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Department:
Prepared By:
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AGENDA REPORT
SAN CLEMENTE CITY COUNCIL MEETING
Meeting Date: December 7, 2021
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Utilities
David Rebensdorf, Utilities Director D �
Approvals:
City Manager V C/p
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Dept Head D'2.
Attorney
Finance L
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RATIFICATION OF EMERGENCY PURCHASES AND SUPPLEMENTAL FUNDING FOR CYPRUS
SHORE PUMP STATION EMERGENCY OPERATION AND CYPRUS SHORE STORM DRAIN EMERGENCY RELOCATION, PROJECT No. 's 12209 AND 12004.
Fiscal Impact: Yes. $205,400 was approved for an initial 60 days of emergency bypass pump station operation. An additional 60 days of operation is recommended with funding from a supplemental appropriation in the amount of $236,000 from the Sewer Fund Depreciation Reserve to Account No. 054-476-45300-000-12209.
The initial estimated cost for the temporary relocation of the storm drain was $256,000.
Based on design and procurement of materials, the updated cost estimate is $411,000. Staff is recommending a supplemental appropriation in the amount of $155,000 from the Storm Drain Fund Depreciation Reserve to Account No. 059-553- 45300-000-12004.
There is sufficient fund balance within all proposed funds for the recommended appropriations.
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. In order 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) and an initial appropriation of funding for expenditures, including construction management/inspection services for Dudek Engineering, 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 constructed and based on detailed design of the storm drain relocation, additional funding is being recommended. In addition, due to lack of availability of materials and changes in suppliers, ratification of purchases is required.
Background: To continue sewer seNice to approximately 400 homes within the Cyprus community while design and construction of a temporary pump station with electric power and monitoring capabilities, additional costs for pump watch are needed. Staff is anticipating approximately 60 additional days may be needed for pump watch to ensure uninterrupted service and to prevent a sewer spill. O'Connell was hired through Utilities Agenda Report
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Agenda Item LP J
Agenda Report Page 2
an emergency contract to provide 30 days of pump watch for $83,988 which was extended for 30 days as previously authorized by the City Council. Several temporary and permanent pump station options were evaluated which requires additional time to for design. Staff is recommending the City Council authorize the City Manager to approve a contract change order for as needed pump watch for an additional 60 days with O'Connell. In addition, funding is needed for expenditures related to rentals and purchase of materials, such as, electrical equipment, piping, pumps, emergency generator and fuel to operate the temporary pump station. The temporary relocation of the pump station is under design and electrical power is being installed by SDG&E.
Staff anticipates completion of pump watch in February 2022. Once design is finalized, staff will recommend additional funding and contracts for the temporary relocation of the pump station.
The storm drain above ground bypass is under construction and consists of approximately 500 linear feet of above ground 36-inch High Density Polyethylene (HOPE) Pipe and 100 linear feet of 18-inch HOPE Pipe routed south of the association Clubhouse and through the private community park. K-rail, sandbags and visqueen will be utilized to route nuisance and storm flows around the clubhouse and into the 18-inch storm drain (see Exhibit 2). Due to an issue with availability of pipe, the ratified purchase from P&F Distributors by the City Council on October 19, 2021 was not completed. Fortunately, storm drain pipe and fittings were available through Envirocon Systems in the amount of approximately $120,000. In addition, staff is requesting the City Council ratify a construction contract with Sancon Technologies, Inc. in the amount of $57,280 to install approximately 225 linear feet of liner from the above ground junction structure near the clubhouse to the intersection of Avenue de las Palmeras and Calle Marlena due to increased pressure in the storm drain caused by the above ground piping. Construction for the relocation of the storm drain is anticipated to be complete by the end of December 2021.
The City Manager has the authority to approve emergency contracts and purchases when there is a need to protect public health and safety per Section 3.40.070 of the City of San Clemente Municipal Code. The estimated cost for temporary wastewater service operations and temporary relocation of the storm drain are shown below.
Emergency Wastewater Operation Cost Estimate
Pump, Piping and Fittings
K-Rail
Generator
--- --- DieselHiel
$ 8,500/month
700/month
11,000/month
· ------ - • ------- - -- -------- ------·
3 ·
;aommonth
Pump Watch (O'Connell)
Contingency 10%
Subtotal
Total (Assumes two months of operation)
84,000/month
10,000/month
118,000/month
$236,000
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Agenda Report
Recommended
Storm Drain Temporary Relocation Costs
Approved Initial Estimate
Engineering
Ad ministration/Permitting
Inspection/Construction Management
500' of 36-inch HOPE Pipe and Fittings
Construction
Contingency
Sandbags
K-Rail (550/month X 4 months)
Total Cost
Current Cost Estimate
Engineering
Administration/Permitting
Inspection/Construction Management
500' of 36-inch and 100' of HOPE Pipe and Fittings
Thrust Restraint Pipe Clamps
Construction
36-inch Storm Drain Liner
Contingency 12%
36-inch Storm Drain Plug Rental and Maintenance
Sandbags
K-Rail (700/month X 6 months)
Total Cost
$ 49,884
15,000
10,000
125,000
40,000
10,116
3,800
2,200
$256,000
$ 49,884
15,000
22,500
120,000
20,000
40,000
60,000
40,616
35,000
3,800
4,200
$411,000
Action: STAFF RECOMMENDS THAT the City Council:
1. Make a finding that an emergency exists 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;
2. Declare that the public interest and necessity demand the immediate expenditure -- -····-·-· · • · ·-·-···of -p
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3. Approve a supplemental appropriation in the amount of $236,000 to Account Number 054-476•45300-000-12209 from the Sewer Fund Depreciation Reserve;
4. Approve a supplemental appropriation in the amount of $155,000 to Account Number 059-553-45300-000-12004 from the Storm Drain Fund Depreciation Reserve;
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5. Authorize the City Manager to approve a change order with O'Connell Engineering and Construction, Inc. on a time and materials basis for up to $168,000 for Cyprus Shore Emergency Pump Station Bypass Operation, Project No 12209;
6. Ratify a purchase with Envirocon Systems for storm drain pipe and fittings in the amount of $120,000 for Cyprus Shore Storm Drain Emergency Relocation, Project No 12004: and,
7. Ratify a Construction Contract with Sancen Technologies, Inc. in the amount of $57,280 Cyprus Shore Storm Drain Emergency Relocation, Project No 12004.
Attachments: 1. Location Map.
2. Storm Drain Location Exhibit.
3. Envirocon Systems Initial Purchase Order.
4. Sancen Technologies, Inc. Construction Proposal for a 36-inch Storm Drain Liner.
The Construction Contract is on-file with the City Clerk's Office.
5. October 19, 2021 City Council Agenda Report without attachments.
Notification: None.
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