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HomeMy WebLinkAbout2004-05-04; City Council; Resolution 2004-1481 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2004-148 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING PACKAGE “A CONSTRUCTION CONTRACT; AND APPROVAL OF AMENDMENT NO. 1 TO AGREEMENT FOR ENGINEERING DESIGN SERVICES FOR FINAL DESIGN OF PACKAGE “B” FOR THE NORTH BATIQUITOS LIFT STATION IMPROVEMENTS, PROJECT NO. 3809. WHEREAS, a study of the North Batiquitos Lift Station, has identified the need for mprovements to enhance operational safety and includes the repair and replacement of existing squipment; and WHEREAS, the project has been divided into two phases, Package “A and Package “B” Nith Package “A providing improvements identified as most critical for operational safety, and Package “B” providing additional improvements for the lift station’s operation and na i nten a n ce ; and WHEREAS, The proposed rehabilitation work in Package “A is exempt from CEQA under Zovernment Code Section 15301 (d) (“restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment.. .”); and WHEREAS, a Notice of Exemption has been filed by the Planning Director for the North 3atiquitos Lift Station Improvements, Package “A; and WHEREAS, on December 16, 2003 through the adoption of Resolution No. 2003-329, the 2ity Council approved plans and specifications for the North Batiquitos Lift Station Improvements, ’ackage “A; and WHEREAS, four (4) sealed bids were received on March 25, 2004 for the project; and WHEREAS, staff has determined J.R. Filanc Construction Company submitted the lowest esponsive and responsible bid on the project; and WHEREAS, the bid submitted by J.R. Filanc Construction Company, of $91,515 is below he engineers cost estimate of $1 35,608; and WHEREAS, the total estimated construction cost for the Package “A is $1 16,224; and WHEREAS, an agreement with Brown and Caldwell, Inc., (Agreement) provided the lesign services through final design of Package “A and preliminary design of Package “B”; and /I 4 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 WHEREAS, City staff recognizes the need for and recommends the improvements provided in Package “B”; and WHEREAS, Amendment No. 1 to the Agreement will provide for the final design of Package “B”; and WHEREAS, a mutually satisfactory fee of $59,259 for the services has been negotiated; and WHEREAS, Amendment No. 1 to the professional services agreement with Brown and Caldwell, Inc., has been prepared and is attached hereto. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Carlsbad, California, as follows: 1. 2. That the above recitations are true and correct. That the bid of $91,515 submitted by J.R. Filanc Construction Company for the North Batiquitos Lift Station Improvements, Package “A is accepted and the Mayor is hereby authorized to execute a contract therefore. 3. That the City Manager is hereby authorized to approve construction change orders JP to $13,727 for the J.R. Filanc Construction Company for the North Batiquitos Lift Station Improvements, Package “A. 4. That the award of this contract is contingent upon J.R. Filanc Construction Zompany executing the required contract and submitting the required bonds and insurance Dolicies, as described in the contract, within twenty (20) calendar days of adoption of this -esolution. The City Manager may grant reasonable extensions of time. 5. That the proposal by Brown and Caldwell, Inc., in the amount of $59,259 for the inal design of Package “B” is accepted and approved and the Mayor is hereby authorized and lirected to execute the amendment. I1 I1 I/ I1 I1 I1 Page 2 of Resolution No. 2004-148 5 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 4th day of blav , 2004 by the following vote, to wit: AYES: Council Members Lewis, Finnila, Kulchin, Hall and Packard 1 5 4TTEST /7 Page 3 of Resolution No. 2004-148 (SEAL) PWENG345 P112783 AMENDMENT NO. 1 TO AGREEMENT FOR ENGINEERING DESIGN SERVICES FOR MODIFICATIONS TO THE NORTH BATlQUlTOS LIFT STATION (BROWN AND CALDWELL, INC.) -% This Amendment No. 1 is entered into and effective as of the /t9 day of , 200%, amending the agreement dated June 3, 2003 (the "Agreedent") by and betwee the City of Carlsbad, a municipal corporation, ("City"), and Brown and Caldwell, Inc., a California corporation, ("Contractor") (collectively, the "Parties") for engineering services including design of wastewater pump station improvements. )37m RECITALS A. The Parties desire to alter the Agreement's scope of work to provide additional professional and engineering services including design of wastewater pump station improvements; and B. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated by this reference as Exhibit "A", Scope of Services and Fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those services described in Exhibit "A". With this Amendment, the total annual Agreement amount shall not exceed one hundred fifty eight thousand three hundred ninety two dollars ($1 58,392). 