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Home My WebLink About2024-01-09; Municipal Water District; ; Authorize additional contingency funds for the Pressure-Reducing Station Replacement Phase 2 ProjectCA Review GH Meeting Date: Jan. 9, 2024 To: President and Board Members From: Scott Chadwick, Executive Manager Staff Contact: Emily Hasegawa, Engineering Manager emily.hasegawa@carlsbadca.gov, 442-339-5763 Dave Padilla, District Engineer dave.padilla@carlsbadca.gov, 442-339-2356 Subject Authorize additional contingency funds for the Pressure-Reducing Station Replacement Phase 2 Project Districts: 2 and 3 Recommended Action Adopt a Carlsbad Municipal Water District Board of Directors resolution authorizing additional contingency funds and increasing the Executive Manager’s authority for approval of change orders by $345,300 to the revised amount of $870,000 for the Pressure-Reducing Station Replacement Phase 2 Project. Executive Summary The Carlsbad Municipal Water District (CMWD) has been replacing pressure-reducing stations to replace aging infrastructure and add needed redundancy to the potable water distribution system. The project includes abandoning two water pressure-reducing stations and constructing three new pressure-reducing stations and approximately 2,500 feet of potable water pipeline on El Fuerte Street, Palomar Airport Road and Melrose Drive. The project is currently under construction, and additional costs have been incurred for CMWD- -initiated design changes, unanticipated field conditions, changes in materials and staff time. Staff estimate the contingency budget set at the time of contract award will be exceeded. The CMWD Board authorized the Executive Manager to execute change orders for the project up to $524,700. Staff recommend that the CMWD Board authorize an increase in construction contingency funds in the amount of $345,300 for the CMWD-initiated design change and unforeseen conditions and increase the authority delegated to the Executive Manager to approve change orders to an increased total of $870,000. The CMWD-initiated design change included an increase in the size of 1,845 feet of pipe to 16 inches in diameter when a 12-inch diameter pipe was in the original scope of work. This change was necessary to maintain adequate system capacity. There is adequate funding in the project budget to cover this increase, so no additional appropriation is required. Jan. 9, 2024 Item #4 Page 1 of 6 MUNICIIPAL WATER D IISTRIC'f Staff Report Discussion The CMWD Board of Directors approved the project on April 18, 2023, by adopting Resolution No. 1703, which awarded a contract to CCL Contracting, Inc. for construction of the Pressure- Reducing Station Replacement Project Phase 2, Capital Improvement Program, or CIP, Project No. 5020-B. The construction contract amount was $3,497,740, and the construction contingency established at the time of contract award was $524,700. The project has incurred additional construction costs due to the following changes or field conditions: • The CMWD-initiated increase of the pipe diameter from 12 inches to 16 inches for 1,845 lineal feet • Hard-rock conditions which increased the excavation effort • Need for additional potholes to be dug to confirm the limits and materials for pipeline connections • Additional paving needed to accommodate a wider trench • Increased material costs The construction project is 41% complete and change orders to date total $390,111 with $134,589 remaining for contingencies. Staff estimate an additional contingency amount of $345,300 will be needed to complete the project, in addition to the remaining $134,589, for a combined total of $480,000 or 12% of construction costs to date. The total estimated amount of $870,000 for needed change orders through completion will exceed the contingency amount set when the contract was awarded by $345,300. Carlsbad Municipal Code Section 3.28.040(C)(5) provides that the City Manager’s authority to approve project change orders is set when the underlying contract is awarded, and the proposed increase exceeds the City Manager’s previously approved authority. The CMWD Board is the awarding authority for change orders beyond the contingency amount set when the contract was awarded, under Carlsbad Municipal Code Section 3.28.040(D)(3). The CMWD Board may delegate other duties or powers to the Executive Manager by resolution under Carlsbad Municipal Code Section 2.12.035(L). Staff recommend that the CMWD Board authorize an additional $345,300 for contingency funds and increase the delegated authority to the Executive Manager to approve change orders up to a total of $870,000. Jan. 9, 2024 Item #4 Page 2 of 6 Fiscal Analysis Additional funds are available in the project budget to support the requested action. The table below summarizes the appropriations and expenditures to date and the estimated remaining expenditures. Pressure-Reducing Station Replacement Phase 2 CIP Project No. 5020-B Total appropriation to date $6,431,040 Total expenditures and encumbrances to date -$5,554,261 Total available funds $876,779 Estimated future change orders -$480,000 Additional engineering services during construction (estimated) -$30,000 Additional staff time (estimated) -$40,000 Estimated additional project costs -$550,000 Remaining balance $326,779 Additional appropriation needed $0 Next Steps Upon CMWD Board approval of additional contingency funds and authorization of an increase to the Executive Manager’s delegated authority to approve change orders in the amount of $345,300 to the revised amount of $870,000 for the project, staff will continue to manage the project through completion, which is estimated to be in summer 2024. Environmental Evaluation The City Planner has determined that this project classifies as a maintenance project and is exempt from environmental review according to California Environmental Quality Act Guidelines sections 15302 – Replacement or reconstruction of existing facilities. None of the exceptions described in Section 15300.2 apply to this project. A notice of exemption was filed on Jan. 26, 2023, with the San Diego County Clerk (File # 2023-000055) in compliance with Section 21152(b) of the California Public Resources Code. Exhibits 1. Carlsbad Municipal Water District Board resolution 2. Location map Jan. 9, 2024 Item #4 Page 3 of 6 RESOLUTION NO. 1724 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD MUNICIPAL WATER DISTRICT OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING ADDITIONAL CONTINGENCY FUNDS AND INCREASING THE EXECUTIVE MANAGER'S AUTHORITY FOR APPROVAL OF CHANGE ORDERS BY $345,300 TO THE REVISED AMOUNT OF $870,000 FOR THE PRESSURE REDUCING STATION REPLACEMENT PHASE 2 PROJECT WHEREAS, on April 18, 2023, the Carlsbad Municipal Water District, or CMWD, Board of Directors adopted Resolution No. 1703, awarding a contract to CCL Contracting, Inc., or Contractor, for construction of the Pressure-Reducing Station Replacement Phase 2, Capital Improvement Program, or CIP, Project No. 5020-B; and WHEREAS, the construction contingency amount of $524,700 was set at the time of contract award consistent with the requirements of Carlsbad Municipal Code, or CMC, Section 3.28.040(C)(5); and WHEREAS, the project has incurred additional construction costs due to design changes and unanticipated field conditions; and WHEREAS, staff estimate that additional contingency funds in the estimated amount of $345,300 may be needed to complete the project; and WHEREAS, the total increased contingency of $870,000 will exceed the contingency amount set when the contract was awarded; and WHEREAS, CMC Section 3.28.040(D){3) requires the CMWD Board of Directors to award change orders which exceed the contingency amount set when the contract was awarded; and WHEREAS, CMC Section 2.12.035{L) authorizes the Executive Manager to perform such other duties and exercise such other powers as may be delegated by resolution; and WHEREAS, the City Planner has determined that the project is exempt from the California Environmental Quality Act, or CEQA, per State CEQA Guidelines Sections 15302 (replacement or reconstruction of existing facilities). None of the exceptions described in CEQA Section 15300.2 are applicable to this project. A notice of exemption was filed in the office of the San Diego County Clerk (File# 2023-000055) in compliance with Section 21152 (b) of the Public Resources Code. Exhibit 1 Jan. 9, 2024 Item #4 Page 4 of 6 NOW, THEREFORE, BE IT RESOLVED by the Carlsbad Municipal Water District Board of Directors of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.That the contingency amount for the Pressure-Reducing Station Replacement Phase 2, CIP Project No. 5020-B, is increased by $345,300 for an increased total contingency amount of $870,000. 3.That the Executive Manager's delegated authority to award construction change orders is increased to a total of $870,000. PASSED, APPROVED AND ADOPTED at a Special Meeting of the Board of Directors of the Carlsbad Municipal Water District of the City of Carlsbad on the 9th day of January, 2024, by the following vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: Blackburn, Bhat-Patel, Acosta, Burkholder, Luna. None. None. None. KEITH BLACKBURN, President SHERRY FREISINGER, Secretary (SEAL) Jan. 9, 2024 Item #4 Page 5 of 6 LOCATION MAP PROJECT NAME PROJECT EXHIBIT NUMBER Exhibit 2 -BJan. 9, 2024 Item #4 Page 6 of 6 LOWER EL ¼FUERTE SITE NOT TO SCALE MELROSE SITE CORINTIA SITE VICINITY MAP PHASE 2 PRESSURE REDUCING STATION REPLACEMENTS LOWER EL FUERTE PRS SITE 5020 2 Tammy Cloud-McMinn From: Sent: To: Subject: Item #4 Get Outlook for iOS Sheila Cobian Tuesday, January 9, 2024 9:30 AM Tammy Cloud-McMinn; Ana Alarcon FW: Question From: Rick Green <rgreen74@sbcglobal.net> Sent: Saturday, January 6, 2024 12:00:25 AM To: Emily Hasegawa <Emily.Hasegawa@carlsbadca.gov> All Receive -Agenda Item # .!L.. For the Information of the: Jb/JjOUNCIL Date CA .,.--cc ~ CM ....::ACM _vOCM (3) _::::- Cc: Brandon Miles <Brandon.Miles@carlsbadca.gov>; Nick De Letto <Nick.DeLetto@carlsbadca.gov>; Traffic <traffic@CarlsbadCA.gov>; Dave Pad ii la <Dave. Pad i lla@ca rlsbadca .gov> Subject: Re: Question Emily, 2024 is not starting off so great on El Fuerte in La Costa. Here I am again voicing my concerns and complaints. The city engineers and traffic and public works are not the most liked departments right now by local residents(various city projects) and that can easily be seen and 'heard' on various local neighborhood message boards. 