HomeMy WebLinkAbout2017-12-12; City Council; ; Adopt a Resolution approving plans and specifications and authorizing the city clerk to advertise and receive bids for the Generator Replacement Project, Project No. 3840-12.~ CITY COUNCIL V Staff Report
Meeting Date:
To:
From:
Staff Contact:
Dec. 12,2017
Mayor and City Council
Kevin Crawford, City Manager
David Hull, Assistant Engineer
David.hull@carlsbadca.gov or 760-603-7322
CA Review ---
Subject: Adopt a Resolution approving plans and specifications and authorizing the
city clerk to advertise and receive bids for the Generator Replacement
Project, Project No. 3840-12.
Recommended Action
Adopt a Resolution approving plans and specifications and authorizing the city clerk to
advertise and receive bids for the Generator Replacement Project, Project No. 3840-12.
Executive Summary
The generators at the Knots Lane and North Batiquitos Sewer Lift Stations are at the end of
their service life and are in need of replacement. The Generator Replacement Project, Project
No. 3840-12 (Project), is necessary to ensure the sewer lift stations are equipped to sustain
sewer service in case of an emergency power outage. Staff recommends that the City Council
approve the project plans and specifications, and authorize the city clerk to advertise and
receive construction bids for the Project.
Discussion
Sewer pipeline systems are ideally constructed to flow by gravity from higher elevations to
lower elevations, relying when possible on the topography of the basin. Lift stations become
necessary when sewer pipelines get significantly deep or water bodies are encountered. The
City of Carlsbad's sewer system includes 12 sewer lift stations, 10 of which are equipped with
stationary emergency generators to aid in continuing sewer service during power outages. The
other 2 stations do not have generators on site but can be powered via portable generators.
The emergency stationary generators at Knots Lane and North Batiquitos Sewer Lift Stations
were manufactured in 1998 and 1996 respectively. These generators are at the end of their
service life and are in need of replacement. Spare parts for these generators are difficult to
obtain and will be even harder to locate in the future. The Project will replace the existing
generators with modern, fuel-efficient generators and upgrade associated electrical equipment
to ensure reliability. The new generators will reduce the likelihood of operational complications
that could lead to sewage spills.
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Fiscal Analysis
The engineer's estimate of the construction cost of the Project is $330,400. The total estimated
Project cost of $499,798 includes the construction contract, contingency for change orders,
construction management and inspection, including engineering and administrative support for
review of contractor shop drawings, requests for information, and meetings. This Project will be
funded by the Sewer Lift Station Repairs and Upgrades Program, CIP No. 3840. A summary of
funds and estimated construction costs are shown in the table below:
SEWER LIFT STATION REPAIRS AND UPGRADES PROGRAM, CIP NO. 3840
Current Appropriation $534,343
Current Year Expenditures/Encumbrances $175,453
TOTAL AVAILABLE SEWER LIFT STATION REPAIRS AND UPGRADES PROGRAM, $358,890 CIP NO. 3840
GENERATOR REPLACEMENT PROJECT, PROJECT NO. 3840-12
Construction Contract (Engineer's Estimate) $330,400
Construction Contingency (estimated) $33,040
Construction Management, Inspection, and Material Testing (estimated) $41,000
TOTAL ESTIMATED CONSTRUCTION COSTS $404,440
Engineering and Administrative Support $34,000
TOTAL ESTIMATED PROJECT COSTS $438,440
REMAINING BALANCE AFTER PROJECT NO. 3840-12 -$79,550
As shown in the table above, staff anticipates a potential budget deficit of approximately
$80,000. If needed, staff will request additional funds when the award of contract is brought
forward for consideration.
Next Steps
A Construction Contract Request for Bids will be advertised on the city website. Staff will then
return to City Council to recommend awarding a contract to the lowest responsive and
responsible bidder.
Environmental Evaluation (CEQA}
The Project is exempt from the California Environmental Quality Act (CEQA) per State CEQA
Guidelines Section 15302(c) -replacement or reconstruction of existing utility systems and/or
facilities involving negligible or no expansion of capacity, and Section 15304(f) -minor
trenching and backfilling where the surface is restored.
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to the scheduled meeting date. Prior to the start of
construction, the public will be notified of the construction activities using media methods such
as signage, email, website, and other city communication channels. The construction contractor
December 12, 2017 Item #3 Page 2 of 6
will also be required to notify the public of construction activities via changeable message signs,
door hangers, letters to residents, and/or "NO PARKING" signs, as applicable.
Exhibits
1. Resolution approving plans and specifications and authorizing the city clerk to advertise and
receive bids for the Generator Replacement Project, Project No. 3840-12.
2. Location Map.
3. Project plans, specifications, and bid documents are on file at Carlsbad Municipal Water
District.
December 12, 2017 Item #3 Page 3 of 6
RESOLUTION NO. 2017-234
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING
THE CITY CLERK TO ADVERTISE AND RECEIVE BIDS FOR THE GENERATOR
REPLACEMENT PROJECT, PROJECT NO. 3840.
EXHIBIT I
WHEREAS, the City Council of the City of Carlsbad, California has determined that it is necessary,
desirable and in the public interest to replace the emergency generators at Knots Lane and North
Batiquitos Sewer Lift Stations; and
WHEREAS, the plans, specifications and bid documents for the Generator Replacement Project,
Project No. 3840 (Project), have been prepared and are on file at the City of Carlsbad Utilities Division
and are incorporated herein by reference; and
WHEREAS, the Project is exempt from the California Environmental Quality Act (CEQA) per State
CEQA Guidelines Section 15302(c) -replacement or reconstruction of existing utility systems and/or
facilities involving negligible or no expansion of capacity, and Section 15304(f) -minor trenching and
backfilling where the surface is restored.
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 the plans, specifications and bid documents for the Generator Replacement
Project, Project No. 3840, on file at the City of Carlsbad Utilities Division are hereby approved.
3. The city clerk of the City of Carlsbad is hereby authorized and directed to publish, in
accordance with State law, a Notice to Contractors Inviting Bids for the construction of the Generator
Replacement Project, Project No. 3840.
December 12, 2017 Item #3 Page 4 of 6
EXHIBIT I
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 12th day of December, 2017, by the following vote, to wit:
AYES:
NOES:
ABSENT:
M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
None.
None. ~4
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BARBARA ENGLESON, City Clerk V
(SEAL)
December 12, 2017 Item #3 Page 5 of 6