HomeMy WebLinkAbout2017-08-22; Municipal Water District; ; Adopt a Resolution approving plans and specifications and authorizing secretary to the Board of the CMWD to advertise and receive bids for the Valve Replacement: Phase I, Project No. 5019-A.#14
Meeting Date:
To:
From:
Staff Contact:
Subject:
Aug.22,2017
President and Board Members
Kevin Crawford, Executive Manager
Lindsey Stephenson, Senior Engineer
Lindsey.Stephenson@carlsbadca.gov or 760-603-7356
CAReview ~
Adopt a Resolution approving plans and specifications and authorizing the
secretary to the Board of the Carlsbad Municipal Water District to
advertise and receive bids for the Valve Replacement: Phase I, Project No.
5019-A.
Recommended Action
Adopt a Resolution approving plans and specifications and authorizing the secretary to the
Board of the Carlsbad Municipal Water District (CMWD) to advertise and receive bids for the
Valve Replacement: Phase I, Project No. 5019-A.
Executive Summary
The repair or replacement of inoperable valves is an integral component of a well-managed
water distribution system. CMWD's Water Valve Repair/Replacement Program (Program)
provides reliable water delivery, helps to maintain high service levels to customers, and also
reduces water loss. CMWD has initiated this Program to repair or replace broken valves
throughout the system. Phase I of the multi-year Program will install 52 valves at 19 prioritized
locations throughout the CMWD service area. Staff recommends that the Board approve the
plans and specifications and authorize the secretary to the Board to advertise and receive bids
for the Valve Replacement: Phase I, Project No. 5019-A (Project).
Discussion
CMWD is focused on managing assets to maintain high service levels. CMWD has developed the
Program to protect these assets, including the repair or replacement of valves determined to be
inoperable during routine maintenance or operations. The Program is a multi-year capital
improvement project known as the Water Valve Repair/Replacement Program (CIP No. 5019) to
renew the broken valves identified.
CMWD has prioritized the replacement of broken valves throughout the system based on the
anticipated consequence of failure for that valve. A valve is determined to have a high
consequence of failure if the loss of that.valve would be most detrimental, such as valves in
close proximity to critical public service facilities, major transportation routes, major
transmission lines, or sensitive environmental areas. This first phase of the Program, known as
Valve Replacement: Phase I, Project No. 5019-A (Project) will replace broken valves at 19
prioritized locations throughout the CMWD service area. Subsequent phases will replace other
broken valves.
Page 445
Excavation to replace these broken valves will have associated costs and may be disruptive, so
CMWD has assessed other improvements that could be made concurrently. In addition to
replacing the broken valves, CMWD is replacing any valves that are on the same fitting as the
broken valve and are of the same vintage. If the location of the broken valve could benefit from
additional valves on the same fitting to provide better system control, CMWD would install new
valves, as needed.
Within the Project, 52 new valves will be installed at 19 key locations, categorized in the
following table. The 19 key locations are distributed throughout the CMWD service area and
are shown in Exhibit 2, with the majority in the northern portion of the city. Future phases of
the Program will focus on more specific zones within the CMWD service area.
VALVES TO BE INSTALLED UNDER VALVE REPLACEMENT: PHASE I, PROJECT NO. 5019-A
Broken va lves to be replaced 19
Existing valves adjacent to broken valves and of similar vintage to be replaced 19
New valves to be installed to improve system operations 14
TOTAL VALVES TO BE INSTALLED 52
CMWD is also embarking on an innovative Condition Assessment Program to better
characterize the state of existing water pipelines. A final component of the Project will be to
complete condition assessment on the existing pipes while the pipes are exposed for the valve
replacement work. While the valves are being replaced, a sample of the adjacent pipe will be
removed from the pipe and the condition will be assessed. The information gathered through
this effort will help CMWD prioritize future pipeline maintenance and improvements.
The construction contract for the Project will contain general performance standards, technical
specifications, sequencing and notification requirements to minimize disruptions, and a one
year warranty period. Retention will be withheld from each progress payment until final
acceptance of the Project. The anticipated construction duration is approximately one year, and
the construction contract includes liquidated damages which may be assessed for each day in
excess of the time specified for completion of the work.
Fiscal Analysis
The engineer's estimate of the construction cost ofthe Project is $1,600,000. The total project
cost of $2,275,000 includes: construction contract; contingency for change orders
management; construction management and inspection; and engineering and administrative
support for contractor shop drawings, requests for information, meetings, and community
outreach.
In addition to the construction contract, an estimated $75,000 from the Water Condition
Assessment Program (CIP No. 5051) will be used to conduct condition assessment on the
existing pipes that are immediately adjacent to the valves being replaced.
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The Project will be funded by the Water Valve Repair/Replacement Program (CIP No. 5019),
with the condition assessment work being funded by the Water Condition Assessment Program
(CIP No. 5051).
