HomeMy WebLinkAbout2000-12-12; City Council; 15997; Foxes Landing Sewer Lift Station, - rl q3 I q
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CITY OF CARLSBAD -AGENDA BILL
AB# 15,947 TITLE- APPROVAL OF RATIFICATION OF AMENDMENT NO. 2 TO
AGREEMENT WITH KRIEGER & STEWART, INCORPORATED FOR
DEPT. HD.
MTG. 12/ 12/00 ENGINEERING DESIGN SERVICES AND ADDITIONAL
APPROPRIATIONS FOR THE FOXES LANDING SEWER LIFT CITY ATTY. iiE
c
DEPT. ENG STATION; CMWD PROJECT NO. 98-407; CITY PROJECT NO. 36561
I RECOMMENDED ACTION:
Adopt Resolution No.2000 l 37b approving Ratification of Amendment No. 2 to Agreement for
Engineering Design Services with Krieger & Stewart, Inc., and appropriating additional funds to the
project.
ITEM EXPLANATION:
The City Council adopted Resolution No. 98-383 on November 17, 1998, approving the selection of
Krieger & Stewart to provide engineering design services for the upgrade of the Foxes Landing
Sewer Lift Station. The original scope of work included preparation of a preliminary design report,
final design, and construction engineering services. The Agreement was based on a time and
material basis not-to-exceed $83,208. In addition, the City Council adopted Resolution No. 2000-
169 on June 6, 2000, awarding a contract in the amount of $1,078,333 to Falcon General
Engineering, Inc., for the construction of Foxes Landing Sewer Lift Station upgrades and approving
$299,000 for inspection, administration and contingencies.
In the course of design, staff determined the need to add an odor control system to Foxes Landing
Sewer Lift Station to reduce the odorous emissions from the lift station. Amendment No. 1 to the
Agreement was entered into and became effective on June 19, 2000, directing Krieger & Stewart to
add an odor control system in the design of the lift station upgrades. The additional engineering
services included numerous conferences with the selected manufacturer, preparation of detailed
odor control system technical specifications, and preparation of construction drawings showing
mechanical, electrical and control details for the proposed system. Amendment No. 1 was based
on a time and material basis not-to-exceed $10,500.
Changes in the discharge force main size, retrofit of a sewer manhole to include an 8-inch
connection, addition of asphalt concrete pavement overlay of Foxes Landing recreation facility, and modifications to contract documents to conform to the most recent City form required additional
engineering services not included in the original Agreement or Amendment. In addition, significant
engineering efforts have been required during construction for shop drawing review, preparation of
responses to questions from the Contractor and the City staff, and required design changes.
Krieger & Stewart provided a proposal for this effort for an amount not-to-exceed $26,400 and is
described in Exhibit 3.
Ratification of Amendment No. 2 requires City Council approval because the cumulative amount of Amendment No. 1 and Ratification of Amendment No. 2 of $36,900 exceeds 25 percent of the
original contract amount.
To date, staff has spent significant time in managing this project due to several unexpected factors,
including design changes, poor soil conditions and discovery of hazardous materials onsite during
construction. Staff has determined that additional appropriations are required to cover staff
overhead from now until the completion of the project.
Page 2 of Agenda Bill No. I5 ; 7 77
ENVIRONMENTAL REVIEW:
The upgrade of Foxes Landing Sewer Lift Station received a Class 1 and Class 3 Categorical
Exemption (CUP 99-10) from the City of Carlsbad Planning Department on July 8, 1999. In addition,
the lift station upgrade project also received an Exemption Letter dated December 9, 1999, from the
California Coastal Commission, determining that the project is exempt pursuant to Section ll.B.4 of
the Commission’s Interpretive Guidelines on Exclusions from Permit Requirements. Work delineated
in Ratification of Amendment No. 2 falls within the bounds of the exempted project.
