HomeMy WebLinkAbout23 - 04BA-078 - C-3698 - Green Acres Project - Domestic Swivel Ell ConnectionsCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 23
June 22, 2004
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Michael J. Sinacori, P.E.
949 -644 -3311
msinacori@city.newport-beach.ca.us
SUBJECT: GREEN ACRES PROJECT — DOMESTIC SWIVEL ELL CONNECTIONS
FOR NEWPORT BEACH AND BIG CANYON COUNTRY CLUBS - AWARD
OF CONTRACT NO. 3698
RECOMMENDATIONS:
1. Approve the plans and specifications.
2. Award Contract No. 3698 to GCI Construction for the Total Bid Price of $196,600
and authorize the Mayor and the City Clerk to execute the contract.
3. Establish an amount of $20,000 to cover the cost of unforeseen work.
4. Approve a Budget Amendment increasing revenue estimates in the Water Fund,
500 -5901, by $125,256 and increasing expenditure appropriations in the amount
of $216,600 in Account No. 7501- C5500075 using $91,344 from Water
Enterprise Fund Future Infrastructure Reserve 500 -3785.
DISCUSSION:
At 2:00 P.M. on June 14th, 2004 the City Clerk opened and read the following bids for
this project:
BIDDER TOTAL BID AMOUNT
Low GCI Construction $196,600.00
2 ARB, Inc. 210,800.00
The low total bid amount is 12 percent above the Engineer's Estimate of $175,000. The
low bidder, GCI Construction, possesses a California State Contractors License
Classification A as required by the project specifications. GCI Construction has recently
been low bidder on several City projects and has performed very well on those past
projects.
Subject: Green Acres Project — Domestic Swivel Ell Connections for Newport Beach and Big Canyon Country
Clubs — Award of Contract No. 3698
June 22, 2004
Page: 2
Per the Contract Specifications, the Contractor will have 30 consecutive working days to
complete the work, which allows for the two country clubs to utilize the domestic
connections during the troublesome months of August, September, and October.
BACKGROUND
On January 16, 1991 the City and Orange County Water District (OCWD) entered into
an agreement regarding the distribution and sale of Green Acres Project Water (GAP).
Because of the Orange County bankruptcy many projects were put on hold by OCWD
including this one. However, in July 1996 a settlement agreement was reached with
Defend the Bay whereby excess reclaimed water from Irvine Ranch Water District
(IRWD) would be utilized by GAP in the winter months. This four party settlement
agreement between IRWD, OCWD, the City, and the Orange County Sanitation District
was the catalyst for embarking on the GAP extension into Newport Beach to five
reclaimed water customers: Newport Mesa Unified School District for Eastbluff Middle
School and CDM High School; the Bluffs Homeowners Association; Bonita Creek and
Eastbluff Parks; and Newport Beach Country Club (NBCC) and Big Canyon Country
Club (BCCC).
Standard end user agreements for NMUSD, The Bluffs HOA, and City were executed in
September 23, 1996. Because of concerns regarding the GAP product water quality,
very detailed end user agreements were prepared for BCCC and NBCC, which were
executed on December 10, 1996. The agreement with BCCC and NBCC provides for
added protection if the GAP product water causes damage to the courses and allows
them to request a switch back to domestic water supply if they can correlate the
damage to GAP product water.
Section 4 of the End User Agreement with BCCC and NBCC provides the following
seven step procedure if the clubs experience water quality problems from GAP:
1. User shall notify City of the Problem.
2. City will investigate the problem within three (3) days of such notification
3. If City agrees that a problem exists, City will attempt to remedy the problem. If
City is unable to remedy the problem within thirty (30) days after City receives
such notice from User, City will terminate the flow of Project Water to the
site and provide potable water in its place.
4. If City does not agree that a problem exists, City will notify the user and will
meet to discuss the issues within seven (7) days of such notification.
