Title
a. Receive a status update on Elkhorn Tide Gate Repairs;
b. Support authorizing the Auditor-Controller to increase appropriations in the amount of $142,071 in the FY 2018-19 Adopted Budget for the Capital Project Fund 402-3000-8468-RMA014, where the financing source is uncommitted fund balance 402-3101, to fund Phase II of the Elkhorn Tide Gate Repair.; and
c. Consider recommending the Capital Improvement Committee update the FY2018/19 unfunded project priority for the Elkhorn Tide Gate - Phase III Repairs to a higher ranking.
Report
RECOMMENDATION:
It is recommended that Budget Committee:
a. Receive a status update on Elkhorn Tide Gate Repairs;
b. Support authorizing the Auditor-Controller to increase appropriations in the amount of $142,071 in the FY 2018-19 Adopted Budget for the Capital Project Fund 402-3000-8468-RMA014, where the financing source is uncommitted fund balance 402-3101, to fund Phase II of the Elkhorn Tide Gate Repair.; and
c. Consider recommending the Capital Improvement Committee update the FY2018/19 unfunded project priority for the Elkhorn Tide Gate - Phase III Repairs to a higher ranking.
SUMMARY:
On December 12, 2017, the Board of Supervisors (the “Board”) approved the installation of a temporary plug to culvert No. 3, which had a missing tide gate, and the inspection of all remaining six tide gates (Phase I) at an estimated cost of $25,000. In early spring 2018, Phase II was added to fabricate and install the missing tide gate at culvert No. 3, as well as to replace a tide gate at culvert No. 1, which was failing. Staff recommended that fabrication and installation of both tide gates be undertaken simultaneously to maximize efficiencies and minimize costs. Project costs to complete Phase I and Phase II scopes of work were estimated to be $175,932. On April 3, 2018. the Board approved funding for both Phases.
To date, crews have completed activities under Phase I and are scheduled to begin work for Phase II in late October 2018. A cost proposal for repair work to the remaining five culverts and tide gates (Phase III) has been prepared and is attached to this report.
DISCUSSION:
In mid-2017, the County of Monterey was asked to address an issue with a missing tide gate located on the end of culvert No. 3, located under Elkhorn Road. The tide gate, one of seven gates that helps stops the flow of saltwater from Elkhorn Slough into the Carneros Creek, is presumed to have gone missing during the 2017 winter storms.
On December 12, 2017, the Board approved an option to install a temporary plug in culvert No. 3 and inspect all seven culverts and tide gates for an estimated cost of $25,000 (Phase I). Upon evaluation of work required to complete temporary repairs, it was determined that one additional tide gate had to be fabricated and installed at culvert No. 1 along with the missing tide gate at culvert No. 3 (Phase II). Staff undertook Phase I and Phase II simultaneously to maximize efficiencies and minimize costs. As a result, the total cost of Phase I and Phase II work was estimated at $175,932.
On April 3, 2018, the Board authorized appropriations in the FY 2017-18 Capital Projects Fund 402-3000-8468-RMA014 for the completion of Phase I and II in the amount of $175,932. The Board was informed that an evaluation on how to proceed with permanent repairs (Phase III) would be forthcoming.
Following approval of funding, staff retained Granite Construction as the primary contractor under a Job Order Contract (JOC). Power Engineering Construction Company, a marine specialty civil engineering company, was retained as the subcontractor to conduct the underwater evaluation.
Phase I - Completed (Cost $33,861):
On May 16, 2018, crews conducted pre-dive and underwater inspections on the condition of all culverts and tide gates under Elkhorn Road. Experienced divers performed detailed examinations, continuously reporting back on findings and potential concerns. To assist with the process, a live video feed was provided throughout the inspection through the use of an underwater camera mounted on the diver’s helmet. Information obtained through the live feed, coupled with inspection comments from the diver, was used to develop an engineering assessment.
