sr-012412-3aIs
City of
Santa Monica
City Council Report
City Council Meeting: January 24, 2012
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Windward School Well Relocation Agreement
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute an agreement with
Windward School to define the terms, conditions, performance specifications,
payment, and other considerations for the relocation of existing well CH -15 at the
Charnock well field. All project costs would be paid by Windward School.
2. Authorize the City Manager to negotiate and execute an amendment to the
Design -Build Agreement No. 8892 (CCS) with Black and Veatch Construction,
Inc., to provide project management and construction services for the well
relocation project in an amount not -to- exceed $1,421,417, from available contract
contingency. The total contract amount remains $61,625,619.
3. Authorize the budget changes as outlined in the Financial Impacts and Budget
Actions section of this report.
Executive Summary
Windward School, a private college - preparatory school serving grades 7 -12, leases land at the
Charnock well field in West Los Angeles from the City for use as athletic fields. Windward
School desires to modify the layout of the athletic field and has requested the City relocate an
existing water production well. The existing well was constructed in 1971. To receive the
benefit of the modified athletic fields, Windward would pay all costs of the replacement well
construction, subject to the terms and performance specifications prepared by the City to be
included in an agreement between the City and Windward School. Staff recommends utilizing
the services of Black and Veatch, Inc., under an amendment to an existing design -build
agreement, to coordinate the project and expedite permit processing, contractor selection and
retention, and overall coordination and construction of the well relocation in the Charnock well
field. The project presents mutual benefits as the City would have a 41 -year old well replaced.
Background
The City has been pumping water from the Charnock well field since 1934. The well
field consisting of five wells is located in the Mar Vista area of West Los Angeles.
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Presently, the five wells are utilized to extract groundwater. The wells were recently
reactivated after a lengthy hiatus due to contamination, and their continued use is made
possible by treatment provided at City treatment plants located at the Charnock well
field and the Arcadia treatment facility. Since 1983, an approximately seven acre parcel
of land within the well field has been leased to Windward School. The most recent
modification to the lease, executed in 2006, extended the term of the lease to the year
2055. The lease addresses the allowable uses of the land, and most importantly, the
lease stipulates that water production - related use is deemed by the City to be the
primary use for the site.
Windward School utilizes the land area for athletic fields and wants to reposition its
football field to accommodate an upgrade from 8- person to 11- person football field. In
order to accomplish this, Windward has requested that the City relocate existing well,
CH -15, which is located near the southwestern property boundary of the well field. As a
condition of acceptance, the proposed location in relation to adjacent wells CH -18, CH-
19, and CH -13 will not change appreciably, nor result in hydrogeologic changes which
would alter the quantity or quality of the water produced from this well.
Discussion
Presently, the layout of football, soccer, and baseball playing fields share a common
athletic area within the land leased by the City to Windward School. In its present
configuration, the football field overlaps the baseball field such that the dirt infield
portion of the baseball diamond lies within the football playing field. By shifting the
football field approximately 50 feet to the south /southeast, the football playing field
would be situated entirely on turf, providing a safer playing surface for football. To
accommodate the repositioning of the football field, well CH -15 would have to be moved
approximately 50 feet to the south /southeast from its present location. City staff has
consistently maintained the position in discussions with Windward School staff that all
costs incurred in moving the well would be borne by Windward School.
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Windward School has agreed in principal to this concept. Toward this end, staff from
the City Attorney's Office and Public Works Department drafted an agreement between
the City and Windward School addressing the conditions and requirements for
proceeding with the well replacement project. Among the conditions is a requirement
that Windward School pay all project costs including:
• Design and preparation of plans and specifications for the replacement well;
• Construction of the replacement Well No. 15 (mobilization, drilling, test pumping,
etc.);
• Hydrogeologic services for monitoring /observing contractor activities during
drilling, construction, and testing of the replacement well;
• Construction management services and inspection services;
• Laboratory costs;
• Evaluation of performance specifications;
• Destruction or demolition of existing Well No. 15;
• All permitting and regulatory fees required during the course of the Project; and
• City staff time required to conduct and manage the Project.
The agreement also stipulates performance specifications regarding water quantity,
water quality, and regulatory compliance, which must be met before the replacement
well can be accepted for use by the City. Ancillary terms and other consideration
provided by Windward will be negotiated and included in the final agreement. Included
in the terms and conditions of the agreement, Windward School will be required to
address the irrigation and landscape criteria required of City projects, such as sprinkler
head selection, water pressure management, and overspray control. Subject to
compliance with all performance and regulatory requirements stipulated in the
agreement between Windward School and the City of Santa Monica, this project
presents a benefit to the City as an opportunity to replace an aging well at no cost to
ratepayers.
Windward School has demonstrated a commitment to environmental stewardship
throughout its campus planning efforts. Recent buildings constructed on leasehold
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property were the first in Los Angeles to achieve LEED for Schools Gold Certification
from the US Green Building Council. Among the criteria evaluated for certification,
water efficiency accomplishments included the use of drought tolerant plants and high
efficiency irrigation systems to reduce the use of potable water by 54 %, and high
efficiency water closets, lavatory facilities, and water urinals to reduce water
consumption in buildings by 50 %. The natural turf athletic field was designed to
optimize water use by utilizing best practices for irrigation, conservation, turf
management, and maintenance. Future improvements envisioned by Windward School
include the exploration of transitioning to artificial turf, pending an evaluation of funding
and land resource requirements.
To meet the project schedule, which calls for completion during summer 2012, it is
necessary to begin the permitting process as soon as possible. Just as important is the
need to conform the layout and function of the relocated well to the recent
improvements at the Charnock well field. In this regard, Black and Veatch, Inc. is
uniquely qualified to function in a project management role given its recent design /build
experience in the construction of the Charnock treatment facilities. Staff proposes
retaining Black and Veatch utilizing an amendment to an existing design -build contract
for work in this well field in order to expedite permit processing, drilling contractor
selection, and project construction and closeout.
The repositioning of the football field on currently held leasehold property, and the
relocation of existing well CH -15 create no change in the groundwater hydrology or
storm water characteristics of the site. Windward School will be obligated to pay all
project costs for the well relocation, including the cost of the Black and Veatch
amendment.
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Financial Impacts & Budget Actions
The agreement amendment to be awarded to Black and Veatch is $1,421,417 from
available contingency in Design -Build Agreement No. 8892 (CCS). Windward School
will reimburse the City in the same amount ($1,421,417) as a condition of the
agreement. Approval of the amendment requires the following FY2011 -12 budget
changes:
1. Establish a revenue budget in the amount of $1,421,417 to account
05224.408270 to record receipt of reimbursement from Windward School.
2. Appropriate $1,421,417 at account C050878.589600 to reflect the
reimbursement of contract related costs.
Prepared by: Gil Borboa, P.E., Water Resources Manager
Approved:
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Martin Pastucha
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager