HomeMy WebLinkAbout2003-04-15; City Council; 17138; Update to the Sewer and Water Master Plans@
CITY OF CARLSBADKARLSBAD MUNICIPAL WATER DISTRICT - AGENDA BILLdQ
\B# 17,138
CITY MGR. IEPT. ENG
CITY ATTY. SEWER AND WATER MASTER PLANS WITH dTG. 411 5/03
DEPPWW TITLE: AMENDMENT TO THE PROFESSIONAL
SERVICES AGREEMENT FOR THE UPDATE TO THE
DUDEK ENGINEERS, INC., PROJECT NO. 3870
RECOMMENDED ACTION:
City of Carlsbad City Council: Adopt Resolution No. 2003-103 authorizing the execution
of Amendment No. 2 to agreement for engineering services to-update the Carlsbad Sewer Master
Plan with Dudek & Associates, Inc., and the appropriation of Sewer Replacement Funds for Project
No. 3870.
Carlsbad Municipal Water District Board of Directors: Adopt Resolution No. 1180
authorizing the execution of Amendment No. 2 to agreement for engineering services to update
the Carlsbad Water Master Plan with Dudek & Associates, Inc., and the appropriation of Water
Replacement Funds for Project No. 3870.
ITEM EXPLANATION:
On December 18, 2001, the City Council adopted Resolution No. 2001-378 and the Board of
Directors of the Carlsbad Municipal Water District adopted Resolution No. 1135 authorizing the
execution of a professional services agreement with Dudek & Associates, Inc., for the update to
both the Carlsbad Sewer and Water Master Plans. The total value of the original professional
services agreement with Dudek & Associates, Inc., was $407,215. City Council and CMWD Board
approval of this proposed Amendment No. 2 is required because the combined value of this
amendment ($84,620), and the previous amendment ($86,885), is more than twenty-five percent
(25%) of the original agreement's value. (Carlsbad Municipal Code section 3.28.040).
The updated Sewer and Water Master Plans will identify future sewer and water facility
infrastructure needs to ensure conformance with Growth Management Performance Standards
through buildout of the City. An additional outcome of the Sewer and Water Master Plan updates
would be the revision to the existing sewer and water connection fee structures. The determination
of future infrastructure needs and the potential of reduced development densities could impact
current revenue projections. Staff will use the Sewer and Water Master Plans to estimate the
construction timing of required sewer and water facilities to meet the expected demand through
buildout, and to propose or modify projects in upcoming Capital Improvement Program (CIP)
submittals.
The project requires the thorough review and evaluation of the ultimate sewer and water facilities
needed to provide services to residents and businesses within the respective service districts.
Recently, large development projects were approved (Bressi Ranch, Villages of La Costa, Kelly
Ranch) which changed the land use distribution pattern and the definition of the sewer and water
infrastructure needs. Therefore, it is necessary to perform additional tasks in order to complete
both the Sewer and Water Master Plan documents. The following is a brief description of the
additional tasks. Staff recommends that Dudek be allowed to perform under the proposed
amendment:
e Sewer Master Plan - After review of the draft master plan submittal, additional analysis is
required to completely identify the size and location of future master plan facilities.
Additional tasks include updating the Plan using end of 2002 flow and development data,
include new sewer facilities recently constructed with development, and re-evaluate the
potential to provide local gravity lines that would allow for the elimination of lift stations.
Page 2 of Agenda Bill No. 17 138
0 Water Master Plan - Evaluate the future demands from recently approved large
development projects, re-evaluate the emergency water supply and storage demands at
buildout, incorporate existing CIP projects into the master plan, and include a discussion of
existing well water supply.
0 Environmental Impact Report (EIR) - Incorporate new and existing CIP projects into the project description of the EIR, and reformat the project description to include all necessary
CEQA mandated sections for an EIR.
Staff recommends the Carlsbad City Council and the Carlsbad Municipal Water District Board of Directors authorize the execution of Amendment No. 2 to the professional services agreement with
Dudek & Associates, Inc., for the update to both the Sewer and Water Master Plans.
ENVIRONMENTAL REVIEW:
The Planning Director has determined that the update to both the Sewer and Water Master Plans
will require the adoption of a Program Environmental Impact Report (PEIR). This determination is due to the requirement to identify the potential environmental impacts due to construction of future
sewer and water lines. In addition, the PEIR will be required since staff expects that water
connection fees will be adjusted to reflect updated construction costs for those future facilities funded by the connection fee program. The additional tasks outlined in the contract amendment
will cover the requirements for adoption of the Sewer and Water Master Plans.
