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Agenda Item 15.
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| City Council Meeting |
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| Subject: |
| Revise Scope of Work for Pump Replacement and Enclosures at Carbon Canyon Booster Stations 2 & 3 Projects; Add New CIP Project for Carbon Canyon Booster Pump Station No. 2 and Restroom at Olinda Ranch Park; and Approve Professional Services Agreement with NV5 for Design Services |
| RECOMMENDATION |
- Revise Scope of Work for CIP No. 7470 Pump Replacement at Carbon Canyon Booster Station Nos. 2 and 3
- Revise Scope of Work for CIP No. 7471 Construction of Booster Stations Nos. 2 and 3 Enclosures
- Adopt Resolution to Add New CIP Project No. 7475 – Carbon Canyon Booster Pump Station No. 2 and Restroom at Olinda Ranch Park to the FY 2019-20 CIP
- Approve Professional Services Agreement with NV5 for the Carbon Canyon Booster Pump Station No. 2 and Restroom at Olinda Ranch Park in the amount of $300,557
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| BACKGROUND/DISCUSSION |
In 2009, the City approved the 2009 Water Master Plan Update (Plan). Within this Plan, there was a recommendation to replace the pumps and motors at Booster Pump Stations Nos. 2 and 3, which were originally constructed over fifty years ago in Carbon Canyon. The equipment is past its useful life, is no longer efficient, and has deteriorated over the years by being exposed to the outdoor elements and vandalism. The Plan also recommends the stations be fully enclosed with a concrete or brick building with roof structure to prevent weather exposure, provide fire protection, deter vandalism, and extend the operating life of the pumps and equipment. Lastly, the Plan recommended installing a new generator for each station site to provide redundancy for any loss of power. In the past, Booster Pump Station 3 has seen infrastructure damage to the equipment, but luckily while the damage occurred, staff was able to get it replaced without causing any impacts to the customers.
Booster Pump Stations No. 2 and 3 are located along Carbon Canyon Road/State Route 42 in the easterly section of Brea. The primary purpose is to boost pressure and water up into the reservoir located just north of Carbon Canyon Road in the east end of the City. The location of the stations are adjacent to the Carbon Canyon Road/State Route 42 (see Attachment A). Booster Station No. 2 is located approximately 10 to 15 feet away from the edge of the roadway, whereas, Booster Station No. 3 is built further off the roadway and has an access road.
In 2013, the City adopted the 7-year CIP (2013-2020), which included two projects with respect to the Booster Station Nos. 2 and 3 Plan recommendations. The first project entitled “Pump Replacement at Carbon Canyon Booster Station Nos. 2 & 3”, CIP 7470, proposed to replace the two existing pumps and motors at this site. The second project entitled “Construction of Booster Stations Nos. 2 & 3 Enclosures", CIP 7471, proposed to construct two new enclosures at Booster Station Nos. 2 and 3. These projects where slated for a Fiscal Year 2014-15 funding program year. Since that time, staff has developed several plans, revised the scope, completed several maintenance upgrades and updated the funding.
Currently the two projects are in the Design Phase for both Stations Nos. 2 and 3. Staff selected the design engineering firm NV5 through the as-needed design engineering contract to deliver the plans specification and bid documents for the two projects. NV5’s scope of work included the design, development of plans, specifications, and engineers estimate (PS&E), preparation of maps showing the City’s property limits, and revising/improving existing mechanical and structural design of the pump system at both stations.
The design for Station No. 3 is almost complete and is anticipated to be bid this summer. However, during the early design work for Station No. 2, NV5 made staff aware of some major construction constraints to rehabilitate Booster Pump Station No. 2 at its current location. Some of the construction constraints were identified as follows:
- Pump station is too close to the roadway
- Difficulty in accessing the site with no staging area
- Difficulty in obtaining a permit from Caltrans
- Traffic control issues on State Route 42
- SCE power relocation issues
- Need for additional easements for the building
Additionally, there is no parking area or vehicle turn out to visit the site for routine maintenance. Therefore, staff decided that the current Station No. 2 location was deemed infeasible to complete the project scope of work during this season and the design work was placed on hold. Subsequent to this decision, staff decided to review other locations along Carbon Canyon to relocate Booster Station No. 2, which would accomplish the 2009 Plan recommendations.
Therefore, based on several months of research for potential sites for Booster Station No. 2, staff is recommending relocating Booster Pump No. 2 to the Olinda Ranch Park, which is approximately 1.2 miles to the west of its current location. Staff verified the water hydraulics and modeling of the potential site with the design engineer NV5, and confirmed that the new site can provide adequate water pressure, flow and reliability.