2. City will pay Contractor for all work associated with those services described in Exhibit "A on a time and materials basis not-to-exceed fifty nine thousand two hundred fifty nine dollars ($59,259). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 3. Contractor will complete all work described in Exhibit "A" by June 3,2005. 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 5. All requisite insurance policies to be maintained by Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. 1 City Attorney Approved Version #05.22.01 6. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR CITY OF CARLSBAD, a municipal corporation of the State of California WN AND CALDWELL, INC., lifornia corporation City Clerk **By: (sign here) (print namehitle) (e-mail address) If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Corporation, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. Chairman, President, or Vice-president **Group B. Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney n 2 City Attorney Approved Version #05.22.01 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT State of California County of San Dieno On hv;, 14w 4 before me, personally appeared &w@ rZ-khoo(y Barbara K. Farkas, Notary Public \ Date , Place Nolaly Seal Above known to me on the basis of satisfactory to be the - Signature of Notary Public OPTIONAL Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of form to another document. Title or Type of Document: Document Date: Ll oy Signer(s) Other Than Named Above: Capacity(ies) Claimed by Signer I- - Partner - 0 Limited 0 General Attorney in Fact Signer is Representing: 1988 NatIonaI Notary *.u)cI&Ion - 8350 Dm Solo Avr , P 0. Box 2402 * Cbbworth. CA 91313-2bQ2 * www natlonalnotmryorg Prd No. 5907 Ra0rd.r Call Toll-Fm 1600-8766827 EXHIBIT “A” SCOPE OF SERVICES AND FEE Itemized List of what Contractor will do for City and at what price. City Attorney Approved Version # 05.22.01 3 Attachment “A” SCOPE OF WORK City of Carlsbad NORTH BATIQUITOS LIFT STATION MODIFICATION PACKAGE B (35% to Final) February 17,2004 BACKGROUND The North Batiquitos hft Station (NBLS) is located on the north shore of the Batiquitos Lagoon, east of Interstate Highway 5. The pump station receives raw wastewater from eastern segment of the North Batiquitos Interceptor (NBI) and pumps it to the remaining segment of the NBI. The conveyed wastewater eventually reaches the Encina Water Pollution Control Facility (EWCF) for treatment. Built in 1997, the NBLS has a rated capacity of 1,210 gallon per minute (gpm) or 1.74 million gallons per day (mgd). Several years of operation exposed to corrosive hydrogen sulfide have taken its toll on several lift station elements that now need replacement or rehabllitation. The pump station requires improvements to some mechanical equipment and installation of a hoisting mechanism to facilitate safe removal of equipment in the drywell. Additionally, an effective means of reducing sulfides in the NBI is necessary to reduce corrosion of metaUic components in the pump station and concrete structures along the alignment and to reduce odors, particularly at commercial and residential areas along Avenida Encinas. The NBLS is an underground structure with a dry pit/wet pit configuration. The Motor Control Center (MCC) and Emergency Power Generator (EPG) are placed at ground level, housed in a building located adjacent to the dry well. Sewage entering the wet well is comminuted by a channel monster, screened through a manually cleaned coarse screen, and free falls into one of three pump suction boxes. Flow to the pump station is controlled by two cast iron sluice gates. The first, when open, allows wastewater from the NBI to reach the wet well; when closed, wastewater overflows to the 154,000-gallon underground emergency reservoir located east of the pump station structure. The second gate, which is normally closed, enables wastewater from the emergency reservoir to flow back to the wet well. The combined volume of the emergency storage tank, the influent collection system and the wet well provides 2 hours of detention time at a peak flow of 2,414 gpm (3.5 mgd). The NBLS wet well ventilation system was designed to include a 1,600 cfm supply fan and a 2,000 cfm exhaust fan. The ventilation system was designed primarily to prevent the accumulation of high levels of corrosive hydrogen sulfide gas in the wet well. Over the years of operation, both fans have corroded and have not been replaced. The 18-inch (9W-ell and 45O-ell combination) discharge ducts at ground level have been removed at the connecting flange. The City has installed a portable fan on one flange to continually supply air into the wet well. Foul air in the wet well is exhausted through the other 18-inch duct into the atmosphere. Supplemental ventilation using portable units is required during operation and maintenance visits to this confined space. The dry well consists of three A‘IT AC 100-HP vertical non-clog centrifugal pumps with mechanical seals and a dual sump-pump assembly. The upper mezzanine of the dry well NBLS Mods SOW Pckg B - V5 Page 1 of 7 211 7104 Attachment “A” contains the three-phase electrical motors, flow meter display, and hydraulic motors for the grinder. The dry well ventilation system consists of in-line fans and a vertical air duct that penetrates the northwest comer of the building and connects into a horizontal duct along the west side once it reaches the bottom level. The in-he supply fan is located at the motor level while the exhaust fan is at the base of the vertical exhaust duct located on the northeast comer of the building @ump level). The City of Carlsbad (City) has selected Brown and Caldwell (BC) to provide engineering design and construction services for this project. Equipment replacement and/or lift station modifications are focused on improving the safety of City personnel in performing their day- to-day job and the operation of the pump station. In addition, the City has instructed BC to look into ways to reduce odors and sulfide-related corrosion in the North Batiquitos Interceptor (NBI), particularly along Avenida Encinas where odor has been a concern of neighboring areas. For budgeting and scheduling purposes, the project has been divided into three packages: . . Package A - Immediate Replacements Package B - NBLS Modifications Package C - Odor Control Study BC completed the Package A design in December 2003. It is anticipated that this package will be out to bid early 2004. The Package B Preliminary design Report will be complete in February-March 2004 and consist of the following: 9 Pyect Snmmary 9 Conclusions and Recommendations 9 Construction cost estimates 9 Technical speGiJications table of contents 9 35% design drawings consisting ofthe following I I ” x 17” dramigs: o o o o Civil- Site Plan, Yard P@ng (I Sheet) Structural - Roof Slab Modzjcations, Hoisting Sjstems (2 Sheets) Mechanical - Wet Well HVAC Improvements (2 Sheets) Electbcal - Site Plan, Single Line Diagram, Power Control Plan (3 Sheets) The HVAC improvements under Package B are strongly influenced by the results of the odor dispersion modeling being performed under Package C, which will be completed in February 2004. Under Package Cy BC is required to 1) characterize the collection system by sampling and monitoring odor-related parameters; and 2) recommend the best alternative for controhg odors at the NBLS and possibly downstream of the NBLS force main discharge. BC is in the process of evaluating liquid and gas phase odor control options, including the option to disperse the odors into the atmosphere through a stack. The City requested BC to develop NBLS Mods SOW Pckg B - V5 Page 2 of 7 211 7104 Attachment “A” an air dispersion model to evaluate whether dispersion can effectively reduce the odors from the malodorous plume leaving the NBLS. The results of the air dispersion model will dictate whether an odor control system should be included in the Package B design or if a stack is sufficient. The scope of work that continues the Package B design up to the final design stage and bid phase services requested by the City is described below. SCOPE OF WORK Package B involves design and bid phase services for elements that will improve the operation and maintenance of the lift station by providing means to safely remove pumps and fittings from the drywell, to access the wet well for equipment and solids removal, to adequately and permanently ventdate the wet well for operator access and corrosion control. Some details of the needed work are provided below. Wet WeL? Modqfcutions Ventilation Svstem: Poor ventilation in the wet well results in corrosion of the metallic elements that exist. Moreover, the capacity of the existing system is inadequate for workers safety; operators must rely on a portable system to ventilate during wet well maintenance activities. Therefore, one of the project objectives is to provide the wet well with a ventilation system that complies with applicable codes and standards, ensures safe operation, and reduces the corrosion potential in the wet well. Wet Well Access for Equbment and Solids Removal. Current conditions require operators to manually carry the equipment (e.g., the Channel Monster) up the stairs when servicing or replacing the equipment. In addition, the existing access holes result in inhibited access of vactor hoses to the solids and scum that collects in the wet well. This project will address the access restrictions. D7y Well Modqfcutions Pum~ and Fittinps Removal. Removal of pumps and fittings located in the bottom floor currently requires that the pump motors and shafts be removed prior to lifting the equipment to the mezzanine level and subsequently to grade level. Under this package, a new hoisting mechanism will be evaluated, designed, and finally implemented to allow safe and easy removal of the pumps and parts from below without having to remove the motors and shaft. Drainape for Existing Hatches: Three aluminum hatches located above each pump motor facllitates removal of the motors using a boom truck parked at grade. When the hatches were installed, there were no provisions to drain runoff that collects within