FISCAL IMPACT:
The original professional services agreement approved in December 2001 appropriated a total of $407,215 in order to fund the professional services agreement with Dudek & Associates, Inc.,
for the update to both the Carlsbad Sewer and Water Master Plans. On May 14, 2002, the
City Council and the Carlsbad Municipal Water District Board of Directors approved Contract Amendment No. 1 in the amount of $86,885 for additional facility analysis and the development of
the Sewer and Water Connection Fee Report. The additional tasks outlined in Amendment No. 2
are estimated to cost an additional $84,620. Staff is recommending that the City Council and the Carlsbad Municipal Water District Board of Directors appropriate the additional funds as follows:
EXHIBITS:
1. City of Carlsbad City Council Resolution No. 2003-103 authorizing the execution
of Amendment No. 2 to agreement for engineering services to update the Carlsbad Sewer Master Plan with Dudek & Associates, Inc., and the appropriation of Sewer Replacement
Funds for Project No. 3870.
2. Carlsbad Municipal Water District Board of Directors Resolution No. 1180
authorizing the execution of Amendment No. 2 to agreement for engineering services to update the Carlsbad Water Master Plan with Dudek & Associates, Inc., and the appropriation
of Water Replacement Funds for Project No. 3870.
3. Amendment No 2 to agreement for engineering services to update the Carlsbad Sewer and
Water Master Plans, Dudek and Associates, Inc., Project No. 3870.
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RESOLUTION NO. 2003-1 03
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE EXECUTION OF
AMENDMENT NO. 2 TO AGREEMENT FOR ENGINEERING
SERVICES TO UPDATE THE CARLSBAD SEWER MASTER PLAN
WITH DUDEK & ASSOCIATES, INC., AND THE APPROPRIATION
OF SEWER REPLACEMENT FUNDS FOR PROJECT NO. 3870.
WHEREAS, on December 12, 2001, the City Council of the City of Carlsbad, California
determined it necessary and in the public interest to enter into an agreement between Dudek &
Associates for the update to the Carlsbad Sewer Master Plan, Project No. 3870; and
WHEREAS, on May 14, 2002, the City Council authorized the execution of Amendment
No. 1 to the professional services agreement with Dudek & Associates for additional tasks to
complete the Sewer Master Plan; and
WHEREAS, during the development of the Sewer Master Plan, it became apparent that
additional services were required of the consultant to allow for the full adoption. of the
recommendation for the Sewer Master Plan; and
WHEREAS, Dudek & Associates, Inc., is willing and able to complete the additional
services required to complete the Sewer Master Plan as described in Amendment No. 2 to its
professional services agreement.
WHEREAS, an additional appropriation of $42,825 is required from the Sewer
Replacement Fund; and
WHEREAS, there are sufficient funds available for the appropriation.
NOW, THERFORE, 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 the Mayor of the City of Carlsbad, California, is authorized and directed to
execute Amendment No. 2 to the agreement for engineering services to update the Carlsbad
Sewer Master Plan with Dudek & Associates, Inc., for a not-to-exceed value of eighty four
thousand six hundred twenty dollars ($84,620).
Ill
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AYES: Council Members Lewis, Finnila, Kulchin, Hall, Packard
NOES: None
ABSENT: None
ATTEST
1 3. That the Finance Director is authorized to appropriate Sewer Replacement Funds
2 in the amount of $42,825 to Project No. 3870 to cover the City's proportionate share of
Amendment No. 2 to the agreement for engineering services to update the Carlsbad Sewer and
Water Master Plan with Dudek & Associates, Inc.
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6 PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
held on the 15th day of April ,2003 by the following vote, to wit: 7
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" (SEAL)
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RESOLUTION NO. 1180
A RESOLUTION OF THE BOARD OF DIRECTORS OF
CARLSBAD MUNICIPAL WATER DISTRICT (CMWD)
AUTHORIZING THE EXECUTION OF AMENDMENT NO. 2 TO
AGREEMENT FOR ENGINEERING SERVICES TO UPDATE
THE CARLSBAD WATER MASTER PLAN WITH DUDEK &
ASSOCIATES, INC., AND THE APPROPRIATION OF WATER
REPLACEMENT FUNDS FOR PROJECT NO. 3870.
