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Home My WebLink AboutItem HOctober S, 2001 STAFF REPORT I To: Mayor and Members of the City Council Attention: John B. Bahorski, City Manager From: Douglas A. Dancs, P.E., Director of Public Works /City Engineer Subject: ANAHEIM CHANNEL DEBRIS REMOVAL, PROJECT #49995 SUMMARY OF REQUEST: The proposed City Council action will: 1) reject all bids received on August 16, 2001; 2) direct staff to send a letter to Caltrans requesting an increase in project funding 3) authorize staff to spend up to $7,500 for additional project management and administration 4) adopt the attached resolution authorizing budget amendments for the 2001/2002 fiscal year. DISCUSSION: This project consists of removing debris, which was the remains of the former Pacific Coast Highway Bridge, from the Anaheim Bay entrance channel. Some years ago, when the bridge was replaced, the old bridge was demolished in place and much of the bridge concrete was left on the banks of the channel. The project would also restore the banks through plantings. Removing concrete debris seems like a simple proposition at first glance. In actuality, a variety of factors complicate the process. There are a number of agencies who have influence, control, and jurisdiction over different aspects of the project including Army Corp of Engineers (ACOE), United States Navy (USN), California Fish and Game, United States Fish and Wildlife, California Coastal Commission and National Marine Fisheries (NMF). Originally the Governor's Office, working through Caltrans, allocated $75,000 funds for the debris removal. City staff and contract engineers, WG Zimmerman Engineering, have worked with the resource agencies to gain project approval. The Navy took the lead and prepared the environmental CEQA document. Initially, NNW requested planting of eelgrass and pickleweed. After the first request for additional funding, Caltrans District 12 Environmental Division questioned the need and cost for the eel grass. The Navy and Caltrans District 12 Environmental Division are working together to resolve this issue with all the affected resource agencies. It is not yet known whether this portion of the project can be deleted. The City received it first bids in January 2001 and the subsequent award was released in March 2001 due to insufficient funding. In March, Staff received preliminary consideration of up to $117,000. It was then anticipated that if the project were split into two separate contracts, one for AGENDA FMML7 . City Council S1affReporl planting and one for the removals, that prices would come in lower. On August 16, 2001, the City received bids for both projects as follows. These bids exceeded the current funding level. Company Debris Removal Landscaping Thomsen Landscape Non Responsive .A wummmpovrtmd M. m®wi wdmdm. $66,100 Natures Image, Inc. Did not submit Bid $358,073 Southem California Under grounding $137,450 $10,765 Sandoval Construction $171,039 Did not Submit Bid It is now expected the project will cost: Preliminary Opinion of Probable Cost Amount Design $20,000 Env nmenml $30,000 Debris Removal $150,000 Planting $125,000 Ins ection/Admin/PM $41,000 Total $366,000 IS4 Contln en $41,000 Grand Total $407,000 Caltrans has different funding levels and associated requirements. Our original project was classified as Type B. Any project costs over $117,000 is classified as a Type A project and requires further environmental studies. Our discussions with Caltrans indicate that they may be willing to provide the increased funds necessary for the project. To continue, the City must formally request an increase in funding in writing. It is anticipated that the project schedule will be: Months u0moup f 1 • s a ' ,,,,,,,,,,,.... NEEMENEENEEMMMM MEMEEW /1W" V/ P//Ni,MiMMMM The approval process may take up to 6 months. There is a schedule restriction that requires no work shall occur during the nesting season of the least tern, March 31 — August 15. It is also important to keep in mind that due to recent tragic events, any increase in security status from a level 1 condition would prevent any contractors from entering the base. This type of delay would be beyond the control of the Contractor and the project would have to bear any increases in costs for extended overhead or remobilization requests. As a further notice, since there are no less than AGENDA ITEM_ City Council SmfjReport six separate resource agencies involved, each of whom has the ability to affect both the project schedule and cost, predicting an accurate and precise schedule and cost estimate is unlikely. In the past three years, it is estimated that staff and W GZE have spent approximately 200 person hours pursuing this