HomeMy WebLinkAbout1987-06-02; City Council; 8970-1; Expand scope of Preliminary EngineeringCIT OF CARLSBAD — AGEND/1ILL
AR# ffj 7° ~ I
MTG. 06/02/87
DEPT. MP
TITLE:EXPAND SCOPE OF PRELIMINARY
F NR T NFFRT NR FDR RATTDUITrK lAGDflN
ENHANCEMENT PROJECT, PROJECT NO. 3264
DFPT. HD/^
CITY ATTY yfiQ
HITY MGR_J^"'
Q
SC£a.
Q-
<
.J
o
3oo
RECOMMENDED ACTION:
Adopt Resolution No. 3;o / approving Change Order No. 1 for
additional soils sampling and chemical analysis required for the
preliminary engineering design and related technical studies for
the Batiquitos Lagoon Enhancement Project, Project No. 3264.
ITEM EXPLANATION:
On April 21, 1987, the City Council adopted Resolution No. 9028
approving a consultant agreement for the preliminary engineering
design and related technical studies for the Batiquitos Lagoon
Enhancement Project, Project No. 3264.
The firm conducting the preliminary engineering design, CH2M
Hill, has submitted a revised sampling and chemical soil analysis
program following recent consultation with the San Diego Regional
Water Quality Control Board, the U.S. Army Corps of Engineers,
and the Port of Los Angeles. Both chemical analysis as well as
physical analysis of the soil in the Lagoon are mandated by these
agencies to properly develop the dredge and disposal program.
It has been recently discovered that the San Diego Regional Water
Quality Control Board and the U.S. Army Corps of Engineers
utilize different testing guidelines which was unknown at the
time of assembling the original project scope of work. The San
Diego Regional Water Quality Control Board applies State
guidelines when testing for toxic materials in bulk sediments
under Title 22 of the California Administrative Code. The
Federal agency, the U.S. Army Corps of Engineers, however,
applies the Federal Environmental Protection Agency procedures.
With the number of compounds to be tested by both regulatory
agencies, the additional analysis required by the Title 22 State
of California requirements adds significantly to the chemical
analysis process and therefore cost.
Additionally, consultation with both agencies indicates a
mandatory increase of the number of samples required for testing
from five (5) to ten (10).
Because of the history of agricultural and sewage inputs in the
regions east of the 1-5 bridge for which very little soils data
presently exists, soils samples in these areas are to be
composited and analyzed in three (3) discrete layers. This
layering testing method requires special handling and preparation
and therefore costly chemical analysis. The San Diego Regional
Water Quality Control Board's mandatory Title 22 requirements
were not known and therefore not taken into consideration by
either the engineering firm or the Port of Los Angeles staff
during contract negotiations.
Page Two of Agenda Bill No
The CH2M Hill and Port of Los Angeles staffs have worked very
closely with the two (2) regulatory agencies and have determined
that the proposed chemical sampling and analysis program
represents the appropriate level of investigation necessary to
adequately characterize the chemical compounds present in the
Lagoon's sediments thereby establishing potential locations were
the various Lagoon sediments can ultimately be placed.
FISCAL IMPACT;
The agreement between the City of Carlsbad and the Port of Los
Angeles allocates a total of $450,000 for the preliminary
engineering design and related technical studies stage of the
project. On April 21, 1987, the Carlsbad City Council awarded a
contract in the amount of $392,200 to CH2M Hill to perform the
preliminary engineering design. Therefore, a balance of $7,800
of project contingencies and $50,000 of potential City of
Carlsbad administrative reimbursement expenses remains from the
original $450,000 allocation.
In a letter dated May 11, 1987, the consultant, CH2M Hill,
estimates the additional sampling required by the State and
Federal agencies totals $21,712.50. The Port of Los Angeles
Project Manager assigned to the Batiquitos project, Lillian
Kawasaki, recommends allocating a not-to-exceed total of $25,000
which includes task contingencies for this additional item of
work. Therefore, the total value of the agreement with CH2M Hill
will be increased to $417,200 if Change Order No. 1 for the
additional testing in the amount of $25,000 is approved by the
City Council.
