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HomeMy WebLinkAbout2011-03-08; City Council; 20469; CONSTRUCTION BUENA VISTA LIFT STATIONCITY OF CARLSBAD - AGENDA BILL AB# 20.469 MTG. 3/8/11 DEPT. UTIL APPROVE PROJECT AGREEMENT WITH CITY OF VISTA, APPROVE PLANS AND SPECIFICATIONS, AND AUTHORIZE ADVERTISEMENT TO RECEIVE BIDS FOR CONSTRUCTION OF BUENA VISTA LIFT STATION FORCEMAIN, REACH VC4, PROJECT NO. 5508 DEPT. DIRECTOR CITY ATTORNEY CITY MANAGER RECOMMENDED ACTION: Adopt Resolution No. 2011-034 to approve and authorize a Project Agreement between the City of Carlsbad and the City of Vista for funding construction of the Buena Vista Lift Station Forcemain, Reach VC4, Project No. 5508, approve plans and specifications, and authorize the City Clerk to advertize to receive bids for the construction of the Buena Vista Lift Station Forcemain, Reach VC4, Project No. 5508. ITEM EXPLANATION: Background The Vista/Carlsbad Interceptor Sewer extends from the Encina Water Pollution Control Facility north to the City of Vista. This sewer is separated into pipeline Reaches 1 through 15. On February 26, 2002, the City of Vista and the City of Carlsbad entered into a master agreement for ownership, operation, and maintenance of the Vista/Carlsbad Interceptor Sewer. The Master Agreement requires the cities of Vista and Carlsbad to pay their proportionate share of improvements to the Vista/Carlsbad Interceptor Sewer. The Vista/Carlsbad Interceptor Sewer includes the Buena Vista Lift Station (BVLS), located near the intersection of Jefferson Street and Marron Road, which receives wastewater from Carlsbad, Vista, and Oceanside. Sewage flows pumped by the BVLS are conveyed through a forcemain, Reach VC4, to the Vista/Carlsbad Interceptor Sewer Reach VC5. Reach VC4, had a pipeline break in April 2007 resulting in a sewage spill which was repaired. However, a condition assessment was performed on VC4 which determined that it was necessary to replace the existing ductile iron pipe forcemain. In accordance with the Master Agreement, the Cities of Vista and Carlsbad have an 89.6 percent and 10.4 percent ownership interest in Reach VC4; respectively. A Project Agreement was prepared outlining the project improvements, and requiring Vista and Carlsbad to fund their respective share of the design, construction, and construction management costs of the repair/replacement work, see Exhibit 3. Project Description The proposed project involves the installation of a new parallel sewer forcemain for a total distance of approximately 4,200 linear feet. The proposed new forcemain begins at the existing BVLS, located on the northeast corner of Jefferson Street and Buena Vista Creek, and extends southwest within Jefferson Street to a point approximately 180 feet east of Interstate 5. DEPARTMENT CONTACT: David Ahles, (760) 602-2748, dahle@ci.carlsbad.ca.us FOR CITY CLERKS USE ONL Y ^ COUNCIL ACTION: APPROVED JS; DENIED D CONTINUED O WITHDRAWN D AMENDED D CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN D RETURNED TO STAFF D OTHER - SEE MINUTES D Page 2 The failed segment of the existing pipeline along the south side of Buena Vista Lagoon, approximately 600 lineal feet, will be abandoned in place. This abandoned line will be replaced with a parallel dual 24-inch high density polyethylene (HOPE) or PVC pipe which will be placed in a single trench. One of these parallel lines will be the main forcemain, and the other will be used for peak wet weather flows and a backup forcemain pipeline. From a point within Jefferson Street, west of the Marron Road intersection to the terminus of the project east of Interstate 5, the existing 24-inch forcemain will be bid with two alternatives; a non- corrosive structural resin liner commonly known as Cured-ln-Place Pipe (C1PP) or replaced with a new 24-inch HOPE or PVC pipe forcemain. Project Schedule The project schedule includes approximately three months to advertize for bids for construction, review bids received, and make a recommendation to Council regarding the award