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HomeMy WebLinkAbout11/19/2002, C1 - DOWNTOWN UTILITY PIPELINE INSTALLATION, SPECIFICATION NO. S 90240 AND 90261 council Nov. 19,2002 j acEn0A WPORt ,.n.�, i C I T Y OF SAN LU I S O B 1 S P 0 FROM: Michael D. McCluskey, Director of Public Works Prepared By: Barbara Lynch, Civil Engineer Christine Cornejo, Engineering Technician SUBJECT: DOWNTOWN UTILITY PIPELINE INSTALLATION, SPECIFICATION NO.S 90240 AND 90261 CAO RECOMMENDATION 1. Approve plans and specifications for "Water, Sewer and Stormdrain Improvement Project, Specification No. 90240." 2. Authorize staff to advertise for bids for Specification No. 90240 and authorize the CAO to award the contract if the lowest responsible bid is within the Engineer's Estimate. 3. Approve plans and specifications for"Water and Sewer Improvement Project, Specification No. 90261." 4. Authorize staff to advertise for bids for Specification No. 90261 and authorize the CAO to award the contract if the lowest responsible bid is within the Engineer's Estimate. DISCUSSION Replacement of water distribution and sewage collection pipes is an ongoing program to replace aging and deteriorating infrastructure. This program has several objectives: 1) Ensure reliable water service and removal of waste, 2) Enhance available fire flows, 3) Reduce the need for emergency repairs and unplanned outages of water, and 4) Reduce the need for preventive maintenance. Project 90240 also includes the replacement of an undersized storm water collection system in the downtown in addition to the replacement of water and sewer pipes. The existing system is not adequate to carry the storm water from the intersection of Monterey and Morro Streets. The result is localized flooding. These groups of utility lines are all within the downtown area. Staff has notified the Downtown Association of the project and is working on a program to make sure downtown businesses are kept up to date on the upcoming construction dates. The pipeline projects were originally designed as a single project. Staff felt,because of the size,that the project could end up running into the late fall of next year. In order to shorten the construction time,the project has been divided into two separate projects. Based on past experience, it takes about three months from the time the City Council authorizes a project to go to bid for a project to start construction. That means, work is expected to start the middle of January and should be completed by April or May. The first project, No. 90240, will be working in the vicinity of the new County Building and the two Copeland project sites. The Contractor will be required to coordinate his work with the contractors on the building sites. The areas near the County building and Copeland sites will be the first orders of work for the Contractor so that all the infrastructure resources and connections for these new projects will be in place when they are needed for the new buildings. The second project, No. 90261 will be working more in the southwesterly portion of the Downtown. Both projects will require nighttime work to complete the waterline tie-ins, as that work requires shutting off water to businesses. Both projects will also i I Council Agenda Report—Downtown Utility Pipeline Installation Page 2 require the Contractor to have the streets open to traffic by 4:00 P.M. on Thursday evenings to accommodate Farmer's Market.. CONCURRENCES The Community Development Department has completed an Initial Study and identified mitigation for the work. A preliminary archeological study was completed for the work because of the potential for findings in this older area of the City. To mitigate potential impacts to archeological resources, an archeologist will monitor the work. This will primarily impact the water and storm drain work where new trenches will be dug. Sewer lines are typically replaced in the same trench and so those areas were already disturbed at the time of the initial installation. Staff will be briefing the board of the Downtown Association on the project at their November 12`h meeting and will provide any comments from the board to the Council prior to the Council meeting. FISCAL IMPACT The 2001-03 Financial Plan, Appendix B, pages 130, 115, and 218 identify the funding for these proj ects. Specification No. 90240 Sewer Fund Water Fund CPF Fund* Construction: $ 350,000 $ 355,000 $ 73,000 Construction Contingencies: $ 35,000 $ 35,500 $ 7,300 Total for Construction: $ 385,000 $ 390,500 $ 80,300 Miscellaneous: (printing): $300 $300 $300 Materials Testing: $3,300 $1,600 $ 600 Monitoring: $ 0 $ 4,500 $ 1,000 Total Cost: $ 388,600 $ 396,900 $ 82,200 *Creek and Flood Protection Fund is funded by a transfer from the General Fund. Specification No. 