On May 27, 1987, the Los Angeles Board of Harbor Commissioners
approved Change Order No. 1 for additional soils testing by CH2M
Hill. The Board also approved Supplement No. 1 to Agreement No.
1419 which reimburses the City of Carlsbad for actual additional
expenses paid by Carlsbad to CH2M Hill for additional soil
sampling and testing in an amount not to exceed $25,000,
increasing the amount payable to CH2M Hill from $392,200 to
$417,200, and retains the not-to-exceed $50,000 to reimburse the
City of Carlsbad's administrative costs. Accordingly, the total
amount reimburseable to the City of Carlsbad under Agreement No.
1419 has been increased from $450,000 to $467,200.
Staff recommends approval of the attached Change Order enlarging
the scope of work of the preliminary engineering design
consultant for this project. The City receives, reviews, and
approves all invoices from the consultant, CH2M Hill, which are
forwarded to the Port of Los Angeles for direct payment to the
consultant. Therefore, no City Council appropriation is required
for this expanded scope of consultant services.
Page Three of Agenda Bill No.
EXHIBITS;
1. Resolution No. *^/ p j approving Change Order No. 1 for the
preliminary engineering design and related technical studies
for the Batiquitos Lagoon Enhancement Project, Project No.
3264.
2. Change Order No. 1 .
3. Letter dated May 11, 1987 from CH2M Hill to the Project
Manager, Lillian Kawasaki.
4. Draft Board of Harbor Commissioners report concerning the
recommended Change Order. Approved report will be received
and distributed prior to Council consideration of this item.
RESOLUTION NO. 91011
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING CHANGE ORDER NO. 1
3 FOR THE PRELIMINARY ENGINEERING DESIGN AND RELATED
TECHNICAL STUDIES FOR THE BATIQUITOS LAGOON
4 ENHANCEMENT PROJECT, PROJECT NO. 3264
5
6 WHEREAS, the City Council of the City of Carlsbad,
7 California, has awarded on April 21, 1987 a consultant
8 agreement for the preliminary engineering design and related
9 technical studies for the Batiquitos Lagoon Enhancement
10 Project, Project No. 3264; and
11 WHEREAS, additional soils investigations and testing
12 analysis is required for this project outside of the scope of
13 work of the project as originally defined; and
14 WHEREAS, the City Council of the City of Carlsbad,
15 California, finds it in the public interest to enlarge the
16 scope of work of said project to include said additional soils
17 testing so as to maximize the information and future options
18 available to the City with respect to the Batiquitos Lagoon
19 Enhancement Project; and
20 WHEREAS, the Port of Los Angeles has recommended that the
21 City of Carlsbad undertake said enlarged scope of work; and
22 WHEREAS, the consultant for said project has furnished an
23 estimate of cost to perform said additional soils
24 investigations and testing;
25 NOW, THEREFORE, BE IT RESOLVED by the City Council of the
26 City of Carlsbad, California, as follows:
27 1. That the above recitations are true and correct.
28 2. That the City Council of the City of Carlsbad,
1 California, hereby authorizes the Mayor and City Clerk to
2 execute attached Change Order No. 1 for additional soils
3 testing and investigations in the amount not to exceed $25,000
4 in accordance with the consultant's proposal dated May 11,
5 1987, which is incorporated by reference and made a part
6 hereof.
7 3. That the City Council of the City of Carlsbad,
8 California, hereby accepts the assurance from the Port of Los
9 Angeles that all approved changes in the consultant's scope of
10 work for the preliminary engineering design phase of the
11 project shall be reimbursed to City from the Port of Los
12 Angeles in addition to all City of Carlsbad administrative
13 reimbursement expenses for said phase of the project.
14 4. That the City Council of the City of Carlsbad,
15 California, hereby authorizes the Director of Finance to
16 ///
17 ///
18 ///
19 ///
20 ///
21 ///
22 /.//
23 ///
24 ///
25 ///
26 ///
27 ///
28 ///
r
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
increase consultant payment requests and City reimbursement
expense requests to the Port of Los Angeles in accordance with
the intent of this action.