WHEREAS, on December 12, 2001, the Board of Directors of the Carlsbad Municipal
Water District (CMWD) has determined it necessary and in the public interest to enter into an
agreement between Dudek & Associates for the update to the Carlsbad Water Master Plan,
Project No. 3870; and
WHEREAS, on May 14, 2002, the Carlsbad Municipal Water District Board of Directors
authorized the execution of Amendment No. I to the professional services agreement with
Dudek & Associates for additional tasks to complete the Sewer Master Plan; and
WHEREAS, during the development of the Sewer Master Plans, it became apparent that
additional services were required of the consultant to allow for the full adoption of the
recommendation for the Sewer Master Plan; and
WHEREAS, Dudek & Associates, Inc., is willing and able to complete the additional
services required to complete the Sewer Master Plan as described in Amendment No. 2 to its
pofessional services agreement.
WHEREAS, an additional appropriation of $41,795 is required from the Water
Replacement Fund; and
WHEREAS, there are sufficient funds available for the appropriation.
NOW, THERFORE, be it resolved by the Board of Directors of the Carlsbad Municipal
Water District of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the President of the Carlsbad Municipal Water District of the City of Carlsbad
is authorized and directed to execute Amendment No. 2 to the agreement for engineering
services to update the Carlsbad Water Master Plan with Dudek & Associates, Inc., for a
not-to-exceed value of eighty four thousand six hundred twenty dollars ($84,620).
1 3. That the Finance Director is authorized to appropriate Water Replacement Funds
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Amendment No. 2 to the agreement for engineering services to update the Carlsbad Sewer and 3
in the amount of $41,795 to Project No. 3870 to cover the District's proportionate share of
Water Master Plan with Dudek & Associates, Inc. 4
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PASSED, APPROVED AND ADOPTED at a special meeting of the Carlsbad Municipal
Water District held on the 15th day of April , 2003 by the
following vote, to wit:
AYES: Board Members Lewis, Finnila, Kulchin, Hall, Packard
NOES: None
ABSENT: None
ATTEST
AMENDMENT NO. 2 TO AGREEMENT
FOR ENGINEERING SERVICES TO UPDATE THE
CARLSBAD SEWER AND WATER MASTER PLANS
PROJECT NO. 3870
(DUDEK AND ASSOCIATES, INC.)
This Amendment is entered into and effective as of the /7?' day of
, 2003 amending the agreement dated December 24, 2001 by and
between the City of Carlsbad, a municipal corporation, ("City"), the Carlsbad Municipal Water
District, a Public Agency organized under the Municipal Water Act of 191 1, and a Subsidiary District
of the City of Carlsbad, ("District"), and DUDEK & ASSOCIATES, INC., a corporation, ("Contractor")
for development of the Carlsbad Sewer and Water Master Plans.
RECITALS
WHEREAS, the initial agreement, dated December 24, 2001 identified a scope of
work defining tasks to develop and provide professional services from an engineering firm that is
experienced in sewer and water facility master planning and modeling, and environmental review
compliance; and
WHEREAS, the parties to this aforementioned agreement desire to alter the scope
of work as follows: provide additional analysis of the ultimate sewer facilities for the City, re-evaluate
the future water demand based on recently approved master plan developments, and incorporate
new CIP projects in the Program Environmental Impact Report (EIR); and
WHEREAS, a supplemental scope of work and fee schedule have been negotiated
and agreed to between the parties hereto, and shown on Exhibit "A Scope of Services and Fee
dated March 13, 2003;
NOW THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, the City, the District and Contractor agree as follows:
1. Contractor shall provide services as outlined on the attached Exhibit "A
2. City/District shall pay Contractor for all work associated with Paragraph 1
above, on a time and materials basis not-to-exceed $84,620. Contractor shall provide City/District
on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates,
and related activities and costs for approval by City/District.
Revised: 7/25/00
3. Contractor shall complete all work outlined on the attached Exhibit "A" by the
expiration of the agreement amended hereby.
4. All other provisions of the aforementioned agreement entered into on
December 24, 2001 by and between City, District and Contractor shall remain in full force and effect.
5. All requisite insurance policies to be maintained by the Contractor shall
include coverage for the amended assignment and scope of work.
Acknowledged and Accepted:
CONTRACTOR: LS
DUDEK & ASSOCIATES, INC., a corporation
1 (name ogontractor)
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ATTEST: . . . . - - . .
CARLSBAD MUNICIPAL WATER DISTRICT, a Public Agency organized under the4GTjAniciDal Water
(Proper notarial acknowledgment of execution by must be attached.)
(President or vice-president and secretary or assistant secretary must sign for corporations. If only one officer signs, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering that officer to bind the corporation.)