project. Staff does not have sufficient resources to pursue this project in- house and it is estimated that it would cost $7,500 in project management and administration from WGZE to obtain permission from the State to move forward. Since the City Council has expressed concern about spending any City funds towards this project, a budget amendment in the amount of $7,500 would need to be allocated from undesignated fund balance. It is our understanding that if Caltrans grants the additional funding and the project is delivered, the City will be able to bill all previous project management and design and be reimbursed from the State. FISCAL IMPACT: Requested authorization of up to $7,500 for project management and administration services to assist Staff in obtaining funding authorization from Caltrans to allow reimbursable work to begin. Funds are available in the undesignated General Fund Balance and will be spent out of the Public Works Administration contract professional services account. The current undesignated general fund balance is $3,292,000. If approved, the undesignated general fund balance will be $3,284,500. Note if the project were delivered, this and other project costs would be reimbursed by the State. RECOMMENDATION: City Staff recommends that the City Council 1) reject all bids received on August 16, 2001; 2) direct staff to send a letter to Caltrans requesting an increase in project funding 3) authorize staff to spend up to $7,500 for additional project management and administration 4) adopt the attached resolution authorizing budget amendments for the 2001/2002 fiscal year. U-"� Douglas A. Dancs, P.E., Director Public Works Department AGENDA ITEM_ Ciry Cauwi! StaffRepon ATTACHEMENT 1 LETTER TO CALTRANS REQUESTING ADDITIONAL FUNDS FOR THE ANAHEIM DEBRIS REMOVAL PROJECT AGENDA ITEM_ DRAFT October 9, 2001 Jim Beil Deputy District Director Caltrans District 12 3337 Michelson Ave., Suite 380 Irvine, CA 92612 -8894 Re: Anaheim Channel Debris Removal Request for Increase in Project Funding Dear Mr. Bell, Per our discussion last month, the City of Seal Beach formally requests an increase in project funding for the Anaheim Channel Debris Removal project. The total amount requested is $407,000 that includes project plan preparation and project coordination, environmental (if required), debris removal, planting, inspection, and contingency. Preliminary Opinion of Probable Cost Amount Design $20,000 Environmental $30,000 Debris Removal $150,000 Planting $125,000 Ins ection/Admin/PM $41,000 Total $366,000 15% Contin enc $41,000 Grand Total $407,000 The purpose for the request the increase in funding is based upon bids received on August 16, 2001 for -the debris removal and the planting. This project was separated into two bid packages because of the order of work, debris removal and planting. The City received bids that were higher than the allocated funding. A summary of bids is provided below: Company Debris Removal Landscaping Thomsen Landscape Non Responsive a�a... �.nw•a.� .w a'a �i $66,100 Natures Image, Inc. Did not submit Bid $358,073 Southern Califomia Undergromding $137,450 $10,765 Sandoval Construction $171,039 Did not Submit Bid For your convenience, we have also included a proposed project schedule, based upon the requested funding increase. Please note that no work will be allowed near and around the channel during the Least Tern's Nesting, March 15 to August 15. Months Thank you for your assistance with this Project. If you have any questions, please contact me directly at (562) 431 -2527 extension 317. Sincerely, Douglas A. Dancs, P.E. Director, Department of Public Works DgfE: /tet9uaT /(.,200/ /0--co a. /7.✓R/fEi.tt ��4cd C_`L£R.t/u�J -' J �o ✓"ECT�. 995�� p/ANAo�i4L C "oi/�i�'llC� %io�v AST. "I/ c */%/ o.!'/• —v o0 01=' fib% Tire: io: ce ,mac. ?e4cN� /- R.urlu rRoTci 46 993( j) a• /l/,giu2�� - t�E ZAA—, o"• d�/i /�� `O.QtJ /�'l�i�/OE,Q�,Qj�tt//> �°oN�kaci e�S, ✓�,e� )g //, /e" as /O, 7,6.T V- PROOF OF PUBLICATION (2015.5 C.C.P.) STATE OF CALIFORNIA, County of Orange I am a citizen of the United States and a resident of the county afore- said; I am over the age of eighteen years, and not a party to or inter- ested in the above - entitled matter. I am the principal clerk of the printer of the SEAL BEACH SUN, a newspaper of general circulation, printed and published weekly in the City of Seal Beach, County of Orange and which newspaper has been adjudged a newspaper of general circulation by the Superior Court of the County of Orange, State of California, under the date of 2/24/75. Case Number A82583; that the notice of which the annexed is a printed copy (set in type not smaller than nonpareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, to -wit: all in the year 2001 I certify (or declare) under penalty of perjury that the foregoing is true and correct. Dated at Seal Beach, qA, thisday of , 2001. ignature PUBLIC ION ROCESSED B : THE SUN NEWSPAPERS 216 Main Street Seal Beach, CA 90740 (562) 430 -7555 • (949) 759 -7726 This space is for the County Clerk's Filing Stamp way timers bnre ie la✓nr a ma Gn a� c lea by the biaeer as pencipal e,e a uusramDrvni rwr rowmmpa�m'oazroWm u'�re me amount. as IXdycin in Public Coe. .. tract coact section § zono e1. seR Should lie oaeerm. me doi wereee lul ro emer imp me subletl onrr. such dd sec snail be ror- ieeea pur ocam m PUdn cootw Code orlon 20112. dxceplasomeoebeci"� , vieed in Public Contras Code b-114 20170 LONPLETION OF WORN: All wart rolbw.'n911, agile ble ciM1ed in me Jt carmen nice 10 pcceM iron ma LRy. Rursuanl lD Seem d 0 1170 e1. -9 m rat e.t du n, of e'. ofineftI p,asvial Relations nay eetemlir,ee ma 9crrerd Plevailirg .ere d wages apdro- aderoIn MVm to be di This rate �f1 db ie are on Alev mlM Dlrxtwd Poi Wdd e and coP�ey w,il na moos Vailable 1n any interesea Pady on redue9 TMCmttaclurowTxnmeae eaa 5awvcea sear yubcumacrors under him mn9 pay n less man 11ese rdee04l emwundved.,dide coup, dr mil rnmran. At mal p1 me b —.o'dme mNact 1 cell wee luiaairLGSrtrynyendPO�aceS4�9 1 mc,.oy arNdd, WdilrAEor'e. SrG n nnui d a bid by a doctor wMpde J iwensa wgeaame daaertp vnipeld hey Prrtyuanl m&tin6e 6 WdOyswb Code Seclinn 4102815. The hd IX C1 Ni C +,°s �niy harem 1��e'e c,[ o nia Sundin ss`a d P oole sOn Udd puoc VEMr in section 222" OiMe b oc D,mrams code. me GPm,..r may sui een, becumles mr on, 71.1 -1 held by,. Ucy,d ensum p. doci nce A ,hoer me Cidde.. 1e is accom- Qoaciel iers alder. CITY OF SEAL BEACH RIGHT OF REJECTION OR WAIVER: The City reservesme idni, egany ual bitls or arr/ Pads mer¢c1 nd 1P wave any ll¢ irreguiamies ,Mmalem any da or Al odd, cold GI oPn in" swt eW WRIIDRAVVt OG` w: Nnbideer may ofte ins dale s'e1 V be Wemng�deiUs CITY OF SEAL BEACH Gu ci-A Gin- P E. Deednr of Public V io" Jul, 19.'01. Po,, i in me Seal Eeatlt Sre.M.mal. 0712Wl PROOF OF PUBLICATION (2015.5 C.C.P.) STATE OF CALIFORNIA, County of Orange I am a citizen of the United States and a resident of the county afore- said; I am over the age of eighteen years, and not a party to or inter- ested in the above - entitled matter. I am the principal clerk of the printer of the SEAL BEACH SUN, a newspaper of general circulation, printed and published weekly in the City of Seal Beach, County of Orange and which newspaper has been adjudged a newspaper of general circulation by the Superior Court of the County of Orange, State of California, under the date of 2Z24/75. Case Number A82583; that the notice of which the annexed is a printed copy (set in type not smaller than nonpareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, to -wit: all in the ear 2061. I certify (or declare) under penalty of perjury that the foregoing is true and correct. Dat d at Seal Beach A, this day of 111 2001. Signature PUBLICUON PROCESSED THE SUN NEWSPAPERS 216 Main Street Seal Beach, CA 90740 (562) 430 -7555 a (949) 759 -7726 This space is for the County Clerk's Filing Stamp Proof of Publication of Y OF SEAL BEACH COMPLETION OF WORN: All waM INVITING SEALED BIDS shall be completed wtlbin 15 yeari NAME ANAHEIM days blld., The dale adaynedin tic LEANUP. PROJECT NO. w,irygr,Pgkab aeseed M1an the GRy_ otacomrad ror' I aide bme°nneawad at me anvad, award na equipmem ar rIe ^ the successful bidder shall possess a t. Alm �a�oploselb' lid obbirla harmed and Thaband nine ey.mnem� sese, ter= .ryand pacm.lugarller11 =V,=1 "d 11 T dba wndaid a panymg UCCUmenlsvN Fcensesugecis Ne o✓JderbclW Nee pacxege aYdreseed tespurmianb8102814 rZ x at Me abbv2 adarB44. Th.bidder code seLL12 § 1028.15. TM1e bidder r shall all bids In A spa marked 00slee m19 ye"banrcadw Llbanl An , o. NO "ad wilce^var ' °any ORTIECINOli bpdnwhaararapr°pe Yken EIMBEACHlD_EANl Aamacomrassr, azrryuVd by the CN' EN WITH REGULAR IlPmla Business ana P,OH.ns Code . pr'aposasmusl mm IS �� WITHHELD CONTRACT FUNOS'. As es camlmee.n yowded Thi ill xxxo Of me Is bidl s'Inappy°em Ilc=al Code.al"Ishat may ants . asrl an asa[urNesrOhdnvmealMln- n rnpiramerl6 shil held by the CITY TO ensue perlwmance AAiN[alryeadaloWal _ _. _ _ _ -.. under the Gomrad. and hard - CITY OF SEAL BEACH RIGHT OF REJECTION OR WAIVER: The City oa nmslhe dgNbeled ahyaa4lads nY parts Hared . and b wd, airy Lreg ti l a mormayeastTh AT me in The aall mtidTre, CITY al erTH mt2ehestimeealsmIM Crds wRHDRAwA1.OFBD: kar al mey naraw n�a and fur s paeod ws9 bed CIT OFSEALi EACHpenmgm cm of sEAL BEACH D%libee A Dents. P.E. Dlrecbr m Tablas, Warts Jay 19, x091. Rbtgree m the Sd Bert Sun J1una'. 0>2y91