of a construction contract or to reject all bids received. The construction schedule anticipates 13 months to complete, once a construction contract is executed. ENVIRONMENTAL IMPACT: A Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program were prepared for the VC4. On November 4, 2009, the Planning Commission adopted Resolution No. 6644 adopting a Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program and Resolution No. 6645 approving Coastal Development Permit (CDP 09-03) and Resolution No. 6646, Special Use Permit (SUP 09-01) for the project. FISCAL IMPACT: The City of Vista and the City of Carlsbad entered into a master agreement for ownership, operation, and maintenance of the Vista/Carlsbad Interceptor Sewer on February 26, 2002. From the agreement with the City of Vista, their share of this project is 89.6 percent and Carlsbad's share is 10.4 percent. In accordance with the master agreement between Vista and Carlsbad, the City of Carlsbad is the Lead Agency for this reach since the project is within the City of Carlsbad's public right of way. As the Lead Agency, Carlsbad has the sole contracting responsibility over consultant agreements and construction contracts. A Project Agreement has been developed that identifies the specific improvements, shows each agency's cost share, and the reimbursement payment schedule. On February 22, 2011, the Project Agreement was approved and accepted by the City of Vista. The City of Vista is required by this Project Agreement to provide a payment of $1,146,349.00 to the City of Carlsbad for design services and provide an initial deposit of 15 percent for construction costs, to be paid within 60 days of the approval to advertise to receive bids for construction from the Carlsbad City Council. The City of Vista will make monthly progress payments for completed work within 30 days of receipt of invoices from the City of Carlsbad. The total cost associated with Buena Vista Lift Station Forcemain, Reach VC4, Project No. 5508, is $5,910,000. Sufficient funds are available for the completion of the project. The project is funded by the Sewer Replacement Fund. It is estimated that Vista's share is approximately $4.9 million. PageS The Engineer's Estimate for the total costs associated with the Buena Vista Lift Station Forcemain Improvement Project is shown in Table 1. TABLE 1 PROJECT ESTIMATED'FUNDING Design Engineering Costs $695,000 Construction Contract (Engineer's Estimate)$4,410,000 Project Management, Testing (Budget) Construction Inspection, Materials $330,000 Environmental & Archeology Monitoring (Budget)$35,000 Contingency (10%)$440,000 Carlsbad Sewer Replacement Funds and City of Vista $5,910,00^ ADDITICR^PPROPRIATION REQUIRED The actual cost will be prorated between the Cities of Vista and Carlsbad; 89.6% and 10.4%, respectively. Carlsbad will invoice Vista for their share of the work. EXHIBITS: 1. Location Map. 2. Resolution No. 2011-034 to approve and authorize a Project Agreement between the City of Carlsbad and the City of Vista for construction of the Buena Vista Lift Station Force Main, Reach VC4, Project No. 5508, and approving plans and specifications and authorizing the City Clerk to advertize for bids for the construction of the Buena Vista Lift Station Force Main, Reach VC4, Project No. 5508. 3. Agreement between the City of Carlsbad and the City of Vista for construction of the Buena Vista Lift Station Force Main, Reach VC4, Project No. 5508. 3 LOCATION MAP REACH VC4 FORCEMAIN HWY78 BUENA VISTA STATION NOT TO SCALE sm PROJECT NAME BUENA VISTA LIFT STATION FORCE MAIN (VC 4) EXHIBIT 1 DRXHN BY: SCOTT EVANS. CARLSBAD UTUJT1ES DEPT. 2/23/11 C \CAPITM.\AHl£S\BUENA UFT STATION FORCE UAIN.DWG 1 RESOLUTION NO. 2011-034 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, TO APPROVE A PROJECT AGREEMENT BETWEEN THE CITY OF CARLSBAD AND THE 4 CITY OF VISTA FOR CONSTRUCTION OF THE BUENA VISTA LIFT STATION FORCEMAIN, REACH VC4, APPROVING PLANS 5 AND SPECIFICATION, AND AUTHORIZATION TO ADVERTIZE FOR BIDS FOR CONSTRUCTION OF BUENA VISTA LIFT 6 STATION FORCEMAIN, REACH VC4. PROJECT NO. 5508. 