TITLE:
Receive Report and Consider Adoption of City Council Resolution Approving Budget Amendment 2022/23-05 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 Pump Station Design and Bid and Construction Services in an Amount Not to Exceed $109,734 (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 adopted.
On May 9, 2022 Council approved an increase in the Scope of Work to include permitting services to facilitate acquisition of the additional state and federal permits needed for the addition of the crossings in the amount of $81,824, for a total amount of $740,840. The new contract amount including the remaining contingency was set at $761,824.
Due to some site constraints in the vicinity of Newman Reservoir and the desire to avoid an exceptionally large (>62” diameter) Mendocino Cypress located near the spillway, it was determined that it would not be possible for the first 350’ of the new pipeline leading from the reservoir to the water treatment plant to flow via gravity. This led to the necessity of designing a small pump station adjacent to the reservoir to pump the water to the point at which it could then flow via gravity. Initially Coleman Engineering felt that it could be incorporated into the project without additional funding, but the City ended up selecting an alternative site after considerable work had been done, so additional funding is needed to complete the design of the pump station beyond what had originally been contracted. This funding will compensate for the additional geotechnical and survey work that was required as well as the actual pump station design. Coleman has requested funding in the amount of $72,570 for the work associated with the pump station.
Coleman has also incurred more project management costs than anticipated due to the project taking considerably longer than projected after adding the crossings and the pump station to the overall project scope. They also revised the plans from a phased set to a complete set that can be broken up into phases for construction if needed, once we were awarded the grant funding that made it more likely to construct the project as a whole. Coleman has requested an additional $12,584 to cover those costs.
Staff would also like to add an additional $24,580 for bid services and construction consulting services. Because the construction will be grant funded with a short expenditure deadline, it would be very helpful to have those services available when the project goes out for bid, rather than waiting for a construction management contract to be awarded, and could potentially save both time and money if construction issues arise.
ANALYSIS:
If all three of these additions are approved, it will be an increase in the amount of $109,734. The new project total would be $850,574, and the new contract amount including the contingency of $20,984 will be $871,558. The amount requested is reasonable for the tasks that have been or will be performed. The Department of Water Resources grant funds in the amount of $8,797,500 need to be expended by March 31, 2024, so moving the project forward in a timely fashion is critical to the construction schedule.
RECOMMENDED ACTION:
Staff recommends authorizing the City Manager to execute the Authorization for Additional Services with Coleman Engineering.
ALTERNATIVE ACTION(S):
Council can provide alternative direction, and not add the additional services to the Scope of Work.
FISCAL IMPACT:
The additional cost of $109,734 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 2.5% of the new total.
GREENHOUSE GAS EMISSIONS IMPACT:
Adding the additional services to the design contract will have no impact on greenhouse gas emissions. There may be a minor increase in greenhouse gasses associated with the addition of the pump station to the overall project, depending on the source of energy used to power the pump.
CONSISTENCY:
These additions to the Scope of Work are consistent with the goals of ensuring the reliability of the raw water system.
IMPLEMENTATION/TIMEFRAMES:
The additional services proposed have been completed or are in the process of being completed. The Department of Water Resources grant funds in the amount of $8,797,500 awarded for project construction need to be expended by March 31, 2024, so moving the project forward in a timely fashion is critical.
ATTACHMENTS:
Figure 1 – Project Map
Resolution
Coleman Engineering Authorization for Additional Services #3 Budget Amendment 2022/23-05
NOTIFICATION:
Coleman Engineering
AGENDA ITEM NO. 8D
AGENCY: City CouncilMEETING DATE: November 14, 2022DEPARTMENT: Public WorksPRESENTED BY: Diane O’Connor/John SmithEMAIL ADDRESS: [email protected]: City CouncilMEETING DATE: November 14, 2022DEPARTMENT: Public WorksPRESENTED BY: Diane O’Connor/John SmithEMAIL ADDRESS: [email protected] AGENCY: City Council
MEETING DATE: November 14, 2022
DEPARTMENT: Public Works
PRESENTED BY: Diane O’Connor/John Smith
EMAIL ADDRESS: [email protected]
AGENCY: City Council
MEETING DATE: November 14, 2022
DEPARTMENT: Public Works
PRESENTED BY: Diane O’Connor/John Smith
EMAIL ADDRESS: [email protected]
AGENDA ITEM SUMMARY