To: Honorable Mayor and Members of City Council
From: Phil Brun, Utilities Director
Prepared By: Michael J. Hether, Senior Civil Engineer
TITLE:
Title
Engineering Design Services for Highway 29 Water Main Freeway Crossings Project
LABEL
RECOMMENDED ACTION:
Recommendation
Adopt a resolution authorizing the Utilities Director to execute an amendment to Agreement No. C2016 144 with Carollo Engineers, in the amount of $35,000 for a total contract amount not to exceed $423,848, for additional engineering and design services in support of the Highway 29 Water Main Freeway Crossings Project, authorizing a budget adjustment in the amount of $35,000, and determining that the actions authorized by this resolution are exempt from CEQA.
Body
DISCUSSION:
The 2014 South Napa earthquake caused significant damage to the City’s water system, nearly all of which has been repaired except for those whose damage resulted in leaks that emerged within the State’s Highway 29 right-of-way; for logistical reasons, these leaks were isolated and turned off. In order to address the leaks, City staff informed the California State Office of Emergency Services (Cal-OES) and Federal Emergency Management Agency (FEMA) that new horizontal directionally drilled freeway crossings (i.e. freeway crossings) would need to be installed.
In order to complete the design for the restoration of multiple freeway crossings at Old Sonoma Road, Pine Street, Laurel Street and Third Street, City staff relied on consultant engineering services. On June 23, 2016, the City executed a contract (see attached contract C2016 144) in the amount of $388,848 with Carollo Engineers, who has since completed the design work and produced plans and specifications documents that resulted in a successful bid advertisement for construction.
On December 7, 2018, City Council awarded a contract to Garney Pacific, Inc., which authorized construction to restore the freeway crossings at Old Sonoma Road, Pine Street and Laurel Street. Although the construction is nearly complete, the City’s contractor has exposed natural gas mains at multiple locations that were not consistent with records obtained from Pacific Gas & Electric. City and Pacific Gas & Electric staff have been proactively engaged to work through new design solutions, but the additional design work provided by Carollo Engineers thus far, has consumed the remaining contingency in the original contract.
The remaining scope of professional services includes potential reviews and responses to submittals for the duration of the construction work, revision of design drawings as a result of changes in the field, provision of record drawings to the City and the California Department of Transportation, as well as the provision of plat map and legal descriptions for easements related to the Third Street freeway crossing.
City staff has reviewed the remaining scope of work and recommends that City Council authorize the Utilities Director to negotiate and execute an amendment to the existing contract in an amount not to exceed $35,000 to complete the remaining scope of work.
FINANCIAL IMPACTS:
An additional $35,000 is needed to fund the contract amendment and is currently available in the existing Water Fund Capital Improvement Program (CIP) Reserve Account.
Since the damage to the City’s water system occurred during the South Napa Earthquake event, the City is eligible to receive reimbursement for 93.5% of costs (75% from FEMA and 18.5% from Cal-OES). Capital improvement projects have been established for each repair location and the remaining design costs will be tracked individually by project.
The City has received obligations for all freeway crossings based on cost estimates from FEMA and Cal-OES. In accordance with FEMA’s Public Assistance program procedures and cost estimating format, large projects are approved on estimated costs but paid on actual costs. The costs above the amounts obligated by FEMA will be paid on actual costs. The costs above the amounts obligated by FEMA will be paid from the Water Fund CIP Reserve balance with the expectation of reimbursement from FEMA when all freeway crossing projects are completed.
SOURCES:
$35,000 Water Fund CIP Reserve Account (53000-25002)
$35,000 Total
USES:
$10,000 Freeway Crossing at Laurel Street (53942-57601-DR15F116-57601)
$10,000 Freeway Crossing at Pine Street (53942-57601-DR15F118-57601)
$10,000 Freeway Crossing at Old Sonoma Road (53942-57601-DR15F206-57601)
$5,000 Freeway Crossing at Third Street (53942-57601-DR15F117-57601)
$35,000 Total
CEQA:
City staff recommends that the City Council determine that the Recommended Action is exempt from CEQA pursuant to CEQA Guidelines Section 15301(b), which exempts the repair and maintenance of existing publicly-owned utilities.
DOCUMENTS ATTACHED:
ATCH 1: Resolution
ATCH 2: City Contract C2016 144 (with Carollo Engineers)
NOTIFICATION:
None