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Home My WebLink About2019-12-12; Water Line Break on Avenida Encinas Update #2; Quiram, VickiTo the members of the: CITY COUNCIL Date lZ.11-i.l [q cA _L cc / cM L_coo ✓ocM(3l L Dec. 12,2019 CMWD Board Memorandum To: Carlsbad Municipal Water From: Vicki Quiram, General Man,;--~~'~·'M--- Via: Scott Chadwick, Executive Re: Water Line Break on Aveni (carlsbad Municipal Water District Memo ID# 2019144 This memorandum provides updated information related to the repair of the water line break on Avenida Encinas, south of Palomar Airport Road. Background On Nov. 26, 2019 and Dec. 5, 2019, a memorandum (Attachment A) and a first update (Attachment B) were sent to the Carlsbad Municipal Water District Board of Directors {CMWD Board) with information on a water line break staff responded to on Sunday, Nov. 24, 2019. The break was on a 10" cement mortar lined steel (CMLC) water main that crosses from Avenida Encinas under the railroad tracks and serves the Hilton Garden Inn and the adjacent Solamar Mobile Estates neighborhood on Carlsbad Boulevard. CMWD staff was able to quickly continue to serve potable and fire service water to the Hilton Garden Inn and residents of the Solamar neighborhood by installing a temporary high line. However, the permanent repair was complicated by the depth of the pipe crossing below the railroad tracks, an extremely difficult location to access without a specialty contractor and equipment, and th~ permit requirements of the North County Transit District (NCTD). Staff determined that the permanent repair would require contracting with an experienced construction contractor. On Dec. 3, 2019, staff met with a highly recommended contractor, Cass Arrieta General Engineering Contractors (Contractor), to determine a scope of work and cost estimate. Discussion Staff has continued to work closely with the Public Works Contract Administration Division, NCTD, and the Contractor. On Dec. 6, 2019, the Contractor provided a scope of work, time frame and cost estimate. The repair project cost is estimated at $158,000 for the pipeline repair. An additional $22,000 is estimated for replacement of an inoperable valve that would have allowed CMWD to continue to serve the Hilton Garden Inn and approximately 75 to 80 homes in the Solamar Mobile Estates neighborhood by accessing CMWD's existing redundant looped system. The project is expected to take three to four weeks after the NCTD permit is received and the Notice to Proceed is issued. Carlsbad Municipal Water District 5950 El Camino Real I Carlsbad, CA 92008 I 760-438-2722 Carlsbad Municipal Water District Board of Directors Dec. 12,2019 Page 2 Staff is proposing to contract with Cass Arrieta General Engineering Contractors for the pipe repair and valve replacement on a time and materials basis, not to exceed $180,000. The Contractor was chosen based on their qualifications and specialty equipment, high recommendations from other water agencies on similar projects and availability. Carlsbad Municipal Code (CMC) Sections 3.28.080(B) and 3.28.080(H) implement Public Contract Cod~ Section 22032 and allow for construction projects less than $200,000 to be awarded by the executive manager using informal bidding procedures. CMC 3.28.ll0(A) implements Public Contract Code Section 22035 and provides for ah exemption from these procedures for. emergency construction procurements. To use the emergency exemption, CMC Section 3.28.120, as well as Public Contract Code Sections 22035 and 22050, require a declaration of a local public emergency by a four-fifths vote of the CMWD Board, or by the executive manager subject to confirmation by a four-fifths vote of the CMWD Board at the next regular CMWD Board meeting. On Dec. 11, 2019, the executive manager declared a local public emergency (Attachment C), and staff will begin processing the contract with Cass Arrieta General Engineering Contractors. A declaration of a public emergency and an emergency exemption are appropriate in this instance based on the following: • The potable water for the residents of the Sola mar Mobile Estates neighborhood and the fire protection water for the Hilton Garden Inn are currently being served through a temporary above-ground fire hose that is vulnerable to accidents and vandalism. If the temporary lines were compromised, the residents would not have water service and the hotel would not have fire protection. • Without the repair, if there were a break in the water main in Carlsbad Boulevard, there would not be a way to serve