HomeMy WebLinkAbout2023-07-11 - AGENDA REPORTS - DBAAS 3 24 CONTRSO
Agenda Item: 9
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: TAA,/�
DATE: July 11, 2023
SUBJECT: DRAINAGE BENEFIT ASSESSMENT AREAS 3 AND 24
GEOTECHNICAL CONSULTING CONTRACTS
DEPARTMENT: Neighborhood Services
PRESENTER: Darin Seegmiller
RECOMMENDED ACTION
City Council:
1. Award a contract to Applied Earth Sciences in the amount of $55,000 for geotechnical
consulting in DBAA 3 and authorize the one-time appropriation of funds in the amount of
$55,000 from DBAA Fund Balance (Fund 351) to expenditure account 3517209-516113.
2. Award a contract to Geosyntec Consultants in the amount of $46,000 for geotechnical
consulting in DBAA 24 and authorize the one-time appropriation of funds in the amount of
$46,000 from DBAA Fund Balance (Fund 351) to expenditure account 3517213-516113.
3. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) administers 15 Drainage Benefit Assessment Areas (DBAA)
throughout the City. Each DBAA prevents groundwater from rising to maintain slope stability or
provides flooding control within a specific area. The DBAA are funded through assessments
generated by property owners who benefit directly from the drainage infrastructure, and the
funds are used for the operation and maintenance of equipment and fixtures that remove
groundwater to maintain slope stability.
DBAA 3
The DBAA 3 is located on Whites Canyon Road and Nadal Street. A recent geologic assessment
report by Applied Earth Sciences (AES) established that 16 hydraugers are in various states of
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disrepair, with only three actively draining the landmass.
However, the report also established that all of the hydraugers are currently well above the local
groundwater level and are not actively dewatering the landmass as initially designed and
intended. It is recommended that the site be re-evaluated using additional field exploration and
laboratory and field testing of soil and bedrock samples to provide recommendations as needed
to drain the landmass.
On May 22, AES submitted a proposal in the amount of $55,000 for the above evaluation and
repair services. AES is being recommended, as allowable under public contract code and
purchasing policy as a single source firm for DBAA 3 services due to their exhaustive, historical
knowledge specific to the project. Furthermore, staff is also requesting a one-time appropriation
of $55,000 in DBAA reserves to support the award of contract.
DBAA 24
The DBAA 24 is located on Plum Canyon Road and Via Joyce Drive. A recent technical
memorandum by Geosyntec Consultants (Geosyntec) recommended video surveys of a selection
of wells to confirm current conditions. The videos would be reviewed to determine well integrity
and, if necessary, repairs required to ensure their proper function.
On March 17, Geosyntec submitted a scope of work proposal in the amount of $46,000 for the
above evaluation services, including the creation of technical specifications for the
redevelopment of the wells for future project bidding. Because Geosyntec has provided the City
with DBAA engineering, permit, and report consulting for over 15 years, and because their most
recent contract was specific to DBAA 24 consulting services, purchasing staff recognized them
as a single source firm for this project in accordance with the public contract code and the City's
purchasing policy. As a result, staff recommends awarding Geosyntec a contract in the amount of
$46,000. Furthermore, staff is also requesting a one-time appropriation of $46,000 in DBAA
reserves to support the award of contract.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund. There are sufficient reserves in DBAA Fund Balance
(Fund 351) to support the recommended action.