1. Let's rehash the El Fuerte Pressure Reducing Project that now is set to most likely receive more funding from a huge costly change order.See below. AUTHORIZE ADDITIONAL CONTINGENCY FUNDS FOR THE PRESSURE-REDUCING STATION REPLACEMENT PHASE 2 PROJECT -Adoption of a Carlsbad Municipal Water District Board of Directors resolution authorizing additional contingency funds and increasing the Executive Manager's authority for approval of change orders by $345,300 to the revised amount of $870,000 for the Pressure- Reducing Station Replacement Phase 2 Project. (Staff contact: Emily Hasegawa and.Dave Padilla, Public Works Department) I appreciate your transparency in the previous email dated 11/15/2023 but since then a few things have happened, or not happened per say. A. STEEL PLATE-The steel plate is gone and the contractor filled the hole. Well it must have been filled by Lumpy Paving Company. How hard is it to make the asphalt smooth? Like really? My 9 year old could have done a better job. Should I speak to Ricardo Cervantes about this? Ultimately the City of Carlsbad inspectors should have reviewed the repair. Speaking of City of Carlsbad inspectors ... I have yet to see one city vehicle in and around the El Fuerte Project since inception. Now I understand that I don't sit outside La Costa Meadows Elementary and watch the project take place but I am up and down El Fuerte between Corintia and Alga Roads multiple times per day. City inspectors should be out there overseeing its selected "low bid"contractors. Am I right? B. TRENCH LINE-Like we previously discussed the long temporary lumpy asphalt line extending along the center of El Fuerte between Santa Isabel Street and Corintia is to be paved at the end of the project during La Costa Meadows elementary winter break. Winter break is just about over and nothing have been done. Is this because of the 'rock in the waterline' issue? 1 C. Massive Construction@ Corintia and El Fuerte. This construction zone(sorry but don't know what's going on here because local immediate vicinity residents were never told)literally in my back yard(I live on the top of the greenbelt a few houses in) has really caused a huge mess of sorts right outside the gate of La Costa • Ridge. What's the plan when school is back in session since the construction mess is literally at a major crossing guard crosswalk with hundreds of parents and young kids and hundreds of vehicles too. Is the city going to provide police to control traffic safety? The city and your department has an obligation to inform residents AND commuters that live within an 1/8-1/4 mile from the construction zone since it affects them on various levels. Posting a message on the city website is useless. Where are the digital signs explaining the approaching construction and timeline? I mean it shouldn't by any means take a resident like myself to suggest these things. Ricky Green La Costa Ridge HOA On Wednesday, November 15, 2023 at 09: 15:56. AM PST, Emily Hasegawa <emily.hasegawa@carlsbadca.gov> wrote: Mr. Green, Thank you for your email and caring about the city. As I mentioned previously, the work along El Fuerte in front of the school is not complete and paving will be the last task. We have not allowed our Contractor to work in front of the school during school time. The Contractor encountered rock in the waterline alignment and the noisy work of breaking underground rock would not be great for the students' learning process. Since the Contractor has run into issues with procurement, they plan to do that section of work during the holiday break in December. As for the new steel plate on El Fuerte, those plates are from Vallecitos Water District. If you have any questions, please reach out to them Ricardo Cervantes <rcervantes@vwd.org> I am a resident too and I understand your frustration. Construction unfortunately can be inconvenient, but staff is trying to work within our constraints to maintain our beautiful city. Emily Hasegawa, PE, QSD Engineering Manager Construction Management & Inspection Public Works Branch City of Carlsbad 1635 Faraday Ave. Carlsbad, CA 92008-7314 www.carlsbadca.gov 2 760-271-4193 mobile emily.hasegawa@carlsbadca.gov -----Original Message----- From: Ricky Green <rgreen74@sbcglobal.net> Sent: Tuesday, November 14, 2023 11 :50 PM To: Emily Hasegawa <Emily.Hasegawa@carlsbadca.gov> Cc: Brandon Miles <Brandon.Miles@carlsbadca.gov> Subject: Question Emily, Just following up. What's the status of El Fuerte water pressure reducing project? Is it being overlayed during Thanksgiving break or is it going to be delayed? Can you explain the new steel plate on El Fuerte too? I was happy to see a sign that says steel plate ahead but that's all I was happy about. FYI: Residents are fed up with the way your department and city engineers are handling road projects in and around the city. If you need to see the feedback first hand let me know and I'll provide it straight from Nextdoor. Ricky Green CAUTION: Do not open attachments or click o~ links unless you recognize the sender and know the content is safe. CAUTION: Do not open attachments or click on links unless ou recognize the sender and know the content i 3