AGENDA REPORT
CITY OF SAN CLEMENTE
City Council Meeting
910 Calle Negocio
2nd Floor
San Clemente, California
www.san-clemente.org
Meeting Date: 7/18/2023 Agenda Item: 6M
Department: Utilities
Prepared By David Rebensdorf, Utilities Director
Subject:
CONSIDERATION OF A RESOLUTION APPROVING A CONTRACT CHANGE ORDER TO CONTINUE EMERGENCY PUMP WATCH SERVICES FOR TWO MONTHS WITH O’CONNELL ENGINEERING AND CONSTRUCTION, INC. AND APPROPRIATING SUPPLEMENTAL FUNDING FOR CYPRUS SHORE PUMP STATION EMERGENCY OPERATION, PROJECT NO. 12209, THROUGH MARCH 2024 IN THE AMOUNT OF $340,960
Summary:
On September 20, 2021, coastal bluff movement at Cyprus Shore necessitated an emergency response to ensure uninterrupted wastewater and storm drainage. 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 addition, the City installed a temporary above ground storm drain system in coordination with the Cyprus Shores Homeowners Association.
Both temporary emergency systems have been in continuous operation since the bluff began moving.
Due to the nearly completed slope stabilization project by the Orange County Transportation Authority (OCTA), City staff submitted an application for a California Coastal Development Permit to reinstate the existing sewer pump station by providing access to the motor control system and replacement of a portion of the storm drain system. Tentatively, the California Coastal Commission (CCC) will consider the application at its September 2023 meeting. If approved, appropriations and contracting will be presented to Council to complete the project expeditiously to minimize health and safety risks to the public and environment.
Until either an alternate pump station location or grading and the permanent replacement of the pump station motor control system is completed, the temporary emergency pump station operation using existing manholes with limited capacity (at a cost of approximately $125,000 per month) will be replaced by using the existing pump station wet well with power from SDG&E and a temporary electrical motor control system. City staff is in the process of completing the construction of the temporary motor control system and anticipates connection to the existing pump station in late August/September.
In the interim, emergency funding and contracting authorization is necessary to continue conducting operations of the temporary pump station through September. If the CCC approves the project to reinstate the sewer pump station and replace the storm drain in September, the rest of the project will be completed in two main phases: 1. Slurry filling the gap in the landslide backscarp, potentially install caisson adjacent to the backscarp for lateral support, grading and installation of the storm drain; and 2. Replacement of the sewer pump station motor control system once the access road is CITY OF SAN CLEMENTE Page 1 of 4 Printed on 7/14/2023
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Attachment 12
Meeting Date: 7/18/2023 Agenda Item: 6M
drain; and 2. Replacement of the sewer pump station motor control system once the access road is completed. Each phase could take up to six months to complete, although the sewer pump station may take longer depending upon the availability of materials.
City staff is currently evaluating long lead time items with potential vendors as well as exploring any local vendor opportunities. Depending upon the lead times, staff may return to the City Council in advance of CCC approval to expedite the project timeline.
Background:
Storm drain and wastewater collection service is provided to approximately 400 homes in the private community. 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.
Subsequent to the initial movement, continued operation of the pump station with pump watch has been necessary due to lack of power from SDG&E and use of existing manholes with limited storage for pumping operation while a relocated facility was designed and an easement was being negotiated with Cyprus Shore Homeowners Association. But due to movement in the larger landslide extending to Calle Ariana, the construction of the relocated pump station and acquisition of easements within the larger landslide area was placed on hold in the fall of 2022 while the OCTA installed two rows of tie-backs within the coastal bluff. OCTA’s construction is anticipated to be complete in July 2023.
Based on an evaluation of OCTA’s completed slope stabilization project and information from Cyprus Shore’s geologist LGC Geotechnical, slope stability will be determined which will allow the City to consider placing the sewer pump station back in service and restore the storm drain. The evaluation along with design plans for the facilities will be submitted to the CCC by August 1 as a supplement to the City’s application for a Coastal Development Permit.
If the CCC approves the project in September, contracts can be considered to replace the storm drain, grade an access road to the sewer pump station electrical building and potentially install localized caissons to prevent movement of the sewer pump station and sewer line. During this interim time, staff is anticipating continued use of sewer manholes with pump watch for operation through September 2023.