7 WHEREAS, the existing sewer forcemain, referred to as Reach VC4, within Jefferson 8 Street has deteriorated significantly and needs immediate rehabilitation and/or replacement; and 9 WHEREAS, the City of Carlsbad proposes to rehabilitate and/or replace the existing 10 sewer forcemain in Jefferson Street, Reach VC4, Project No. 5508; and 11 WHEREAS, the plans, specifications, and contract documents for furnishing all labor, 12 materials, tools, equipment, transportation, and other expenses necessary or incidental to the 13 Buena Vista Lift Station Force Main, Reach VC4, Project No. 5508, have been prepared and are 14 on file in the Utilities Department of the City of Carlsbad and are incorporated herein by reference; 15 and 16 WHEREAS, A Mitigated Negative Declaration and Mitigation Monitoring and Reporting 17 Program was prepared for the Buena Vista Lift Station Force Main, Reach VC4 Project No. 1R 5508, and on November 4, 2009, the Planning Commission adopted Resolution No. 6644, 19 adopting a Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program 20 and Resolution No. 6645, approving Coastal Development Permit (CDP 09-03) and Resolution No. 6646, Special Use Permit (SUP 09-01) for the project; and 22 WHEREAS, the Parties desire to establish mutually agreed upon responsibilities for the 23 funding, design, construction, and maintenance of the sewer forcemain Reach VC4; and 24 WHEREAS, an Agreement dated February 26, 2002, titled "Agreement for Ownership, 25 Operation and Maintenance of the Vista/Carlsbad Interceptor Sewer", calls for the City of Vista's *Pfi share in the cost of the Preliminary Design Report to be 89.6 percent and Carlsbad's share to be 10.4 percent; and 28 1 WHEREAS, the City Council of the City of Carlsbad, California, has determined it 2 necessary and in the public interest for the City of Carlsbad to enter into a Project Agreement 3 between City of Carlsbad and City of Vista for construction the Buena Vista Lift Station Forcemain, 4 Reach VC4, Project No. 5508; and 5 WHEREAS, there are sufficient funds appropriated for Project No. 5508. 6 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 7 California, as follows: 8 1 . That the above recitations are true and correct. 9 2. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute the Project Agreement with the City of Vista for design and construction of the Buena 1 1 Vista Lift Station Forcemain, Reach VC4, Project 5508. 3. That the plans, specifications, and contract documents for the Buena Vista Lift Station Forcemain, Reach VC4, Project No. 5508, are on file in the Utilities Department of the City of Carlsbad and are hereby approved. 15 4. The City Clerk of City of Carlsbad is hereby authorized and directed to advertise 16 for bids for the construction of the Buena Vista Lift Station Forcemain, Reach VC4, Project No. 17 5508. 18 /// 19 /// 20 /// 21 /// 22 /// 23 /// 24 /// 25 /// 26 /// 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 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 8th day of March 2011, by the following vote to wit: AYES: Council Members Hall, Kulchin, Blackburn, Douglas and Packard. NOES: None. ABSENT: None. MATT IjfALL, Mayor ATTEST: ORRAfNE M. WOOD, City Clerk (J (SEALJ J \^7 PROJECT AGREEMENT FOR VISTA/CARLSBAD INTERCEPTOR SEWER REACH VC4 THIS AGREEMENT for the Vista/Carlsbad Interceptor Sewer. Reach VC4 ("Agreement") is made and entered into as of the v day of 20 11 , by and between the City of Vista, a charter city ("Vista"), and the City of Carlsbad, a charter city ("Carlsbad"), collectively, ("the Parties"). RECITALS WHEREAS, on February 26, 2002, the Parties entered into an agreement for the ownership, operation and maintenance of the Vista/ Carlsbad Interceptor Sewer ("Ownership Agreement"), the terms of which arc incorporated herein by this reference; and WHEREAS, on March 31, 2007 Reach VC4, also referred to as Buena Vista Lift Station Force Main, experienced a failure resulting in a