5. If City and User are still unable to agree whether a problem exists, City and
User shall select a mediator. City and User shall then present their views to
Subject: Green Acres Project— Domestic Swivel Ell Connections for Newport Beach and Big Canyon Country
Clubs— Award of Contract No. 3698
June 22, 2004
Page: 3
the mediator, and the mediator shall decide whether a problem exists. City
and User agree to be bound by the mediator's decision; however, City and /or
User may pursue the matter through arbritation as provided in Section 18 of
the End -User Agreement
6. If a mediator decides that a problem exists, the mediator shall proscribe the
course of action City must take to remedy the problem. City must attempt
immediately thereafter to remedy the problem in the manner proscribed. If
City is unable to remedy the problem within thirty (30) days or receipt
by ....... City will terminate flow of Project Water to Site and provide
potable water in its place.
7. If the mediator decides that no problem exists, User must continue to accept
Project Water as contemplated herein.
Though the City is responsible for any damage caused by the GAP Product Water,
OCWD controls the production of the product water.
NEWPORT BEACH COUNTRY CLUB
On June 10, 2002 the City was first notified of the water quality problems at NBCC.
They noted excessive "salt" buildup from the use of GAP product water which they
started using on November 18, 1999. The City requested documentation of the salt
buildup after only three years of GAP use and after review, a short term switch to
potable water was allowed to "flush" the salts through the soil. However, the existing
domestic connection from Pacific Coast Highway and associated pump station to the
course did not have the capacity to serve the facility and a switch was made back to
GAP within a month, though complete salt flushing was not accomplished.
On January 30, 2003 NBCC requested in writing that the City explore a swivel ell
connection at the point of reclaimed water connection off Santa Barbara Drive. A swivel
ell connection is the only approved Department of Health Services (DOHS) way of
allowing dual connection to a reclaimed and domestic system. It essentially constructs
piping that can either swivel between the domestic or reclaimed source but, through this
type of piping, it is impossible to cross connect the two systems.
Through the use of OCWD's consulting engineer, a plan was prepared for a domestic
swivel ell connection and was bid to a few contractors doing work in the City.
Surprisingly, the cost of the swivel ell connection was between $120,000 and $150,000
through the in- formal bid process and the City and NBCC abandoned this effort with the
hopes of finding a more cost effective solution in modifying their existing domestic
connection from Pacific Coast Highway. After months of review and estimates of over
$200,000 to improve the existing connection, NBCC in October 2003 again requested
that the swivel ell connection be installed on Santa Barbara Drive. The issue became
Subject: Green Acres Project— Domestic Swivel Ell Connections for Newport Beach and Big Canyon Country
Clubs —Award of Contract No. 3698
June 22, 2004
Page: 4
critical for NBCC; when they discovered that the soil condition had become sodic and
requested an immediate switch to domestic supply, which was done on October 28,
2003. The Staff at the City and OCWD would recommend moving forward with a new
domestic connection only if a three way cost sharing would be contemplated by NBCC.
On April 9, 2004 NBCC notified the City in writing that they would commit to a one third
cost sharing of the new connection and request that the City move forward immediately.
However, OCWD has since experienced severe budgetary issues and were unable to
assist in funding this connection. NBCC has deposited their one third funding to
accomplish the new connection, and if Council approves, the City would be responsible
for the remaining two thirds.
BIG CANYON COUNTRY CLUB
On August 29, 2003 BCCC notified the City of their problems with GAP and requested a
potable water swivel ell connection off of Jamboree Road near the point of reclaimed
water service. Prior to conversion to the use of GAP, BCCC was in the planning for the
reconstruction of their irrigation system, several fairways and all greens. Grant funds in
the amount of $608,000 from the City and OCWD were provided to BCCC to
compensate for the additional dual piping to allow the use of reclaimed water. The new
irrigation system also included an emergency interconnection to the domestic system in
the central part of the course. Unlike BCCC, NBCC had upgraded their irrigation
system in the late 1980's and did not make provisions for the emergency connection to
domestic use. They only received a $241,000 reimbursement towards the cost of their
irrigation system reconstruction.
