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ADMINISTRATIVE
COMMITTEE |
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7. |
CONSIDER AUTHORIZATION
OF ADDITIONAL CONTINGENCY FUNDS FOR CONSTRUCTION AND RELATED SERVICES FOR THE
SLEEPY HOLLOW STEELHEAD REARING FACILITY RAW WATER INTAKE AND WATER SUPPLY
SYSTEM UPGRADE PROJECT |
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Meeting
Date: |
May
13, 2019 |
Budgeted: |
No |
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From: |
David J. Stoldt, General Manager |
Program/ |
Protect
Environmental Quality
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Line Item
No.: |
2-3-1-F |
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Prepared
By: |
Larry
Hampson |
Cost
Estimate: |
$100,000 |
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General
Counsel Review: N/A |
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Committee
Recommendation: The Administrative
Committee reviewed this item on May 13, 2019 and recommended ______________. |
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CEQA Compliance: The
Board certified the Final Initial Study/Mitigated Negative Declaration for
this project and adopted the Mitigation and Monitoring and Reporting Plan on
November 14, 2016. |
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SUMMARY: At their meeting on July 16, 2018 the Board of
Directors approved an expenditure of up to $2 million to upgrade the Sleepy
Hollow Steelhead Rearing Facility (SHSRF) located on the Carmel River, about a
mile downstream of the former San Clemente Dam site. Approval of the project included a
contingency amount of $157,165. As of
May 2019, staff estimates the cost of project contracts at about $1,960,000,
leaving about $40,000 remaining in unexpended funds; however, project billing
has been running two months behind work completion. Approximately 80% of the original contract
work was complete as of the first week of May.
Contingency funds have been used for services and materials for road
repairs, facility repair, and additional equipment.
Due to the unusual nature of the facility,
the complex nature of the upgrade, and that change orders are usually made to
facilitate progress during construction, staff recommends that additional
contingency funds be authorized.
RECOMMENDATION: The Board of Directors should approve the
following action:
1. Authorize the
General Manager to approve an additional $100,000 in change orders to the
construction and service contracts or for new service contracts for the Project
to allow for unforeseen items up to a total of $257,165.
DISCUSSION: The facility upgrade includes a new intake
structure in the river, new pumps, a dual filtration system, modifications
to the cooling tower, disease control (ultraviolet radiation of circulating
water), a recirculating aquaculture system, a degassing system, an oxygenator, a
power upgrade, advanced alarm systems, and an integrated control system.
The site location is difficult to access
and is approximately one mile from Carmel Valley Road over what is mostly a
one-lane dirt road, which does not have an all-weather road surface. During the winter of 2018-19, heavy
construction equipment and truck deliveries combined with significant rainfall
to cause extensive deterioration of the access road to the facility. Staff has authorized approximately $85,000 in
road repairs to fill in large potholes, compact imported road base, repair damaged
asphalt sections, and restore the access road at the facility, which was
heavily damaged by pipe installations and heavy equipment operation. The original contract called for resurfacing of
most of the existing access road into facility with native material, which is
not suitable for providing winter access due to the amount of fines in the
native material. No repairs to the one-mile
access road leading to the facility were included in the original
contract.
In addition to road repairs, about $27,000
of unanticipated work was approved to carry out improvements in the rearing
channel to meet new operating requirements by the National Marine Fisheries
Service and to improve the channel against flood impacts. The cost for a PG&E upgrade ($26,300) has
also come out of contingency funding.
Of note is that work in the original
Mercer-Fraser contract will be about $15,000 less than the bid amount due to
adjustments in the field.
At present, staff expects additional (unknown)
costs for electrical work, control systems, and water supply to the facility that
were not included in the original plan set and bid.
IMPACTS ON STAFF AND RESOURCES: Several District staff are involved in the
project assisting with project management, inspections, permit compliance, fish
rescue, revegetation, and monitoring. The work is being performed under the
direction of the District Engineer. Funds for the additional expenses, should they
occur, would be split over the 2018-19 and 2019-20 Fiscal Years. For FY 2018-19, staff estimates that there
will be up to about $88,000 in unexpended funds for Sleepy Hollow Operations
(Budget Program line item 2-3-1) due to construction of the upgrade. Expenditures above that amount, if any, would
come from District reserves.
Above – installing
power conduit in a road at Sleepy Hollow
Below – the muddy
road at Sleepy Hollow
Above
– a mudhole on the way to the Sleepy Hollow facility
Below
– an oak tree across the road into Sleepy Hollow
U:\staff\Board_Committees\Admin\2019\20190513\07\Item-7.docx