TITLE:
Receive Report and Consider Adoption of City Council Resolution Approving Budget Amendment 2022-22 and Authorizing City Manager to Execute Authorization for Additional Services for the Design of the Raw Water Line Replacement Project, City Project 2019-02, Increasing the Scope of the Design Contract with Coleman Engineering to include Construction Permitting in an Amount Not to Exceed $81,824 (Account 651-6007-0310) ISSUE:
On January 24, 2019, the City of Fort Bragg entered into a contract in the amount of $680,000 with Coleman Engineering to complete construction design and bid documents for the Raw Water Line Replacement Project, City Project 2019-02. The contract amount included the proposal cost of $594,096, plus an additional $85,904 (~14%) in contingency. The original scope of work covered design for all portions of the City’s Raw Water Line, from Waterfall Gulch, Newman Gulch, and Summers Lane Reservoir, that had not been replaced prior to 1986. It was assumed that those portions that were replaced from 1986-1991 would be reliable for many years to come. It also avoided the need to work within the environmentally sensitive Noyo River flood plain and Hare Creek/Covington Gulch streambeds. In spring of 2020 it became apparent that the Hare Creek crossing had to be included, and the lining of the Noyo River crossing was added at the same time to ensure its longevity.
On November 9, 2020, Council approved an increase in the Scope of Work to include the Hare Creek and Noyo River crossings in the project, but the increase in cost of $64,920 was absorbed in the existing contract amount with a remaining contingency of $20,984 (~3%). Coleman Engineering has done an outstanding job of managing the budget and has already provided the preliminary 100% design plans, and the CEQA document has been circulated.
The addition of the crossings to the project has triggered the need for the acquisition of several additional permits. These include US Army Corp of Engineers Clean Water Act Section 404 Permit, a Clean Water Act Section 401 Water Quality Certification, and a California Department of Fish and Game Code Section 1600 Lake and Streambed Alteration Agreement. The sub-consultant, Dewberry Engineers, Inc. will prepare and process the above permits and Coleman will provide administrative and quality control support. The additional services authorization also includes costs to assist the City with the Coastal Development Permit application and processing.
ANALYSIS:
In order to provide the additional support, the consultant has requested additional funding in the amount of $81,824, for a total amount of $740,840, which is an increase of about 24% from the original proposal, and about 11% from the previous total. The new contract amount including the remaining contingency would be $761,824. The amount requested is reasonable for the tasks to be performed, and the City will benefit from the expertise of the consultant. The Department of Water Resources grant funds in the amount of $8,797,500 need to be expended by March 31, 2024, so obtaining the required permits in a timely fashion is critical to the bidding and construction schedules.
RECOMMENDED ACTION:
Staff recommends authorizing the City Manager to execute the Authorization for Additional Services with Coleman Engineering.
ALTERNATIVE ACTION(S):
Council can choose to have staff apply for the permits, and not add the additional services to the Scope of Work.
FISCAL IMPACT:
The additional cost of $81,824 will be drawn from the Water Enterprise Fund, which is adequately funded. If approved, there will still be a remaining contingency balance of $20,984 which is about 3% of the new total.
GREENHOUSE GAS EMISSIONS IMPACT:
Adding the construction permitting to the design contract will have no impact on greenhouse gas emissions.
CONSISTENCY:
This addition to the Scope of Work is consistent with the goals of ensuring the reliably of the raw water system and will enable construction to begin as soon as possible.
IMPLEMENTATION/TIMEFRAMES:
It is in the best interest of the City to start the permitting process as soon as possible to provide the maximum amount of time to construct the project before the grant funding expires.
ATTACHMENTS:
Figure 1 – Project Map
Resolution
Budget Amendment 2022-22
Coleman Engineering Authorization for Additional Services #2 NOTIFICATION:
Coleman Engineering
AGENDA ITEM NO. 8A
AGENCY: City CouncilMEETING DATE: May 9, 2022DEPARTMENT: Public WorksPRESENTED BY: Diane O’Connor/John SmithEMAIL ADDRESS: [email protected]: City CouncilMEETING DATE: May 9, 2022DEPARTMENT: Public WorksPRESENTED BY: Diane O’Connor/John SmithEMAIL ADDRESS: [email protected] AGENCY: City Council
MEETING DATE: May 9, 2022
DEPARTMENT: Public Works
PRESENTED BY: Diane O’Connor/John Smith
EMAIL ADDRESS: [email protected]
AGENCY: City Council
MEETING DATE: May 9, 2022
DEPARTMENT: Public Works
PRESENTED BY: Diane O’Connor/John Smith
EMAIL ADDRESS: [email protected]
AGENDA ITEM SUMMARY