A summary of available funds and estimated construction costs is shown below:
WATER VALVE REPAIR/REPLACEMENT PROGRAM, CIP NO. 5019
Current Appropriation -Water Valve Repair/Replacement Program, CIP No. 5019 $3,350,000
Current Expenditures/Encumbrances -Water Valve Repair/Replacement Program, CIP $701,517 No.5019
TOTAL AVAILABLE -WATER VALVE REPAIR/REPLACEMENT PROGRAM, CIP NO. 5019 $2,648,483
VALVE REPLACEMENT: PHASE I, PROJECT NO. 5019-A
Construction Contract (Engineer's Estimate) $1,600,000
Construction Contingency (Estimated) $200,000
Construction Management, Inspection, and Material Testing (Estimated) $350,000
TOTAL ESTIMATED CONSTRUCTION COSTS $2,150,000
Engineering and Administrative Support During Construction, Staff and Consultant $125,000 (Estimated)
TOTAL ESTIMATED PROJECT COSTS $2,275,000
REMAINING BALANCE AFTER VALVE REPLACEMENT: PHASE I, PROJECT NO. 5019-A $373,483
ADDITIONAL APPROPRIATION NEEDEO ,' $0 ''
WATER CONDITION ASSESSMENT PROGRAM, CIP NO. 5051
Current Appropriation -Water Condition Assessment Program, CIP No. 5051 $200,000
Current Expenditures/Encumbrances-Water Condition Assessment Program, CIP No. $0 5051
TOTAL AVAILABLE -WATER CONDITION ASSESSMENT PROGRAM, CIP NO. 5051 $200,000
CONDITION ASSESSMENT
Construction Contract (Estimated) $75,000
TOTAL ESTIMATED PROJECT COSTS " $75,000 .,,;
REMAINING BALANCE AFTER CONDITION ASSESSMENT $125,000
ADDITIONAL APPROPRIATION NEEDED ,_ $0
Next Steps
A Construction Contract Request for Bids will be advertised on the city bid site. Staff will then
return to the Board to recommend awarding a contract to the lowest responsive and
responsible bidder.
Environmental Evaluation (CEQA)
This Project is exempt from California Environmental Quality Act (CEQA) review pursuant to
CEQA Guidelines Section 15302(c) -replacement or reconstruction of an existing utility system
and/or facility involving negligible or no expansion of capacity.
Page 447
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.
This Project will result in short-term water service disruptions at each of the 19 locations when
the new valves are installed. Construction at some of the locations will also disrupt traffic and
access. CMWD staff will complete public outreach within the vicinity of each valve replacement
site for general notification of upcoming construction, as well as properly notify customers of
any water service interruptions or traffic/access impacts during construction.
Exhibits
1. Resolution approving plans and specifications and authorizing the secretary to the Board of
the Carlsbad Municipal Water District to advertise and receive bids for the Valve Replacement:
Phase I, Project No. 5019-A.
2. Location Map.
3. Project plans, specifications, and bid documents are on file at Carlsbad Municipal Water
District.
Page 448
RESOLUTION NO. 1580
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD
MUNICIPAL WATER DISTRICT BOARD (CMWD), APPROVING PLANS AND
SPECIFICATIONS AND AUTHORIZING THE SECRETARY TO THE BOARD OF THE
CARLSBAD MUNICIPAL WATER DISTRICT TO ADVERTISE AND RECEIVE BIDS
FOR THE VALVE REPLACEMENT: PHASE I, PROJECT NO. 5019-A.
EXHIBIT I
WHEREAS, the Carlsbad Municipal Water District Board of the City of Carlsbad, California has
determined it necessary, desirable, and in the public interest to replace broken valves at prioritized
locations and concurrently make other improvements and conduct condition assessment at the same
locations; and
WHEREAS, the plans and specifications for furnishing of all labor, materials, tools, equipment,
transportation, and other expenses necessary, or incidentals of the Valve Replacement: Phase I, Project
No. 5019-A (Project), have been prepared and are on file at CMWD and are incorporated by reference
herein; and
WHEREAS, the Project is exempt from CEQA per State CEQA Guidelines Section 15302{c) -
replacement or reconstruction of an existing utility system and/or facility involving negligible or no
expansion of capacity; and
WHEREAS, the engineer's estimate ofthe construction contractor's bid is $1,600,000; and
WHEREAS, sufficient funds exist in the Water Valve Repair/Replacement Program {CIP No.
5019).
NOW, THEREFORE, BE IT RESOLVED by the Carlsbad Municipal Water District Board of the City
of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the plans, specifications and contract documents for the Valve Replacement: Phase
I, Project No. 5019-A, on file at CMWD are hereby approved.
EXHIBIT 1
3. The secretary to the Board is hereby authorized and directed to publish, in accordance with
State law, a Notice to Contractors Inviting Bids for the construction of the Valve Replacement: Phase I,
Project No. 5019-A, in accordance with the plans, specifications, and contract documents referred to
herein.
PASSED, APPROVED AND ADOPTED at a Special Meeting of the Carlsbad Municipal Water
District of the City of Carlsbad on the 22nd day of August, 2017, by the following vote, to wit:
AYES:
NOES:
ABSENT:
M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
None.
None.
(SEAL)
EXHIBIT 2
LOCATION MAP
NOT TO SCALE
LEGEND:
• VALVE LOCATIONS
PROJECT NAME
VALVE REPLACEMENT PROJECT -PHASE I
PLOm:D BY: SCOTT £VANS PLOT DATE::7/12/17 PATH:D:\U11LIT1£S D£PARTM£NT\LOCA110N MAPS\AUTOCAD\5019-A.DWG
PROJECT
NUMBER
5019-A
EXHIBIT
2
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