City staff is currently working to complete a temporary electrical control system to place the existing sewer lift station back into service. The system will consist of the following: a temporary electrical motor control center with power from SDG&E and a backup generator to provide power in the event of a power outage. Once completed, the cost to operate using the existing wet well for storage and temporary electrical motor control system will be significantly reduced from approximately $125,000 to $14,500 per month.
The City’s current contract with O’Connell Engineering (with a principal place of business in Winchester, California) for pump watch services expires on July 29, 2023. In the next two months while staff is working to complete this temporary electrical control system to place the existing sewer lift station back into service, the current temporary emergency operations will need to continue. Staff is recommending a contract change order with the current vendor O’Connell Engineering for as needed pump watch services 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 CITY OF SAN CLEMENTE Page 2 of 4 Printed on 7/14/2023
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Meeting Date: 7/18/2023 Agenda Item: 6M
such as, electrical equipment, piping, pumps, emergency generator and fuel to operate the temporary pump station until the temporary electrical motor control center and backup generator are operational (a maximum of 62 additional days). Additionally, $3,118 needs to be included to account for the increase in prevailing wages effective July 1, 2023. Cost estimates are shown below.
Emergency Wastewater Operation Cost Estimate (July 30 - September 30) Pump, Piping and Fittings $9,200/month
K-Rail $1,100/month
Generator $11,000/month
Diesel Fuel $4,000/month
Pump Watch (O’Connell) $180,242 for 62 days
Prevailing Wage Increase (O’Connell) $ 3,118 (7/1/23-7/29/23) Contingency 10% $10,000/month
Total (Assumes two months of operation) $253,960
Emergency Wastewater Operation Cost Estimate (October 1 - March 31) K-Rail $500/month
Generator $11,000/month
Contingency 10% $3,000/month
Subtotal $14,500/month
Total (Assumes six months of operation) $87,000
Council Options:
· Adopt Resolution No. 23-70, authorizing the City Manager enter into a change order for up two months of emergency pump watch services with O’Connell Engineering and Construction, Inc. in an amount not to exceed $183,360, plus a 10% contingency, and appropriating $340,960 from the Sewer Fund Depreciation Reserve to Account No. 054-476-45300-000-12209 to fund emergency wastewater operations through March 2024.
· Modify and adopt Resolution No. 23-70.
· Continue the item with direction to staff to provide additional information.
Fiscal Impact:
Yes, $2,581,525 has been budgeted for since September 2021 for emergency bypass pump station operation. An additional 62 days of pump watch and six months of temporary electrical motor control system operation is recommended with funding from a supplemental appropriation in the amount of $340,960 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.
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Meeting Date: 7/18/2023 Agenda Item: 6M
Environmental Review/Analysis:
Staff previously determined that the temporary operation of the sewer pump station qualifies for a Categorical Exemption under the California Environmental Quality Act (CEQA), Class 1 (Existing Facilities), Section 15301 of the state CEQA Guidelines.
Recommended Actions:
Staff Recommendation
STAFF RECOMMENDS THAT the City Council adopt Resolution No. 23-70, which would:
1. Find 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 the city were 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 public funds to safeguard public health;
3. Approve a supplemental appropriation in the amount of $340,960 to Account Number 054-476 -45300-000-12209 from the Sewer Fund Depreciation Reserve to fund emergency wastewater operations through March 2024; and
4. Authorize the City Manager to execute, Change Order No. 07, with O’Connell Engineering and Construction, Inc. for Cyprus Shore Emergency Pump Station Bypass Operation, Project No. 12209, services through September 30, 2023 on a time and materials basis not to exceed $183,360.
Attachment:
1. Resolution No. 23-70
2. Location Map
3. O’Connell Engineering and Construction Contract Change Order No. 07
4. October 19, 2021 City Council Agenda Report without attachments
5. December 7, 2021 City Council Agenda Report without attachments
6. February 15, 2022 City Council Agenda Report without attachments
7. June 21, 2022 City Council Agenda Report without attachments
8. July 19, 2022 City Council Agenda Report without attachments
9. September 20, 2022 City Council Agenda Report without attachments
10.February 7, 2022 City Council Agenda Report without attachments Notification:
None.
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