DISCUSSION/ANALYSIS:
Utility Undergrounding Process Overview
The City Council approved the formation of UUDs 1A and X1A on July 12, 2021, the status for which are further discussed below. For context, it is important to understand the different stages of a utility undergrounding project, starting with district formation through completion.
The process starts with district formation requiring the City Council to form an UUD before any design work can begin. Once the City Council has created a UUD, an 18-to-24-month design process begins. There are many tasks during the project's design phase, such as surveying existing conditions, design by utility companies and city civil design, coordinating service lateral design with homeowners, easement coordination and recordation, and the city preparing CEQA documentation and permits.
Once the design process is complete, a construction bid package is prepared and the City follows the required public bidding process. The City Council is presented for approval the award bid for construction contract and to begin construction. After notice to proceed, construction of the underground utility systems and the subsequent removal of overhead utility systems in the public right-of-way commences and is anticipated to take between 18-to-24-months for each district. This construction process consists of four phases: trenching/conduit by City and property owners, cabling by utility companies, cutovers by utility companies, and pole removal by utility companies.
Active Districts
UUD 1A (Stratford Court South)
UUD 1A includes 56 poles and approximately 7,650 linear feet of overhead conversion to 9,135 linear feet of underground trench from 4th Street to 12th Street, including 227 properties and 464 residences. Approximately 64 of the homes or buildings require undergrounding of their private service lateral at the expense of the property owner.
Attachment B includes a map of UUD 1A (Stratford Court South).
Within both UUD 1A and X1A, there are three distinct work areas. For UUD 1A, Work Area 1 includes from 4th to 6th St; Work Area 2 includes from 6th to 9th St; and Work Area 3 includes from 9th to 12th St. Attachment D includes a work area map of UUD 1A.
These work areas coincide with SDG&E’s approach to doing the preliminary design for the project, which they refer to as phases.
UUD 1A is currently in the design phase. As mentioned above, design phase activities include surveying existing conditions, utility company preliminary design, city civil engineering design, homeowner service lateral design coordination, easement coordination/recordation, and environmental permitting. The preliminary environmental 2 May 15, 2023 Item 13
City Council Agenda Report
City of Del Mar Utility Undergrounding Program Update
May 15, 2023
determination for a California Environmental Quality Act (CEQA) exemption has been prepared. San Diego Gas & Electric (SDG&E) has completed their preliminary design and the remaining utility companies are using SDG&E’s joint trench layout to complete their preliminary designs. Simultaneously, the City’s undergrounding consultant and City staff are developing the civil engineering design. Design activities are currently scheduled for completion in November 2023, with the construction bid documents projected to be ready in December 2023.
Using Tewa Court/10th Street UUD actual costs, the estimated total cost for UUD 1A is projected to be $5.38 million. The cost per linear foot of overhead conversion is $703, and the cost per linear foot of joint trench is $589. This includes professional services costs during the design phase in preparation for the bid process, cost for construction, costs paid to the utility companies for their engineering fees and construction work, and the cost for third party construction management services during construction. This cost estimate is still being developed and does not include potential cost savings from economies of scale in doing a much larger project in comparison to Tewa Court/10th Street. The City’s undergrounding consultant will provide an engineer’s cost estimate once the design is finalized. The actual cost of construction will be determined via the City bid process and presented to City Council for approval to award the construction contract and begin construction.
UUD X1A (Crest Canyon)
UUD X1A includes 77 poles and approximately 11,200 linear feet of overhead conversion to 14,363 linear feet of underground trench, including 152 properties and 114 residences.
Approximately 85 of the homes or buildings require undergrounding of their private service lateral at the expense of the property owner. Attachment C includes a map of UUD X1A (Crest Canyon). Within UUD X1A, the three work areas include Work Area 1 from San Dieguito Dr to Oribia Rd; Work Area 2 from Ave Primavera to Crest Rd/Via Alta; and Work Area 3 from Crest Rd/Via Alta to Crest Way. Attachment E includes a work area map of UUD X1A.
UUD X1A is also in the design phase. To date, SDG&E has completed the preliminary design of Work Area 1, with the preliminary designs for Work Areas 2 and 3 expected to be complete before the end of May 2023. After SDG&E completes their preliminary design, the remaining utility companies will proceed with using SDG&E’s joint trench layout to complete their preliminary designs, and the City’s undergrounding consultant and City staff will develop the civil engineering design. The preliminary environmental determination is scheduled for completion in August 2023. Design activities are scheduled for completion in February 2024, and the construction bid package is projected to be ready in March 2024.
