Meeting Date: 1 May 2012
Prepared by: Sean Conroy, Plng & Bldg Services Manager
City Council
Agenda Item Summary
Name: Consideration of a Resolution authorizing the City Administrator to amend an existing contract with Neill Engineering for services related to the City's ASBS Dry Weather Diversion Grant Program.
Description: The proposed amendment would authorize Neill Engineering to provide engineering services consisting of field mapping, engineering design, preparation of project plans, specifications and bid documents for minor improvements to the City's storm drainage system as part of the ASBS Dry Weather Diversion Grant Program.
Overall Cost:
City Funds: N/ A
Grant Funds: Not to exceed $63,800
Staff Recommendation: Adopt the Resolution
Important Considerations: The City received a grant from the State Water Resources Control Board to implement a storm water diversion program that would eliminate dry weather discharges to Carmel Beach. The City has analyzed its dry weather flows and has identified feasible measures for eliminating those flows. The proposed project would assist the City in implementing its grant and complying with applicable state storm water requirements.
Decision Record: N/A
Reviewed by:
Jason Stilwell, C ity Administrator Date
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2012-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTRATOR TO AMEND AN EXISTING CONTRACT WITH NEILL ENGINEERING FOR SERVICES RELATED TO THE CITY’S ASBS DRYWEATHER DIVERSION GRANT IN AN AMOUNT NOT TO EXCEED $63,800
WHEREAS, Carmel Bay is considered an Area of Special Biological Significance (ASBS) by the State Water Resources Control Board (SWRCB); and
WHEREAS, the City has received a grant from the SWRCB to develop and implement a project to eliminate its dry weather discharges to the ASBS; and
WHEREAS, the City has outlined several measures to comply with the ASBS grant; and
WHEREAS, Neill Engineering submitted the attached scope of work to assist the City in implementing the project; and
WHEREAS, the funds will be authorized from Account #01-89600.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA does hereby:
Authorize the City Administrator to amend an existing contract with Neill Engineering for services related to the City’s ASBS Dry Weather Diversion Grant in an amount not to exceed $63,800 (see attached).
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this first day of May 2012 by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ATTEST: SIGNED,
____________________ ________________________
Heidi Burch, City Clerk JASON BURNETT, MAYOR
AMENDMENT NO. 2
TO CONTRACT BETWEEN THE CITY OF CARMEL-BY-THE-SEA
AND
NEILL ENGINEERS
FOR SERVICES
WHEREAS the CITY OF CARMEL-BY-THE-SEA
CITY, and NEILL ENGINEERS, hereinafter
referred to as the CONSULTANT,
have previously entered into a Contract
between the CITY and the
CONSULTANT, hereinafter referred to as
the Agreement for the purposes of
having the CONSULTANT provide
professional engineering services for the
CITY;
WHEREAS the CITY has been awarded a Grant
Contract by the State Water
Resources Control Board, hereinafter
referred to as the “Grant Contract,” to
implement a project to assist the CITY
in complying with certain regulations that
pertain to storm water discharges to
Areas of Special Biological Significance,
hereinafter referred to as the “Grant
Project”; and
WHEREAS the CITY and the CONSULTANT
previously entered into Amendment
No. 1 to the Agreement to incorporate
certain terms and conditions pertaining to
the performance of work on the Grant
Project; and
WHEREAS the CITY and the CONSULTANT wish
to further amend the
Agreement to have the CONSULTANT provide
engineering design services for
the Grant Project.
NOW THEREFORE, the Agreement is hereby
amended as follows:
A. Work to be Performed. Under this
Amendment No. 2, the CONSULTANT will
provide the engineering design services
described in the proposal from Neill Engineers dated April 11, 2012 contained
in Attachment A to this Amendment No. 2.
B. Schedule. The work will be performed
in accordance with the project schedule
set forth in Attachment A.