(If signed by an individual partner, the partnership must attach a statement of partnership authorizing the partner to execute this instrument.)
APPROVED AS TO FORM:
RONALD R. BALL City Attorney/General Counsel
puty General Counsel
Revised: 7/25/00
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
before me, PmdU d. MWrionl, NbhW f%&k, Name and litlo of Omcer (e.& *Jane Doe: Notary Publid
personally appeared mt o(hdd 4 4ihdid Name(s) d Siis) cA.f*
executed the instrument.
WITNESS my hand and official seal.
t$aA&d*
signahlm of Notary Public
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Signer Is Representing:
0 1994 National Notary Association 8236 Remmet Ave.. P.O. Box 7184 Canoga Park. CA 91309-7184 Prod. No. 5907 Reorder: Call TolCFree 1-800-876-6827
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I I Signer Is Representing: I I
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EXHIBIT A
SCOPE OF WORK FOR ADDITIONAL ENGINEERING CONSULTING SERVICES
CITY OF CARLSBAD SEWER AND WATER MASTER PLAN UPDATES
March 13,2003
In consultation with City Staff, additional services have been identified and requested for
completion of the Sewer and Water Master Plan Updates and the supporting environmental.
documentation.
BACKGROUND
Sewer Master Plan Update - The Draft Sewer Master Plan Update Report was submitted in
November 2002 and Dudek received the City’s comments in December 2002. Some of those
comments result in additional work beyond the current scope of services. Additional effort will
also be required for finalization of the sewer system GIs. The additional tasks required to
complete the project are summarized in the following scope of services. City Staff has directed
Dudek to continue working on the completion of the Sewer Master Plan and GIS using the
current funding by making use of funds from other phases of the project budget.
Water Master Plan Update - The Draft Water Master Plan Update was submitted in January
2003 and Dudek received the City’s comments in February 2003. Additional work has lieen
identified beyond the current scope of services for the demand projections and analysis of the
water distribution system. CMWD Staff has directed Dudek to continue work on this project by
making use of funds from other phases of the project budget. Comments to the draft report also
resulted in additional work beyond the current scope of services.
Program Environmental Impact Report - The process for defining the project description for
the CEQA portion of the project has been underway since July 2002. With each submittal of the
Sewer and Water Master Plans, the most recent project description and CIP information
contained in those documents has been incorporated into the CEQA document’s project
description.
As of early February 2003, two draft versions of the project description have been submitted to
the City for review (on 10/30/02 and 12/12/02), including a full scale GIS map with each. The
project descriptions have been drafted with the assumption that a Mitigated Negative Declaration
(MND) might be the appropriate vehicle to satisfy CEQA requirements. For both submittals, the
project description was enhanced to provide rationale for the City to prepare an MND rather than
an EIR. Revisions related to the second submittal were a result of changes to the project
description and CIP in the Water and Sewer Master Plans, and changes directed by City
Engineering staff.
Sewer and Water Master Plan Additional Services Page I of 4
As part of the effort, the Dudek Environmental Project Manager and Analyst researched other
CEQA documents that addressed similar infrastructure projects. These projects were then
described in a table in the project description and map. The purpose of this effort was to
determine which components of the revised project description had been provided coverage in
previous environmental documents.
As directed by the City, Dudek is currently preparing a third draft of the project description,
which will incorporate a new set of sewer and water projects identified in the City’s CIP. Based
on direction from City Engineering, and due to the number of new projects being added to the
Master Plans, an MND is no longer considered the appropriate CEQA document for the project.
Instead, the City has directed Dudek to prepare a Program EIR. This request requires
augmentation of the project scope of services.
I. SCOPE OF SERVICES
Based on our current understanding of the Project, Dudek & Associates, Inc. (Dudek) will provide
the following additional engineering and environmental services:
A. Sewer Master Plan Update
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DOCUMENT 2002 WASTEWATER FLOWS - Report 2002 wastewater flows and
investigate/explain flow discrepancies in Encina meters over past years (these flows
were reported but not explained in the previous Master Plan). - obtain and review of
Encina reports, revision to tables and figures, additional text.
UPDATE SEWER BOUNDARY - Revise the City boundary on all the 1 1x17
figures in the report and exhibits based on updated information.
REVISE LIFT STATION CAPACITY - Revise the existing capacity of the Agua
Hedionda Lift Station based on updated information - revisions to text, capacity
charts, lift station table, analysis and ultimate CIP.