ATTACHMENTS
Applied Earth Sciences Scope of Work
Geosyntec Scope of Work
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Applied 9.a
p4im! Earth
ikow.mA Sciences GEOTECHNICAL & ENVIRONMENTAL ENGINEERING CONSULTANTS
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May 22, 2023
Proposal No. 23151 R2
AES Project No. 22-489-22
City of Santa Clarita
Environmental Services
23920 Valencia Blvd. Suite 295
Santa Clarita, CA 91355-2196
661-286-4058, kkacmar@santa-clarita.com
Attention: Ms. Kelly Kacmar
Subject: Revised Proposal #2 — Proposed Geotechnical Diagnostic Investigation
For Re -Evaluation of Site Slope Stability, Hydraulic Conductivity of Soils,
And For Consideration of New Groundwater Dewatering Wells
APN Nos. 2802-037-028, 2802-037-029
Lot 1 and Portion of Lot 2, Tract 36496
28085 Whites Canyon Road
Santa Clarita, CA 91351
Ladies/Gentlemen:
INTRODUCTION
As requested, and following our telephone conversation and email correspondence, we are pleased
to submit this revised proposal to perform the subject investigation, described further below.
PROJECT CONSIDERATIONS
This office issued a report of Geologic Assessment of 16 Existing Hydraugers at the Monterra Ridge
Apartments, also known as the Drainage Benefit Assessment Area 3, on 1/31/2023.
In our report we established that the 16 hydraugers are in various states of disrepair with only
3 actively draining the landmass. We also established that all of the hydraugers are currently well
above the local groundwater level, and as such are not actively dewatering the landmass as originally
designed/intended. In our report we recommended that the site slope stability be re-evaluated, since
the original evaluation and geologic site characterization of the site as underlain by an ancient
landslide was determined to be very conservative at best, to possibly erroneous. After completion of
the field exploration, we intend to re-evaluate the gross and seismic slope stability factors of safety of
the slopes surrounding the building pad, with specific regard to the existing groundwater levels.
In our report we recommended a diagnostic geotechnical investigation to re-evaluate the site
geologic model, run the slope stability analyses again using additional field exploration and laboratory
and field testing of soil and bedrock samples, and provide additional recommendations as needed to
drain the landmass below the apartment buildings, which was the original intention of the 16
hydraugers recommended, designed and installed in 1984 as part of original site development.
For a detailed discussion of our prior findings and recommendations please see pages 68-72
of our 1 /31 /2023 report.
4742 SAN FERNANDO ROAD ♦ GLENDALE, CA 91204 ♦ TEL. (818) 552-6000 ♦ FAX (818) 552-6007 ♦ www.aessoil.com
SOILS & FOUNDATION INVESTIGATION ♦ MATERIALS TESTING ♦ SITE ASSESSMENT ♦ CONSTRUCTION OBSERVATION
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SCOPE OF WORK- GEOTECHNICAL
At this time, we recommend a comprehensive geotechnical field and laboratory exploration
program of the existing site, re-evaluation of the slope stability model, a perfunctory prior permit and
correspondence documentation/records for observation records of damage (if any) from Northridge
earthquake on the existing buildings or slopes, and recommendations for installation of new
groundwater pumping wells and/or new hydraugers to replace the broken hydraugers as reported in
our original report. In the case that the revised site slope stability models indicate that adequate
factors of safety already exist at the site without lowering the existing groundwater levels, we will
report accordingly and there may not be any need for additional mitigation measures.
We recommend advancing a total of 6 new geotechnical borings to depths ranging from
-r40' to -r80', 3 of which will be drilled by hollow -stem auger to facilitate groundwater pumping tests
using 2" PVC pipe and pump, and 3 of which will be drilled by large -diameter 24" bucket auger drill rig
to groundwater level to facilitate downhole logging of the boreholes and close in -situ examination of
the subsurface materials. This latter drilling technique will allow us to determine the accuracy of the
original site characterization with particular respect to the landslide debris that was previously
characterized to underlie the site. All of the boreholes will be advanced to the current groundwater
level and possibly lower.
We also plan to advance 4 hand -dug test holes to depths ranging from 6' to 10' along the
descending slopes below the building pad, to facilitate gross and surficial slope stability analysis.
In addition, several laboratory tests will be performed on the collected soil, slide debris and
bedrock samples, for geologic site characterization, permeability and hydraulic conductivity of the
groundwater -bearing layers, and suitability of site for dewatering wells.