the hatch frames. During rain events and maintenance wash downs, water fills the hatch frames and eventually drips onto the motors and mezzanine floor below. Under this package, BC wdl design a new drainage system that will collect the NBLS Mods SOW Pckg B - V5 Page 3 of 7 211 7104 Attachment “A” water from the hatch frames and divert it to the existing dry well sump where sump pumps wdl convey it to the wet well. Odor Control Improvements The scope of work and the accompanying fee estimates assumes that a stack is adequate to control odors. Should the air dispersion model show that treatment is necessary, BC can provide the City with a scope of work and fee estimates associated with incorporating an odor control system with the HVAC design. Task B.l- Proiect Manarement B.l.l - Project Management Plan BC shall update the Project Management Plan (PMP) that was prepared for Package A, B and C work performed thus far. B.1.2 - Internal Cost Control System BC shall utilize a cost control system to monitor the weekly progress of the project. B.1.3 - Scheduling BC shall develop a Microsoft Project-based project schedule that highlight milestone dates and task duration. A copy shall be provided to the City Project Manager upon request. It is anticipated that the completion of Package B (taking it from 35% to final design) will take about three months. B. 1.4 - Meetings The BC shall attend two 2-hr meetings with the City staff in the process of performing the Work. Meeting notes shall be distributed to pertinent City staff for review via e-mail. BC shall submit via e-mail the ha1 meetings notes incorporating comments received. Task B.2 - 70% Desim I Under this task, BC shall advance the 35% deslgn to the 70% design level. This effort will involve the preparation and delivery of the following: 0 Technical specifications in Construction Specification Institute (CSI) format (based on BC standards) NBLS Mods SOW Pckg B - V5 Page 4 of 7 211 7/04 Attachment “A” 0 70% Design drawings prepared in Autocad 2000 format of the following: 1. General drawing and cover sheet showing the vicinity map, symbols, abbreviations, and other data necessary to interpret the drawings (1 sheet) 2. Civil P Site plan, yard piping (1 sheet) P Duct routing and stack details (1 sheet) P General Notes (1 sheet) > New Roof Slab Hatches plan, section and details (2 sheets) > HVAC Equipment and Duct Supports (1 sheet) > Hatch Drainage (1 sheet) P HVAC and Stack plan, profile and details (1 sheet) > Abbreviations (1 sheet) > Single Line Diagram (1 sheet) > Electrical Plan (1 sheet) P Electrical Details (1 sheet) 3. Structural 4. Mechanical 5. Electrical Deliverables At the end of this phase, BC shall submit the following to the City for review: 0 Five (5) hardcopies of the Technical Specifications associated with the 70% design (no front end specifications shall be submitted) Five (5) 11 ” x 17” hardcopies of the 70% design drawings 0 Review The CONSULTANT shall attend a 2-hour review meeting to discuss comments on the 70% design documents with CITY O&M and engineering staff. Comments and resolutions resulting from this meeting shall be recorded in meeting minutes and incorporated into the design. Following the meeting, BC shall begin developing the 100% design documents. Task B.3 - 100% Design Under this task, BC shall advance the 70% design to the 100% design level. This effort wiU involve the preparation and delivery of the following 0 100% design technical specifications in Construction Specification Institute (CSI) format (based on BC standards) with the City’s front end specifications 100% Design drawings prepared in Autocad 2000 format, incorporating comments received on the 70% design drawings 0 Deliverables NBLS Mods SOW Pckg B - V5 Page 5 of 7 211 7104 Attachment “A” At the end of this phase, BC shall submit the following to the City for review: 0 Five (5) hardcopies of the Technical Specifications associated with the 100% design, including the City’s front end specifications Five (5) 11” x 17” hardcopies of the 100% design drawings Five (5) copies of construction cost estimate 0 0 Review The CONSULTANT shall attend a 2-hour review meeting to discuss comments on the 100% design documents with CITY O&M and engineering staff. Comments and resolutions resulting from this meeting shall be recorded in meeting minutes and incorporated into the final design. Following the meeting, BC shall begm developing the final design documents. . Task B.4 - Final Design Under this task, the CONSULTANT shall advance the 100% design to the final design level. This effort will involve the preparation and delivery of the following: 0 Project Notebook containing engineering calculations and/or data for determining civil, hydraulic and electric or structural requirements as applicable Construction cost and schedule estimates Complete set of Contract Specifications, including 0 0 a) b) Technical specifications in Construction Specification Institute (CSI) c) City front end documents (General Provisions); and format (based on BC standards) Complete design