FISCAL IMPACT:
A total of $2,065,000 has been appropriated for the design and construction of the Foxes Landing
Sewer Lift Station Upgrades including the installation of a new discharge force main. The additional
design services from Krieger and Stewart and additional funds for staff overhead will result in
exceeding the current project appropriation by $120,000. Therefore, staff recommends the
additional appropriation of $120,000 from the sewer replacement fund. The distribution of City
appropriation of funds for design and construction costs of the sewer lift station upgrade is as
follows:
Encumbered Funds + Expenses to Date
Design Force Main Lift Station
Amendment No. 1 - Lift Station
Construction Force Main
Lift Station Inspection, Administration and Contingencies Force Main
Lift Station
SUBTOTAL
Amount Requested Ratification of Amendment No. 2
Staff Overhead
Amount Appropriated to Date .,,,.,,, ,__,______ ~Dj~~~~~~~, ‘., 2 ,.., > ., ,’ TT@q/ /T/:i:i k,,$, ,‘, ._:il~iii!l,, ’ ’ .G..,.i$l <,.$a: >
EXHIBITS:
1. Location Map.
$56,330
$93,137 $10,500
$540,740
$1,078,333
$89,260
$183,619
$2,051,919
$26,400
$106,681
$133,081 'ii"!'i'i~i!i"rzlr~~~~~~o. '_
__ $2,065,000 ,. ,... ___ ; $i 20:;d&“'i:i
2. Resolution No.aom*33b approving Ratification of Amendment No. 2 to Agreement for
Engineering Design Services and appropriating additional funds in the amount of $120,000.
3. Ratification of Amendment No. 2 to Agreement for Engineering Design Services.
2
PROJECT NAME FOXES LANDING SEWER LIFT STATION UPGRADE
EVANS. CARLSBAD ENGINEERING DtpT 5/4/00
PROJECT EXHIBIT
NUMBER 36561 I
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RESOLUTION NO. 2000-376
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING RATIFICATION OF
AMENDMENT NO. 2 TO AGREEMENT WITH KRIEGER &
STEWART, INCORPORATED FOR ENGINEERING DESIGN
SERVICES AND ADDITIONAL APPROPRIATIONS FOR THE
FOXES LANDING SEWER LIFT STATION; CMWD PROJECT
NO. 98-407; CITY PROJECT NO. 36561
WHEREAS, the City of Carlsbad entered into an engineering design services agreement
with Krieger 81 Stewart, Inc., to prepare a preliminary design report, final design, and construction
engineering services for the upgrade of Foxes Landing Sewer Lift Station; and
WHEREAS, the original agreement was amended by Amendment No. 1 to Agreement for
an amount not-to-exceed ten thousand, five hundred ($10,500) dollars for additional engineering
design services related to adding an odor control system at Foxes Landing Sewer Lift Station to
reduce odor emissions from the lift station; and
WHEREAS, it is necessary to authorize additional work due to changes in discharge force
main size, retrofit of an existing sewer manhole, addition of asphalt concrete pavement overlay of
Foxes Landing Recreation Facility, and modification of the contract documents to conform to the
most recent City format; and
WHEREAS, Krieger & Stewart has provided a proposal for the additional work for an
amount not-to-exceed twenty-six thousand, four hundred ($26,400) dollars; and
WHEREAS, Ratification of Amendment No. 2 requires City Council approval because the
cumulative amount of Amendment No. 1 and Ratification of Amendment No. 2 of thirty-six
thousand, nine hundred ($36,900) dollars exceeds 25 percent of the original contract amount of
eighty-three thousand, two hundred eight ($83,208) dollars; and
WHEREAS, several unforeseen events, including design changes, poor soil conditions
and the discovery of hazardous materials onsite, required that a significant amount of City staff
time be expended for the management of such events, thereby requiring additional funds in the
amount of eighty-one thousand, six hundred, eighty-one ($81,681) dollars to cover the City staff
overhead expenses up to project completion; and
WHEREAS, the additional work by Krieger and Stewart and the additional funds for staff
overhead requires an additional one hundred twenty thousand ($120,000) to be appropriated to
the project.
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NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. That Ratification of Amendment No. 2 to the agreement with Krieger & Stewart,
Inc., for additional engineering design services for the Foxes Landing Sewer Lift Station upgrade
as described in the attached Ratification is hereby approved and the Mayor is hereby authorized
and directed to execute said Ratification.
3. That additional appropriation of $120,000 from the Sewer Replacement Fund is
hereby approved.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
held on the 12th day of December , 2000 by the following vote, to wit:
AYES: Council Members Lewis, Hall, Finnila, Nygaard and Kulchin.
NOES: None
ATTEST:
/ I LORRAfNE#. WOOD, City Clerk (SEAL) *
RATIFICATION OF AMENDMENT NO. 2 TO
AGREEMENT WITH KRIEGER & STEWART, INCORPORATED
FOR ENGINEERING DESIGN SERVICES FOR THE
FOXES LANDING SEWER LIFT STATION;
CMWD PROJECT NO. 98-407; CITY PROJECT NO. 36561
This Ratification of Amendment is entered into the 19th day of
December , 2000, but effective as of the 19th tjay of December , 2000,
ratifying the amendment of the Agreement dated November 17, 1998 (the “Agreement”), by and
between the City of Carlsbad, a municipal corporation, hereinafter referred to as “City”, and
Krieger & Stewart, Incorporated, a California corporation, hereinafter referred to as “Contractor”,
for additional construction engineering services.