Inspection activities identified a broken hinge on the tide gate at the end of culvert No. 1 (see Attachment A). As a temporary measure, crews secured the tide gate with a rope (see Attachment B) to avoid losing it. Replacement of the culvert No. 1 tide gate was added to the scope for Phase II due to the immediate need for repair. The inspection further identified deteriorated aluminum riser supports on the remaining five tide gates (on culverts Nos. 2, 4, 5, 6 and 7) that are close to failing and in need of replacement. The replacement of the remaining five tide gates would be Phase III, if funded.
The inspection divers also assisted with the installation of two (2) inflatable storm drain tubes in culvert No. 3. The inflatable storm drain tubes stop the flow of salt water through the culvert. The tubes were inserted around 10 feet from each end of the culvert and inflated to 22PSI. Air hoses with padlocked air pressure gages were secured to the bank for access to monitor pressure. Weekly checks are conducted by staff to ensure that pressure levels remain at 22PSI.
Phase II - Pending (Cost $142,701):
Repair activities for Phase II are scheduled to occur in late October 2018. As part of this phase, the damaged tide gate on culvert No. 1 and inflatable plugs in culvert No. 3 will be removed and replaced with new tide gates. It was anticipated that the repairs under phase I and II would have been completed in the prior fiscal year and therefore was not included in the FY 2018-19 Adopted Budget for Fund 402. Staff requests this Committee’s support to authorize an increase in appropriations in Fund 402, Appropriation Unit RMA014 in the amount of $142,701, where the financing source is unassigned fund balance.
Phase III - Pending (Cost $289,517): A cost proposal has been developed for the removal and replacement of the remaining five (5) tide gates at culverts 2, 4, 5, 6 and 7. The total estimated cost for this phase is $289,517. Phase III is currently listed as an unfunded project for FY2018/19. The risk of losing an additional tide gate is high given the current corroded, and close to failing, state of the system. Should a tide gate fail, sea water could intrude into the Blohm-Porter Marsh, damaging pickleweed and contaminating water wells. For these reasons, staff requests this committee’s consideration in recommending the Capital Improvement Committee (CIC) update the FY2018/19 unfunded project priority for the Elkhorn Tide Gate - Phase III Repairs to a higher ranking.
OTHER AGENCY INVOLVEMENT:
Staff has worked with the Elkhorn Slough Foundation during this process. Initial discussions were held with the following regulatory agencies prior to the start of the project: US Army Corp of Engineers (USACE), US Fish and Wildlife Service (USFWS), State Department of Fish and Wildlife (CDFW), California Coastal Commission (CCC), and Regional Water Quality Control Board (Water Board). The first two items this report (“a” and “b”) were presented to the CIC on September 10, 2018. Staff intends on bringing the remaining item (“c”) to the CIC following consideration from the BC.
FINANCING:
In FY 2017-18, the Board approved the use of Capital Project Fund 402, fund balance 3101 in the amount of $175,932, where actual costs incurred through June 30th totaled $33,861, leaving a balance of $142,071 to complete the project. The remaining project budget was not included in the adopted FY 2018-19 budget, as during the budget development time, staff anticipated the project would be completed by June 30, 2018.
A cost proposal for Phase III has been developed and is attached to this report. Staff is seeking support from the CIC/BC to update the FY2018/19 unfunded project priority for the Elkhorn Tide Gate - Phase III Repairs to a higher ranking. There is no discretionary funding available for unfunded projects in FY2018/19.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The project provides infrastructure needed to a County road and regulate tidal waters that help protect agricultural wells and ecological conditions in the area. The recommended action supports the following Board Strategic Initiatives:
X Economic Development
_ Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Karina Bokanovich, Management Analyst I, RMA (831) 755-5399
Reviewed by: Neville Pereira, Interim RMA Deputy Director of Public Works, Parks & Facilities
Approved by: Carl Holm, AICP, Director Resource Management Agency
Attachments:
Attachment A - Picture of Broken Tide Gate
Attachment B - Picture of Temporary Fix Securing Tide Gate
Attachment C - Cost Proposal for Phase III