C. Compensation. Work performed under
this Amendment No. 2 shall be paid on a time-and-expense basis in accordance
with the CONSULTANT’s most current Standard Schedule of
Compensation. The hourly rates set forth in the Standard Schedule of
Compensation shall be inclusive of all direct and indirect salary costs,
overhead, fringe benefits, profit, and other costs, and shall reflect the total
hourly charge for each listed job category. Other direct non-salary expenses
for the performance of work this Amendment No. 2 shall be all identifiable
costs directly chargeable to the performance of the work including, but not
limited to: travel and subsistence expenses; work subcontracted to others;
reproduction
of plans, specifications, reports and
other documents; equipment rental; and, drafting and stenographic supplies used
in the work. The chargeable rate for automobile mileage for the work to be
performed under this Amendment No. 2 shall be the IRS allowable mileage rate at
the time the work is performed. Direct non-salary expenses shall be compensated
for at their actual cost. The Total Price for work performed under this
Amendment No. 2, which may not be exceeded without the CITY’s
prior written approval, is $63,800.00.
D. Invoices. All work performed under
this Amendment No. 2 shall be invoiced separately from other work the
CONSULTANT may perform for the CITY, and shall be clearly marked as “Engineering
Design Services for Phase 2 of the ASBS Grant Project.” The
invoices shall list hourly rates for each category of labor that is performed
along with the number of hours worked in each labor category. The invoices
shall also list any other direct costs or expenses being charged for this work,
and shall include copies of all subconsultant and/or subcontractor invoices and
expense receipts being charged under the invoice.
In all respects other than as
hereinabove expressly set forth the undersigned hereby ratifies this Amendment
No. 2 to the Agreement and that this Amendment No. 2 shall become effective on
__________________________________.
CITY
By: _____________________________
Jason Stilwell
City Administrator
CONSULTANT
By: _____________________________
Neill Engineers
ATTACHMENT "A"
NEILL ENGINEERS Corp.
GARY W. WHITE, LS.
CLAYTON B. NEILL JR., R.C.E
GILBERT M. NEILL. R.C.E.
CONSULING
ENGINEERS
(831)
624·2110
FAX:
(831) 624-3693
April
1l, 2012
Mr. Sean Conroy
C1ty of Cannel-by-the-Sea
P, 0. Drawer G
Re: City of Carmel-by-the-Sea
We are pleased to submit our proposal to
provide professional engineering services consisting of
field mapping, engineering design, preparation
of project plans, specifications and bid documents for the
recommended construction of drainage
facilities and improvements for the City of Cannel-by-the-Sea
ASBS Dry Weather Diversion Project.
Proposed storm water improvements
consist of construction of a pumping facility near the CDS
unit at the west end of Ocean Avenue
piping, infiltration basins, and
percolation beds in order to eliminate dry weather discharge into the ASBS
based on the recommendations of the
Technical Report prepared by Robert S. Jacques, P.E., dated
December 21, 2011.
Our scope of work will be in general
conformance with the "Conceptual Description of Work to
be Designed and Constructed Under the
ASBS Grant Project” dated March 1, 2012 as prepared by Bob
Jacques (attached). Our work is
considered the Phase 2- Design Phase of the development of City's
Storm Drain Diversion System.
The scope of our professional
engineering services include:
Design Phase
• Meetings with Staff
• Field Survey and Mapping, as necessary
• Preliminary and Final Design, Preparation of Plans,
Specifications, Bidding Documents
• Submit Plans and Specifications to City for Review at the 35% and 90% Design Completion
Points
• Engineer's Cost Estimate
Bid Phase
• Solicit Bid Proposals from Contractors
• Project Administration During Bid Phase, Respond to Contractors'
RFI's, Issue Addendums, if
necessary
• Bid Opening, Bid Review, Bid Tabulation
• Recommendation for Award of Contract
The project schedule target dates are
anticipated to be as follows:
Begin Design May 2, 2012
Complete Plans & Specifications July 20, 2012
Solicit Bid Proposals August 13, 2012
Open Bids September 18, 2012
Award Bid October 2, 2012
Construction October 29, 2012
Completion January 31, 2013
In order to meet
this project schedule, approval and authorization to proceed with the
engineering
design work needs to be obtained
immediately.
Compensation for our professional
engineering services as described for the Design Phase, Bid
Phase is estimated to be within the range of $58,000- $63,800.
Invoices for services will be submitted monthly for work completed and in
progress.
Please let me know if you have any
questions or require additional information. We look forward
to and appreciate working for the City of Carmel-by-the-Sea
Very truly yours,
cc: Bob
Jacques
Description of Work to be Designed and Constructed Under
the ASBS
Grant Project
Outfall No. C-1
Install a small infiltration basin in the street next to
the existing catch basin at the
intersection of San
Antonio
Conceptually this work would consist of:
• Excavating within
the paved street right-of-way to install a 4' x 4' precast concrete
box with an open bottom below which 2' of drain rock
would be placed to allow for
percolation.
