STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of September 13, 2022
TO: The Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Michael Roberts, Public Works Director/City Engineer SUBJECT: Contract Amendment No. 2 with Carollo Engineers to Complete the Design and Secure Easements for the Sycamore Avenue Sewer Trunk Replacement Project in the Amount of $58, 913 for a Total, Not To Exceed Contract Amount of $1,010,297 RECOMMENDED ACTION:
Approve Contract Amendment No. 2 with Carollo Engineers to complete the design and secure easements for the Sycamore Avenue Sewer Trunk Replacement Project in the amount of $58,913 for a total, not to exceed contract amount of $1,010,297.
FISCAL IMPACT OF RECOMMENDATION:
There are sufficient Sewer Funds in the Adopted FY 22/23 Budget to cover the cost of Amendment No.2.
DISCUSSION:
The Sycamore Avenue Sewer Trunk Replacement Project will replace 5,500 feet of the City’s primary 24-inch trunk sewer with a new 30-inch trunk sewer beginning at Duck Pond Park and ending at the influent intake to the Wastewater Treatment Plant in Pinole. The trunk sewer was constructed in 1972 and has exceeded its useful service life, is deteriorating, and needs to be increased in size to convey the increased flows from future development.
The design for this project is complex. The alignment includes trenchless installation under the railroad tracks, trenchless construction of a new siphon crossing under Pinole Creek, realignment of the new sewer line down Camden Avenue, a section of pipeline that will be 35+ feet deep, variable water table, congested utility corridors, and changing soil conditions that require extensive geotechnical investigations. The construction cost is estimated to be approximately $14M.
Carollo has been diligently working on the design since their contract was approved in January 2019. Their last major task was completed in October 2021 when they addressed constructability comments from the construction management firm and prepared a set of draft construction documents for bidding. Since that time, they have been working diligently on obtaining the remaining project permits and easements for the final pipe alignment.
The permit from the Corps of Engineer was finally received approximately a year later and the impact of its conditions on the design needs to be evaluated. Given the passage of time and impacts from the pandemic, there have been changes in the market conditions that will impact the project including pipeline availability, lead time, and material costs. The contract documents and engineer’s estimate need to be reviewed and updated prior to bidding the project to account for these new developments.
Additionally, the sewer alignment was revised during the design to avoid construction within a resident’s driveway near the foundation of their house. This change requires the acquisition of a second easement.
Lastly, the City received a License Agreement from Union Pacific for the railroad crossing. UP is indicating the fee for the use of their property would be $176K. Staff is recommending including the Optional Task for $10,500 to have Carollo’s right of way subconsultant ARWS assist the City in evaluating this land valuation and negotiations with Union Pacific. The funding for this Optional Task would only be expended on an as-needed basis.
Staff is recommending approval of Amendment No.2 in the amount of $58,913 to advance the project to final bid readiness, secure the necessary easements, and ensure the License Agreement fee is fair.
ATTACHMENTS:
Resolution
Scope and Budget Amendment No. 2
Financial Impact
Description: Expenditure amount not to exceed $58,913.
Funding Source: Sewer Fund. Fund No. 420-5475-611.90-00 Budget Recap:
Total Estimated cost: $58,913 New Revenue: $
Amount Budgeted: $58,913 Lost Revenue: $
New funding required: $ New Personnel: $
Council Policy Change: Yes No
Date Page 1