge to Carmel Bay during dry weather; and,
WHEREAS, the City Council awarded the construction contract to Nor-Cal Construction for
$319,000.00 and approved $31,980.00 for Neill Engineering on June 3, 2013; and
WHEREAS, the scope of the project has been modified to include the installation of a CDS
unit and three new percolation beds and the proposed work exceeds the project contingency approved
on June 3, 2013.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA does hereby:
1. Authorize a change order to the contract with Nor- Cal Construction for the ASBS Dry
Weather/Urban Runoff Diversion Project in the not to exceed amount of $108,000.00.
2. Approve a new contingency in the not to exceed amount of$10,800.00, or 10%, and
authorize the City Administrator to approve change orders in an amount not to exceed
$10,800.00.
3. Approve up to $16,200.00, or 15%, of the additional construction contract for design
and related engineering services and authorize the City Administrator to execute an
amendment to an agreement with Neill Engineers for a not to exceed amount of
$48, 180.00 for engineering and construction services related to this work.
PAS SED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA on this sixth day of May 2014 by the following roll call vote:
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THIS SPACE INTENTIONALLY LEFT BLANK
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ATTEST: SIGNED,
Deanna Allen
Acting Deputy City Clerk
Jason Burnett
Mayor