sewage spill into the Buena Vista Lagoon; and WHEREAS, a condition assessment on Reach VC4 Buena Vista Lift Station Force Main of the Vista/Carlsbad Interceptor Sewer has been performed and the Parties agree that it is necessary to repair and/or replace the Buena Vista Lift Station Force Main; and WHEREAS, the Sewer Master Plans for the Parties include a recommendation that reach Buena Vista Lift Station Force Main be replaced with a larger pipe to increase the capacity for future sewer flows; and WHEREAS, Carlsbad has selected consultants and has completed the Final Design, CEQA compliance and Coastal Development Permit for the rehabilitation of the existing Buena Vista Lift Station Force Main and constructing a new parallel force main of Reach VC4 of the Vista/Carlsbad Interceptor Sewer; and WHEREAS, the Parties are entering into this Agreement in order to establish the responsibilities of each Party during design and construction, and also their respective share of the design and construction phase costs, and establishment of the cost accounting procedures and payment schedule. NOW THEREFORE, THE PARTIES HERETO AGREE TO THE FOLLOWING: SECTION 1. PROJECT DESCRIPTION The Vista/Carlsbad Interceptor Sewer, Reach VC4 referred to as Buena Vista Lift Station Force Main (the "Project") is a sewer project which rehabilitates the existing force main and constructs a parallel force main from the Buena Vista Lift Station located on Jefferson Street immediately south of State Route 78 within Jefferson Street west until it enters the existing Jefferson Street West Ovcrcrossing at Interstate 5 (Caltrans Bridge No. 57-271) as shown on Exhibit ''A". This Agreement pertains to the respective responsibilities of the Parties relative 1/6/201! solely to the construction of the interceptor sewer ("Interceptor") portion of the Project. The major elements of the Interceptor construction are as follows: A. Rehabilitation by in-situ constructed liner of approximately 2,400 lineal feet of 24-inch diameter Ductile Iron Pipe (DIP) force main or remove and replace with new 24-inch diameter HOPE or C-905 fusible PVC pipe identified herein as a portion of Segment 1 of Reach VC4. B. Construction of approximately 2,400 lineal feet of new 24-inch diameter HOPE or C-905 fusible PVC pipe force main identified herein as a portion of Segment I Reach VC4. C. No improvement or rehabilitation of approximately 475 lineal feet of existing 16- inch ACP across Interstate freeway within Caltrans Bridge No. 57-271 which shall remain in place as a portion of Segment 1 of Reach VC4. D. Abandon approximately 700 lineal feet of existing 24-inch DIP as a portion of Segment 2 of reach VC4. E. Construction of approximately 1,800 lineal feet of two new 24-inch diameter HOPE or C-905 fusible PVC pipe force main identified herein as Alternative 1A a portion of Segment 2 Reach VC4. F. Rehabilitation by in-situ constructed liner of approximately 200 lineal feet of 24- inch diameter DIP force main identified herein as a portion of Segment 3 of Reach VC4. G. Construction of approximately 310 lineal feet of DIP 21-inch diameter force main to be connected to and hung below the Jefferson Street Bridge identified herein as a portion of Segment 3 Reach VC4. II. Approximately 110 lineal feet of existing 24-inch DIP crossing the Jefferson Street Bridge to remain in place without rehabilitation as a portion of Segment 3 of Reach VC4. I. No additional acquisition of any required utility casement or Right of Way anticipated. SECTION 2. RESPONSIBILITIES OF CARLSBAD Carlsbad shall be the Lead Agency for the Project and will be responsible for the bidding and administration of construction activities, including fiscal management for the Project. As part of its construction administration duties, Carlsbad shall ensure its contractor complies with all Resource Agency requirements, including the stormwatcr management and other requirements of the State Water Resources Control Board. As Lead Agency, Carlsbad shall have sole authority to approve, bid, and