SAND SHELL LIFT STATION - Incorporate the Sand Shell Lift Station into the
existing and ultimate collector system (constructed after 2001) - revisions to text, lift
station table, 1 1 x 17 figure and Exhibits.
LIFT STATIONS TO BE ELIMINATED - Identify the Gateshead, Woodstock and
Villas Lift Stations as currently pumping out-of-basin and incorporate the future
abandonment of these stations and gravity line replacement into the ultimate system.
This will involve the creation of a new sub-drainage basin for the re-allocation of
flows in the ultimate system model - re-run ultimate system model; revise 1 1x17
LFMZ figure, ultimate flow tables, ultimate flow vs. capacity charts for NAH and
SAH Interceptors and Ultimate System Exhibit; additional text in the ultimate system
section
Sewer and Water Master Plan Additional Services Page 2 of 4
6. ADDITIONAL CIP PROJECTS - Incorporate the City’s CIP for the collector system
and for Encina projects into the Master Plan CIP for the interceptor system. Update
costs as necessary. Also include pipeline projects required for the elimination of
existing lift stations. Plot and identi@ projects on the Ultimate System Exhibit - new
tables, revision to Ultimate System Exhibit, additional text.
7. SEWER GIS ADDITIONAL TASKSEFFORT - Update the sewer system GIS to
include the Sand Shell pump station, force main, and collector pipelines within the
service area. Additional effort has been spent on locating construction drawings,
including extensive searches for plans at the City offices, Encina facilities and the
CMWD office. Additional effort has also been spent on data input when plans were
provided that were subsequently discovered to be obsolete and superceded by newer
plans. Additional meetings and effort were required to incorporate City requested
changes to the input data fields after agreement on the initial data fields.
8. ADDITIONAL MEETINGS - Attend additional meetings to discuss and identifl
current collector system CIP projects and determine which projects should be
included in the Master Plan Update, and to present draft report revisions.
B. Water Master Plan Update
1. FIRE FLOW REQUIREMENTS - The H20NET model developed for the 1997
Master Plan and updated in 2000 contained no input information for fire flows, which
are required to perform a fire flow analysis. The required fire flow at each node in
the model will be determined based on the type of water meter and a review of land
use. The required fire flow will then be input at each demand node in the model
using GIs techniques.
2. DEMAND NUT FOR FUTURE PLANNED DEVELOPMENTS - Future pipelines
and pressure zones for large developments projects (Bressi Ranch, Villages of La
Costa, Robertson Ranch, Mandana Properties, Cantarini Ranch, Calavera Hills) will
be input to the model based on preliminary layout plans provided by District Staff.
Future development within these projects as documented in the City’s Growth
Database is linked to a single APN, and therefore cannot be directly input to the
model. The number of future units will be allocated to pressures zones and nodes in
the ultimate system model based on the development distribution shown on the
provided plans.
3. ADDITIONAL ULTIMATE DEMANDS - Information on future schools and other
development on City property, which were not included in the City’s previously
developed Growth Database, will be obtained from City staff. Demands will be
projected and added to the ultimate system model. Future irrigation demands will be
obtained from the City’s most recent update of projected Phase I1 Recycled Water
System demands and added to the model at separate nodes.
Sewer and Water Master Plan Additional Services Page 3 of 4
4. EMERGENCY SUPPLY ANALYSIS - Computer simulations were performed to
analyze supply from the Maerkle Dam to the 700 Zone from a proposed pump station
at the Maerkle Dam site and a future 700 Zone supply pipeline to be constructed in a
future sewer easement. After completion of the analysis, it was determined that the
sewer easement would not be obtained, and the proposed 700 Zone emergency supply
pump station would be constructed at a different location. Perform additional
computer simulations to analyze emergency supply from the relocated pump station.
5. INCORPORATE EXISTING CIP PROJECTS - Attend additional meetings to
discuss and incorporate existing City of Carlsbad CIP projects into the Master Plan
recommended CIP.
6. ADD 2002 DEMAND DATA - Collect and include 2002 water demand data in the
report. Revise tables, figures, and charts.
7. WELL WATER SUPPLY - Include discussion in the report and develop a figure
illustrating the existing well locations.
C. Program Environmental Impact Report
Dudek.wil1 incorporate the new CIP projects into the project description, and reformat the
project description to include all. necessary CEQA-mandated sections for an EIR,
including Intended Use of the EIR, Approvals required, etc. The GIS map will also be
revised accordingly.
Sewer and Water Master Plan Additional Services Page 4 Of 4
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