Each of the test holes will be sampled at regular intervals of depth and at changes in the
subsurface materials. The samples will then be tested in the laboratory to determine the engineering
properties of the subsurface soils. Laboratory testing may include, but not necessarily be limited to
the following:
1) Moisture and Density
2) Direct Shear
3) Consolidation
4) Expansion
5) Permeability and Hydraulic Conductivity
The soil data obtained from the field and laboratory testing program will be evaluated.
Engineering evaluation and analysis will be performed. Consultation with the involved design
professionals will be provided during all phases of investigation and prior to the written report
preparation. Our final reports will include the following items:
1. A site plan showing surface geology and the location of test holes;
2. Preparation of cross -sections showing subsurface condition;
3. A discussion of the materials encountered in the test holes and their engineering properties;
4. Graphical log of the exploratory test pits summarizing the subsurface conditions
encountered and the results of laboratory testing;
APPLIED EARTH SCIENCES
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5. Presentation of the results of laboratory testing in a form of plots;
6. Providing a detailed description of laboratory testing procedure;
7. Evaluation of slope stability;
8. Recommendations for temporary excavations/shoring;
9. Discussion of liquefaction potential at the site;
10. Determination of seismic risk (near source) factors;
11. Recommendations for design construction of foundations and any settlement effects due to
structural loads;
12. Recommendations for lateral design;
13. Recommendations for site grading;
14. Recommendations for site surface drainage;
15. Recommendations for earth retaining structures; and
16. Recommendations for concrete grade slabs.
PROJECT COSTS AND PAYMENT SCHEDULE
We estimate that the work as described above will cost NOT TO EXCEED $55,000 to
complete, including drilling and test hole excavation cost, groundwater pumping well installation cost,
mobilization/demobilization, laboratory testing fees, engineering and geologic analysis, drafting of
geologic map and cross sections, and completion of geotechnical diagnostic investigation report. This
estimate is based on Prevailing Wage rates for public works projects.
Note: the budget above is an estimate only. Actual costs may vary based on unforeseen field
conditions. The final total will be based on actual costs.
This proposal and scope of work does not include consultation during the actual repair work.
Future consultation and coordination work with the chosen contractor will be scoped at a later phase
based on time and materials.
This scope of work proposal includes meetings and/or conference calls with city or county
reviewers during the duration of our evaluation work and preparation of report and scope of work.
If needed, additional consultation services will be billed on a time and materials basis.
We request that the payment schedules be based on the following: $10,000 deposit to cover initial
planning and preparation, $10,000 payable prior to field mobilization, $10,000 payable at completion
of field exploration work, and the remainder due when the report is completed.
APPLIED EARTH SCIENCES
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The scope of work presented above can be scheduled shortly after receiving written authorization
from the client to proceed. We anticipate a preparation period of approximately 10-20 days, followed
by one to two weeks of drilling, field exploration, and groundwater well pumping work. The report will
follow within 6-8 weeks after completion of field exploration and laboratory testing work. A draft of our
report will be shared with the city for review and comment prior to finalization.
TERMS OF AGREEMENT
This proposal acts as a contract between Applied Soil Technology, dba C.M. Applied Earth Sciences
(heretofore referred as AES) and the undersigned Client. By signing below, the Client agrees to the
following terms and conditions:
1. AES does its utmost to present the results of investigations in a prompt manner based on the
timeline estimated in this proposal/contract. However, due to the nature and scope of the work
involved, the timeline is not guaranteed and only serves as a guideline.
2. The retainer/deposit payment is due at project initiation. Larger projects will require progress
payments. All outstanding balances due must be paid before final results and
recommendations are released to Client. Reports and/or design are not issued on credit.
3. Plan review, stamp and signature; supplements and addendums; inspections; and field
observation services are not included in this contract and will be performed under a separate
contract according to our current fee schedule.