water to these properties, even with the temporary lines in place. • The line break is located approximately 15 feet away from the railroad tracks and has the potential to undermine the tracks. NCTD is working with CMWD staff to expedite permitting and the required training needed for the Contractor to work in the railroad right of way so that this project can be expedited and completed as soon as possible. The funding utilized will temporarily be taken from the Water Operations Fund that is intended for scheduled repair and replacement projects. Next Steps • Staff will prepare a staff report requesting the CMWD Board's confirmation of the executive manager's local public emergency declaration at the Dec. 17, 2019 CMWD Board meeting. • Public Works Contract Administration Division will prepare an emergency contract by Dec. 13, 2019. • Contractor will start working with NCTD to obtain required training and permits by Dec. 16, 2019. • Although the project start date is largely dependent on NCTD's ability to expedite the permit and training process, the project is expected to be completed by early to mid- January 2020. Carlsbad Municipal Water District Board of Directors Dec. 12,2019 Page 3 • Staff will return to the CMWD Board on Jan. 14, 2020 to review the emergency action and determine by a four-fifths vote whether there is a need to continue it. • Staff will return to the CMWD Board in the near future to request a budget adjustment to reimburse the FY 2019-20 Potable Water Operations budget. Attachments: A. CMWD Board Memorandum dated Nov. 26, 2019 B. CMWD Board Memorandum dated Dec. 5, 2019 C. Declaration of Local Emergency dated Dec. 11, 2019 cc: Elaine Lu key, Chief Operations Officer Celia Brewer, General Counsel Paz Gomez, Deputy City Manager, Public Works Laura Rocha, Deputy City Manager, Administrative Services Cindie McMahon, Assistant General Counsel Amanda Guy, Deputy General Counsel Kevin Branca, Finance Director Kristina Ray, Communications and Engagemen~ Director Ken Knatz, District Engineer Babaq Taj, Interim Transportation Director Eric Sanders, Utilities Manager Ryan Green, Finance Mana,ger Cheryl Gerhardt, Purchasing Officer To the members of the: CllYCOUNCIL Date1~CA _!:__CC .!:_ CM ~ COO J::..._ DCM {3} ..:!::.. Nov.26,2019 CMWD Board Memorandum To: _ Carlsbad Municipal Water Dist · t Board of Directors From: Vicki Quiram, General Manage Via: Scott Chadwick, Executive Ma ag Re: Water Line Break on Avenida Attachment A Ccarlsbad Municipal Water District Memo ID# 2019136 This memorandum provides information related to the repair of a water line break on Avenida Encinas, south of Palomar Airport Road. Background On Sunday, Nov; 24, 2019, at 10:30 a.m.,.staff responded to a report of a water line break. Attachment A shows the approximate location of the break and the location of the 10" asbestos cement water main that crosses under the railroad tracks and serves the Hilton Garden Inn on Carlsbad Boulevard and the adjacent Solamar Mobile Estates neighborhood. Attachment B shows a picture of the incident. North County Transit District (NCTD) was contacted immediately and responded on-site to grant staff access to the site. Discussion . . . _ _ Carlsbad Municipal Water District's (CMWD) system is designed with redundant water lines, allowing staff to isolate the broken portion of the water main and quickly continue to serve· potable water to the Hilton Garden Inn and residents of the Sola mar Mobile Estates. Until the broken inain is completely repaired; a combination of permanent lines and staff-installed above- ground temporary lines are providing domestic water and fire service to the Hilton Garden Inn and Solamar Mobile Estates. While staff does not anticipate any problems, the. City of Carlsbad's Fire Battalion Chief and North County Dispatch have been notified of the situation. Hilton Garden Inn personnel and mobile estate residents have also been provided with emergency phone numbers to contact if there are any concerns. Next Steps • Continue to work closely with NCTD • Deploy a leak detection company to videotape the pipe and assess the location and extent of damage on Tuesday, Nov. 26, 2019 • Hire a contractor with the capability and equipment to make the necessary repairs due to the location, which is in an extremely difficult area for city staff and equipment to access. Carlsbad Municipal Water District 5950 El Camino Real I Carlsbad, CA 92008 I 760-438-2722 Carlsbad Municipal Water District Board of Directors Nov. 26, 2019 Page 2 Attachments: A. Location Map B. Picture · cc: Elaine Lu key, Chief Operations Officer Celia Brewer, General Counsel Paz Gomez, Deputy City Manager,.Public Works Laura Rocha, Deputy City Manager, Administrative Services Michael Calderwood, Fire Chief Cindie McMahon, Assistant General Counsel Kristina Ray, Communications and Engagement Director Babaq Taj, Interim Transportation Director Amanda Guy, Deputy General Counsel Ken Knatz, District Engineer Eric Sanders, Utilities Manager 0 Water Lea~ I Main Isolation Potable Main Reclaimed N A 1 inch = 300 feet TQ the members of the: i -.f lJY COUNCIL Date~CA .