• Connecting this
small infiltration basin to the existing catch basin using 3" diameter
PVC pipe
installed beneath the pavement.
• Adding a 4"
section of 12" diameter pipe inside the existing street inlet in order to
slightly raise the outlet pipe to create a storage zone
around it to capture and contain
the very small summer flows that may enter the inlet
through its grate. That water
would drain
through the connecting pipe to the small
infiltration basin.
Outfall No. C-2
The typical
daily flow into the CDS unit at the west end of Ocean Avenue
continuous basis during the dry weather
period. There are occasional days
with much
higher flows, such as during the Concours D’Elegance car
show event in downtown
from discharging to the outfall. Pumping it down this
frequently would not be practical
due to the costs and logistics of performing this work.
Install a pump within the existing CDS unit to pump the
water to a percolation bed that
Could be constructed in the City-owned land to the
northwest of the intersection of San
Antonio and Ocean Avenues.
The City owns a considerable amount of open space land at that location
and it is very sandy soil which wou1d make it
an idea] candidate site for a
percolation bed.
The percolation bed could be located elsewhere if another suitable
location can be found. John Hanson bas suggested
looking into whether it could be
installed in the
acacia shrubbery area to the south of the corner of the Del
lot, or just northeast of the Ocean A venue restrooms.
The piping from the CDS unit pump to the disposal site
could be polyethylene pipe which
could easily be installed in
a shallow trench in the sand dunes
adjacent to and to the north of Ocean
Avenue
installed at the point of discharge of the feed pipe, and should
be cleaned just prior to the
start of each dry weather season to ensure the bed
remains fully operational.
Conceptually this work would consist of:
• Installing two submersible pumps inside the existing
CDS unit at the foot of Ocean
Avenue on the west side of the parking area where Ocean Avenue Del
Avenue. This structure is in the sand and no
vegetation would be disturbed.
• Installing power service to the pumps, presumably via
electrical conduit laid under the
sand and running from the CDS unit to either the nearby
City-owned restrooms where:
power may be available, or to one of the new electrical
panels being installed as part
of the repaving and underground water storage take
project at this location.
• Installing a control panel for the pumps. This could be
located where an existing
power panel is already located.
• Installing a small diameter (probably 3")
polyethylene pipeline from the CDS unit to a
location northwest of the intersection of Ocean and
San Antonio Avenues (or to
whatever site is selected for the percolation bed) where
a subsurface percolation bed
would be installed to receive the discharge from the pumps.
Polyethylene is a flexible
piping material and could readily be installed in a
shallow trench that could be
excavated in the sand in the area just north of the sidewalk
that parallels the north edge
of Ocean
View Avenue
any vegetation or improvements along its alignment. There should not be any need to
provide bedding material (gravel or base material) for this
pipeline as it would have
butt-fused joints and would not be subject
to any traffic loads above it.
• Installing a subsurface percolation bed that would
consist of digging into the sand and
installing some drain rock and some perforated piping in
an area that might be 200 feet
square in size (size yet to be determined based on soil tests in this
sand).
• Installing a manhole at the percolation bed site
within which a filter medium would be
installed so that water from the pumps would be filtered
before entering
the
percolation bed in order to ensure it does not become plugged
with sediment. The
manhole could be flush-mounted with the natural
topography of the sand, so as not to be visually unattractive.
Outfall No. C-3
Inlets and/or
Catch Basins That Would Potentially Need to
Provide Storage to
Prevent Dry
Weather Flows from Being Discharged from this Outfall:
The groundwater flow that enters Inlet No. 1 at the northeast
comer of Scenic Road 8th Avenue
approximately that level throughout the entire Task 3
monitoring period.
Install a single new underground storage/diversion
structure on the 24" outfall pipe
immediately downstream of all of the inlets. This would
accomplish the flow diversion
needs for all of these inlets in a
single structure. This structure would be designed to
include the capability of routing the dry weather
flow into a percolation bed that
would
be constructed
in the large ice plant-covered area between Scenic Road
Conceptually this work would consist of:
• Cutting out a short section of the existing 24"
diameter RCP outfill pipe in the City-owned iceplant covered area between the
end of 8th Avenue
• Excavating to
install a manhole structure where the cut out section of pipe was
located, and connecting the manhole to the 24”
pipe so all flow will pass through the
manhole before reaching the end of the outfall.