90261 Sewer Fund Water Fund Construction: $ 350,000 $ 220,000 Construction Contingencies:. $ 35,000 $ 22,000 Total for Construction: $ 385,000 $ 242,000 Miscellaneous: (printing): $450 $450 Materials Testing: $ 4,500 $1,500 Monitoring: $ 0 $ 4,500 Total Cost: $ 389,950 $ 248,450 01 -a Council Agenda Report—Downtown Utility Pipeline Installation Page 3 Budget: Sewer Fund Water Fund CFP Fund Total Project Costs: $ 778,550 $ 645,350 $ 82,200 Budget Available: $ 1,000,000 $ 900,000 $ 110,000 ALTERNATIVES Staff sees no alternatives to completing the project because of the condition of the pipelines. However, staff has looked at alternative timing. The issue of construction downtown at the same time as work is occurring on the County Building and Copeland projects was raised. Staff looked at the concept of delaying the construction of these utility lines downtown until the construction of the buildings was complete. Pros for postponement: • The City projects would not contribute to the congestion resulting from the building construction. Cons for postponement: • Infrastructure needed for the new buildings would not be in place in some cases. • Work load in following years for inspection would increase to accommodate this project, in addition to the annual utility line project, necessitating contract inspection which will increase the project costs. • City Construction would interfere with the operations of these new facilities when they opened. Staff believes it would be best not to have a second disruption to the downtown after the new facilities are open. In the case of the Court Street project, the designers have asked for a minor adjustment to the sewer in the area to allow better connection for their building, so that work should really be done prior to that project being completed. The project specifications will require paving to be restored in individual blocks prior to the contractor moving to a new location to minimize the disruption in the downtown. The requirement to start with those lines around the new building sites may allow us to get in prior to the start of building work depending on the final schedule for the Copeland projects. Taking all things into consideration, it appeared best to move forward with the project at this time rather than delaying it to next year. ATTACHMENTS 1 —Project Location Map The Initial Study and Plans and Specifications for both projects are available in the Council office for review. g:\wrmm pmjecrsLsemA90240 momemy dt wmr\_dowmems\t-sniff reports\90240&.90261 adv.doc Ci - 3 ¢4{�c limen+ l a Q � F u U 00 TIM ST. }N N N 4K1 N n 6 ' SNRT RM ST. SMIfA ROSS ST. � Q� T � OSCS ST: Z i MORRp'ST. :j s mm" ' omveo rr. a •..n.,�.....�. �� N - m Via❑ W o n R GRMO[M ST. x mm"ST. ! oot 008 W .... .... Bfm10 ST. �1 NUMM.ST.. ;a Mom ST. MPm10 ST. cti 0006 0001 ao<< oozI A o m o W _L 1 W 1 a Cl � RECEIVED e't J J J KU c o u p c,l m E m o i.a LERK November 19, 2002 w couN L m CDD DIR 0 VFIN DIR TO: City Council Z ACRO ❑'FIRE CHIEF 8 ATTORNEY 2 PW DIR VIAc Ken Hampian, City Administrative Officer Z CLERK/ORIG fid'POLICE CHF FROM: John Moss,Utilities Director ❑ DEPT HEADS O'REC DIR 8^l _ Zr uTIL DIR PIFS SUBJECT:. November 19, 2002 Agenda Item C-1 HR DIR Item C-1 on the November 19 Agenda requests the approval of plans and specifications for two large water and sewer main replacement contracts in the downtown. This memo has been prepared to amend the CAO's recommended action to authorize the use of available funds for Downtown Association promotions designed to offset the impacts of such a significant amount of construction. The replacement of these water and sewer mains has been planned since 1999 to reduce the amount of required maintenance, improve fire flows, increase reliability, and to prepare for street reconstruction. The attached information sheet and map more clearly indicate the location and extent of the projects. The information sheet was presented to the DA Board of Directors at their regular meeting last Tuesday, November 12`h. At their meeting, the DA Board asked if promotional funding would be provided with this project. For some significant projects, the City has provided funding for the DA to conduct promotions in order to help inform downtown customers that businesses, streets, and sidewalks remain open during construction. The DA Administrator has suggested that $15,000 be allocated for this purpose. Half that amount, or $7,500 would come from each of the Sewer Fund and the Water Fund, to achieve the total of $15,000. Staff feels this is a reasonable amount and an appropriate use of project funds. Although construction of this magnitude may occur in the downtown more frequently, the DA Administrator, Deborah Holley, has coined the name "Century Project" for these much needed