There are many benefits in relocating Booster Station No. 2 to the potential new site. One main advantage is the overall project schedule. The design and construction at the current location is estimated to take approximately 29 months versus 16 months for design and construction if relocated to Olinda Ranch Park. Below are additional benefits in the new location:
- Lower risked area for fire danger
- Will not be located on a blind curve
- Easier access to site for routine operations and maintenance
- Not in a confined work area
- No construction easements or property acquisition required
Engineering staff met with various departments for the proposed location, Olinda Ranch Park, and does not anticipate any concerns. After discussion with the various departments, it was also determined that a restroom would be a beneficial feature to add to give the park users a restroom on the east/upper end of the park. The restroom would be tied to the new proposed booster pump building and match the existing building architecture of the current buildings in the park. Additionally, staff will continue to provide outreach to the public for input as part of the initial design phase.
Since staff is recommending relocating Booster Pump No. 2 to Olinda Ranch Park, the scope of work for CIP 7470 and 7471 needs to be modified to remove the Booster Pump No. 2 component. The revised scope for the two projects will only consist of design and construction at the Booster Pump No. 3 location in Carbon Canyon. Additionally, staff recommends adding a new project to the Fiscal Year 2019-20 CIP to reflect the relocation of Booster Pump Station No. 2 and scope of work entitled “Carbon Canyon Booster Pump Station No. 2 and Restroom at Olinda Ranch Park”, CIP 7475.
Currently the two project descriptions and scope are as follows:
- Project No. 7470 – Replace the booster station pumps at Stations 2 and 3
- Project No. 7471 – Enclose the booster stations at Stations 2 and 3
The proposed scope change would be:
- Project No. 7470 – Pump Replacement at Carbon Canyon Booster Pump Station No. 3
- Project No. 7471 – Construction of Booster Station No. 3 Enclosure
- New Project No. 7475 – Carbon Canyon Booster Pump Station No. 2 Pump Station Enclosure and Restroom at Olinda Ranch Park
Based on the aforementioned project scope modifications discussed, staff requested NV5 to provide a proposal to complete the design of the new Booster Station No. 2 location. Soon thereafter, NV5’s proposal was provided to staff to complete the design services in the not-to-exceed amount of $300,557. Staff evaluated this proposal and has determined the proposal to be reasonable. Therefore, staff is recommending the City Council consider approving a Professional Services Agreement for design services to complete the design of Project CIP 7475. |
| COMMISSION/COMMITTEE RECOMMENDATION |
| The Finance Committee reviewed staff's recommendation at their May 12, 2020 meeting and recommended for Council approval.
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| FISCAL IMPACT/SUMMARY |
Table 1 reflects the current FY 2019-20 combined budget for CIP 7470 and 7471 as follows:
| Expense Category |
FY 2019-20
Adopted
Budget
($) |
FY 2019-20
Expenses
to Date
($) |
FY 2019-20
Remaining
Budget
($) |
| Design |
104,386 |
9,096 |
95,289 |
Construction
including a 10%
Contingency |
1,060,000 |
0 |
1,060,000 |
Construction
Engineering |
72,565 |
0 |
72,565 |
| Total |
1,236,951 |
9,096 |
1,227,854 |
The current cost to construct Booster Pump Station No. 3 and Enclosure is estimated at $475,000, therefore there are sufficient funds to complete the revised scope of work for projects 7470 and 7471. Both Projects are funded by the Water Utility Fund (420) in the total combined amount of $1,236,951. Once CIP Projects 7470 and 7471 are constructed, all remaining funds will be returned to the Water Fund.
Table 2 reflects the proposed budget for the Proposed New CIP Project 7475 as follows:
| Expense Category |
FY 2019-20
Proposed
Budget
($) |
FY 2019-20
Proposed Water
Fund (420)
($) |
| Design |
325,000 |
325,000 |
Construction including a
10% Contingency |
2,450,000 |
2,450,000 |
| Construction Engineering |
175,000 |
175,000 |
| Total |
2,950,000 |
2,950,000 |
In order to add the new CIP Project 7475 to the FY 2019-20 CIP, staff developed a Resolution for City Council to consider for adoption (see Attachment C). There are sufficient funds in the Water Utility Fund (420) to fund the project as depicted in Table 2. Therefore, if the Resolution is adopted by City Council, CIP Project 7475 would be fully funded. There will be no General Fund impact from this Project.
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| RESPECTFULLY SUBMITTED: |
William Gallardo, City Manager
Prepared by: Michael Ho, P.E., Deputy Director of Public Works / City Engineer
Concurrence: Tony Olmos, P.E., Public Works Director
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