4. AES makes no guarantees regarding the approval of the report by regulatory agencies. Any
additional correspondence, information, and/or further comments requested by said agencies
may result in additional fees, based on time and materials.
5. Changes or alterations to our recommendations as a result of change -orders and changes to
plans are subject to additional fees, based on time and materials.
6. AES' total liability to Client for any and all injuries, claims, losses, expenses or damages
whatsoever arising out of or in any way related to this Agreement from any cause or causes,
including but not limited to AES' negligence, errors, omissions, strict liability, or breach of
contract shall not exceed the total amount of this Contract.
7. AES and Client agree that the discovery of unanticipated hazardous materials constitutes a
change in the condition of the job site mandating a renegotiation of the scope of work or
termination of the project. If unanticipated hazardous materials are encountered at the Site,
AES may be required by law to report the Site's conditions to an appropriate Governmental
Agency and shall be held harmless in its legal obligations.
8. It should be noted that properties are sometimes underlain by complex geologic conditions
(ancient landslides, deep fill, fault lines, etc.). Any additional investigation beyond the scope of
work as outlined in this proposal/contract and/or meetings attendant with the Governmental
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Agencies will be performed on the basis of time and materials and in accordance with our
current fee schedule. Before additional work is performed, we will consult you to receive
supplemental authorization.
9. In the performance of the scope of work indicated above, AES will take reasonable precautions
to avoid damaging buried structures and utilities, by calling DIG Alert to mark utilities in area of
field work prior to field work, as required by law. Client assumes all liability for claims arising
out of buried structures and utilities that were not called to AES' attention, which were not
properly located on plans furnished to AES or which were not properly located by locating
companies called to the site by or on behalf of Client to identify such structures and utilities.
AES is not responsible for markings made by utility companies, or damage caused by
markings by utility companies.
10. Client agrees to provide for AES' right to enter from time to time property owned by Client
and/or others in order for AES to fulfill the scope of work indicated above. This right to enter
shall also apply to utility companies who are called out to site by or on behalf of client to mark
utilities in area of work.
11. Client agrees that all original documents and drawings produced by AES in accordance with
this agreement, except documents which are required to be filed with public agencies, shall
remain the property of AES.
12. This proposal is valid for up to one month from date of proposal.
13.After commencement of the project (receipt of signed agreement and payment of initial
deposit), the project file will be active for a 3-month period. Soil and rock samples collected
during field investigations will be retained until the end of the 3-month period. If applicable
plans for the proposed improvements are not provided by the Client within that 3-month span,
or if the project is delayed or put on hold by the client for any reason beyond the 3-month
period, additional charges will apply to reactivate the file and/or retrieve additional soil and
bedrock samples as needed.
14. Unpermitted excavations and/or unpermitted construction that are not brought to AES's
attention during initial scoping of the project, or that are noted during subsequent site visits that
were not indicated earlier, represent changes to the scope of work that will result in additional
charges to provide recommendations for remediation.
15. The parties hereto agree that this Agreement supersedes all existing agreements between the
Client and Consultant AES, whether oral, written, expressed or implied, and contains the entire
understanding and agreement between the parties. This Agreement shall not be amended,
modified, or superseded in any respect except by a subsequent written agreement entered into
by both parties hereto.
16. The Client and Consultant AES agree that any dispute or controversy arising out of, relating to
or in connection with the interpretation, validity, construction, performance, breach or
termination of this Agreement shall be settled by binding arbitration to be held in accordance
with the Commercial Arbitration Rules of the American Arbitration Association. The Client and
Consultant shall and separately pay one-half of the costs and expenses of such arbitration,
including counsel's fees and expenses, unless otherwise required by law.
APPLIED EARTH SCIENCES
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C•I9Z:Z
Thank you for the opportunity to be of service on this project. If you have any questions
regarding this proposal, please call the undersigned. If it is acceptable as written, please sign where
indicated and return a copy of this proposal to us along with the retainer as our official approval to
proceed with the investigation.