PASSED, APPROVED, AND ADOPTED at a regular meeting of the
Carlsbad City Council held on the 2n4 day of Ji^ng >
1987 by the following vote, to wit:
AYES: Council Members Lewis, Kulchin, Pettine, Mamaux and Larson
NOES: None
ABSENT: None
ATTEST:
TFLAUDE A. LEWIS, Mayor
*T
ALETHA L. RAUTENKRANZ, City Clerik
(SEAL)
CITY OF CARLSBAD
PUBLIC WORKS PROJECT CHANGE ORDER NO. 1
(More than $5,000)
CONTRACT NO.3264 PURCHASE ORDER NO.N/A ACCOUNT NO. 001-840-1890-3264
CONTRACTOR'S NAME CH2M Hill
CONTRACTOR'S ADDRESS 2310 Red Hill Avenue, Suite A, Santa Ana, CA 92705
The contractor is directed to make the following changes. Changes shall include labor,
material and equipment; payment stated on this change order includes all charges direct or
indirect arising out of this additional work. The requirements of the specifications,
where pertinent and not in conflict with this order shall apply to these changes.
This change order is not effective unless signed by the Mayor.
CHANGE;
Expand scope of work of preliminary engineering design and related technical studies for
the Batiquitos Lagoon Enhancement Project, Project No. 3264, in accordance with proposal
dated May 11, 1987.
REASON FOR CHANGE;
Additional testing methodologies and increased samplings mandated by State and Federal
regulatory agencies unknown at time of compiling original project scope of work.
COST;
Lump sum Unit prices Both
Total this extra $25,000
Previous net changes $ _-D-
Original contract amount $392,200
New contract total $417,200
Project Manager, Port of Los
Anqeles
Date
Date
TIME CHANGE:
Add days -0- Deduct days -0-
Add/deduct days this change
Previous add/deduct days
Original contract days
New contract time
By CH2M Hill, Consultant
-0-
-0-
9 mos.
9 mos.
Date
Engineers
Planners
Economists
Scientists
May 11, 1987
N22723.G1
Lillian Kawasaki
Project Manager
Batiquitos Lagoon Project
c/o Port of Los Angeles
P.O. Box 151
San Pedro, California 90733-0151
Dear Lillian:
Subject: Sediment Analysis Change Order
Enclosed is a new breakdown for the sediment analysis portion
of our project compiled by Paul Johansen of the Port of Los
Angeles, working with our personnel. Changes were necessi-
tated by the Title 22 criteria placed upon us by the San
Diego County region of the California Regional Water Quality
Control Board. In addition, it has been requested that we
composite, within zones, all our samples for chemical
analysis, whereas we had initially planned on taking
separate chemical and physical samples. This request
requires us to special handle all samples.
The attached table shows a cost of $2,825.00 for the analy-
tical test of each sample. We were to perform somewhat of a
different battery of analyses on a total of five samples,
under our original contract, for $2,407.50 each. It is anti-
cipated there may be as many as ten analyses required now
(nine plus one control) for a total of $28,250.00. This
would add an additional $16,212.50 to the contract.
Furthermore, there could be an additional $5,500.00 worth of
handling and preparation expenses depending on how the
samples are handled. It is anticipated at this time that a
field preparation station can be set up for the samples, but
if not, all samples will have to be specially packaged and
air freighted to the lab. The cost breakdown below is for
the most extreme case. If a field preparation station works
out, air freight, coolers and consumables will be cut
substantially. Costs noted reflect the difference between
the initial "standard" handling rate and the now "special"
handling rate.
CH2MHILL Southern California Office 2510 Red Hill Avenue, Suite A. P.O. Box 15960 714.250.5500 „
Santa Ana California 92705 213.628.5764 $
Lillian Kawasaki
Page 2
May 11, 1987
N22723.G1
o Air freight of 20 samples
originally scheduled for
ground transportation 20x$95 $1,900
o Sample preparation 20 x $140 2,800
o Cooler rental and
consumables 20 x $40 800
$5,500
The total maximum sediment analysis and field preparation
costs for the new scope would be an additional $21,712.50.
Due to the uncertainty of field conditions and the
possibility of discovering unknowns when we get into the
thick of things, may I suggest a contingency be added to
that figure.
Please call if there are any further questions, or you would
like to discuss any of the above in more detail.