RECITALS
WHEREAS, the Agreement identified a scope of work to provide engineering
design services for preparation of a preliminary design report, final design and construction
engineering services for the Foxes Landing Sewer Lift Station, CMWD Project No. 98-407; and
WHEREAS, on June 19, 2000, the Agreement was amended by Amendment
No. 1 for additional engineering design services in the amount of $10,500; and
WHEREAS, the parties to the Agreement desire to alter its scope of work and a
supplemental scope of work and fee schedule have been negotiated and agreed to between the
parties, which said schedule is attached hereto and incorporated herein by reference as
Exhibit “A” ; and
WHEREAS, the City and Contractor desire to ratify any amended scope of work
already performed by the Contractor without benefit of this Amendment;
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor hereby agree as follows:
1. The retroactive amendment of the Agreement is ratified.
2. Contractor shall provide services as outlined on the attached Exhibit “A”.
3. City shall pay Contractor for all work associated with Paragraphs 1 and 2
above, on a time and material basis not-to-exceed twenty six thousand, four hundred dollars
($26,400).
02/04/00
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4. Contractor shall provide City on monthly basis, copies of invoices
sufficiently detailed to include hours performed, hourly rates, and related activities and costs
associated with Paragraphs 1 and 2 above for approval by City.
5. All other provisions of the Agreement, and any amendments thereto, shall
remain in full force and effect.
6. All requisite insurance policies to be maintained by the Contractor
pursuant to the Agreement, and
for the amended scope of work.
Acknowledged and Accepted:
CONTRACTOR:
any amendments thereto, shall be extended to include coverage
KRIEGER & STEWART, INC., a
J&/C. Reynolds --Vice President
Charles A. Krieger - Secretary
(print name/title)
ATTEST:
P RAINE M. WOOD
sty Clerk
d, Deputy City Clerk
DATE
(Proper notarial acknowledgment of execution by Contractor must be attached.
Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant
treasurer must sign for corporations. 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:
02/04/00
EXHIBIT A
RATIFICATION OF AMENDMENT NO. 2 TO AGREEMENT WITH KRIEGER & STEWART,
INCORPORATED FOR ENGINEERING DESIGN SERVICES FOR THE FOXES LANDING SEWER
LIFT STATION; CMWD PROJECT NO. 98-407; CITY PROJECT NO. 36561
SCOPE OF WORK AND FEES
I. New 16” Sewer Force Main
As stated in the Preliminary Design Report for subject project, the velocity in the existing 12”
force main under proposed peak flow conditions would exceed 8 ft/sec. Since this velocity will
be greater than the maximum recommended velocity for force mains of 6 ft/sec and the existing
for main is almost 40 years old, Staff initiated the design of a new 16” parallel sewer force main.
Although Staff retained another engineering consultant to prepare the force main construction
documents, Kreiger & Stewart (hereinafter referred to as “Contractor”) were required to perform
a hydraulic analysis of the new force main, revise pump selections for the proposed lift station
upgrade based on the new force main, and prepare a connection detail between the new force
main and the lift station discharge piping. These services are summarized as follows:
Description I cost I Perform hydraulic analysis of new 16” force main 1,500
Revise pump selections for new 16” force main 1,500
Prepare connection detail for new 16” force main
TOYAL
1,000
$4,000
II. Sewer Connection to Manhole No. 7
Pursuant to Staff direction, Contractor added an 8” sewer lateral connection to existing Manhole
No. 7 on the 24” gravity sewer discharging to subject lift station. The additional engineering
services included preparation of a construction drawing plan and detail showing the new 8”
sewer and its connection to the existing manhole. These services are summarized as follows:
Description
Prepare 8” sewer lateral plan
Prepare 8” sewer lateral connection detail
cost
300
1,500
1 TOTAL $1,800 I
III. Asphalt Concrete Pavement Overlay of Foxes Landing Recreation Facility
Pursuant to Staff direction, Contractor added an asphalt concrete pavement overlay to all
asphalt concrete pavement within the Foxes Landing Recreation Facility. The engineering
services proposal for the project included design surveying, aerial photogrammetry, and
topographic mapping of the lift station site. The additional cost to set survey control and map
the entire Foxes Landing recreation Facility was minor and is not included in our request.
