HomeMy WebLinkAboutItem 06 - Authorization to advertise Jeffrey Sewer and Waterline Replacement Project Department Name: Public Works
Cost Center: 6102 & 6004
For Agenda of: January 19, 2021
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Hai Nguyen, Engineer III
SUBJECT: AUTHORIZATION TO ADVERTISE JEFFREY SEWER AND WATER
REPLACEMENT, SPECIFICATION NO. 1000090
RECOMMENDATION
1. Approve the project plans (Attachment A) and specifications (Attachment B) for Jeffrey
Sewer and Water Replacement, Specification Number 1000090; and
2. Authorize staff to advertise for bids; and
3. Authorize the City Manager to award the Construction Contract pursuant to Section 3.24.190
of the Municipal Code for the bid total, if the lowest responsible bid is within the publicly
disclosed funding amount of $2,410,000; and
4. Approve Resolution (Attachment C) and appropriate $300,000 of Sewer Fund Unassigned
Working Capital to the Project Account 1000090.
DISCUSSION
Background
Replacement and rehabilitation of wastewater collection pipes is part of an ongoing program to
maintain aging and deteriorating infrastructure. This program has several objectives: 1) ensure
reliable removal of waste; 2) reduce the need for emergency repairs; 3) reduce the need for
preventive maintenance; and 4) ensure uninterrupted wastewater flow without health hazard or
effluent leakage. This project will accomplish these objectives for part of the City’s wastewater
collection system.
Replacement of water distribution pipes and related facilities is an ongoing program to replace
aging, substandard, and deteriorating infrastructure, with the added benefit of lowering costs and
reducing customer impacts associated with emergency repairs. This program has several
objectives: 1) ensure reliable water service; 2) reduce the need for emergency repairs; and 3) and
to enhance available fire flows.
The Project
The Jeffrey Sewer and Water Replacement Project (Project) proposes replacement of
approximately 3,178 lineal feet of sewer main on Westmont, Jeffrey, Cerro Romauldo, and
Tassajara (Attachment D). The existing sewer pipes planned for replacement work have been
video inspected and confirmed to have reached the end of their useful life.
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The Project also proposes to replace 2,571 lineal feet of water main on Jeffrey and Cerro
Romauldo. The waterlines that will be replaced with this Project are substandard (undersized)
and deteriorated. Their replacement will eliminate capacity limitations and improve water flow.
Replacing these waterlines will result in lower costs to the City and reduced customer impacts
associated with emergency repairs. Reducing or eliminating the number of required emergency
repairs provide more time for maintenance staff to complete preventive maintenance, which
prolongs the expected service life of Water Distribution facilities and equipment.
This Project also includes an additive alternate bid item. With additive alternate bid items, the
contractors provide cost of items of work and once known, the City will make the determination
whether to award this portion of the work. This Project’s additive alternate bid items include the
installation of 255 lineal feet of sewer main by open trenching and 308 lineal feet of sewer main
by pipe bursting. Pipe bursting installs a sewer pipe inside the existing sewer pipe resulting in a
new sewer pipe of the same or greater size than the prior sewer pipe size.
Previous Council or Advisory Body Action
This Project was identified in the 2019-21 Financial Plans that were approved by Council.
Policy Context
The City Council approved the Wastewater Collection System Infrastructure Renewal Strategy in
January 2016. The plan identified a strategy for prioritizing pipeline replacement in the
wastewater collection system to serve existing customers and future development in the City.
The City Council approved the Potable Water Distribution System Operations Plan (Plan) on
January 19, 2016. The Plan identified this Project as a high priority.
Additionally, per the October 2018 Financial Management Manual, Council approval is required
for Public Projects that cost over $175,000.
Public Engagement
Public engagement was conducted during the initial identification of this project to be included
in the 2019-21 Financial Plan. This is a critical public infrastructure project and is important for
fire safety and the general health and welfare the public.
CONCURRENCE
This project has the concurrence of the Utilities Department.
ENVIRONMENTAL REVIEW
A portion of the Project is located within a potentially archeologically sensitive zone of influence
(within 200 feet of Old Garden Creek). Mitigation measures approved through Mitigated
Negative Declaration ER10-07 are included in the Project’s specifications and will be followed
by the City’s contractor, as applicable, consistent with the requirements of the California
Environmental Quality Act (CEQA).