• The manhole structure would be a prefabricated
fiberglass unit that would have a stop
gate installed in it on the 24" flow-through pipe as
well as one on a side-outlet pipe that would be 8” in diameter and would be collected to the perco1ation bed. The
invert of the side-outlet pipe would be approximately 2'
above the bottom of the
manhole, so any sediment in the dry weather flow would
settle out and stay in the
manhole, and would no1 pass into the percolation bed
where it could cause plugging.
• Installing a subsurface percolation bed that would
consist of digging into the sand and
soil underlying the iceplant and installing some drain
rock and some perforated piping
in an area that might be 20 feet square in size (size yet
to be determined based on soil
tests in this sand/soil).
Oatfall No. C-4
This catch
basin, which is located on the
west side of Scenic Road
very shallow and small catch basin. This would make it
infeasible to pump it down to
prevent it from discharging to the outfall
Repipe the residence's sump pump discharge into the
nearby landscaped area adjacent to
Scenic Road, so it will not flow into this catch basin. Once
this is done, it should not be
necessary to provide storage at this location, since there is
no dry weather runoff into this catch basin from the area it serves. In the event of an unusual small discharge
that flows into this catch basin, that discharge from the outfall will
percolate into the hillside before ever reaching the beach.
Conceptually this work would consist of:
• Trenching across Scenic Road
is located.
• Trenching across the footpath that parallels Scenic Road
• Installing a small diameter length of PVC (generally
3" in diameter) to convey the
sump pump discharge away from the catch basin into which it
currently discharges and into the hillside landscaped or native vegetated area on
the west side of the footpath.
• Installing
a small amount rip-rap at the end of the newly installed pipe so the
discharge will not erode the hillside.
• Repaving the trench work in the street
• Restoring the
decomposed granite footpath along the trench line.
Outfall No. C-5 (Not Used)
Outfall No. C-6
No construction work initially necessary.
Outfall No. C-7
No construction work initially necessary.
Outfall No. C-8
Install a small shallow catch basin in front of the
curbface inlet to capture water before it can enter the inlet. A small diameter pipe would be connected to
the catch basin to allow
the captured water to flow into a subsurface percolation
bed that could be constructed in
the landscaped area adjacent to Scenic Road
to plug the inlet to this small diameter pipe to prevent
sediment from getting into the
percolation bed and causing it to become plugged.
Conceptually this work would consist of:
• Excavating within the paved street right-of-way to install a shallow 2' x 2' (or even
smaller?) precast concrete catch basin in front of the
existing curbface in1et.
• Trenching across the footpath that parallels
Scenic Road
• Connecting
the small catch basin using 4" diameter PVC to a small percolation bed
that would be constructed in the landscaped or
native vegetated area on the west side
of the foot path adjacent to Scenic Road
• Installing a
subsurface percolation bed that would consist of digging into the sand and
soil underlying the surface vegetation and
installing drain rock and perforated piping in an area that might be 10
feet square in size (size yet to
be determined based on soil
tests in this sand/soil).
• Repaving the trench work in the street.
• Restoring the decomposed
granite footpath along the trench line.
Outfall No. C-9
Ialets and/or
Catch Basins That Would Potentially Need to Provide Storage to
Prevent Dry
Weather Flows from Being Discharged from this Outfall:
No construction work initially necessary.
Outfall No.
C-10
The only
construction work initially necessary would be to repipe the residence's sump
pump discharge into the nearby landscaped area adjacent
to Scenic Road
flow into this catch basin, similar to the work described
under Outfall No. C-4.
Outfall No. C-11
(Not Used)
Outfall No.
C-12
Inlets and/or
Catch Basins That Would Potentially Need to Provide Storage to
Prevent Dry Weather
Flows from Being Discharged from this Outfall:
There presently is a continuous dry weather flow of
groundwater from the adjacent area
to the east and south that enters the curbface
inlet through a 3" diameter pipe adjacent to this inlet. The City has designed a project scheduled to
capture this groundwater before it
reaches the inlet and use it for landscape irrigation.
Based on the Task 3 monitoring results, once that project
has been completed (scheduled
to occur in 2012) there will essentially be no dry
weather flow into this inlet other than on
rare occasions a few gallons from residential landscape
irrigation runoff.
