HomeMy WebLinkAboutAGENDA REPORT 2024 1002 CCSA REG ITEM 10GCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of October 2, 2024
ACTION REJECTED STAFF
RECOMMENDATION; RESOLUTION NOT
ADOPTED. (ROLL CALL VOTE:
UNANIMOUS)
BY A. Hurtado.
G. Consider Resolution Establishing a New Capital Improvement Program Project
(C0078) "18 East High Street Sewer Project" and Amending the Fiscal Year
2024/25 Budget by Appropriating $162,602 for Design and Construction. Staff
Recommendation: Adopt Resolution No. 2024-____ establishing a new Capital
Improvement Program Project (C0078) "18 East High Street Sewer Project" and
amending the Fiscal Year 2024/25 budget to appropriate $162,602 for design and
construction. (Staff: PJ Gagajena, Assistant City Manager) (ROLL CALL VOTE
REQUIRED)
Item: 10.G.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: PJ Gagajena, Assistant City Manager
DATE: 10/02/2024 Regular Meeting
SUBJECT: Consider Resolution Establishing a New Capital Improvement
Program Project (C0078) “18 East High Street Sewer Project” and
Amending the Fiscal Year 2024/25 Budget by Appropriating $162,602
for Design and Construction
BACKGROUND
In December 2023, the City of Moorpark discovered a lateral sewer line was damaged at
18 East High Street, which is a City-owned property with a building and parking lot leased
to the Moorpark Chamber of Commerce. The restrooms and water line inside the building
were immediately shut down. The damage to the sewer line was caused during
construction of the High Street Depot Project located east of the site. Apparently, the
sewer lateral connection between 18 East High Street and the former Maria’s Restaurant
located at 104 East High Street, where the High Street Depot Project is now being
constructed, was not shown on utility maps and the line was inadvertently broken.
The City worked with the Daly Group, Inc. (Daly Group), the developer of the High Street
Depot Project, and the Ventura County Waterworks District over the course of the next
several months to determine liability and plan for repairs. While it was initially determined
the Daly Group was liable and had planned to make repairs after receiving approval from
the County on the proposed sewer design in May 2024, the County abruptly withdrew
their involvement in the project the following month and the Daly Group informed the City
they would not fund the cost of repairs. In August 2024, the City decided to construct the
lateral sewer line to move the project forward since the lack of water and use of restrooms
at the Moorpark Chamber of Commerce have impacted its operations.
Since the broken sewer line can no longer connect to lines at the High Street Depot
Project, which is currently well advanced in construction, a new sewer lateral connection
must be constructed from the parking lot at 18 East High Street to an existing sewer main
line located on High Street just north of the property and in front of the High Street Arts
Center.
Item: 10.G.
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Honorable City Council
10/02/2024 Regular Meeting
Page 2
DISCUSSION
Since construction of this sewer line is considered a new Capital Improvement Program
(CIP) project, the City Council must approve it as CIP project number C0078 and
authorize the budget for design and construction. The budget includes sewer line design,
plan review, inspections, permitting fees, bid period support, construction management,
construction activities and contingency costs.
The sewer line design will be performed by m6 Consulting, Inc. (m6), which is an
engineering services company that currently provides engineering and construction
management services for the City of Moorpark. The inclusion of this sewer line project in
their scope of services for the City will be processed through an Additional Services
Authorization under authority of the City Manager. The total cost for design is $30,074,
which consists of $27,340 in estimated costs plus a 10% contingency of $2,734; m6
charges on a time and materials basis and are only paid for actual time spent on the
project.
Once m6 completes the sewer design plans and obtains the necessary permits from
Ventura County, the work will be bid out to construction companies through a Notice
Inviting Bids. m6 will function as the City’s representative providing quality control review
of the construction and bidding documents, ensuring that all value engineering items are
included. They will also provide bidding assistance, including tracking and response of
Request for Information (RFI) relevant to the design and City bidding requirements and
review of bids for consistency and accuracy.
The construction costs, including construction management services, are estimated to be
$120,480 plus a 10% contingency of $12,048, which totals to $132,528. This includes
prevailing wage costs. However, the exact construction costs will not be known until the
project is bid out and cost estimates are received.
Project design by m6 will take approximately four to six weeks and the Notice Inviting
Bids process and actual construction may take between four to six months. However, the
City will attempt to expedite this timeline as much as possible due to the urgent nature of
this project.
ENVIRONMENTAL DETERMINATION
This action is exempt from the California Environmental Quality Act (CEQA) as it does
not constitute a project, as defined by Section 15378 of the State CEQA Guidelines.
Therefore, no environmental review is required.