Respectfully submitted,
Applied Earth Sciences
Shant Minas
Principle Geologist, Managing Partner
PG, EG
Approved By:
Name & Title
SM/la
Distribution: (2)
APPLIED EARTH SCIENCES
Proposal No. 23151R
May 22, 2023
Date
Date
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Geosyntec
consultants
Ms. Kelly Kacmar
Environmental Services Project Technician
City of Santa Clarita
23920 Valencia Blvd., Suite 200
Santa Clarita, CA 91355-2196
440 E. Huntington Drive, Suite 425
Arcadia, CA 91006
PH 626.449-0664
www.geosyntec.com
17 March 2023
Subject: Investigation of Drainage Benefit Assessment Areas (DBAA) 24 Well
Repair/Replacement Evaluation — Proposal
Dear Ms. Kacmar,
The City of Santa Clarita ("City") is interested in an assessment of the current status of
the wells included in the DBAA24 with respect to well structure condition and possible
repairs or replacements. Geosyntec has prepared this proposal to conduct a well condition
investigation, recommendations for well rehabilitation, repairs, or replacements and
provide technical specifications to support the bidding process for the recommended
scopes of work.
Background
In late 2022 and early 2023, Geosyntec Consultants Inc. (Geosyntec) provided evaluation
of groundwater monitoring wells for DBAA 24, including a review of historical
construction records, water level, and well depth measurements for each well collected
between 1993 and 2022, based on data provided by the City. Each of the wells displayed
a significant fluctuation (>10 feet) in measured depth to the bottom of the well casing,
with exception of MW-25. Based on that analysis Geosyntec proposed further
investigation to understand the integrity of the wells including conducting downhole
video surveys in selected wells.
Five wells were recommended based on inconsistencies in measured well depths. In
addition, one to two wells that show less variation in measured well depths were
recommended for video surveys to evaluate the intact well construction.
Proposed Scope of Work
Geosyntec's strategy will be to conduct video logs on five wells — MW-10, MW-11,
MW-13, MW-20 and MW-23 — to understand the current state of casing structural
integrity, as well as two wells expected to be intact — MW-2 and MW-14 — to evaluate
typical well construction.
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Ms. Kelly Kacmar
Proposal — DBAA Well Repair/Replacement Evaluation
March 17, 2023
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Tasks in this proposal include the following:
Task 1. Conduct Video Survey
Geosyntec
consultants
Geosyntec will subcontract Pacific Surveys, LLC, to conduct video surveys within the
seven recommended wells. Video surveys would be conducted using a downhole camera
with downhole and side -scan color cameras. This proposal includes one Geosyntec staff
present during the video surveys. At the City's request, less oversight by Geosyntec can
be conducted.
Task 2. Review Results of Video Survey and Recommendations
Upon receipt of the video surveys from either Pacific Surveys or City of Santa Clarita,
Geosyntec will review the video logs and construct a summary table of the key findings
for each of the surveyed wells. The video surveys will be reviewed for 1) integrity of the
bottom of the wells and 2) the possible need for redevelopment, as indicated by features
such as clogging of the well screens or buildup of material inside the wells that would
cover the well screens.
Task 3. Review Pump Records from Flow Services, Inc.
Geosyntec will review the past four events conducted by Flow Services, Inc. to identify
pumps that are no longer functioning and the potential reasons for the pump status. This
task may include a teleconference with Flow Services, Inc. staff to clarify the status of
various sites.
Task 4. Technical Memorandum
Geosyntec will prepare a short technical memorandum summarizing the findings and
recommendations to repair or replace each of the evaluated wells and pumps and provide
planning -level costs to conduct the recommended work. Geosyntec will convene a
meeting to review the information and prioritize the work at the sites so that documents
can be prepared for Task 5.