award contracts in accordance with this agreement, Carlsbad's policies and applicable law. Carlsbad's purchasing policies shall apply to implementation and performance of the construction contract, professional services agreements and any other activity under this agreement. Change order costs will be shared by the Parties in proportion to their 1/6/2011 capacity ownership defined herein to the extent that the change order is necessary and beneficial for both Parties. Carlsbad staff shall keep Vista staff informed about any significant project developments, particularly those that may lead to a change order. Change Orders. The Parties shall jointly approve all change orders necessary to construct the Project. Vista shall not unreasonably delay, condition, or deny the approval of any change order, but in no case later than two (2) working days. Change orders for the Project may be initiated by Vista or Carlsbad, but shall not be issued to the contractor unless approved by by both Parties. At Carlsbad's request. Vista shall participate with Carlsbad in the negotiation of price and/or time extensions related to any change order with the Project contractor. Carlsbad Initiated Change Order. In those instances where Carlsbad requests a change order, Carlsbad shall submit a written request for changes to Vista for Vista's written approval. Such changes, once approved by Vista, shall be paid for in accordance with the ownership allocation, provided the Carlsbad initiated changes arc necessary to complete the Project. If the Carlsbad initiated change order is solely for Carlsbad's benefit, then Carlsbad shall be solely responsible for the cost of the change order, including but not limited to any increased costs resulting from the implementation of the change order. Vista Initiated Change Order. In those instances where Vista requests a change order, Vista shall submit a written request for changes to Carlsbad for Carlsbad's written approval. Such changes once approved by Carlsbad, shall be paid for in accordance with the ownership allocation, provided the Vista initiated changes are necessary to complete the Project. If the Vista initiated change order is solely for Vista's benefit, then Vista shall be solely responsible for the cost of the change order, including but not limited to any increased costs resulting from the implementation of the change order. SECTION 3. RESPONSIBILITIES OF VISTA Vista shall provide a payment of SI,146,349.00 to Carlsbad within sixty (60) clays of the approval to advertise to receive bids for construction from Carlsbad City Council. The payment covers design costs (planning, investigations, design, environmental) to date plus 15% of the "Vista Construction and Inspection Cost Allocation Estimated Amount" ("the deposit") as detailed on Hxhibit "B", attached hereto and incorporated herein by reference. Further, Vista shall make monthly progress payments for completed work within 30 days of receipt of invoice from Carlsbad. The parties agree that the spreadsheet attached hereto as Exhibit "B" is a fail- estimate of the costs subject to modifications through the award of contract or change orders. Vista shall review final accounting and make payment to Carlsbad within thirty (30) days of final reimbursement request. The deposit may be credited toward the final monthly progress payments and the final reimbursement request. SECTION 4. ALLOCATION OF COSTS Allocation of Design and Construction costs are as shown in Exhibit "B", the costs are allocated at 89.6% Vista, 10,4% Carlsbad. i/6/201 Construction costs shall include the construction contract and necessary and mutually approved change orders. Vista shall pay its allocated portion of design and construction support by the consulting engineer, construction materials testing, special inspection, geotechnical testing, paleontological and environmental monitoring costs plus 6% of its allocated portion of the hard construction cost for Construction Administration and Management. The Construction Administration and