Sincerely,
rim Ross
LAC1A/097
Executive Director's Report to the Board of Harbor Commissioners
.a BAFT'
Date-. May 27, 1987
Subject: REIMBURSEMENT AGREEMENT NO. 1419 BETWEEN THE CITY OF CARLSBAD AND
CITY OF LOS ANGELES FOR THE PRELIMINARY ENGINEERING DESIGN STUDY OF
THE 6ATIQUITOS LAGOON ENHANCEMENT PROJECT: CHANGE ORDER
RECOMMENDATION:
It is recommended that:
1. The Board agree to the request of the City of Carlsbad that Change Order
No. 1 to the agreement between the City of Carlsbad and CH2MHil1 be issued
to meet applicable state and federal soil sampling test requirements at
Batlquitos Lagoon; and
2. The Board approve Supplement No. 1 to Reimbursement Agreement No. 1419
between the City of Los Angeles and CHy of Carlsbad (Transmittal No. 2)
and authorize the Executive Director to sign and the Board Secretary to
attest the supplement thereby increasing the maximum amount payable under
the Reimbursement Agreement from $442,200 to $467,200.
DISCUSSION; I
1. On April 8, 1987, the Board approved the Reimbursement Agreement LAHD
No. 1419 between the City of Carlsbad and the City of Los Angeles for the
preparation of the preliminary engineering design and related technical
studies for the Batiquitos Lagoon Enhancement Project. The agreement
provided for the following reimbursement to the City of Carlsbad: $392,200
for CH2M Hill consultant services for the preliminary engineering study
and a not-to-exceed amount of $50,000 for Carlsbad's administrative
expenses associated with the study; within a total authorization of
$450,000.
Item 4 of the Agreement requires that the cost of consultant's services
shall not exceed $392,200 without prior written approval of Board. Upon
Board approval of the change order, the Carlsbad City Council may issue
the change order to CH2M Hill for the work described herein. (Transmittal
No. 1).
2. On April 23, 1987, Carlsbad issued a notice-to-proceed to CH2M Hill and
the work is underway. It has become apparent, however, that additional
soils work will be required immediately that was not anticipated when the
initial consultant agreement was negotiated among CH2M Hill, Carlsbad and
Port staffs. CH2M Hill has submitted a revised soil sampling and chemical
analysis program and a change order request for an additional -$21,712,50
to Ms. Lillian Kawasaki, Batiquitos Lagoon Project Manager, following
recent consultation with the San Diego Regional Water Quality Control
Board, the U.S. Army Corps of Engineers, and the Port Environmental
Management Division, We are recommending a not-to-exceed amount of• **»* **« ••-" '-i.-v.-i "Ho-tA^-rnn-M nni»nHp«? for-th-i*..1! <•<•«» nfwnrlr'-.-_.-' — .._..__fa
DATE: May 27, 1987 Page 2 of 2
SUBJECT: REIMBURSEMENT AGREEMENT NO. 1419 BETWEEN THE CITY OF CARLSBAD AND
CITY OK LOS ANGELES FOR THE PRELIMINARY ENGINEERING DESIGN STUDY OF
THE BATiqUITQS LAGOOONHANCEMENT PROJECT: CHANGE ORDER
3. CH2M H111 staff has worked closely with the two regulatory agencies and
the Port and has determined that the revised chemical sampling and
analysis program represents the appropriate level of investigation
necessary to adequately characterize the chemical compounds present in the
Lagoon's sediments, thereby establishing the potential locations where the
Lagoon sediments can be placed. The chemical analysis, coupled with the
physical analysis of the soil, is required to develop the dredge and
disposal plans. The chemical analysis determines whether any contaminated
sediments are present. If present, those contaminated soils would require
special handling and disposal. The disposal of the dredged materials is a
major factor in determining the cost of the enhancement project and hence
Its ultimate feasibility.
4. The subject change order would increase the consultant's contract ' from
$392,200 to a not-to-exceed maximum of $417,200. Supplement No. 1 to
Agreement No. 1419 provides Carlsbad with appropriate reimbursement
assurances and increases the total amount authorized by the Board from
$450,000 to $467,200.