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FISCAL IMPACT
Budgeted: Yes Budget Year: 2019-21
Funding Identified: Yes
Fiscal Analysis:
Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project
Cost
General Fund
State
Federal
Fees
Sewer Fund $1,586,705
Water Fund $1,280,000
Total $2,866,705
602 Sewer Fund 601 Water Fund 601 Water Fund
Base Bid Estimate $1,140,000 $180,000 $890,000 $2,210,000
Add Alt A Estimate $200,000 $200,000
Contingencies $226,205 $210,000 $436,205
Total for Construction $2,846,205
Materials Testing $5,000 $5,000
Archaeological Monintoring $15,000 $15,000
Printing $500 $500
Total Project Cost $1,586,705 $180,000 $1,100,000 $2,866,705
Current Project Balance:$1,286,705 $180,000 $1,100,000 $2,566,705
Unreserved Working Capital (Sewer Fund)$300,000 $0 $0 $300,000
Jeffrey Sewer and Water Replacement, Specification No. 1000090
Project Total
Costs
Project Account
(1000090)
Account
(1000168)
Account
(1000067)
The project is structured with a Base Bid and one Additive Alternative to maximize the scope of
work within available funding. The strategy is to award the contract with the Base Bid and
Additive Alternative A as funding will allow, up to the Publicly Disclosed Funding amount of
$2,410,000 in compliance with Public Contract Code Section 20103.8(c).
Waterline improvements identified in this project are described in the 2019-21 Financial Plan,
Capital Improvement Program (page 365). Funding for this project is available in accounts
1000067 and 1000168 which has a current total balance of $1,280,000.
Sewerline improvements identified in this project are described in the 2019-21 Financial Plan,
Capital Improvement Program (page 389). Funding for this project is available in the Project
Account (1000090) which has a current balance $1,286,705.
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Staff is recommending appropriation of $300,000 of Sewer Fund Unassigned Working Capital to
the Project Account to provide sufficient funding for this project. A balance of approximately
$30 million is available from Sewer Fund’s Unassigned Working Capital to fund the Project.
ALTERNATIVES
Deny or defer approval to advertise. The City Council may choose to deny or defer the approval
to advertise this project. Staff does not recommend this option, as the sewer and water mains
included in this project continue to deteriorate and pose a high risk of catastrophic failure,
requiring expensive repairs.
Attachments:
a - COUNCIL READING FILE - Project Plans
b - COUNCIL READING FILE - Project Specifications
c - Draft Resolution
d - Project Vicinity Map
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R ______
RESOLUTION NO. _____ (2021 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AUTHORIZING USE OF SEWER FUND
UNASSIGNED WORKING CAPITAL TO SUPPORT SEWER
REPLACEMENT WORK FOR JEFFREY SEWER AND WATER
REPLACEMENT, SPECIFICATION NO. 1000090
WHEREAS, the City adopted the Wastewater Collection System Infrastructure Renewal
Strategy on January 19, 2016 which identified areas in the wastewater collection system that are
recommended for infrastructure improvements; and
WHEREAS, in June of 2019, the City Council approved 2019-21 Financial Plan – Capital
Improvement Program, which identified the Jeffrey Sewer and Water Replacement (Project) with
a total budget of $1,320,000; and
WHEREAS, to ensure adequate funding to support sewer replacement work for the Project,
staff is recommending the City Council approve use of $300,000 from Sewer Fund, Unassigned
Working Capital; and
WHEREAS, a balance of approximately $30 million is available from Sewer Fund,
Unassigned Working Capital to fund the Project.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
as follows:
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Resolution No. _____ (2021 Series) Page 2
R ______
SECTION 1. The City Council authorizes staff to transfer $300,000 from the Sewer Fund,
Unassigned Working Capital to the Jeffrey Sewer and Water Replacement, Specification No.
1000090, for sewer related improvements as it is a high priority City project.
Upon motion of _______________________, seconded by _______________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2021.
____________________________________
Mayor Heidi Harmon
ATTEST:
____________________________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, on ___________________________.
____________________________________
Teresa Purrington
City Clerk
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JEFFREY SEWER AND
WATER REPLACEMENT
1 OF 1
0
SCALE IN FEET
800
PROJECT
LOCATION
N
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