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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 expiration 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, percolation 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 Outfa ll 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 ex isting 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 ~ity Attorney 5I(' Administrative Services D ~7ff 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-BY­THE-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