The on1y construction work initially necessary would be
to install a shallow catch basin
in front of the curbface inlet to capture water before
it can enter the inlet. The shallow
catch basin would be piped to a subsurface percolation
bed that could be constructed in
an area adjacent to Del Mar Avenue, similar to the work
described under Outfall No. C-8.
Outfall No.
C-13
Inlets and/or
Catch Basins That Would Potentially Need to Provide Storage to
Prevent Dry
Weather Flows from Being Discharged from this Outfall:
The only construction work initially necessary would be
to repipe the residence's sump
pump discharge into the nearby landscaped area adjacent
to Scenic Road
flow into this catch basin, similar to the work described
under Outfall No. C-4.
Outfall No.
C-14
No construction work initially necessary.
Outfall No. C-15
(Not Used)
Outfall No.
C-16 (Not Used)
Outfall No.
C-17
This outfall serves one catch basin and one curbface
inlet, both located on the west side
of Scenic
Road
outfall pipe downstream of the catch basin.
The only construction work that would be initially
required would be to install a small
shallow catch basin in front of the curbface inlet to
capture water before it can enter the
inlet. A small diameter pipe would be connected to the catch
basin to allow the captured water to flow into a subsurface
percolation bed that could be constructed in an area
adjacent to Scenic
Road
Outfall No.
C-18
No construction work initially needed.
Outfall No.
C-19
The only construction work initially necessary would be
to repipe the residence's sump pump discharge into the nearby landscaped
area adjacent to Scenic Road
flow into this catch basin, similar to the work described
under Outfall No. C-4.
Outfall
No. C-20
The only construction work needed would be to install a
small shallow catch basin in front of the curbface inlet to capture water before
it can enter the inlet. A small diameter pipe would be connected to the catch basin to allow the captured water to flow into a subsurface percolation bed that could be constructed in
an area adjacent to Scenic Road
Outfall No.
C-21
No construction work initially needed.
Outfall No.
C-22 (Not Used)
Outfall No. C-23
(Not Used)
Outfall No. C-24
This outfall serves two catch basin, one located on the east side
of Scenic Road
located on the west side of Scenic Road
easterly of these two catch basins is shallow and has a
4" diameter groundwater sump
drain pipe flowing into it from the adjacent residential
area.
The only construction work initially necessary would be
to repipe the residence's sump pump discharge into the nearby landscaped area adjacent
to Scenic Road
Outfall No.
C-25
Inlets and/or
Catch Basins That Would Potentially Need to Provide Storage to
Prevent Dry Weather
Flows from Being Discharged from this Outfall:
There is no dry weather flow going into this curbface
inlet located on the west side of Scenic Road between 10th and
11th Avenues. Periodically there is nearby pavement Dampness from local landscape irrigation runoff and/or
surfer washdowns, but this is often of insufficient quantity to flow into the inlet.
No construction work will be needed. The dry weather flow
from this outfall is already being accommodated by allowing the water
to percolate into the landscaped area adjacent to Scenic Road
Outfall No.
C-26
Inlets and/or
Catch Basins That Would Potentially Need to Provide Storage to
Prevent Dry
Weather Flows from Being Discharged from this Outfall:
The only construction work needed would be to install a
small shallow catch basin in front of the curbface inlet to capture water before it
can enter the inlet. A small diameter pipe would be connected to the catch basin to allow the
captured water to flow into a subsurface percolation bed that could be constructed in
an area adjacent to Scenic Road
Possible Subsequent Construction Work that May be
Required if Summer 2012
Experience Indicates that Some of the Catch Basins with
Stop Gates Fill Up Too Quickly:
As a separate subsequent project, if it is found that certain
catch basins need to be
Pumped down too frequently, connect a small diameter pipe
to the catch basin to allow
the captured water to flow into a
subsurface percolation bed
that would be constructed in the
landscaped area adjacent to Scenic
Road
Which, if any, of the outfalls may need
this work done will not be known until after the stop gates to
be installed during the summer of 2012 have been in place long enough
to gain some operational experience with them. If this work
is needed, it could be
designed and bid in the Spring of 2013 and
constructed during the summer of 2013. A single standard design could be prepared
and used in each location where this work needs to be
done.
.
No comments:
Post a Comment