Title
Adopt a Resolution to:
a. Approve the Plans and Specifications for the Pajaro Sewer Manhole Rehabilitation and Sewer Force Main Line Replacement Project, Project 10691; and
b. Authorize the Auditor-Controller to amend the FY 2018-19 Pajaro County Sanitation District Adopted Budget, Fund 151, Appropriations Unit RMA040, to increase appropriations by $566,260, financed by existing fund balance, for the rehabilitation of the sewer manhole, sewer force main line repairs, and replacement of the emergency back-up generator at the Pajaro Lift Station.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors, acting as the Board of Directors for the Pajaro County Sanitation District, adopt a Resolution to:
a. Approve the Plans and Specifications for the Pajaro Sewer Manhole Rehabilitation and Sewer Force Main Line Replacement Project, Project 10691; and
b. Authorize the Auditor-Controller to amend the FY 2018-19 Pajaro County Sanitation District Adopted Budget, Fund 151, Appropriations Unit RMA040, to increase appropriations by $566,260, financed by existing fund balance, for the rehabilitation of the sewer manhole, sewer force main line repairs, and replacement of the emergency back-up generator at the Pajaro Lift Station.
SUMMARY:
The Resource Management Agency (RMA) is seeking Board of Directors’ approval of Project 10691 (the “Project”) Construction Documents (Plans and Specifications), which will be awarded under an existing County of Monterey Job Order Contracting (“JOC”) contract for the rehabilitation of the Pajaro sewer manhole and repairs to the adjacent sewer line located near the Pajaro River Levee. Additionally, an increase in appropriations in the FY 2018-19 budget is necessary to fund these sewer repairs as well as replace the emergency back-up generator located at the Pajaro Lift Station.
DISCUSSION:
During the February 2017 winter storm, the Pajaro County Sanitation District (PCSD) sewer manhole and adjacent sewer force main line upstream of the manhole were severely damaged. Temporary repairs were made while a permanent fix was designed and permits approved. The scope of proposed permanent repairs include excavation in and around the toe of the Pajaro River Levee, rehabilitation of the damaged manhole, replacement of manhole hole walls with precast rings, permanent repair of the force main line located upstream from the manhole, and sewer flow management while construction is in progress. To facilitate optimal flow management, all repairs are required to be completed in one day, between the hours of 9 p.m. and 6 a.m. as sewer flow volumes are typically at their lowest levels. The preliminary plans and specifications have been submitted to the U. S. Army Corp of Engineers (USACE) for final review and permitting. USACE approval is required due the proximity of the manhole to the toe of the Pajaro River Levee. Based on feedback from the Monterey County Water Resources Agency (MCWRA), which is acting as liaison between RMA and USACE, plan approval is anticipated by the end of September 2018.
Shortly after the sewer manhole failure and line break, RMA submitted a request for reimbursement to the Federal Emergency Management Agency (FEMA) for the manhole rehabilitation and sewer force main line repairs as well as a replacement generator at the Pajaro Lift Station located on Salinas Road. The failure of the emergency back-up generator located at the Pajaro Lift Station is also attributed to the storm damage. To satisfy FEMA reimbursement requirements, a formal bid process was initiated to complete the permanent repairs. The California Office of Emergency Services has reported that FEMA will issue a Negative Determination and no reimbursement for any repairs to the Pajaro sewer system will be provided. The Negative Determination is based on lack of supporting maintenance and inspection documentation. Staff does not intend to appeal FEMA’s Negative Determination. In consideration of the Negative Determination, and because formal bidding would push the start of construction well into the winter season, the JOC process is now the preferred method of completing this Project to allow for its completion prior to the start of the winter rainy season.
Due to inadequate funding levels in the Pajaro CSD, the Board of Supervisors approved a General Fund loan in FY 2017-18 to fund the manhole rehabilitation and sewer force main repairs, replace the nonfunctioning generator, and RMA staff and consultant costs. As the Project was not completed in FY 2017-18 as originally anticipated, a budget adjustment is necessary to allocate a portion of the unused loan funds to the FY 2018-19 fiscal year.
OTHER AGENCY INVOLVEMENT:
The USACE has project permitting authority. MCWRA is serving as the liaison between the RMA and USACE to facilitate necessary permits. County Counsel has reviewed this report. Due to timing constraints, the CAO Budget Office and Supervisor Jane Parker, Chair of the Budget Committee, both approved this item proceeding to the Board of Supervisors without Budget Committee Review.
FINANCING:
The recommended action will increase the FY 2018-19 adopted budget appropriations in Fund 151, Appropriations Unit RMA040, by $566,260, financed by existing fund balance. The current fund balance includes a portion of a $1,515,000 General Fund loan that was approved by the Board of Supervisors on January 9, 2018. An inter-fund loan was executed requiring repayment of the loan with interest by PCSD.
In FY 2017-18, approximately $332,891 of the loan was expended for temporary repairs, staff response to the spill, engineering services, and professional consultants for testing and spill analysis, leaving a balance of $1,066,232 available to fund the remainder of the Project costs.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Rehabilitation and repair of the sewer infrastructure and replacement of critical equipment is consistent with the Board of Supervisors’ Health and Human Services, Infrastructure, and Public Safety strategic initiatives to ensure a safe and properly functioning sanitation system.
__ Economic Development
__ Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Lynette Redman, Management Analyst III, (831) 796-6038
Approved by: Shawne Ellerbee, RMA Deputy Director of Administrative Services
Approved by: Carl P. Holm, AICP, RMA Director
Attachments:
Attachment A - Resolution
Attachment B - Project 10691 Manhole & Force Main Line Specifications
Attachment C - Manhole and Force Main Line Plans
Attachment D - FY 2018-19 Budget
Attachment E - FY 2017-18 Budget
(Attachments are on file with the Clerk of the Board)