TRANSMITTAL:
1. Proposed Carlsbad Change Order No. 1 to CH2M Hill. j
2. Proposed Supplement No. 1 to Agreement No. 1419. >
VERNON E. HALL
2020 Project Manager
DONALD L. MOSMAN
Deputy Executive Director
VEH:LYK:mg
CSC3-5953
APPROVED:
EZUNIAL BURTS
Executive Director
II
Project , Manager1
Batiquitos La- in Project
c/o Port of Lo., Angeles
P.O. Box 151 .
San Pedro, California 90733-0151
Dear Lillian:
Subject: Sediment Analysis Change Order •'!•'..
Enclosed is a new breakdown for the sediment analysis portion
of our project compiled by Paul Johansen of the Port of Los
Angeles, working with our personnel. Changes were necessi-
tated by the Title 22 criteria placed upon us by the San
Diego County region of the California Regional Water Quality
Control Board. In addition, it has been requested that we
composite, within zones, all our samples for chemical
analysis, whereas we had initially planned on taking
separate chemical and physical samples. This request
requires us to special handle all samples.
The attached table shows a cost of $2,825.00 for the analy-
tical test of each sample. We were to perform somewhat of a
different battery of analyses on a total of five samples,
under our original contract, for $2,407.50 each. It is anti-
cipated there may be as many as ten analyses required now
(nine plus one control) for a total of $28,250.00. This
would add an additional $16,212.50 to the contract,
Furthermore, there could be an additional $5,500.00 worth of
handling and preparation expenses depending on how the
samples are handled. It is anticipated at this time that a
field preparation station can be set up r for the samples, but
if not, all samples will have to be specially packaged and
air freighted to the lab. The cost breakdown below is for
the most extreme case. If a field preparation station works
out, air freight, coolers and consumables will "be cut
substantially. Costs noted reflect the difference between
the initial "standard" handling rate and the now "special"
handling rate,
------- CH2MHILL .^l^efn-CaHtowo Oto
S0'd 6£t?0 TEG £TS bl "dO l^Od ££:ST A86T/6T/S0
<- 6£t70
grounu
Samp- preparation
Cooler rental and
consumables
20 x f '0
20 x $40
2,800
L ____ 800
$5,500
The total maximum sediment analysis and field preparation
costs for the new scope would be an additional $21,712.5Q:,
Due to the uncertainty of field conditions and the
possibility of discovering unknowns when we get into the
thick of things, may I suggest a contingency be added to
that figure.
Please call if there are any further questions, or you would
like to discuss any of the above in more detail.
Sincerely*
im Ross
LAC 1A/ 097
90'd 6£>0 T£8 £T2
<- 6£f0
b"l dO IdOd £2:ST A86T/6T/S0
/3
SUPPLEMENT NO. 1
TO REIMBURSEMENT AGREEMENT NO. 1419
BETWEEN THE CITY OF LOS ANGELES (BOARD) AND CITY OF CARLSBAD (CITY)
FOR THE PRELIMINARY STUDIES TO ENHANCE BATIQUITQS LAGOON
Pursuant to the provisions of Section 4 of the Reimbursement Agreement
("Agreement"), BOARD has received a request from CITY to increase the
amount payable to CH2MHill ("Consultant") from $392,200 to an amount not
to exceed $417,200 in order to complete additional state mandated soil
sampling and testing.
By this Supplement No. 1, Board agrees to reimburse CITY actual
additional expenses paid by CITY to Consultant*; for such additional soil
sampling and testing in an amount not to exceed j $25,000 such that the
total amount payable to Consultant shall nolj exceed $417,200 without
further BOARD approval. Accordingly the total amount payable under this
Agreement shall not exceed $467,200.
TRANSMITTAL NO. 2
T£8 tTI
80'd
IN WITNESS WHEREOF, the parties hereto have executed this Supplement
No. 1 on the day and year first above written.
CITY OF CARLSBAD, a Municipal
Corporation of the State of
California
CLAUDE A. LEWIS, Mayor
CITY OF LOS ANGELES, a Municipal
Corporation of the State of
California
By
EZUNIAL BURTS, Executive Director
ATTEST:
ALETHA RAUTENKRANZ, City Clerk
APPROVED AS TO FORM:APPROVED AS TO FORM:
19
JAMES K. HAHN
City Attorney
RONALD BALL
Assistant City Attorney
VEH:mg
csc3-5953
By
RAYMOND BENDER
Assistant