HomeMy WebLinkAboutItem 08 - Authorization to advertise Broad & Leff Culvert Repair Project
Department Name: Public Works
Cost Center: 5301
For Agenda of: May 18, 2021
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Richard Burde, Engineer III
SUBJECT: AUTHORIZATION TO ADVERTISE BROAD & LEFF CULVERT REPAIR
PROJECT, SPECIFICATION NO. 91156
RECOMMENDATION
1. Approve the Project Plans (Attachment A) and Special Provisions (Attachment B) for the
Broad & Leff Culvert Repair Project; and
2. Authorize staff to advertise for bids; and
3. Authorize the City Manager to award the construction contract for the bid total if the lowest
responsible bid is within the Engineer’s Estimate of $340,000 and the funding amount is
consistent with the adopted 2021-23 budget appropriation for this project.
DISCUSSION
Background
The City’s Storm Drain System Replacement program addresses capital maintenance of drainage
pipelines, culverts, and constructed drainage channels by replacing or reconstructing aged and
failing facilities. This program reduces risk of flooding and property losses.
Portions of the City’s storm drainage infrastructure consists of concrete box culverts, many of
which were built in the oldest areas of the City like “Old Town” and “Downtown”. These
culverts were used as a convenient and cost-effective way to develop over existing creeks and
streams without the need to rerouting natural drainage patterns. With time these older concrete
culverts crack and the concrete erodes away exposing the rebar that is placed in the concrete
culvert to give it additional strength. Once exposed, the rebar begins to rust and decay. In many
cases these culverts support roadways and failure would cause costly repairs and community
inconvenience.
This project will repair a culvert located at Broad and Leff streets, which conveys flows
underneath the intersection and adjacent residences. This project was originally designed in
2012, but funding constraints delayed construction.
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VICINITY MAP
Project Description – Broad and Leff Culvert Repair
The concrete box culvert crossing under the intersection was constructed in the early 1900’s and
the concrete around the reinforcing steel has worn away over the years. The reinforcing steel is
exposed and corroding. This culvert is at risk of failure. This project will extend the life of the
existing culvert by lining it with shotcrete and protecting the rebar from further corrosion.
In addition to the culvert repairs the project will replace existing storm drain inlets, failing storm
pipes that drain into the culvert, and install ADA compliant curb ramps on all four corners of the
intersection.
Previous Council or Advisory Body Action
This project was identified within the Storm Drains Annual Asset Maintenance Account
approved by Council as part of the 2019-21 Financial Plan. Due to elevated construction costs,
funding was directed to complete the Bullock Lane CMP replacement project and this project
was deferred until sufficient funding appropriation with the FY 2021-23 Financial Plan.
Policy Context
Per the October 2018 Purchasing Policy Update to the July 2015 Financial Management Manual,
Council approval is required for Public Projects that cost over $175,000.
Public Engagement
Public engagement was done during the initial identification of the “Storm Drains Annual Asset
Maintenance” program and completed through the budget process.
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CONCURRENCE
The Administration and Public Works departments concur with the proposed recommendations
outlined in this document. In addition, support from the Army Corp of Engineers, Fish &
Wildlife, and the California Regional Water Board has been shown through the issuance of
regulatory and encroachment permits.
ENVIRONMENTAL REVIEW
This project is exempt from environmental review under Section 15301 Class 1 (Existing
Facilities) of the California Environmental Quality Act (CEQA). A Notice of Exemption will be
filed through the Community Development Department upon Council approval of the project.
Environmental protection measures are required by permits issued by the Army Corp., California
Water Board, and Department of Fish and Wildlife. No additional environmental review is
required.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2019-20 and 2020-21
Funding Identified: Yes
Fiscal Analysis:
The engineer’s estimate for this project is $340,000. Staff is recommending this project be
approved for advertising and allowing the bid process to begin in advance of the Budget
Adoption for 2021-23 to allow this project construction during the summer of 2021 which is
ideal for storm drain replacement projects. If the City’s capital budget is approved as proposed
(as reviewed at Strategic Budget Direction on April 20, 2021), funding will be made available
July 1, 2021. Costs for this project will not incurred until after the 2021-23 CIP Budget Adoption
and July 1, 2021 fund allocation – thus allowing staff to return to Council for project scope
modification if needed (which would delay construction to a date uncertain).
There is currently a balance of $7,613 in the project account (Award 91156) and $43,529 in the
Storm Drain System Replacement Annual Asset Maintenance Account (Award 90742).
Additional funding of $910,000 from the Local Revenue Measure Fund is proposed in the 2021-
2023 Financial Plan Capital Improvement Plan to provide funding for components of this and
other storm drain projects. Another source of funding is provided in the Street Reconstruction
and Resurfacing Annual Asset Account (90346) to support the curb ramp installations and street
maintenance improvements. Funding of $2,677,971 is proposed in the 2021-2023 Financial plan
Capital Improvement Plan from the Local Revenue Measure Fund and the Capital Outlay Fund.
The majority of this funding is allocated to the 2021 Downtown Pavement Improvements project
(Specification 1000167), but the anticipated remaining balance after project completion is
$435,970 which can be used to fund the street and curb ramp components of this project.
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Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project
Cost
General Fund
State
Federal
Fees
Other: $421,500.00 $421,500.00
Total $421,500.00 $421,500.00
ALTERNATIVES
Deny authorization to advertise. Council could choose to not authorize City staff to advertise the
Broad and Leff Culvert Repair project. This is not recommended as further delay in the repair
work could result in further deterioration of the culvert and eventual failure.
Attachments:
a - COUNCIL READING FILE - Project Plans
b - COUNCIL READING FILE - Special Provisions
LRM Fund LRM and Capital Outlay
Engineer's Estimate:$215,000 $125,000 $340,000
Contingencies (20%)$43,000 $25,000 $68,000
Total for Construction $258,000 $150,000 $408,000
Materials Testing:$1,500 $1,500 $3,000
Printing:$500 $500
Consultant Construction Support $10,000 $10,000
Total Project Cost $270,000 $151,500 $421,500
Current Project Balance(91156):$7,613
Current Storm Drain Annual Asset
Maintenance Balance(90742):$43,529
Additional FY20/21 Budget Funding $910,000 $2,677,971
2021 Downtown Pavement
Improvement(1000167) $2,242,001
Post Project Remaining Balance:$691,142 $284,470
Project Total
Costs
Storm Drain
Annual Asset
Maintenance
Broad & Leff Culver Repair , Specification No. 91156
Street Reconstruction
and Resurfacing
Annual Asset
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