BCCC began accepting reclaimed water on April 19, 1999 and during the first year of
operation periodic system problems required them to convert back to domestic use. It
was realized then that the capacity of their emergency domestic connection was
inadequate and they requested that the City pay another $20,600 for upgrades to this
emergency connection. Since the City and OCWD had already committed funds to
construct an emergency domestic connection, BCCC was asked to explore the use of
this planned emergency connection prior to the City allowing a new connection. And,
since public funds were already spent by the City and OCWD, BCCC was required to
fund any and all modifications. On March 26, 2004 BCCC notified the City that they had
prepared the plans for improvements of their emergency connection and requested that
the City seek approval for the implementation. Though the plans were only
modifications to the existing emergency connections, the newly implemented DOHS
guidelines for domestic connections to reclaimed systems made it difficult to approve
their request from BCCC.
BCCC would prefer the connection off Jamboree Road (April 29, 2003 letter request)
and a true swivel ell can be constructed to satisfy DOHS at that location. A letter was
sent to BCCC on April 13, 2004 summarizing the issues and requesting a $60,000
deposit for the design and construction of the swivel ell connection off Jamboree Road.
Subject: Green Acres Project — Domestic Swivel Ell Connections for Newport Beach and Big Canyon Country
Clubs — Award of Contract No. 3698
June 22, 2004
Page: 5
On April 21, 2004 BCCC deposited the required funds and City embarked on the design
efforts for their swivel ell connection considered in this Council action.
Environmental Review:
The project was determined to be exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15302 of the CEQA Implementing Guidelines at the time
the project was authorized by the City Council. This exemption covers the maintenance
and alteration of existing public facilities with negligible expansion of the facilities in
areas that are not environmentally sensitive.
Funding Availability:
The BCCC overall share of this construction contract is $90,256. BCCC will deposit the
required $30,256 in additional funding above the deposited $60,000 prior to execution of
the construction contract. NBCC is contributing one third of the construction funding
towards their connection. The $35,000 deposited is essentially one third of the overall
cost for their connection and no further funding has been requested. The
recommended Budget Amendment appropriates the deposited funds from the two clubs
and provides the additional $91,344 from the City's Water Enterprise Fund Future
Infrastructure Reserve, Account No. 500 -3785, to the following account for the project:
Account Description
Green Acres Project
Prepared by:
M' ael J. Sinacori, P.E.
incipal Civil Engineer
Attachments: Project Location Map
Bid Summary
Budget Amendment
Account Number Amount
7501- C5500075 $216,600
Submitted by:
h6n G. Badum
is Works Director
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City of Newport Beach NO. BA- 04BA -078
BUDGET AMENDMENT
2003 -04 AMOUNT: $zls,soo.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
�X Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase revenue estimates for contributions made by the Big Canyon Country Club and the Newport Beach Country
Club and to expenditure appropriations from the Water Fund Future Infrastructure Reserve for the Green Acres project.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
500 3785
REVENUE ESTIMATES (3601)
Fund /Division Account
500 5901
EXPENDITURE APPROPRIATIONS (3603)
Description
Water - Future Infrastructure Reserve
Description
Water Fund - Contributions
Amount
Debit Credit
$91,344.00
$125,256.00
Division Number
Account Number
Signed: r�2��s4
Financial Approval: Administrative Services Director Date
Signed: / / z /3 p
Administrative proval: City Manager Datt
Signed:
City Council Approval: City Clerk Date
Description
Division
Number
7501 Water Fund
Account
Number
C5500075 Reclaimed Water Irrigation Project $216,600.00
Division
Number
Account
Number
Division
Number
Account
Number
Division Number
Account Number
Signed: r�2��s4
Financial Approval: Administrative Services Director Date
Signed: / / z /3 p
Administrative proval: City Manager Datt
Signed:
City Council Approval: City Clerk Date