$,d_CC ..J:. CM 4 COO -/.J DCM (3) --1-,, Dec.5,2019 CMWD Board Memorandum To: Carlsbad Municipal Water · ri t From: Vicki Quiram, General Mana , Via: Scott Chadwick, Executive M na Re: Water Line Break on Avenida ncinas Update ATTACHMENT B Ccarlsbad Municioal Water District Memo ID# 2019139 This memorandum provides updated information related to the repair of the water line break on Avenida Encinas, south of Palomar Airport Road. Background On Nov. 26, 2019, a memorandum (Attachment A) was sent to the Carlsbad Municipal Water District Board of Directors (CMWD Board) with information on a water line break that was responded to on Sunday, Nov. 24, 2019. The break was on a 1011 cement mortar lined steel (CMLC) water main that crosses under the railroad tracks and serves the Hilton Garden Inn and the adjacent Solamar Mobile Estates neighborhood on Carlsbad Boulevard. Discussion As reported, CMWD staff was able to continue to serve potable water to the Hilton Garden Inn and residents of the Sola mar neighborhood temporarily with a high line. However, _the permanent repair was complicated by the depth of the pipe crossing below the railroad, and an extremely difficult location to access without specialty contractor equipment and North County Transit District (NCTD) permits. Staff has continued to work closely with NCTD and on Nov. 26, 2019, deployed a leak detection company to use closed circuit television (CCTV) to video the pipe. On Nov. 27, 2019, the leak detection company provided the results of the video and the location of the water line break was found. Staff determined that the permanent repair would require contracting with an experienced construction contractor and a longer lead time than expected. Staff was keeping Mr. Thomas Lee, Area General Manager of the Hilton Garden Inn, informed on the progress ofthe permanent repair. Mr. Lee requested that the temporary high line be relocated so that it was not visible to the hotel's visitors. Staff presented Mr. Lee with options and then proceeded to bury and conceal the temporary lines. Attachment B contains pictures of the temporary configuration of the high line that was agreed upon .. and completed on Nov. 27, 2019. Carlsbad Municipal Water District 5950 El Camino Real I Carlsbad, CA 92008 I 760-438-2722 Carlsbad Municipal Water District Board of Directors Dec.5,2019 Page 2 On Dec. 3, 2019, staff met with a highly recommended contractor, Cass Arrieta General Engineering Contractors, to determine a scope of work and cost estimate. Next Steps • A scope of work, time frame and cost estimate are expected by Dec. 6, 2019. • Using the scope of work and cost estimates provided by Cass Arrieta General Engineering Contractors, staff will work with the Public Works Contract Administration Division to process an emergency contract for repair of the water line, and obtain a project schedule with an estimated completion date. Attachments: A. Memorandum dated Nov. 26, 2019 B. Pictures cc: Elaine Lu key, Chief Operations Officer Celia Brewer, General Counsel Paz Gomez, Deputy City Manager, Public Works Laura Rocha, Deputy City Manager, Administrative Services Cindie McMa_hon, Assistant General Counsel Amanda Guy, Deputy General Counsel Kristina Ray, Communications and Engagement Director Ken Knatz, District Engineer Babaq Taj, Interim Transportation Director Eric Sanders, Utilities Manager To the members of the: CITY COUNCIL Date'h{t:L CA ~ cc _!:_ CM L COO ±-DCM (3) ..:!;.. Nov.26,2019 CMWD Board Memorandum To: . Carlsbad Municipal Water Dist · t Board of Directors From: Vicki Quiram, General Manage Via: Scott Chadwick, Ex~cutive Ma ag Re: Water Line Break on Avenida Attachment A Ccarlsbad Municipal Water District Memo ID# 2019136 This memorandum provides informatioh related to the repair of a water line break on Avenida Encinas, south of Palomar Airport Road. Background _ On Sunday, Nov; 24, 2019, at 10:30 a.m., staff responded to a report of a water line break. Attachment A shows the approximate location