HomeMy WebLinkAbout01-17-2012 b4 sewer line replacement southwoodcounci laGenda REpout
Meeting Dat e
January 17, 201 2
Item Number
B 4
C I T Y O F S A N L U I S O B I S P O
FROM :
Carrie Mattingly, Utilities Director X112
Prepared By :Jennifer Metz, Utilities Project Manager JM
SUBJECT : SOUTHWOOD SEWERLINE REPLACEMENT ,
SPECIFICATION NO . 9114 5
RECOMMENDATIO N
1.Authorize a total project budget of $193,200 for Southwood Sewerline Replacement project ,
Specification Number 91145 .
2.Adopt a Resolution suspending bidding requirements for the Southwood Sewerlin e
Replacement project due to serious structural deficiencies at a creek crossing and authorizin g
the City Manager to execute a contract for project construction if the lowest responsibl e
estimate is within the Engineer's Estimate of $100,000 .
DISCUSSIO N
• The City owns and maintains 172 sewer lines that cross creeks with siphons, elevated crossings, an d
pipe bridges . These sewer lines are made of a variety of materials such as vitrified clay, PVC ,
ductile iron, cast iron, and steel . Steel pipe was utilized for many of these creek crossings and ca n
be problematic due to rust and corrosion related to age . Work efforts in creek areas are complicate d
and made more costly by :
1.Physical engineering constraints related to the repair (boring depths, casin g
requirements, setbacks, etc .),
2.Limited access through side yard easements for construction equipment, an d
3.Permitting requirements for working around the creek .
The City's wastewater collection system database includes a history of documented maintenance ,
dating back to 1990, on a six-inch steel sewer line creek crossing in an easement near Southwoo d
Drive . Routine area maintenance is performed on the crossing on a three to five-year cycle, and wa s
last performed at the crossing on April 1, 2008 . On November 29, 2011 during area maintenance ,
staff found that the sewer line, now approximately 40 years old, has serious structural deficiencies .
Staff installed a clamp as a temporary repair on a portion of the line that was deemed to have th e
highest risk of failure to buy time for a permanent repair . The line had been previously supported
with a suspension cable that is also deteriorated . This sewer line continues to carry wastewater fro m
35 residences with an estimated flow of 6,650 gallons per day during dry weather . Failure of th e
sewer line would result in service interruption and potentially a wastewater spill, resulting in wate r
quality violations and potential fines .
•
Southwood Sewerline Replacement, Specification No . 91145 Page 2
•Emergency Construction Projec t
Due to the sewer line's condition, the City will design and construct a replacement sewer line as a n
emergency project . The Southwood Sewerline Replacement project includes :
1.Removal and replacement of 46 feet of six-inch sewerline ,
2.Construction of structurally sound supports for the creek crossing and encasement ,
3.Removal of one large Eucalyptus tree and pruning of another that interferes with the sewe r
line's alignment, an d
4.Temporary bypass pumping during construction .
The City entered into a Stream Alteration Agreement in 2008 with the California Department of Fis h
and Game that permits specific authorized activities including the installation, repair, and replacemen t
of utility lines including the current project . The City Biologist recently evaluated the site and projec t
and provided recommendations to ensure compliance with this Agreement . Outside agency personne l
are working cooperatively with City staff in order to help expedite the Southwood Sewerlin e
Replacement project .
City staff coordinated with neighboring property owners, including the Southwood Village Hom e
Owners Association representative and Mission View Health Center, regarding access to the site fo r
construction of the Southwood Sewerline Replacement .
Exception to Competitive Bidding Requirement s
Generally, the City would be required to follow competitive bidding requirements for the projec t
(City Charter, sec . 901). However, there are well-recognized exceptions to requiring an entity t o
follow the competitive bidding process . (e .g .,Graydon v. Pasadena Redevelopment Agency 10 4
Cal .App .3d 631, 636 .) Specifically, Public Contract Code section 20168 allows the City to suspen d
the public bidding requirements in an emergency by adopting a resolution (by four-fifths vote) tha t
declares that the public interest and necessity demand the immediate expenditure of public mone y
to safeguard life, health or property ." Here, the City intends to go forward with a project to addres s
a threat to public health and safety . If the sewerline is not replaced the City's inability to provid e
wastewater service would contribute to a public health risk .
Given the potential for impending pipe failure, the City is unable to strictly comply with the usua l
competitive bidding requirements due to the long lead time for a formal bid process . However, to b e
consistent with the policies associated with public bidding requirements, staff is in the process o f
soliciting estimates from contractors who have experience in similar projects . Staff recommend s
authorizing the City Manager to enter into a contract with the contractor who submits the lowest ,
responsible bid, and to take any other appropriate action to mitigate the emergency presented by th e
condition of the existing creek crossing . (Public Contract Code sec . 22050 .) To the extent that the
City Manager takes any actions beyond entering into a contract, she shall report to the City Counci l
every two weeks at a regularly scheduled meeting on action taken .