Using Tewa Court/10th Street UUD actual costs, the estimated total cost for UUD X1A is projected to be $8.05 million. The cost per linear foot of overhead conversion is $719, and the cost per linear foot of joint trench is $560. As with UUD 1A, more precise 3 May 15, 2023 Item 13
City Council Agenda Report
City of Del Mar Utility Undergrounding Program Update
May 15, 2023
estimated costs will be provided at the completion of the design phase and actual construction costs will be determined through the public bidding process.
Undergrounding Project Advisory Committee (UPAC)
The Undergrounding Project Advisory Committee (UPAC) was formed in 2017, and worked with staff to develop a recommended undergrounding boundary map, prioritization guidelines, ranking of blocks, communications plan, cost estimate for the total UP program, and a Project Delivery Plan, which was approved by the City Council on August 5, 2019. As a result of the pandemic, and the UP being put on hold in early 2020, UPAC committee meetings and activities were suspended.
The UPAC was recently restarted by the City Council and so far has held two meetings, which occurred in February and April 2023. At their first meeting, UPAC formed a subcommittee to evaluate and develop objective criteria and a recommendation for determining whether the City’s construction activities for UUDs 1A and X1A should be done sequentially or concurrently. A sequential schedule has City construction activities for UUD 1A proceeding before UUD X1A, and a concurrent schedule has City construction activities proceeding at the same time for both projects. The subcommittee’s analysis is summarized below.
UPAC Subcommittee Analysis/Recommendation
The UPAC Subcommittee’s analysis, objective criteria for determining best approach to construction activities for 1A and X1A, advantages for each scenario, and recommendation for how to proceed was presented to UPAC on April 27, 2023, and is summarized below:
Subcommittee Recommended Objective Criteria:
1) Comparative Projected Timeframes for Projects - Sequential vs. Concurrent; 2) Benefits and Risks of Proceeding Sequentially vs. Concurrently (Economic and Non-Economic);
3) Feasibility: Staff Workload Management and Third Parties (Utilities, Telecom, Laterals);
4) Community Impacts: Views, Property Values, Traffic Delays and Fire Safety.
Advantages of sequential City construction trenching activities:
1. UUD 1A will be ready sooner and sequential completion is estimated three (3) months sooner than concurrent.
2. Potentially less public impacts.
3. Potentially less risk due to multiple contractors.
Advantages of concurrent City construction trenching activities:
1. UUD X1A estimated completion is four (4) months ahead of sequential. 4 May 15, 2023 Item 13
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City of Del Mar Utility Undergrounding Program Update
May 15, 2023
2. Potential cost savings (e.g., less construction mobilization cost, less construction management cost, economies of scale, etc.).
3. Potentially less risk to enter another fire season due to delays. However, this is not expected with the current schedule.
The UPAC subcommittee also suggested the City consider an “overlap” schedule for City construction trenching activities. An overlapping schedule has both projects proceeding “when ready”, with UUD 1A projected to start three (3) months before UUD X1A. This option would require an evaluation of City staff workloads for potentially managing two separate contractors (which would likely be the result of conducting separate bid processes for each area) simultaneously and would benefit less from the potential cost savings with a concurrent trenching schedule.
The UPAC subcommittee’s recommendation is for the City to hold off on the decision until the UUD 1A design is complete. At that time, the City will have a better understanding of when the UUD X1A design will be complete and the potential alternatives.
UPAC Undergrounding Program Financing Subcommittee
On April 27, UPAC created a new subcommittee to work with City staff to complete a long-term project schedule and cash-flow analysis to ensure financial resources are available when needed throughout the life of the UP. The subcommittee’s first meeting will be scheduled for July 2023, following completion of the City’s two-year budget process.
Using lessons learned and feedback provided by Tewa/10th Street residents, City staff will also be working with UPAC to finalize a comprehensive and strategic public outreach and communications plan to be utilized for UUDs 1A and X1A.
Next Steps
The next steps for UUDs 1A and X1A projects prior to construction include:
1. Preparation of final designs by SDG&E, AT&T, and any other impacted telecommunications companies for UUD 1A and UUD X1A. SDG&E preliminary designs for UUD X1A work areas 2 and 3 are expected in May 2023;
2. Preparation and distribution of homeowner lateral and easement exhibits;
3. Coordination with residents to obtain necessary easements for completion of undergrounding approximately 64 private laterals for UUD 1A and 85 private laterals for UUD X1A;
4. Completion of preliminary environmental determination for UUD X1A; 5 May 15, 2023 Item 13
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City of Del Mar Utility Undergrounding Program Update
May 15, 2023
5. Preparation of construction specifications/drawings/bid schedule and technical specifications for the construction bid process;
6. Coordination with AT&T and Spectrum regarding financial responsibility for undergrounding their infrastructure and possible cost-sharing for joint-trench;
7. Prior to the public bidding process, City Council acceptance of the final design; completion of environmental review; processing of any other permits that may be required, such as Tree Removal Permits, Design Review, and Coastal Development permits, as necessary; and City Council determination on construction timing/schedule.