of the break and the location of the 10" asbestos cenient water main that crosses under the railroad tracks and serves the Hilton Garden Inn on Carlsbad Boulevard and the adjacent Solamar Mobile Estates neighborhood. Attachment B shows a picture of the incident. North County Transit District (NCTD) was contacted immediately and responded on-site to grant staff access to the site. Discussion Carlsbad Mu~icipal Water District's (CMWD) system is designed with redundant water lines, allowing staff to isolate the broken portion of the water main and quickly continue to serve· potable water to the Hilton Garden Inn and residents of the Sola mar Mobile Estates. Until the broken main is completely repaired; a combination of permanent lines and staff-installed above- ground temporary lines are providing domestic water and fire service to the Hilton Garden Inn and Solamar Mobile Estates. While staff does not anticipate any problems, the City of Carlsbad's Fire Battalion Chief and North County Dispatch have been notified of the situation. Hilton Garden Inn personnel and mobile estate residents have also been provided with emergency phone numbers to contact if there are any concerns. Next Steps • Continue to work closely with NCTD • Deploy a leak detection company to videotape the pipe and assess the location and extent of damage on Tuesday, Nov. 26, 2019 • Hire a contractor with the capability and equipment to make the necessary repairs due to the location, which is in an extremely difficult area for city staff and equipment to access. Carlsbad Municipal Water District 5950 El Camino Real I Carlsbad, CA 92008 I 760-438-2722 Carlsbad Municipal Water District Board of Directors Nov. 26, 2019 Page 2 Attachments: A. Location Map B. Picture · cc: Elaine Lu key, Chief Operations Officer Celia Brewer, General Counsel Paz Gomez, Deputy City Manager, Public Works Laura Rocha, Deputy City Manager, Administrative Services Michael Calderwood, Fire Chief Cindie McMahon, Assi_stant General Counsel Kristina Ray, Communications and Engagement Director Babaq Taj, Interim Transportation Director Amanda Guy, Deputy General Counsel Ken Knatz, District Engineer Eric Sanders, Utilities Manager I I ! !; j: 11 j! ii I! 11 I! i: \1 I 1: i! ~ I W~ter Leak/ Main lsolatlon -Potable Main ·-"· ' Reclaimed N A 1 inch = 300 feet Attachment B ATTACHMENT C DECLARATION OF LOCAL EMERGENCY WHEREAS, the City Council of the City of Carlsbad empowers the City Manager to proclaim the existence of a local emergency when said City is affected by a public calamity and the City Council is not in session; and WHEREAS, the City Manager of the City of Carlsbad, California does hereby find: 1. That conditions of extreme peril to the safety of persons and property have arisen within the City of Carlsbad, California, caused by a break in water main that crosses from Avenida Encinas under railroad tracks and servesthe Hilton Garden Inn and the adjacent Solamar Mobile Estates neighborhood on Carlsbad Boulevard (water main break); and 2. That the water main break was a sudden and unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services and is or is likely to be beyond the control of the services, personnel, equipment and facilities of the City of Carlsbad; and 3. That the water main break does not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency because: · a. The potable water for the residents of the Solamar Mobile Estates neighborhood and the fire protection water for the Hilton Garden Inn are currently being served through a temporary above-ground fire hose that is vulnerable to accidents and vandalism. If the temporary lines were compromised, the residents would not have water service and the hotel would not have fire protection. b. Without the repair, ifthere were a break in the water main in Carlsbad Boulevard, there would not be a way to serve water to these properties, even with the temporary lines in place. · c. The line break is located approximately 15 feet away from the railroad tracks and has the potential to undermine the tracks. NOW, THEREFORE, IT IS HEREBY PROCLAIMED that, subject to confirmation by the City Council at its next regular m ting, a local emergency now exists in the area of the water main break in the Ci~ of arlsbad, California, and city staff may proceed at once to obtain the necessary e 1ip nt, services, and supplies to repair the water main break without giving notice for bid to let contracts. \ Dated: _(-'-----'(--=Jx;c'--""'. ==--"J~_,___ __ By: --+----------- Seo i dw1ck, City Manager City of Carlsbad, California