Staff identified an available pool of contractors with experience in similar projects, with th e
necessary equipment, and available personnel . Three contractors will submit estimates for the wor k
with an estimated start date of January 30, 2012 . City staff recommends awarding the contract fo r
the project if the lowest responsible estimate is within the Engineer's Estimate of $100,000 .
•
•
Southwood Sewerline Replacement,Specification No .91145 Page 3
• CONCURRENCE S
The Public Works Department, the City Biologist, and the City Arborist concur with the
recommended actions .
FISCAL IMPAC T
Staff is requesting City Council authorization to establish a construction services budget o f
$148,000 for the Southwood Sewerline Replacement project . A City Manager Report is bein g
routed concurrently to authorize a Preconstruction Services budget of $45,200 for a total projec t
budget of $193,200 . Funding for this project was not identified in the 2011-13 Financial Plan .
However, due to the condition of the sewer line, the project is an urgent top priority . Utilities staff
will prepare a budget amendment request to transfer funding from the Wastewater Collectio n
System Improvements Master Account to the project specific account at time of contract award .
The estimated project budget is summarized in the following table .
Southwood Sewerline
Replacemen t
(Specification No . 91145)
Estimate d
Projec t
Cost s
Preconstruction Services :
Tree Removal $4,00 0
Geotechnical Services $4,00 0
Engineering Design Services $29,70 0
Preconstruction Contingencies $7,50 0
Total Preconstruction Services $45,20 0
Construction Services :
Construction $100,00 0
Construction Contingencies $20,00 0
Construction Management $25,00 0
Materials Testing $2,50 0
Printing and Miscellaneous $50 0
Total Construction Services :$148,00 0
Total Project Budget :$193,200
Sufficient funding is available in the Wastewater Collection System Improvements Master Account ,
which has a current available balance of $845,643 .76 after accounting for recently awarde d
wastewater collection system contracts .
This is a sewer fund project and is therefore not funded by Measure Y .
•
•
Southwood Sewerline Replacement, Specification No . 91145 Page 4
ATTACHMEN T
1.Location Ma p
2.Resolutio n
t .\council agenda reports\2012\2012-01-17\b5-southwood sewedine (mattingly-metz)\e-council agenda report .docx
•
Attach 1
Southwood Sewerline Replacement, Specification No . 9114 5
FIGURE 1 : LOCATION MA P
5 Source : City of San Luis Obispo Utilities Department, 2011 .
city o f
San lullsosrsp o
® Manhol e
LEGEN D
,.fr Sewe r
Line s
B4-5
Attachment 2
RESOLUTION NO .
(2012 Series )
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISP O
AUTHORIZING THE CITY MANAGER TO AWARD A CONTRACT FOR THE IMMEDIAT E
REPLACEMENT OF THE SEWERLINE CREEK CROSSIN G
WHEREAS, on November 29, 2011, City staff identified a structurally unsound, unsupported sewerline i n
imminent danger of failure at a location that crosses a creek .
WHEREAS, if the City does not replace the sewerline in this timeline the health, safety and welfare of th e
public will be compromised ;
WHEREAS, at least four fifths of the City Council finds that an emergency exists due the condition of th e
sewerline, which requires immediate replacement ; an d
WHEREAS, the City has prepared a plans and specification package for the replacement of the sewerline ;
WHEREAS, the City may suspend bidding requirements for emergency projects when in the best interes t
of the public ;
NOW, THEREFORE ,
SECTION 1 .
Effective Date . This Resolution shall take effect immediately upon its passage an d
adoption .
SECTION 2 .
Pursuant to Public Contract Code section 20168 and 22050, the City Council hereb y
declares that the sewerline's serious structural deficiencies constitute an emergency that requires the City to replac e
the sewerline immediately .
SECTION 3 . Pursuant to Public Contract Code section 20168 and 22050, and any other applicabl e
exception, the City hereby suspends the application of public bidding requirements found in the Charter and stat e
law for the replacement of the sewerline .
SECTION 4 .
The City Council authorizes the City Manager to execute an agreement between the City
of San Luis Obispo and the Contractor for the replacement of the sewerline .
SECTION 5 .
The City Manager is hereby authorized to enter into a contract with the contractor who
submits the lowest, responsible estimate to perform the work necessary to relocate the replacement of the sewerlin e
not to exceed the Engineer's Estimate, and to take any other action as deemed appropriate to abate the threat to th e
public's health, safety and welfare caused by the sewerline . If the City Manager takes any further action or mus t
enter into a contract that exceeds the Engineer's Estimate, the City Manager shall report such action taken to th e
City Council at the next regularly scheduled meeting . The authority granted to the City Manager herein shal l
terminate upon completion of the replacement of the sewerline .
Upon motion of , seconded by , and on the following vote :
AYES :
NOES :
ABSENT :
The foregoing resolution was adopted this day of 2012 .
Mayor Jan Marx
B4-6
Attachment 2
ATTEST :
Elaina Can o
City Clerk
APPROVED AS TO FORM :
/s/J .Christine Dietric k
Christine Dietric k
City Attorney