However, additional services were required to prepare a site plan of the Foxes Landing
Recreation Facility showing the limits of the area to be overlaid with asphalt concrete paving,
prepare construction notes for the paving work, and to field verify the limits of paving and site
improvements. These services are summarized as follows:
Description
Prepare site plan and paving overlay notes
Perform field verification of paving limits and site
improvements
TOTAL
cost
3,000
300
$3,300
IV. Modifications to Contract Documents
Pursuant to Staff direction, Contractor modified the Contract Documents (Notice Inviting Bids,
Contractor’s Proposal and accompanying forms, and Supplemental Provisions) based on the
City’s most recent revision to same (June 7, 1999). The additional services included
conferences with Staff and revision to all Contract Documents. These services are summarized
as follows:
Description Cost
Conferences with District Staff 200
Revise Contract Documents
TOTAL
2,100
$2,300
V. Additional Construction Engineering Services
Contractor has been assisting Staff with shop drawing review, preparing responses to questions
from the Contractor and Staff, preparing requested design changes, and attending
preconstruction meetings, some of which were not considered in the original scope of work.
Based on future shop drawing review time, technical assistance during the construction, and
start-up assistance, it is unlikely that the original budget for construction services, totaling
$18,215, will be sufficient to complete the project. The actual cost of engineering services for
the aforementioned activities is dependent upon the number of factors including the efficiency,
competence, and diligence of the contractor, subcontractors, and equipment
manufacturers/suppliers. Contractor has estimated that an increase of $15,000 will be
adequate for the remainder of the project.
Description cost
Construction engineering services 15,000
TOTAL $16,000
Following is an overall summary of the additional tasks and associated costs for this project.
Description
New 16” Sewer Force Main
cost
$4,000
Sewer Connection to Manhole No. 7
Asphalt Concrete Pavement Overlay of Foxes Landing
Recreation Facility
Modifications to Contract Documents
Additional Construction Engineering Services
TOTAL
$1,800
$3.300
$2,300
$15,000
$26,400
NOTARY ACKNOWLEDGEMENT
State of California ss
’ County of Riverside >
On November 7. 2000, before me, Kim Renee’ Soto. a Notarv Public, personally appeared Jon C.
Revnolds and Charles A. Krieaer,
q Personally known to me -or- 0 Proven to me on the basis of satisfactory evidence
to be the persons whose names are subscribed to the attached instrument and acknowledged to me that
they executed same in their authorized capacities, and that, by their signatures on the instrument, the
persons, or the entity upon behalf of which the persons acted, executed the instrument.
WITNESS my hand and offkial seal.
in n
Sigttahue of Notary Notary Seal
Capacity Claimed by Signer
OPTIONAL INFORMATION
n Individual
i7?J Corporate Officer(s): Vice President and Secretary
Title(s) q Partner(s): q Limited q General
0 Attorney-in-Fact
0 Trustee(s)
cl Guardian/Conservator
cl Other:
Description of Attached Document
Ratification of Amndmnt No. 2 to Agnnnt
with Krieger & Stewart, Incorporated for Engineering Design Svcs for the Foxes
Landing Sewer Lift Station; CMWD Project No. 98-407; City Project No. 36561
Document Title or Type
5
Number of Pages
To be completed by City of Carlsbad
Document Date
None at this time
Other Sirmer(s1
Signers are Representing:
Name of Person(s) or Entity(ies)
Krieger & Stewart, Incorporated
BYLAW RESOLUTION 88-2
ARESOLUTION
OF THE BOARD OF DIRECTORS
OF KIUEGER & STEWART, INCORPORATED
A California Corporation
AUTHORlZING CONTRACT AGREEMENTS OF $100,000 OR LESS TO BE EXECUTED BY THE
PRESIDENT OR VICE-PRESIDENT AND SECRETARY
By action of the Directors in the regular meeting of February 27,1888, be it resolved:
RESOLVED, that the Directors of the Corporation hereby authorise the President or
Vice-President together with the Secretary to enter into contract agreements of
$100,000 or less on behalf of the corporation.
RESOLVED FURTHER, that copies of this resolution, certified by the Secretary, shall
be evidence of such authority, presentable upon request to any party with whom
such agreements are executed.
FILE KTDAUTH.DOC
I certify that this photocopy is a true, correct and complete copy of the original document. L G~cG3c”cpDLA .
CHARLES A. KRIEGER, Secretary a