6-c CITY OF SANTA BARBARA COUNCIL AGENDA REPORT Draft AGENDA DATE: April 10, 2018 TO: Mayor and Councilmembers FROM: Engineering Division, Public Works Department SUBJECT: Contract For the Gibraltar Spillway Condition Assessment RECOMMENDATION: That Council authorize the Public Works Director to execute a City Professional Services contract with GEI Consultants, Inc. in the amount of $86,281 for professional services to prepare the Gibraltar Spillway Condition Assessment Report, and authorize the Public Works Director to approve additional expenditures of up to $8,628 for extra services of GEI Consultants Inc. that may result from necessary changes in the scope of work. DISCUSSION: Background The City owns and operates Gibraltar Dam (Dam), which was constructed in 1920 and is located on the Santa Ynez River, upstream of Lake Cachuma, and approximately nine miles from the City of Santa Barbara. The Dam has a maximum height of 178 feet, a 600-foot long crest, and is equipped with five spillways having a combined total capacity to pass water at a rate of 90,000 cubic feet per second. In last year’s rainy season in Northern California, Oroville Lake filled and spilled, resulting in extensive damage to the spillway. This created a crisis situation, complete with the need for mass evacuations downstream, below the dam. As a result of this experience, the California Division of Safety of Dams (DSOD) established a mandate for dam owners to assess the condition of the spillways at every facility under its jurisdiction. The deadline for the Gibraltar facility is July 31, 2019. The proposed contract will satisfy that mandate and will provide the City with an update on the condition of the Dam. Project Description The work consists of a detailed examination of the five spillways aided by non- destructive testing, review of files and the historical records, and the development of recommendations for repairs or maintenance projects, if needed. This type of work Council Agenda Report 6-c Contract For the Gibraltar Dam Spillway Assessment April 10, 2018 Page 2 involves the professional practices of civil, structural and geotechnical engineering, with an emphasis on dam construction and dam safety practices. The engineering firm’s findings and recommendations will be submitted to the City in a final assessment report. Any constructionDraft or repair work resulting from the condition assessment report will be completed under a separate contract. Design Phase Consultant Engineering Services Staff recommends that Council authorize the Public Works Director to execute a contract with GEI Consultants, Inc. (GEI) in the amount of $86,281 for design, $8,628 for potential extra services, for a total contract amount of $94,909. GEI was selected as a result of a competitive Request For Proposal process which utilizes Qualification Based Selection procedures to make the choice from the consultants that respond. The selection criteria focuses on who is assigned to perform the work, what their experience and qualifications are, the proposed scope and the estimated hours. The contract fee is then negotiated with the highest ranked firm. Of the three firms that proposed, staff found that GEI’s approach best met the needs of the project, including meeting DSOD requirements, maintaining operational integrity of the spillway, and minimizing costs. GEI had successfully completed similar work for many other dam owners. Funding The following summarizes all estimated total Project costs: ESTIMATED TOTAL PROJECT COST Condition Assessment Report (by Contract) $94,909 Other Design Costs - City staff, environmental, permits, etc. $20,000 TOTAL PROJECT COST $114,909 There are sufficient appropriated funds in the Water Fund Budget for this work effort. A copy of the contract/agreement is available for public review at the City Clerk’s Office. PREPARED BY: Linda Sumansky, Principal Civil Engineer/CT/TE/tb SUBMITTED BY: Rebecca J. Bjork, Public Works Director APPROVED BY: City Administrator’s Office PUBLIC WORKS DEPARTMENT WATER RESOURCES DIVISION GIBRALTAR DAM SPILLWAY CONDITION ASSESSMENT REPORT Water Commission March 15, 2018 SantaBarbaraCA.gov/Water Gibraltar Reservoir 2 SantaBarbaraCA.gov/Water Gibraltar Dam Background • Located 4 miles north of the City Limits on the Santa Ynez River, upstream of Lake Cachuma • Owned and operated by the City • Construction completed in 1920 with an original capacity of 14,500 AF • Raised in 1949 – restoring capacity to 14,500 AF • Seismic Strengthening Project in 1991 • Current capacity is less than 5,000 AF 3 SantaBarbaraCA.gov/Water State Oversight of Gibraltar Dam • Division of Safety of Dams (DSOD) - CA Dept of Water Resources - Ensure dam safety - Regulates all CA Dams - Performs annual inspections of Gibraltar 4 SantaBarbaraCA.gov/Water Driver for the work effort • Spillway failure at Lake Orville in 2017 - Prompted renewed inspection of all CA Dams • DSOD requiring: - Updated inundation map in digital format - Update the Dam’s Emergency Action Plan (EAP) - Perform a condition assessment of all spillways - Gibraltar Dam has five. 5 SantaBarbaraCA.gov/Water 6 SantaBarbaraCA.gov/Water Consultant Selection for the Spillway Assessment • Competitive RFP Process • Received three proposals • GEI Consultants Inc. best met the City’s needs - Base Contract - $86,281 - Extra Services - $ 8,628 - Total Contract - $94,909 7 SantaBarbaraCA.gov/Water Next Steps • Complete Condition Assessment • Submit Assessment and any recommendations to DSOD for approval by August 2018 - If repairs are recommended, include a proposed work plan for approval • Upon approval of a work plan – City to bid and award repair work (Tentatively - December 2019-May 2019) • Repair work to start and be completed during the dry season (June – August 2019) 8 SantaBarbaraCA.gov/Water Other Requirements • The following requirements need to be completed and submitted to the DSOD by January 2019 - EAP Update – Work has been completed - Inundation Map Update – Consultant selection underway 9 SantaBarbaraCA.gov/Water Questions? 10 SantaBarbaraCA.gov/Water.