8. Public bidding process for construction contractors, evaluation of bids, award of construction contract by City Council, and Notice to Proceed; and
9. City Council adoption of a resolution establishing a project schedule identifying the date by which properties in an established UUD must be ready to receive underground service and by which poles, overhead wires and associated overhead structures shall be removed. Once a district is fully formed, it becomes unlawful to construct or maintain aboveground facilities beyond the date established by the City for removal of such facilities.
PRIOR CITY COUNCIL REVIEW:
On February 7, 2022, the City Council awarded a construction contract for the Tewa Court/10th Street Utility Undergrounding Project to Blue Pacific Construction.
On July 12, 2021, the City Council adopted resolutions establishing underground utility districts 1A on Stratford Court (west of Camino del Mar, from 4th street to 12th street); and X1A along Crest Road and in the canyon below Crest Road within areas west and north of the City of San Diego border and south of the lagoon along San Dieguito Drive.
On May 17, 2021, City Council adopted a resolution establishing an underground utility district on 10th Street east of Camino del Mar, Tewa Court, and portion of Klish Way.
On August 5, 2019, City Council approved the recommendations made by the UPAC and staff and reaffirmed the City’s commitment to citywide undergrounding of all utility poles; confirmed the recommended preliminary undergrounding boundary map (i.e., blocks), prioritization guidelines, and ranking of the blocks; authorized simultaneous design of the two identified areas in coordination with SDG&E and the necessary funding for initial implementation; and approved various policy recommendations made by UPAC, which are key assumptions for the Project Delivery Plan and estimated total UP budget.
FISCAL IMPACT:
There is no fiscal action to be taken by the City Council related to this agenda item. 6 May 15, 2023 Item 13
City Council Agenda Report
City of Del Mar Utility Undergrounding Program Update
May 15, 2023
ENVIRONMENTAL IMPACT:
The proposed City Council action does not constitute a “project” under the definition set forth in the California Environmental Quality Act (CEQA) Guidelines Section 15378 because it will not have a potential to result in a direct or indirect physical change in the environment and is, therefore, not subject to CEQA.
NEXUS TO CITY COUNCIL GOALS & PRIORITIES:
Utility Undergrounding is listed as a Tier 1 City Council priority for FY 2022/23 and 2023/24.
ATTACHMENTS:
Attachment A – UP Citywide Map
Attachment B – UUD 1A Stratford Court South Map
Attachment C – UUD X1A Crest Canyon Map
Attachment D – UUD 1A Work Area Map
Attachment E – UUD X1A Work Area Map
7 May 15, 2023 Item 13
ATTACHMENT A
8 May 15, 2023 Item 13
Stratford Ct.
Utility Undergrounding District 1A (UUD 1A) - Stratford Court South Pacific Ln. 611 613
615 639 703 0
709
711
717
715 713
155 157
151 149
143 141
137 135
125 127
119
156
154 152
140
136 134
128 126
120 118
110 111
0 0
832
730
152 151
143
129
123
119
113
818
152
142
134 131
128
120
110
828 157
147
113
0 135
1206 1224 1220 147
1145
151 153
149
1104
143
135
0 119
111
101
0 0
1030
1010
950
922 920910 142
156 154
159 157 158 149 140
134 136
123
116
110
118
106
100
137
125
121
123
119
111
107
101
152
146144
150
136 138
128
120
100
931
111 113
119
129
141
149
106
116 114
120
128
138 134
217 1047 1035219225234 220 1023 1005215931919903 910 944 231233 227 221223 240 236 232 222 Stratford Ct.
Stratford Ct.
Penny Ln.
4th Street
6th Street
7th Street
Camino del Mar
8th Street
Shippley Ln.
9th Street
12th Street
10th Street
201 390 423 427 230 232 234 411 419 220224 415 226 228 210 212214 216 218 404
402
412
410
424 510526 516 425 5171/2 501-517 519 710 531 541 543 159 533 157
151 149
135 132
127
117 118
126
141 144
132
150
158 155
553
551 601
Sherry Ln.
603
Sea Orbit Ln.
Little Orphan Alley
Stratford Ct.
Melanie Wy.
905 06/15/2021
LEGEND Description
District Limits
Trench Work Beyond District Limits 11th Street
0 222 142
151
1050
1012
940
151
143
146
921
133
153
820 750
131
115
158
120
133
143
522
141
108
112
128
1/2
117
152
526
B,C,D,E 244 10231/2 227
DEL MAR
CITY HALL 1050 0
129
D-G
www.delmar.ca.us/up
ATTACHMENT B
9 May 15, 2023 Item 13
Utility Undergrounding District (UUD X1A) - Crest Canyon 06/15/2021
P62475 Exempt
from Removal
(to be removed
as part of
SDG&E project)
0 2100 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0 0
0 0
0 0
0 0
0 0
0 0
690 567 624 535
608
550 548 540532
1561
1429 1465 1569
655 1492
1440 1507 641625 617 544 1810 545 625
650
1567
1449 1604
1420 1450 1522 1601
1490 1330 1361 1435 1439
1535
1505
1515
1441
1440 1305 1346 1370 1445
1406 1373 1557
1555
1525
652
131613451335 14261420 1340 13461352
1233 1250 1230 1232 1210 1402
1200 1260
1180 1174
1234 1236 1238 1223
1209
1203
1145
785 1130 1135
1230
1122
1110
1042 1036 1022 1016 999 945 905
912786 766
787 860 767 834 0 628
615 627 645
755 757
728
801 743 733 725 715 701 San Dieguito Dr.
Oribia Rd.
Serpentine
Avenida Primavera
Avenida
15th St.
Crest Rd.
Crest
Way
Amphitheatre Dr. Klish Way
Serpentine
660 526 655 0
0 616
11351/2
9051/2
Via Alta Crest Way Hoska Ln.
Hoska Dr.
Crest Rd.
Crest Rd.
Kalamath Dr. Crest Rd.
ZuniDr.
Primavera Dr. Dr.
San Dieguito Dr.
San DieguitoDr. Racetrack View Dr. Oribia Rd.
LEGEND Description
District Limits
Trench Work Beyond District Limits www.delmar.ca.us/up
ATTACHMENT C
10 May 15, 2023 Item 13
10/25/2021
DGE
San Diego Gas & Electric
A Sempra Energy utility S
DEL MAR 1A 20B CONVERSION
-------
-------
0 SCALE
NTS
5 DEL MAR HEIGHTS RD
CAMINO DEL MAR
STRATFORD CT
4th ST
PACIFIC OCEAN
9th
10th
11th
12th
PACIFIC LN
SEA ORBIT LN
8th
7th
6th
# #
Design & Project Management
NAME
(xxx)xxx-xxxx
REVIEWER NAME
DESIGNER NAME
ATTACHMENT D
11 May 15, 2023 Item 13
0SCALENTS DEL MAR X1A CREST CANYON 20B CONVERSION R E V I S I O N S Dry Utility Concept Plan Del Mar, California CITY OF DEL MAR Utility Specialists results through teamwork 4429 Morena Blvd / San Diego, CA 92117 Phone: (858) 581-2250 / Fax: (858) 483-2734 SHEET: INDEX OVERALL DESIGN BY: BOR DRAWN BY: BOR PROJECT # CDM720 DATE:4.14.23 12 May 15, 2023 Item 13
ATTACHMENT
E
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:
TO: Honorable Mayor and City Council Members
FROM: Martin Boyd, Project Manager II
Joe Bride, Public Works Director
Via Ashley Jones, City Manager
DATE: May 15, 2023
SUBJECT: Approval of a Task Order with Utility Specialists Southwest, Inc. to Perform Utility Underground District (UUD) Formation Services for UUD 1B (Stratford Court North)
REQUESTED ACTION/RECOMMENDATION:
Staff recommends that the City Council: 1) Approve a $74,375 Task Order (Attachment A) with Utility Specialists Southwest, Inc. to perform utility underground district (UUD) formation services for UUD 1B (Stratford Court North); and 2) Authorize the City Manager to execute the Task Order.
BACKGROUND:
The City of Del Mar is moving forward with the citywide Undergrounding Project (UP), which will remove utility poles and replace overhead cables for electricity and telecommunications with underground lines.
At City Council meetings held on April 15 and August 5, 2019, staff presented a Project Delivery Plan (Plan), including a comprehensive set of recommendations from staff and the Undergrounding Project Advisory Committee (UPAC), to accomplish the citywide UP.
The City Council adopted the Plan, which also included the designation of City blocks (areas) as Utility Undergrounding Districts (UUDs), an approach for prioritizing the order for UUD completion, and other guidelines and policies associated with how the project is implemented. The adopted plan prioritizes UUD work by service density (i.e., number of service connections to number of poles) and fire safety (in the case of UUD X1A).
Currently, staff are working on the design and planning for UUD’s 1A and X1A, with UUD 1B identified as the next priority area. Attachment B includes a map of the planned citywide UUDs, including UUD 1B. UUD 1B is located west of Camino Del Mar and north of UUD 1A. It includes an estimated 40 poles and 4,297 linear feet of overhead conversion to underground from 11th Street to L’Auberge Del Mar, covering 175 parcels. The formation services will finalize the district boundary for UUD 1B and provide more accurate statistics for the project.
1 May 15, 2023 Item 14
City Council Agenda Report
Utility Specialists Southwest, Inc – UUD 1B Formation Services Task Order May 15, 2023
DISCUSSION/ANALYSIS:
Required Steps to Form District
The California Public Utilities Commission (CPUC) has an established regulation known as “Rule 20” that pertains to undergrounding of utility poles. Pursuant to Rule 20, UUDs can be created by the City or by property owners and include three specific types: Rule 20A: 100% Utility Funding; Rule 20B: Partial Utility Funding (Typically 20-40%); and Rule 20C: Partial Utility Funding (De Minimis Amount).
This project generally fits under the category of Rule 20B, which is anticipated to be the most common way to achieve undergrounding in Del Mar, with costs mostly paid by the City (i.e., public side of the property line) via Measure Q revenue (sales tax measure revenue source partially dedicated to the UP). San Diego Gas & Electric (SDG&E) will credit the City approximately 20 percent of SDG&E’s construction costs for eligible Rule 20B projects, which is approximately the cost of removing the poles.
To form a UUD, Chapter 23.54 of the Del Mar Municipal Code requires a two-step process:
1. A public hearing is the first step by which the City Council, following a public hearing, will adopt a resolution that forms the UUD, and includes a finding that removal of the aboveground facilities is necessary to protect public health, safety, or general welfare.
2. The second step is for the City Council to adopt a resolution declaring the date by which all poles within the UUD must be removed. This step will occur in the future when the district is fully formed, and at which time it will become unlawful to construct or maintain above-ground facilities beyond the date established by the City Council for removal of such facilities. That will likely coincide with the time the design is finalized, and the project is advancing to the construction phase.
District Formation Services
The City has an agreement in place with Utility Specialists Southwest, Inc. for as-needed specialized electrical engineering and consulting services related to implementation of the citywide UP. As such, staff recommends issuing a Task Order to Utility Specialists Southwest, Inc. to proceed with district formation services for UUD 1B (Stratford Ct North).
The district formation services will include agency meetings and coordination, district formation support, and resident interface and communications. These services will assist the City in adopting a resolution that forms the UUD following a public hearing. The proposed Task Order, which has a total cost of $74,375 for the services (see Exhibit A), is included with this agenda report as Attachment A. If approved, the City Council hearing for formal 1B district formation is expected to take place in October 2023. 2 May 15, 2023 Item 14
City Council Agenda Report
Utility Specialists Southwest, Inc – UUD 1B Formation Services Task Order May 15, 2023
PRIOR CITY COUNCIL REVIEW:
On July 12, 2021, the City Council adopted resolutions establishing a underground utility district (1A) on Stratford Court (west of Camino del Mar, from 4th street to 12th street); and a underground utility district (X1A) along Crest Road and in the canyon below Crest Road within areas west and north of the City of San Diego border and south of the lagoon along San Dieguito Drive.
On May 17, 2021, City Council adopted a resolution establishing an underground utility district on 10th Street east of Camino del Mar, Tewa Court, and portion of Klish Way.
On August 5, 2019, City Council approved the recommendations made by the UPAC and staff and reaffirmed the City’s commitment to citywide undergrounding of all utility poles; confirmed the recommended preliminary undergrounding boundary map (i.e., blocks), prioritization guidelines, and ranking of the blocks; authorized simultaneous design of the two identified areas in coordination with SDG&E and the necessary funding for initial implementation; and approved various policy recommendations made by UPAC, which are key assumptions for the Project Delivery Plan and estimated total UP budget.
FISCAL IMPACT:
Approval of this item will require City Council authorization to amend the Fiscal Year (FY) 2022-2023 Operating and Capital Budget to allocate $74,375 from the Measure Q Fund as shown below:
ENVIRONMENTAL IMPACT:
The proposed City Council action does not constitute a “project” under the definition set forth in the California Environmental Quality Act (CEQA) Guidelines Section 15378 because it will not have a potential to result in a direct or indirect physical change in the environment and is, therefore, not subject to CEQA.
NEXUS TO CITY COUNCIL GOALS & PRIORITIES:
Utility Undergrounding is listed as a Tier 1 City Council priority for FYs 2022-2023 and 2023-2024.