drawings prepared in Autocad 2000 format Deliverables (Final Design) The CONSULTANT shall submit the following final design documents: 1. Two (5) 11” x 17” sets of the Final Design drawings 2. One set of signed mylars 3. One set of electronic drawings in Autocad format 4. One (1) set of Final Project Notebook 5. One (1) set of “camera ready” Final Construction Specifications 6. One set of electronic construction specifications in MS Word format 7. One hardcopy and one electronic copy of the Construction Cost Estimate NBLS Mods SOW Pckg B - V5 Page 6 of 7 211 7/04 Attachment “A” Task B.5 - Biddinp Services. Services under this task include providing the City staff with assistance during the biddmg phase of the project. Construction services wdl be based on a three-month bidding and award period. This task shall include responding to prospective bidders’ questions and requests for information (RFI) during bidding and award period, preparing contract document addenda, and attendmg one (1) two-hour pre-bid meeting. BC, at no additional cost, shall prepare one (1) addendum resulting from BC errors or omissions. All other addenda shall be negotiated on a case-by-case basis. (Addenda shall include written addenda descriptions, changes to the Specifications, changes to the Drawings, and other written documentation required by the City.) FEE ESTIMATE See attached spreadsheet. END OF SCOPE OF WORK NBLS Mods SOW Pckg B - V5 Page 7 of 7 2/17/04 Apr-01-04 03:05pm From-Brown 8 Caldwel I &Omm CERTIFICATE OF ~ __ ~ PRODUCER Lockton Companies 444 W. 471h Sueel, Suite 900 Kansas City Mo64112-1906 ’L (816) 960-9000 BROWN AND CALDWELL AND ITS WHOLLY 201 NORTH ClMC DRIVE WALNUT CREEK CA 94596 1051211 OWNED SUBSIDIARIES AND AFFILIATES COVERAGES BROCAOl PA ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMEhrr WITH RESPECT TO WHICH THE CEKnFlCATE MAY BE I? ItWD OR ‘A BAP 9379489-00 OCCUR 0 CL~IW we NOT APPLICABLE I EXCES3 UABlUTY b I 1 I I I DESCRIPTION OF OmmnomocAnmH-cutmNs ADOED BY ENDORSME~WSFECUL PROMSONS E MOIIIFKATIONM NORTH BALlQUrrOS LIFTSTATION, CITY OFCARLSBADIS NAMED AS ADDITIONALMSURED W/ RESPECTS TO GENeRALLIABILi7YONLY. CARLSBAD CA 92008 Apr-01-04 03:62pm From-Brown I Caldwel I - - POLICY NUMBER: L' 925 9334850 T-073 P. 004/004 F-384 COMMERCIAL AUTO CA 20 48 02 99 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ 1T CAREFULLY. DESIGNATED INSURED This endorsement modifies insurance provided under the following: Business Auto Coveiage Form Garage Coverage Form Motor Carrier Coverage Form Truckers Coverage Form Business Auto Physical Damage Coverage Form With respect to coverage provided by this endorsment, the provisions of the Coverage Form apply unless modiied by the endorsement. This endorsement identifies person(s) or organization(s) who are "in6UredS" under the Who Is An Insured Provision of the Coverage Form. This endorsement does not alter coverage provided in the Coverage Form. This endorsement changes the policy effective on the inception date of the policy unless another date is indicated below- Endorsement Effective: 3/26/2004 Named Insured; Brown and Caldwell \ L/ SCHEDULE Name of~erson(s) or Organization(s1: Any person or organization with whom you have agreed, through written contract, agreement or permft, executed prior to the loss, to provide primary additional insured coverage. City of Car-sbad (If no entry appears above. information required to complete this endorsement will be shown in the Declarations as applicable to the endorsement.) Each person or organization shown in the Schedule is an "insured" for Liability Coverage, but only to the extent that person or organization qualifies as an "insured" under the W ha Is An Insured Provision contained in Section II of the Coverage Form. CA 20 48 02 99 C__' Copyright, Insurance Services Office, Inc. I998 Page I of 1 Certificate ID : 1936277 Misc Actachmenr : M36933 03/25/2004 Apr-01-04 03:SZpm From-Brown d Caldwel I .. - r 'W' THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - PRIMARY COVERAGE This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE FORM SCHEDULE Any person or organization with whom you have agreed, through wribn contract, agreement or permit, executed prior to the loss, to provide primary additional insured coverage. WHO IS AN INSURED (Section II) is amended to indude as an insured the person or organization shown in,the Schedule, but only with respect to liability arising out of your work for that insured by or for you. Furthermore, the following is added to SECTION IV COMMERCIAL GENERAL LlABlLtN CONDITIONS PW~Ph 4. Other insurance: 4. Other Insurance d) This insurance is primary for the person or organitation shwon in the schedule, but only with respect to liability arising out of your work for that insured by or for you. Other insurance afforded to that insured will apply as excess and not contribute as primary to the insruance afforded by this endorsement. All other terms and conditions of this policy remain unchanged. Policy Number: GLO 9379494-00 Certificate ID : 1936277 Misc Attachment : M36930 03/25/2004