Task 5. Prepare Technical Specifications for Bidding
Based on the meeting conducted in Task 4 with City staff, Geosyntec will prepare
technical specifications for recommended repairs to the top five sites selected in the
meeting conducted as part of Task 4. The deliverable for Task 5 will include:
• A description of the work needed at each of the selected sites
• Details on processes and parts that are required to complete the work
Geosyntee DBAA24 Proposal 202303
eiigineers I scientists I innovators
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Ms. Kelly Kacmar
Proposal — DBAA Well Repair/Replacement Evaluation
March 17, 2023
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• Engineer's estimate for the work included in the document
Geosyntec
consultants
The technical specifications will be provided to the City for incorporation into standard
RFP documents. A draft version of the technical specifications will be prepared.
Following review by the City, Geosyntec will address the City's comments and prepare a
final version.
Assumptions:
• Task 1 assumes the City will remove the water pumps from the seven selected
wells prior to the video surveys.
• The City or their subcontractor(s) will evaluate the pump discharge tubing,
electrical and other features for potential repairs. Geosyntec will incorporate these
recommendations into the technical memorandum described in Task 3. Field
investigations to evaluate the status of the well pumps or electrical facilities at the
wells are not included in this proposal.
• If applicable, the City will be responsible for reinstalling the well pumps upon
completion of each video survey.
Project Schedule
This project is proposed to take approximately eight weeks from Notice to Proceed
(NTP). This schedule assumes the video surveys are conducted within two weeks of the
NTP.
Project Budget
The proposed fee for this project is below presented below.
Task
Estimated Cost
Task 1:
Video Surveys
$11,500
Task 2:
Review Video Survey Results
$5,500
Task 3:
Review Pump Records from FSI
$2,600
Task 4:
Technical Memorandum
$7,100
Task 5:
Prepare Technical Specifications for Bidding
$19,300
Totals
$45,800
The project will be billed on time and materials basis according to the attached rate
schedule up to the not -to -exceed budget total.
Geosyntee DBAA24 Proposal 202303
eiigineers I scientists I hiiiovators
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Ms. Kelly Kacmar GeosynteC
Proposal — DBAA Well Repair/Replacement Evaluation consultants
March 17, 2023
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If you have any questions regarding this proposal, feel free to contact David (206-496-
1446) or Tara (323-533-2571) at your convenience. We look forward to continuing to
work with you on this project.
Sincerely,
David L. Parkinson, PhD., L.G. (WA)
Principal
T'-'-'-� /
Tara Rolfe, PG, CHG (CA)
Senior Hydrogeologist
Geosyntec DBAA24 Proposal 202303
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CONFIDENTIAL
GEOSYNTEC CONSULTANTS
2023 U.S. RATE SCHEDULE
Staff Professional
$154
Senior Staff Professional
$178
Professional
$198
Project Professional
$224
Senior Professional
$254
Principal
$274
Senior Principal
$294
Technician I
$ 83
Technician II
$ 89
Senior Technician I
$ 99
Senior Technician II
$106
Site Manager I
$116
Site Manager II
$128
Construction Manager I
$142
Construction Manager II
$152
Senior Designer $190
Designer $160
Senior Drafter/Senior CADD Operator $ 145
Drafter/CARD Operator/Artist $ 130
Project Administrator $ 85
Clerical $ 65
Direct Expenses Cost plus 12%
Subcontract Services Cost plus 12%
Technology/Communications Fee 3% of Professional Fees
Specialized Computer Applications (per hour) $ 15
Personal Automobile (per mile) Current Gov't Rate
Photocopies (per page) $ .09
Rates are provided on a confidential basis and are client and project specific.
Unless otherwise agreed, rates will be adjusted annually based on a minimum of the Producer Price Index
for Engineering Services.
Rates for field equipment, health and safety equipment, and graphical supplies presented upon request.
Construction management fee presented upon request.
RATE2023
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