ATTACHMENTS:
Attachment A – Utility Specialists Southwest, Inc. Task Order Exhibit A to Attachment A – UUD 1B Formation Services Scope of Work Attachment B – UP Citywide Map
PROJECT FUND ACCOUNT AMOUNT
UUD 1B – Stratford Ct North Measure Q Fund 02.7000.7204 $74,375 3 May 15, 2023 Item 14
1050 Camino Del Mar, Del Mar, CA 92014 | 858.755.9313 | www.delmar.ca.us May 15, 2023 ATTACHMENT A
Utility Specialists Southwest, Inc. SENT VIA EMAIL
Attn: Duane Stroobosscher
4429 Morena Boulevard
San Diego, CA 92117
[email protected]
RE: TASK ORDER & NOTICE TO PROCEED FOR THE UTILITY UNDERGROUND DISTRICT 1B (STRATFORD COURT NORTH) – DISTRICT FORMATION SERVICES (ACCOUNT 02.7000.7204)
This Task Order (TO) and Notice to Proceed (NTP) is issued pursuant to the terms and conditions contained in the as-needed Specialized Electrical Engineering Services Related to Implementation of a Citywide Undergrounding Program Agreement between the City of Del Mar and Utility Specialists Southwest, Inc. (Consultant), the term for which is December 16, 2019, to December 16, 2024.
Consultant shall execute tasks related to the Utility Underground District 1B (Stratford Court North), as described in the Consultant’s proposal included as Exhibit A to this Task Order. The project cost for this Task Order shall not exceed $74,375. The project schedule shall commence upon execution of this Task Order/Notice to Proceed, and shall be completed by October 2023, to the satisfaction of the Public Works Director, in accordance with the proposed Scope of Work included in Exhibit A.
The primary contact for this Task Order and invoicing is Martin Boyd, Project Manager II, who can be reached at [email protected] and (858) 375-9531.
Please sign and return an original copy of this Task Order to Nestor Machado, Management Analyst, via mail to City of Del Mar, 1050 Camino del Mar, Del Mar, CA 92014 and email a PDF copy to [email protected].
Approved by: Accepted by:
City of Del Mar Utility Specialists Southwest, Inc.
_____________________________________ _______________________________________ Ashley Jones Date Duane Stroobosscher Date
City Manager Vice President
cc: Joe Bride, Public Works Director
Martin Boyd, Project Manager II
Mariel Cairns, Management Analyst
Exhibit A: Utility Specialists Southwest, Inc. - UUD 1B Formation Services Scope of Work 4 May 15, 2023 Item 14
Item # Description US Principal US Sr. PM KCM Sr. PM US PM KCM PM US Asst PM KCM PE Total Cost 1 Agency Meetings and Coordination
a Attend bi-weekly coordination Zoom meetings with CDM staff for 5 months. 10.0 10.0 10.0 10.0 $7,400 b Prepare and distribute meeting agendas and minutes for by-weekly coordination meetings. 2.0 10.0 $2,140 c Meet with SDGE and other utilities, during their initial and follow-up site visit, to provide value-added engineering insights and SOQ's. Assumes two (2) field walks at 4 hours each plus travel. 16.0 12.0 12.0 4.0 12.0 $10,200 d Prepare and distribute meeting minutes for SDGE site visits 2.0 $350 e Attend City Council meetings, includes two meetings. 6.0 6.0 $2,310 f Filing and document management 10.0 8.0 $2,400
Total Hours 32.0 22.0 30.0 4.0 34.0 10.0 8.0 $24,800
2 District Formation Support
a Coordinate to prepare materials for City Council Meeting as required for the formation of District 1B. 4.0 4.0 8.0 4.0 $3,420 b Develop concept schedule for District 1B. 2.0 4.0 $1,160 c Complete quantity takeoffs for District 1B summary stats for narrative (number parcels, number private homes / buildings, and lineal footage of undergrounding to be completed). 6.0 8.0 $2,250
d Prepare District exhibits with all pole, pole number references and overhead circuitry shown. 2.0 2.0 10.0 16.0 $4,900 e Site visit to verify homes/buildings requiring lateral undergrounding and input of site visit results into database and narrative. 8.0 8.0 4.0 $3,340 f Allowance for additional support services 10.0 10.0 20.0 16.0 16.0 12.0 $14,120 Total Hours 24.0 12.0 30.0 8.0 44.0 20.0 36.0 $29,190
3 Resident Interface and Communications
a Draft Homeowner Notification Letters re District Formation in coordination with City 8.0 $1,560 b Populate database with City GIS parcel and property owner information. 2.0 16.0 $3,190 c Complete quality control review of GIS data. 4.0 16.0 $3,580 d Prepare Mailer List for use in distributing Notices to District 1B and within 300’ of each District. Prepare exhibits of within 300' limits, download City GIS data for properties within 300', and reformat data for envelop/label printing. Site visits for address verifications to supplement missing information from City GIS data including added rental units, condo and apartment unit numbers, and public building addresses.
4.0 28.0 24.0 $9,280
e Setup individual property correspondence file folders. 1.0 12.0 $1,995 f Provide resident inquiry responses. 4.0 $780
Total Hours 0.0 0.0 23.0 0.0 60.0 0.0 36.0 $20,385
Total Overall Hours 56.0 34.0 83.0 12.0 138.0 30.0 80.0 Rate Per Hour $190 $180 $195 $140 $175 $120 $150
Total Cost $10,640 $6,120 $16,185 $1,680 $24,150 $3,600 $12,000 Task Order #04: District 1B Formation Services
5/5/2023
Task Order #04: District 1B Formation Services
Utility Specialists & KCM Hourly Assumptions
City of Del Mar Undergrounding Program - Task Order #04 $74,375
Task Order #04 includes services from District 1B project kickoff on 5/15/2023 through City Council's formation of the District (anticipated to be in October 2023).
EXHIBIT A
5 May 15, 2023 Item 14
ATTACHMENT B
6 May 15, 2023 Item 14
City of Del Mar
Agenda Report
________________________________________________________________________________________________________ City Council Action:
TO: Honorable Mayor and City Council Members
FROM: Michael Luna, Special Projects & Programs Manager Via Ashley Jones, City Manager
DATE: May 15, 2023
SUBJECT: Appointment of Arts Advisory Committee Council Liaison REQUESTED ACTION/RECOMMENDATION:
Staff recommends that the City Council appoint a second member of the Council to serve as a liaison to the Arts Advisory Committee (AAC) following the recent resignation of Council Liaison Worden to the AAC.
BACKGROUND:
Council Members represent the City on regional boards and organizations, act as liaisons to City Council Citizen Advisory Committees, represent the City Council on community organizations, and work on specific matters in Council subcommittees.
Council Liaisons assist the Citizen Advisory Committees by providing a communication channel between the committee and Council, ensuring that the direction or guidance provided by the City Council is being taken into consideration, advocating to Council in support of committee recommendations and helping to determine when City staff should, and should not, be asked for assistance. There are two (2) Council Liaisons appointed to each Citizen Advisory Committee, including the AAC. The current Council representatives to the AAC are Councilmembers Dave Druker and Dwight Worden.
The AAC consists of up to seven (7) voting members appointed by the City Council. The AAC reviews proposed art placements, plans and proposes art events, and/or consigns or commissions works for placement in public or private places, in accordance with City Council Policy 113, Public Art Policy, and any other policies related to the of public art. A primary responsibility of the AAC is creating and recommending an annual work plan and budget for the activities pertaining to public art.
DISCUSSION/ANALYSIS:
On May 2, 2023, Council Member Worden notified City staff, AAC Council Liaison Druker, and the AAC Chair that he was stepping down as one of two City Council liaisons to the AAC (Attachment A). In light of the recent Council decision related to consideration of 1 May 15, 2023 Item 15
City Council Agenda Report
Appointment of Arts Advisory Committee (AAC) Council Liaison May 15, 2023
permanent public art at the City’s Civic Center, Councilmember Worden felt it would be more appropriate for a Councilmember more aligned with the Council majority with regard to the placement of public art to serve as one of the AAC Council liaisons. This leaves the AAC with a vacancy of an appointed Council liaison, which staff recommends the Council work to fill in advance of the upcoming May 24, 2023, scheduled AAC meeting.
For reference, staff has included the current list of Del Mar City Council 2023 Regional & Local Appointments as Attachment B to this report.
ATTACHMENTS:
Attachment A – Councilmember Worden Resignation from AAC Attachment B - Del Mar City Council 2023 Regional & Local Appointments List 2 May 15, 2023 Item 15
ATTACHMENT A
On May 2, 2023, at 8:10 AM, Dwight Worden <[email protected]> wrote:
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.
Ashley and Friends:
I write to give notice that I am stepping down as one of the council liaisons to the Arts Advisory Committee, effective immediately. Liaisons to the committee should represent the majority position of council. It's clear that the three member council majority has a different perspective than me, and it would be appropriate for one of them to step in as liaison. I enjoyed my time working with the AAC and have nothing but respect for all the hard work and volunteer time they have put into bringing art to Del Mar. I wish them well.
Sincerely,
Dwight Worden
3 May 15, 2023 Item 15
DEL MAR CITY COUNCIL
2023 REGIONAL & LOCAL APPOINTMENTS
Established by the City Council on January 9, 2023 1
CITIZEN ADVISORY COMMITTEES (Citizen Advisory Committee meeting dates and times are available on the City’s Public Meeting Calendar at https://www.delmar.ca.us/calendar.aspx?CID=14) Committee Council Liaisons
Arts Advisory Committee
Meets Quarterly VACANT Dave Druker
Finance Committee
Meets Quarterly Dave Druker Dwight Worden
Measure Q Citizen Oversight Committee
Twice per year or as-needed Terry Gaasterland Dan Quirk Parks & Recreation Committee
Meets Quarterly Tracy Martinez Dwight Worden
Lagoon Committee
Meets Quarterly Dwight Worden Dan Quirk
Shores Advisory Committee
On Hold
Sustainability Advisory Committee
Meets Quarterly Dwight Worden Tracy Martinez
Traffic and Parking Advisory Committee (TPAC)
Meets Quarterly Dan Quirk Dwight Worden
Undergrounding Project Advisory Committee
Meets Quarterly Terry Gaasterland Dave Druker
4 May 15, 2023 Item 15
DEL MAR CITY COUNCIL
2023 REGIONAL & LOCAL APPOINTMENTS
Established by the City Council on January 9, 2023 2
COUNCIL SUBCOMMITTEES (The following Council subcommittees meet to discuss specific topics or special projects and/or meet intermittently to interact with staff, as needed) Subcommittee Council Liaisons
Housing Subcommittee Terry Gaasterland Tracy Martinez
Human Resources Subcommittee Dave Druker Dwight Worden
Del Mar Railroad Subcommittee
*Same liaisons as SANDAG Board Dave Druker Terry Gaasterland Planning Process Subcommittee
*On-hold, pending charter review Dave Druker Terry Gaasterland Sea-Level Rise Adaptation Plan Implementation
Subcommittee Terry Gaasterland Tracy Martinez
Clean Water Rate Project
On Hold
Legislative Subcommittee*
* Members serve 2-year terms Terry Gaasterland
Dave Druker
Tracy Martinez (Term
effective 3rd Quarter)
5 May 15, 2023 Item 15
DEL MAR CITY COUNCIL
2023 REGIONAL & LOCAL APPOINTMENTS
Established by the City Council on January 9, 2023 3
COMMUNITY ORGANIZATIONS
Organization Council Liaisons
Del Mar Community Connections Tracy Martinez Dwight Worden Del Mar Village Association Terry Gaasterland Tracy Martinez Del Mar Non-Profits Quarterly Meetings Mayor Deputy Mayor
REGIONAL ORGANIZATIONS
Organization Primary Alternate
22nd District Agricultural Association – Community
Relations Committee
3 rd Tuesday/month at 10:30 a.m.
Terry Gaasterland
Tracy Martinez
There are two primary
liaisons and no
alternate
Clean Energy Alliance Joint Powers Agreement (JPA)
4 th Thursday at 2:00 p.m.
(Except November and December)
Dave Druker Dwight Worden
CSA-17 Ambulance District Adv. Board
Meets quarterly at 4:00 p.m. – As-needed
1 st Tuesday (Feb/May/Aug/Nov). This board oversees
ambulance services in Del Mar, Encinitas, Solana
Beach, and Rancho Santa Fe.
Tracy Martinez Dan Quirk
Fire Governance Board (Solana Beach, Del Mar,
Encinitas) Dan Quirk Tracy Martinez
LAFCO Cities Advisory Committee
Meets intermittently City Manager Assistant City Manager League of California Cities – San Diego Chapter
Meets the 2nd Monday of the month Mayor Dwight Worden
League of California Cities – Coastal Cities Group Dwight Worden No Del Mar Rep METRO Commission/ METRO Wastewater JPA*
1 st Thursday/month at Noon Dwight Worden Dan Quirk
North County Transit District*
Regularly meets 3rd Thursdays Dave Druker Terry Gaasterland 6 May 15, 2023 Item 15
DEL MAR CITY COUNCIL
2023 REGIONAL & LOCAL APPOINTMENTS
Established by the City Council on January 9, 2023 4
Organization Primary Alternate
Regional Solid Waste Association (RSWA)*
Quarterly or as-needed Dwight Worden Dan Quirk
San Diego County Water Authority*
Meets Monthly – 4
th Thursday
Appointed 3/5/2018
Mel Katz City Manager
San Dieguito River Valley Regional Open Space Park
(JPA) – Exec. Committee
Meets monthly on the 3rd Friday -
11:00 a.m. usually at County Admin. Bldg.
(Usually only meets 6-8 times/year)
Dwight Worden Dan Quirk
SANDAG Board of Directors*
Meets 2nd & 4th Fridays or as scheduled
Terry Gaasterland Tracy Martinez (1st)
Dave Druker (2nd)
SANDAG Shoreline Preservation Working Group
Meets quarterly, 1st Thurs - 11:30 a.m.
Dwight Worden Terry Gaasterland (1st)
Tracy Martinez (2nd)
SANDAG Committees- Appointments by North County Coastal Region SANDAG Borders Committee*
Meets 4th Friday-12:30 p.m. to 2:30 p.m. Dave Druker No Del Mar Rep.
SANDAG Regional Planning Committee*
Meets first Friday- 12:30 p.m.-2:30 p.m.
Terry Gaasterland No Del Mar Rep.
*Receives stipend.
7 May 15, 2023 Item 15