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HomeMy WebLinkAbout1969-01-29; Water Systems Improvement Committee Ad Hoc; MinutesCITY OF CARLSBAD Minutes of: Date of Meeting: Time of Meeting: Place of Meeting: WATER SYSTEMS IMPROVEMENT COMMITTEE January 29, 1969 4:00 P.M. City Manager's Conference Room PRESENT: James P. O'Toole, Lt. Col. Wm. Atkinson, William Esterline, Glenn McComas, Robert L. Watson ABSENT: Knox Williams, W. D. Cannon OTHERS C. E. Martin, W. F. Priday, S. C. Wilson, Kline Barney of PRESENT: Engineering Science, E. J. Kazmierczak of Engineering Science A discussion was held on the addendum, prepared by the Water Systems Improvement Project Agreement. design this to meet our budget, and basicallywill The son HUD the was was total figure presented at the last meeting was stated his calculations were $1,953,400, which figure, and this is what we expect the bid to question as to the relationship of the $30,000 paid for this previous engineering study. The in the neighborhood of $120,000; however, the three phases the City for was $114,000. HUD had $10,000 off the total. set aside $126 our City Attorney, to Engineering Science the contract is sound $2 mill ion. Mr. Wil- doesn't i nclude the be. Mr. Martin raised , more or less, that original proposal total fee to ES for ,000, and we credited Mr. O'Toole questioned the survey fee and Mr. Barney stated it is diffi- cult to quote exactly as he would need more detail. The proportion in the public right-of-way will influence this. It is estimated that HUD will allow $40 to $60,000 for surveying. Mr. Priday questioned whether there was anything that will take professional easements? Mr said possibly on three sites; however, we will have to have sional appraisal if we have to go to litigation on it. Mr. stated the cost to try this case may consist of three trial ing to approximately sufficient money. O'Toole a profes- Wilson i s , amount- $125,000, and he questioned whether there would be Chairman O'Toole suggested forgetting the land acquisition and becoming cognizant of the design cost. Sometimes acquisition cost estimates are based on appraisals which are not accurate. Lt. Col. Atkinson stated that we own some of the property south of Sheffler's house, but we were talking about expanding the existing site. We already have the ease- ment and don't have to dicker over it. Mr. Barney mentioned that the first thing they would do is check the figures to detect any error. Mr. Martin thought we could get a fair appraisal from our own staff. Chairman O'Toole recommended that, once we decide on the areas for the reservoir, we do not publicize it until we negotiate, as once it becomes public the price increases. Mr. O'Toole asked whether the Committee would recommend this contract to the City Council as written by our City Attorney. Mr. Barney said he would like one comment in the last sentence a little more explicit, i.e.,when the preliminary design phase was completed and accepted, ES would want to receive final payment. Mr. Wilson suggested a change to reflect this. Mr. O'Toole stated that after approval of the final de- sign we could pay them a portion; however, Mr. Wilson mentioned that, if you have paid 99% of the cost,there are usually some disagreeable details to be worked out and very little money left. Chairman O'Toole implied that we could modify this at any time along the way and didn't think $12,000 was inequitable. If construction took 12 or 18 months, we would be reasonable about payment. When we direct changes there should be a provision for renegotiation. Mr. Wilson suggested we pay ES for extra changes and there is no way to know what changes will be made. We have to okay the preliminary design before we start, so have control up to thit point,but after that we will have to bear the conse- quences . - 2 - Mr. Friday delcared that probably only minor field problems would occur such as change in linemen. Mr. Wilson affirmed that we would have to determine a rate for these changes, but Mr. O'Toole main- tained that there was no reason to worry about changes at this time as we will either accept or turn down the preliminary. Mr. O'Toole stated that if our City Attorney and City Manager are satisfied, the contract is okay as written. However, because of the peculiar situation that Wayne Lill is in, we are going to have to re- ly almost entirely on ES for all engineering decisions. ES will pre- sent their preliminary contract to us and the City Council will have to point out to Wayne Lill that he has the responsibility of checking it. If Mr. Lill can't do this, Mr. Friday stated that Joe Spano is capable. Mr. Martin stated that he didn't anticipate any difficulty, but if the problem arises we can call another meeting. Mr. Friday questioned whether the agreement omitted surveys. There must be coordination between design and field surveys. Mr. Barney affirmed that ES will provide 10% for surveys, if needed. Mr. McComas understood that,if we wanted to,we could contract the survey directly, but Mr. Wilson announced that we won't undertake anything until the Council gives prior recommendation. If Council approved, ES would contract the survey and receive proposals from three or four contractors. ES probably could hire their own surveyor for less than if we hired one. Mr. Friday stated that we probably will make installation ourselves on some of this sytem, and there may be certain phases of it that ES won't have to design. Some of this might be considered in the orig- inal cost. Mr. Barney stated that since we are getting a grant from HUD, he was sure that slight adjustements also could be granted. Lt. Col. Atkinson made a motion that the contract with the addendum be accepted. Mr. Esterline seconded the motion, and it was unani- mously carried. Mr. Martin announced that very shortly the committee will be called upon to meet with our finance advisors to review the financial struc- ture. The retirement of the debt will probably be accomplished through a bond redemption. Meeting was adjourned at 5:20 p.m. Respectfully submitted, /! Helen Lindsley Recording Secretar^/