Management payment shall be understood to cover project management, contract administration, engineering staff design review, and construction inspection, services that are performed by Carlsbad staff. SECTION 5. COST ACCOUNTING Carlsbad shall be responsible for the administration and accounting of all expenditures related to the construction of the Project. The Parties agree that Vista will pay its allocated portion of in actual and estimated costs shown in Exhibit "B" to Carlsbad per Section 3. Final accounting of the costs will be made after the Notice of Completion is filed. Carlsbad will issue a final invoice or reimburse excess remaining funds, to Vista at that time. When the Parties jointly receive the EPA Federal Appropriation of 5500,000 (less the 3% EPA admin portion) for the Project, the Parties agree to split the remainder of the EPA Federal Appropriation in accordance with the allocation of ownership with Vista at 89.6% and Carlsbad at 10.4% and apply it to their respective costs of the Project. SECTION 6. COUNTERPARTS This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, but all of which, taken together, shall constitute one and the same instrument. (Continued on next page.) -4- 1/6/201 SECTION 7. ENTIRE AGREEMENT This Agreement, together with any other written document referred to, embody the entire agreement and understanding between the Parties relating to the subject matter hereof. In case of conflict between this Agreement and the Ownership Agreement, the terms of the Ownership Agreement shall prevail. IN WITNESS WHEREOF, each Party hereto has pursuant to resolution duly passed and adopted by its respective governing body this AGREEMENT and caused it to be executed and be effective on the date first above written. (TTY O!; VISTA, a chartered municipal corporation. ATTEST: MARC'I KIL1AN. City Clerk APPROVED AS TO FORM: DAROLD PIEPER, City Attorney BY: CITY OF CARLSBAD, municipal corporation a chaitercd MAfTT HALL. Mayor ATTEST: LORRAINE M. WOOD. City Clerk APPROVED AS TO FORM: RONALD R. BALL. City Attorney BY: 6 2011 EXHIBIT "B" COST ALLOCATION BUENA VISTA LIFT STATION FORCE MAIN IMPROVEMENTS (VC-4) Description UNIT QTY UNIT COST TOTAL COST DESIGN Carlsbad Staff Actual (12/7/10) $ 53,848 Brown & Caldwell Preliminary Design $ 156,51 1 Brown & Caldwell Final Design, PS&E S 298,645 Brown & Caldwell Fee Amendment No. 1 S 42,678 Brown & Caldwell Fee Amendment No. 2 S 66,687 Oe$5gn Total $ 618,369 CONSTRUCTION General Conditions LS - - $ 696,016 Segment 1 - 24" HOPE Pipeline (Single Run) LF 2400 S 247 $ 592,800 Segment 1 - Vaults and Connections LS - - $ 120,536 Segment 1 - Rehab existying 24" DIP LF 2340 S 363 S 849,420 CARLSBAD % 10.4% 10.4% 10.4% 10.4% 10.4% 10.4% 10.4% 10.4% 10.4% Segment 2 - 24" HOPE Pipeline (Double Run) LF 1550 S 300 $ 465,000 10.4% Segment 2 - Abandon Existing 24" DIP LF 600 $ 17 $ 10,187 Segment 3 -24" DIP/ 22" HOPE (Single Runs) LS S 365,466 Segment 3 - Yard Piping and Vaults LS - - $ 944,840 Subtotal $ 4,044,265 CONSTRUCTION INSPECTION Project Management Construction Management & LS - 6.0% $ 242,656 Inspection w/City Staff Engineering Support Services: LS - $ 25,000 Material Testing LS - $ 60,000 10.4% 10.4% 10.4% 10.4% 10.4% 10.4% Environmental Monitoring (including breading season) LS - $ 25,000 j 10.4% American Indian/Archeology monitoring LS - $ 10,000) 10.4% Subtotal $ 362,656 Construction, and Inspection Total $4,406,921 Contingency 10% $ 440,692 Grand Total Project S 5,465,982 I Cost $5,600 $16,277 $31,059 $4,439 $6,935 $ 64,3tO $72,386 $61,651 $12,536 $88,340 $48,360 $1,059 $38,008 $98,263 420,604 $25,236 $2,600 $6,240 $2,600 $1,040 $ 37,716 $522,630 S 52,263 $ 639,204 % 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% 89.6% VISTA Cost $48,248 $140,234 $267,586 $38,239 $59,752 $ 554,059 $623,630 $531,149 $108,000 $761,080 $416,640 $9,128 $327,458 $846,577 $3,623,661 $217,420 $22,400 $53,760 $22,400 $8,960 $ 324,940 $3,948,601 S 394,860 $ 4,897,520 Ownership Percentages per table "B" of ownership agreement Rev. 12-17-10