FISCAL IMPACT
The estimated cost to design and construct this new sewer line is $147,820 and with a
10% contingency, the total not-to-exceed amount is $162,602. This includes $30,074 for
the cost of design performed by m6 and the estimated construction cost of $132,528 with
contingencies. The 18 East High Street Sewer Project CIP (C0078) requires a budget
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Honorable City Council
10/02/2024 Regular Meeting
Page 3
appropriation from the City’s Unallocated General Fund Balance and will be processed
through a budget amendment for Fiscal Year 2024/25.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED)
Adopt Resolution No. 2024-____ establishing a new Capital Improvement Program
Project (C0078) “18 East High Street Sewer Project” and amending the Fiscal Year
2024/25 budget to appropriate $162,602 for design and construction.
Attachment 1: Draft Resolution No. 2024-____
Attachment 2: m6 Consulting, Inc. Cost for Proposal
65
ATTACHMENT 1
RESOLUTION NO. 2024-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, ESTABLISHING A NEW
CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT
(C0078) “18 EAST HIGH STREET SEWER PROJECT” AND
AMENDING THE FISCAL YEAR 2024/25 BUDGET
APPROPRIATING $162,602 FROM UNALLOCATED FUND
BALANCE (1000) TO 18 EAST HIGH STREET SEWER
PROJECT (C0078) FOR DESIGN AND CONSTRUCTION
WHEREAS, on June 19, 2024, the City Council adopted the Operating and Capital
Improvement budget for Fiscal Year (FY) 2024/25; and
WHEREAS, on October 2, 2024, a staff report was presented to the City Council
recommending establishment of a new Capital Improvement Program (CIP) Project
(C0078) “18 East High Street Sewer Project” to track expenses associated with the design
and construction of a sewer line at 18 East High Street; and
WHEREAS, on October 2, 2024, a staff report was presented to the City Council
requesting a budget amendment to appropriate $162,602 from Unallocated Fund Balance
Fund (1000) to the 18 East High Street Sewer Project (C0078); and
WHEREAS, Exhibit “A” attached hereto and made a part hereof, describes said
budget amendment and the resulting impact to the line item.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment to appropriate $162,602 from Unallocated
Fund Balance Fund (1000) to the 18 East High Street Sewer Project (C0078), as more
particularly described in Exhibit “A”, attached hereto, is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall
cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 2nd day of October, 2024.
________________________________
Chris R. Enegren, Mayor
ATTEST:
___________________________________
Ky Spangler, City Clerk
Attachment: Exhibit A – Budget Amendment
66
Resolution No. 2024-____
Page 2
EXHIBIT A
BUDGET AMENDMENT FOR
18 EAST HIGH STREET SEWER PROJECT (C0078)
FY 2024/2025
FUND BALANCE ALLOCATION:
Fund Title Unassigned Fund Bal Revision Amended Balance
General Fund (1000) $ 524,948.19 $ (162,602.00) $ 362,346.19
$ -
$ -
Total $ 524,948.19 $ (162,602.00) $ 362,346.19
EXPENDITURE APPROPRIATION:
Account Number Current Budget Revision Amended Budget
1000-171-C0078-55300 $ - $ 30,074.00 $ 30,074.00
1000-171-C0078-55500 $ - $ 132,528.00 $ 132,528.00
$ - $ -
$ - $ -
Total $ - $ 162,602.00 $ 162,602.00
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m6 Consulting Inc.
893 Patriot Drive Unit E, Moorpark, California 93021
805.379.1015 | www.m6ConsultingInc.com
September 19, 2024
Mr. PJ Gagajena
Assistant City Manager
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Subject: Cost Proposal for Design and Bid Period Services
Chamber of Commerce Sewer Improvements
Dear Mr. Gagajena,
Thank you for the opportunity to provide this Proposal for Design and Bid Period Services to
the City of Moorpark (City). m6 Consulting (m6) is a client – focused, service – driven,
Moorpark based Small Business Enterprise (SBE) that specializes in civil engineering services
for governmental, institutional, and higher education projects. The m6 team brings an
integrated expertise to the City, with a blended background of capital project design,
development review, program and project management, and construction period services.
We are pleased to provide this proposal, which reflects the capabilities of our uniquely
qualified firm to provide the requested scope of services to the City in connection with the
design, utility coordination, agency permitting, bid period support related to the sewer
improvements for the Chamber of Commerce. The project contemplates a new sewer
lateral connection between Chamber of Commerce and the County Waterworks sewer
main in High Street.
Dalygroup initiated this project as part of the High Street Depot project improvements, and
City has taken over management and design of the project. m6 design will be based on the
initial plans provided by Dalygroup, with minor edits as requested by the City and necessary
updates to accommodate County requirements. It is assumed that no survey work will be
required, and that field verification and measurements will be sufficient for the project.
Specifically, the anticipated services include:
Scope of Services
Task 101 – Field Verification and Site Visit:
m6 will perform an initial site visit to evaluate site conditions and proposed scope. Based on
the initial site visit, m6 will review the plans for any discrepancies in field conditions. m6 will
perform additional site visits as needed during the design phase to accurately detail proposed
plans. A budget of 6 hours is allocated to this task.
Task 102 – Project Management, Meeting Attendance and Consultation
m6 will provide project management associated with the proposed design and related
permitting. m6 will provide for meeting attendance and consultation with the City as
LETTER OF PROPOSAL
ATTACHMENT 2
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City of Moorpark
Cost Proposal for Design and Bid Period Services
Chamber of Commerce Sewer Improvements
Page 2
necessary for the project. A budget of 36 hours has been allocated to this task.
Task 103 – Plans, Specifications, and Estimates (PSE)
m6 will prepare sewer plans to delineate the required work for the contract, bid and
construction of the improvements for the Chamber of Commerce. These sewer plans will
include the associated civil work required for the sewer lateral connection. Sewer plans will be
completed at the 90% construction design level for City and permitting review and any
comments will be incorporated in the 100% construction design level for the City. m6 will also
prepare project specifications and engineering estimates at the 90% and 100% design level
completion. A budget of 62 hours has been allocated to this task.
Task 104 – County Waterworks Permitting
m6 will coordinate with Ventura County Waterworks to obtain the necessary permits for the
sewer lateral connection to the County’s sewer main in High Street. m6 will update the plans
to reflect the County’s current standard border, standard drawings, and apply for a Sewer Will
Serve Letter with the County. m6 will provide for meeting attendance, communication, and
consultation with the County as needed for plan approval. A budget of 24 hours has been
allocated to this task.
Task 105 – Bid Period Support
m6 will provide support for the City during bid period phase of the project. This task includes
preparation of a staff report for City Council authorization to bid, preparation of a notice
inviting bids, assembly of bid documents participation and management of a non-mandatory
pre – bid meeting, management of bidding process including tracking, coordinating and
reviewing RFI and preparing responses to contractor inquiries during the bid process. m6 will
also review received bids to ensure completeness and accuracy and provide
recommendations for selection of contractor. A budget of 32 hours is allocated to this task.
Exclusions:
1. Payment of plan check and permit fees;
2. Construction period services;
3. Agency coordination and approvals not specifically addressed in this scope of work;
4. Survey;
5. Utility Relocations and Coordination beyond the specific Tasks/scope addressed;
6. Calculations, plans, studies, or investigations beyond the specific Tasks/scope
addressed in the proposal.
Efforts associated with the above Tasks are based on estimates of hours. Anticipated
efforts related to this Scope of Work are summarized in the following Compensation
(Exhibit “B”) section, with a staffing and hourly allocation breakdown in Exhibit “C”. A
reimbursable budget has been set for this project, to address direct expenses related to
reproduction, travel and related costs. Assumptions of efforts and related hourly
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City of Moorpark
Cost Proposal for Design and Bid Period Services
Chamber of Commerce Sewer Improvements
Page 3
distribution across staffing levels are approximate in the absence of a total project
budget and may change based on final total project cost and schedule, and
associated efforts.
Please feel free to contact me at (805) 379 – 1015 with any questions you may have
regarding our proposal and related scope of services.
Sincerely,
m6 Consulting, Inc.
Robert Woodward, PE
Principal
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City of Moorpark
Cost Proposal for Design and Bid Period Services
Chamber of Commerce Sewer Improvements
Page 4
EXHIBIT “B”
COMPENSATION
City of Moorpark
Cost Proposal for Design and Bid Period Services
Chamber of Commerce Sewer Improvements
Compensation Schedule
On an hourly basis, the Tasks outlined in Exhibit “A” above, and per the enclosed staff hours
(Exhibit "C"). Staff will be billed based on their functional classification and corresponding
hourly rate, as approved by the City in our On – Call Contract.
TASK DESCRIPTION FEE
Task 101 Field Verification and Site Visit $1,080.00
Task 102 Project Management, Meeting
Attendance, and Consultation
$ 6,480.00
Task 103 Plans, Specifications, and Estimates $8,970.00
Task 104 County Waterworks Permitting $4,230.00
Task 105 Bid Period Support $5,580.00
Reimbursable $1,000.00
Total Fee $27,340.00
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Prepared By: Robert Woodward
Position Principal Project Project Project Prof. Land PW Struct Total Total
Eng Manager Eng.Designer Surv.Insp.Eng.Hours Fee
Rate $225 $165 $150 $120 $200 $115 $150 ($)
Task 101 Field Verification and Site Visit 2 2 2 6 $1,080
Task 102 Project Management, Meeting
Attendance, and Consultation 12 12 12 36 $6,480
Task 103 Plans, Specifications, and
Estimates 4 8 25 25 0 0 0 62 $8,970
Task 104 County Waterworks Permitting 6 12 6 24 $4,230
Task 105 Bid Period Support 8 12 12 32 $5,580
Sub Total Hours 32 46 57 25 0 0 0 160
Total $7,200 $7,590 $8,550 $3,000 $0 $0 $0 $26,340
$1,000
$27,340.00Total
EXHIBIT "C" m6 CONSULTING PROPOSED HOURS AND STAFF ALLOCATION
Date: September 19, 2024
Project: Design and Bid Support Services: Chamber of Commerce Sewer Improvements
m6
Reimbursable
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