improvements. Construction should begin in the last part of January, and is expected to continue for approximately four months. In order to help minimize any negative reaction to this important infrastructure project, City staff has, and will continue to work with the DA to provide information outreach to property owners, business owners, and customers of the downtown. Some of the methods of information outreach could include; presentation at the DA Quarterly Breakfast, DA newsletter and magazine article(s), project signage, direct mail, e-mail, Government Access Channel, Public Works web- page, town hall meeting(s), regular project meetings, Farmers' Market displays, and other various media stories and releases. Recommendation #5c Amend Agenda Item C-1 to request authorization to use $15,000 from available project funding to assist the Downtown Association (DA) in its promotional efforts to offset some of the impacts of upcoming construction of the "Century Project". RED FILE MEETING AGENDA DA t A ITEM # C I �����i�lllll � WIS IIIIa 11W o Sim OBISPO 879 Morro Street•San Luis Obispo, CA 93401 COUN L CDD JDIFNOV 19 2002 ICAO ZFINDowntown Construction Project — Early �AO AFIRE SLO CITY CLERK ORNEY p PW DWater, Sewer, Storm Drain ZCLERKIORIO ZrPOLI❑ DE f�REIL tIL In January of 2003, the City plans to begin construction of a-major water, �v R DI repair and replacement project. As many of you know, much of our City old and requires a lot of maintenance. Some of the maintenance requirements have become so great; that it is time to "bite the bullet" and reconstruct the pipelines. In addition, new and proposed redevelopment in the downtown area need these improvements to avoid impacting existing businesses. The area of the downtown that will be directly affected by the construction is generally bounded by Palm Street and Monterey Street, between Santa Rosa Street and Nipomo Street. Broad Street, between Monterey and Higuera, and Chorro Street between Monterey and Marsh, will also be affected. Parking and traffic impacts will likely extend beyond the area of construction. The location map on the back of this information sheet more clearly shows the nature and the extent of the planned improvements. Over the years, the City has gained valuable experience with construction in the downtown. At times, we have placed a great number of restrictions on contractors in an effort to minimize impacts to businesses and patrons of the downtown. We have learned that that greater the number of restrictions, the longer the project lasts. At other times, we have been more lenient, resulting in greater impacts that do not last as long. The goal is to find the proper balance that minimizes impacts, without unreasonably prolonging the construction. Typically, the contractor is required to limit construction to one block at a time. Since this project is proposed as two separate contracts, there will be work occurring in two locations at the same time. In some blocks, there will be water and sewer work needed. The contractor will likely complete the sewer replacement before working on the waterline. City engineers are working to lay out a phasing plan, to complete the work in a logical sequence, and to avoid conflicts between the two contractors. Although major construction like this is often inconvenient,there is a"bright side"to out efforts. The water, sewer, and storm drain infrastructure will be more reliable; require less maintenance, and will facilitate much anticipated development, such as the Copeland's Court Street Development Project. Also, once the underground work is completed; the City can then confidently re-pave or reconstruct the streets, resulting in nice, smooth paved roads that will remain in good condition for many years to come. With advances in technology, we have gained better tools for keeping people informed about our construction projects. Newsletters, "town hall' meetings, web sites, and hotlines have all been utilized to get information out to interested parties. Also, contractors are typically required to place "door hangers" to notify individual property owners and tenants when construction will be occurring near their homes and businesses. Watch for more information on this important project as we get closer to starting construction. RED FILE MEETINGO�TAGENDA lunen-(S OThe City of San Luis Obispo is committed to include the disa0A , ' 19 gTgA a a+ee�d•aetivities. Telecommunications Device for the Deaf(805)781-7410 _J . _ V T�sr: _ - rmmsr. N G G G k Y ° V n � SANTA RMA ST. SANTA ROSH ST. �. i S _ osas sr. 1 ii' � I: MOM ST. 13 �CC 4 30VM .u. H t j —SEE ST. • _ ��...Vw...Y...�M.- 77 •� ❑ 1 3 GIROEN ST. K BROAD ST. 00L 008 LLLJJJ C.l� ME"ST. a- cti ih oil MPM,ST. NIPDMO ST. NTPONO ST. . . 006 OON 0011 00Z S s a s s p O w � 3 