AGENDA REPORT
CITY OF SAN CLEMENTE
CALIFORNIA
City Council Meeting
Meeting Date: 9/20/2022 Agenda Item: 4G
Department: Utilities
Prepared By: David Rebensdorf, Utilities Director
Subject:
RATIFICATION OF EMERGENCY PURCHASES AND SUPPLEMENTAL FUNDING FOR CYPRUS SHORE PUMP STATION EMERGENCY OPERATION, PROJECT NO. 12209.
Fiscal Impact:
Yes, $1,152,625 has been budgeted for the initial 300 days of emergency bypass pump station operation. An additional 181 days of operation is recommended, with funding from a supplemental appropriation in the amount of $714,450 from the Sewer Fund Depreciation Reserve to Account No. 054-476-45300-000-12209. There is sufficient fund balance within the proposed fund for the recommended supplemental appropriation.
Summary:
Coastal bluff movement at Cyprus Shore necessitated an emergency response to ensure uninterrupted wastewater and storm drainage. On September 20, 2021, City staff installed a temporary emergency sewer bypass pump system adjacent to the Cyprus Shore Clubhouse, near the intersection of Calle Ariana and Avenue de las Palmeras.
To protect public health and safety, the City Council ratified the emergency Professional Services Agreement and construction contracts, approved by the City Manager, with AKM Consulting Engineers and O'Connell Engineering and Construction, Inc. (O'Connell). The City Council further approved an initial appropriation of funding for expenditures, including construction management/inspection services for Dudek Engineering and material purchases and rentals at its October 19, 2021 City Council Meeting. With the need for continued operation of the pump station with pump watch while a more permanent facility is designed and constructed, additional operational funding was approved on December 7, 2021, February 15, 2022, June 21, 2022 and July 19, 2022.
To allow for procurement of materials and construction of a temporary pump station, an additional 181 days is needed for emergency wastewater pumping operation.
Background:
Additional funding for pump watch and equipment and materials is needed to continue sewer service to approximately 400 homes within the Cyprus community while construction is completed of a temporary pump station with electric power and monitoring capabilities. Staff is anticipating 181 additional days to allow the contractor to procure material and start construction. Unfortunately, the project has been delayed due to supply chain issues and negotiations with the Cyprus Shore Homeowners Association regarding the location of the pump station and electrical equipment. Staff continues to explore opportunities to minimize pump watch, which can only occur once electric power and a new wet well are constructed in December/January depending upon the availability of equipment.
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1 Meeting Date: 9/20/2022 Agenda Item: 4G
Staff is recommending the City Council ratify the Interim City Manager's approval of a contract change order with Connell Engineering and Construction for as needed pump watch based on the estimated costs for rental and purchase of materials, such as, electrical equipment, piping, pumps, emergency generator and fuel to operate the temporary pump station as shown below.
Emergency Wastewater Operation Cost Estimate
Pump, Piping and Fittings $ 8,200/month
K-Rail 1,075/month
Generator 11,000/month
Diesel Fuel 3,800/month
Pump Watch (O'Connell) 85,000/month
Contingency 10% 10,000/month
Subtotal 119,075/month
Total (Assumes six months of operation) $714,450
Plan and Policy Consistency:
The approval is consistent with the following General Plan Goals and Policies:
• Goal: Maintain and improve a comprehensive system of potable water supply, storage and distribution, and wastewater treatment, reclamation, and reuse to meet daily and emergency needs in San Clemente.
• Policy: PSFU-5.10. Wastewater System. We provide and maintain a system of wastewater collection and treatment facilities to adequately convey and treat wastewater generated in the City of San Clemente service area.
Council Strategy:
The approval is consistent with Council Strategy 3 - Update and maintain infrastructure that reflects best available technology and service - in that Utilities is providing uninterrupted sewer and storm drainage service to approximately 400 homes within the Cyprus Shore community with temporary solutions while more permanent facilities are designed and constructed.
Recommended Actions:
Staff Recommendation
Staff Recommends That the City Council:
1. Make a finding that an emergency continues to exist due to the potential failure of an existing sewer pump station and storm drain system and that the situation requires immediate action to prevent or mitigate impairment to property and public services, that might otherwise occur if required to incur delays attributed to the typical engineering design and public competitive bidding process;
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2 Meeting Date: 9/20/2022 Agenda Item: 4G
2. Declare that the public interest and necessity demand the immediate expenditure of public funds to safeguard public health.
3. Approve a supplemental appropriation in the amount of $714,450 to Account Number 054-476-45300-000-12209 from the Sewer Fund Depreciation Reserve; and
4. Ratify Change Order No. 05 with O'Connell Engineering and Construction, Inc. on a time and materials basis for $510,000 for Cyprus Shore Emergency Pump Station Bypass Operation, Project No. 12209.
Attachments:
Location Map
October 19, 2021 City Council Agenda Report without attachments.
December 7, 2021 City Council Agenda Report without attachments.
February 15, 2022 City Council Agenda Report without attachments.
June 21, 2022 City Council Agenda Report without attachments.
July 19, 2022 City Council Agenda Report without attachments.
O'Connell Engineering and Construction Contract Change Order No. 05.
Notification:
None.
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