CITY COUNCIL SPECIAL MEETING AGENDA SPECIAL MEETING CITY OF HALF MOON BAY TUESDAY, OCTOBER 17, 2017 Adcock Community/Senior Center 535 Kelly Avenue Half Moon Bay, California 94019 Debbie Ruddock, Mayor Deborah Penrose, Vice Mayor Adam Eisen, Councilmember Rick Kowalczyk, Councilmember Harvey Rarback, Councilmember 6:30 PM This agenda contains a brief description of each item to be considered. Those wishing to address the City Council on any matter not listed on the Agenda, but within the jurisdiction of the City Council to resolve, may come forward to the podium during the Public Forum portion of the Agenda and will have a maximum of three minutes to discuss their item. Those wishing to speak on a Public Hearing matter will be called forward at the appropriate time during the Public Hearing consideration. Please Note: Anyone wishing to present materials to the City Council, please submit seven copies to the City Clerk. Copies of written documentation relating to each item of business on the Agenda are on file in the Office of the City Clerk at City Hall and the Half Moon Bay Library where they are available for public inspection. If requested, the agenda shall be available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132.) Information may be obtained by calling 650-726-8271. In compliance with the Americans with Disabilities Act, special assistance for participation in this meeting can be obtained by contacting the City Clerk s Office at 650-726-8271. A 48-hour notification will enable the City to make reasonable accommodations to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II). http://hmbcity.com/ MEETING WILL CONCLUDE BY 11:00 PM UNLESS OTHERWISE EXTENDED BY COUNCIL VOTE
CONVENE SPECIAL MEETING 1. RESOLUTIONS AND STAFF REPORTS 1.A. SAM OPERATIONS AND MAINTENANCE BUDGET - FORCE MAIN REPLACEMENT PROJECT STAFF REPORT RESOLUTION ADJOURN SPECIAL MEETING
BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY For meeting of: October 17, 2017 AGENDA REPORT TO: VIA: FROM: Honorable Mayor and City Council Magda Gonzalez, City Manager John Doughty, Public Works Director TITLE: SAM OPERATIONS AND MAINTENANCE BUDGET FORCE MAIN REPLACEMENT PROJECT RECOMMENDATION: Adopt a resolution authorizing augmentation of the Sewer Authority Mid Coastside (SAM) Operations and Maintenance Budget by $392,100, specifically the Infrastructure line item, allowing award, by SAM, for construction of Segments 1, 2, and 3 of its Force Main Replacement Project. FISCAL IMPACT: The potential fiscal impact to the City s sewer fund associated with this action is $392,100. Per the Stipulation and Order, the City has agreed to fund the IPS project, under protest, pending the outcome of the City s request for declaratory relief. BACKGROUND: SAM is preparing to repair a portion of the Granada Force Main, which is part of the Intertie Pipeline System (IPS), a force main system that conveys effluent from sewer customers within the Montara and Granada special districts to the SAM operated treatment plant. The purpose of the replacement/repair project is to replace and repair these segments of pipeline and reduce the potential for breaks and spills. The bid was advertised for opening on September 6, 2017. The project was bid in three segments, with Segments 1 and 3 designated as mandatory, and Segment 2, located between Segments 1 and 3, designated as a bid option. Three bids were received on September 29, 2017. K.J. Woods provided the lowest bid of $2,065,540 for Segments 1, 2, and 3. The SAM Board of Directors considered award of the construction contract on October 9, 2017. At that meeting, the Board recommended award of the base bid (Segments 1 and 3) as well as the bid alternative (Segment 3). Page 1 of 2 Agenda Item # 1.A.
DISCUSSION: SAM s operating budget includes an infrastructure line item for the three segments (1, 2 and 3) of the IPS at an engineer s estimated cost of $1,311,500. At the time of issuance of the bid, SAM staff recognized that the funding would not likely be sufficient to cover the entire project; Segment 2 was deemed less critical and included as a bid alternate. Bids came in higher than the engineer s estimate. An additional $754,040 is required from the three SAM member agencies, with approximately 52 percent or $392,100 of this amount allocated to the City. The SAM staff initially recommended award of Segments 1 and 3. However, following discussion, the SAM Board authorized construction of Segments 1, 2, and 3. The SAM Board acknowledged that Segment 2 was a critical component of stabilizing the IPS line and that completing Segment 2 in conjunction with Segments 1 and 3 was more cost effective for SAM and its member agencies. SAM has indicated to the member agencies that it will not proceed with the project until all agencies have approved the necessary budget increases. Staff recommends that the City Council approve the budget augmentation increasing the infrastructure line item by $392,100. Per the Stipulation and Order, the City has agreed to fund the IPS project, under protest, pending the outcome of the City s request for declaratory relief. ATTACHMENTS: 1) Resolution 2) SAM Staff Report Requesting Award of the Force Main Replacement Project. Page 2 of 2 Agenda Item # 1.A.
Resolution No. C 2017 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUGMENTING THE SEWER AUTHORITY MID COASTSIDE GENERAL (OPERATIONS AND MANAGEMENT) BUDGET FOR FISCAL YEAR 2017 2018 WHEREAS, City of Half Moon Bay representatives reviewed and provided input on the General Budget of the Sewer Authority Mid Coast (SAM) Budget for Fiscal Year (FY) 2017/18; and WHEREAS, on July 18, 2017 the City Council of the City of Half Moon Bay approved the General (O&M) Budget of SAM for FY 17 18 of $3,645,570 excluding the $1,505,000 in IPS related capital replacement projects (IPS and Portola Pump Station) from the General (O&M) Budget while affirming the City s intent to opt out of the Intertie Pipeline System Capital Replacement Project (AKA IPS or Intertie) and the Portola Pump Station Project; and WHEREAS, on September 13, 2017, the Superior Court of the County of San Mateo entered the Stipulation and Order Regarding Expenses and Assessments for the Sewer Authority Mid Coastside in the matter of City of Half Moon Bay v. Granada Community Services District et al. (Case No. 17 CV 03092). Among other things, the Stipulation and Order provided that the City shall be deemed to have approved under protest that part of SAM s 2017 18 General Budget characterized as the Infrastructure Division ; WHEREAS, SAM issued a bid for replacement of three segments of the Intertie Pipeline System (IPS or Intertie) on June 6, 2017; and WHEREAS, bids were opened on September 29, 2017 in which K.J. Woods provided the lowest bid of $2,065,540 for Segments 1, 2, and 3; and WHEREAS, the lowest bid for Segments 1, 2 and 3 exceed the budgeted amount; and WHEREAS, on October 9, 2017, the SAM Board of Directors recommended the award of the base bid (Segments 1 and 3) as well as the Bid Alternate (Segment 3). NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay approves the budget augmentation increasing the infrastructure line item (characterized by Infrastructure Division) by $392,100, under protest, pursuant to the September 13, 2017 Stipulation and Order.
***************************************************************** I, the undersigned, hereby certify that the foregoing Resolution was duly passed and adopted on the 17 th day of October, 2017 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers: NOES, Councilmembers: ABSENT, Councilmembers: ABSTAIN, Councilmembers: ATTEST: APPROVED: Jessica Blair, City Clerk Debbie Ruddock, Mayor