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ADMINISTRATIVE
COMMITTEE |
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3. |
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: |
November
13, 2019 |
Budgeted: |
No;
Proceeds will come from Sleepy Hollow Operations budget |
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From: |
David J. Stoldt, General Manager |
Program/ |
Protect
Environmental Quality
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Line Item
No.: |
2-3-1 & other Mitigation Program activities |
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Prepared
By: |
Larry
Hampson |
Cost
Estimate: |
$134,500 |
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General
Counsel Review: N/A |
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Committee
Recommendation: The Administrative
Committee reviewed this item on November 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: As of November 1, 2019, staff estimates that
approximately $51,000 remains of the previous Board authorizations to complete
the Sleepy Hollow Facility Upgrade. An additional
amount of up to $134,500 will be required to complete approximately $185,500 of
additional change orders identified during facility start-up. Funds for additional work would come from
Sleepy Hollow operations funds and Carmel River program activities in the
Mitigation Program that will not be expended in FY 2019-20 (approximately $143,000). Adjustments to individual line items would be
made at the mid-year budget adjustment.
The Board has previously authorized up to
$257,165 in contingency funds for the project. Staff recommends that an additional $134,500
in contingency funds be authorized for the project.
RECOMMENDATION: The Board of Directors should approve the
following action:
Authorize the General Manager to approve an
additional $134,500 in change orders to construction and service contracts or
for new service contracts for the Project to allow for additional work up to a
total of $391,165 in contingency funding.
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. During facility startup and inspections, several change
orders were identified as shown in the table below:
Sleepy Hollow
Facility Upgrade Budget and Estimated Costs as of November 2019
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Item |
Authorized
Funding |
Estimated
Variance (+) |
Estimated
Variance (-) |
Total |
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Construction |
$1,802,835 |
$32,025 |
($34,140 |
$1,800,720 |
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Survey Control |
$10,000 |
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($10,000) |
$0 |
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Inspection/testing |
$5,000 |
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$5,000 |
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Record Drawings & Engineering
Assistance |
$25,000 |
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$25,000 |
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Contingency |
$257,165 |
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($38,800 |
$218,365 |
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Sub-Total Expenditures |
$2,100,000 |
$32,025 |
($44,140) |
$2,049,085 |
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Expected Additional Change Orders |
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185,500 |
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$185,500 |
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Sub-Total |
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$2,234,585 |
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Additional Funds Required (Total Project
Cost – Current Authorization) |
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$134,585 |
Most of the original construction work was
complete as of the first week of November 2019, although several “punchlist”
items remain. Contingency funds have
been used for services and materials for road repairs, additional facility
upgrades, additional equipment, installation of a sign, and a power upgrade by
PG&E. The largest additional
expenditure to date has been road repairs, due to heavy construction equipment
as well as almost daily contractor access and staff access.
During facility startup and inspections,
several change orders were identified as shown in the table below:
Proposed
Additional Change Orders
IMPACTS ON STAFF AND RESOURCES: Funds for additional contingency expenses,
should they occur, would be funded from Sleepy Hollow Operations (Budget
Program line item 2-3-1) and other Carmel River Riparian Mitigation Program
items (2-1-1 through 2-1-5) that were budgeted, but will not be expended in FY
2019-20. If this item is
approved, funds for the additional contingency amount would be adjusted with the
mid-year FY2019-20 budget.
Several District staff are involved in the
upgrade assisting with project management, inspections, permit compliance, fish
rescue, revegetation, monitoring and facility commissioning. The work is being performed under the direction of the District
Engineer.
EXHIBITS
None
U:\staff\Board_Committees\Admin\2019\20191113\03\Item-3.docx