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Home My WebLink About11-19-2013 c4 santa rosa sewer line replacement FROM: Carrie Mattingly, Utilities Director Prepared By: Jennifer Metz, Utilities Project Manager SUBJECT: SANTA ROSA SEWERLINE REPLACEMENT PROJECT – SPECIFICATION NO. 91180 RECOMMENDATION 1. Approve plans and specifications for the Santa Rosa Sewer line Replacement Project, Specification No. 91180. 2. Authorize staff to advertise for bids. 3. Authorize the City Manager to award the contract if the lowest responsible bid is within the Engineer's Estimate of $470,000. DISCUSSION Background On September 4, 2012, the City Council approved the Santa Rosa Siphon replacement project with a budget of $743,880. Video inspection had shown severe deterioration of the steel siphon indicating high risk of catastrophic failure and possible discharge into Stenner Creek (Attachment 1 – Council Agenda Report). At the same time, the Council also approved a contract for design work and the City entered into an agreement with Filippin Engineering, Inc. for the replacement of the siphon in October 2012. The delay in the project being ready for construction was due to the design engineers first exploring the elimination of the siphon by rerouting flow through an easement. However, this solution ultimately became infeasible due to narrow side yards and concerns of affected property owners. The current project design proposes to replace the siphon by utilizing horizontal directional drilling to avoid impacts to Stenner Creek. The project will require construction within Santa Rosa Road (Highway 1) subject to special conditions as dictated by Caltrans such as night work. The construction of this project has been planned for January 2014, with an estimated 60 working days, to minimize potential conflicts with the planned construction of the skate park at Santa Rosa Park which is scheduled to begin in May 2014. CONCURRENCES The City's Community Development Director approved a Categorical Exemption from environmental review for this project in October 2013. The Public Works Department staff concurs with this request. Meeting Date Item Number 11-19-2013 C4 - 1 Santa Rosa Sewerline Replacement Project – Specification No. 91180 Page 2 FISCAL IMPACT The City Council approved a project budget of $743,880 for the Santa Rosa Siphon Replacement Project on September 4, 2012. To date, funds have been encumbered for project design ($94,880) and right of way services ($22,900). The engineer's estimate of construction cost is $470,000. Funds will be transferred via a budget amendment request at time of contract award. Due to the sensitive nature of the project and its environment, the contingencies have been set at a higher level than usual. 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 existing steel siphon will continue to deteriorate and present a high risk of catastrophic failure, possibly resulting in water quality violations. Delay of the project’s construction could also result in conflicts with the planned construction of the skate park at Santa Rosa Park. ATTACHMENT Council Agenda Report – September 4, 2012 AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE Plans and Special Provisions for the Santa Rosa Sewerline Replacement Project, Spec. 91180 ..\Santa Rosa Sewerline Replacement (Mattingly-Metz) Santa Rosa Sewerline Replacement (Specification No. 91180) Estimated Project Costs Construction Services: Construction $470,000 Construction Management $50,000 Materials Testing $2,500 Printing and Miscellaneous $500 Project Contingencies: $100,000 Total Project Budget: $623,000 C4 - 2 Attachment 1 FROM: Carrie Mattingly, Utilities Director Prepared By: Jennifer Metz, Utilities Project Manager SUBJECT: SANTA ROSA SEWERLINE REPLACEMENT PROJECT, SPECIFICATION NO. 91180 RECOMMENDATION 1. Authorize a total project budget of $743,880 for the Santa Rosa Sewerline Replacement project, Specification Number 91180. 2. Authorize the award of the design services contract for the Santa Rosa Sewerline Replacement project to Filippin Engineering, Inc. for $90,880. DISCUSSION The City owns and maintains 172 sewer lines that cross creeks with siphons, elevated crossings, and 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 can be problematic due to rust and corrosion related to age. Work efforts in creek areas are complicated and made more costly by: 1. Physical engineering constraints related to the repair (boring depths, casing requirements, setbacks, etc.), 2. Limited access through side yard easements for construction equipment, and 3. Permitting requirements for working around the creek. One of 21 inverted siphons in the City’s Wastewater Collection System, the 177-foot long, 12-inch steel Santa Rosa siphon was installed in 1974 crossing Stenner Creek upstream of the intersection of Santa Rosa Road (Highway 1) and Oak Street extending from manhole J07-38 to manhole J07-65. The siphon carries flow from north Santa Rosa Street through the intersection of Foothill Boulevard, picking up flows from the immediate area. Prior to the installation of the siphon, the sewerline in this location was suspended (hanging) under the bridge. Due to the unconventional design, the siphon does not function well and requires maintenance on a six-month interval to prevent the sewerline from backing up. Approximately 700 feet downstream of the siphon this sewerline connects to a 21-inch “interceptor” sewerline. The City’s wastewater collection system database includes a history of documented maintenance dating back to 1992 for the Santa Rosa siphon. Wastewater Collection staff discovered a leak in the downstream side of the of siphon leaking from bridge abutment on April 4, 2012 during a visual inspection of siphon/creek crossing. The minor leak was from a failure in the steel pipe (rust hole) construction material. A temporary repair to the defective portion of the pipe was performed on April 9, 2012 using an interior patch of approximately three-feet long. Another failure at the same Meeting Date Item Number Sept. 4, 2012 C6 C4 - 3 Santa Rosa Sewerline Replacement Page 2 location was discovered by Wastewater Collection staff on July 24, 2012. A second repair was made the week of July 30, 2012. The cost of these temporary repairs was approximately $30,000. Although these repairs were effective to address the immediate leak, staff determined through visual inspection and using CCTV that the severe deterioration of the steel siphon could result in imminent failure at this critical location and that the design and construction of a replacement should be addressed as a priority ahead of other planned capital projects. Capital projects scheduled for construction in 2013-14 will be assessed during the preparation of the 2013-15 Financial Plan. With the assistance of the engineering design consultant, staff will identify a solution for the replacement of the siphon. This work will include exploring whether the flow through the existing siphon can be diverted/rerouted upstream of the siphon through an easement to an existing six-inch sewerline on Lincoln Street. Although the sewerline on Lincoln would need to be upsized to accommodate this additional flow, this option would avoid the replacement of the existing siphon which is currently estimated at $500,000. The Santa Rosa Sewerline Replacement will require construction within Santa Rosa Road (Highway 1) subject to special conditions as dictated by Caltrans. If replacement of the siphon is necessary, construction methods, such as horizontal directional drilling, may also be regulated by other agencies due to the creek crossing. The project will proceed to the construction phase during the spring of 2013. After a competitive selection process, Filippin Engineering, Inc. entered into an Agreement with the City for on-call services in June 2010 (see Attachment 1). With their relevant experience the City recommends hiring Filippin Engineering, Inc. to expedite the preparation of the plans and specifications based on its August 20, 2012 proposal (see Attachment 2). CONCURRENCES The Public Works Department and the City Biologist concur with this recommendation. FISCAL IMPACT Staff is requesting City Council authorization to establish a total construction budget of $743,880 with $90,880 for preconstruction services, $553,000 for construction services, and $100,000 for project contingencies. Funding for this project was not identified in the 2011-13 Financial Plan. However, due to the condition of the sewer line, the Santa Rosa Sewerline Replacement project is an urgent priority. Utilities staff will prepare a budget amendment request to transfer funding from the Sewer Fund’s Working Capital account to the project specific account at time of contract award. The estimated project budget is summarized in the following table. C4 - 4 Santa Rosa Sewerline Replacement Page 3 The end of year balance in the Sewer Fund’s Working Capital account was $6,401,200, so there is adequate funding to support the project. ATTACHMENTS 1. City Manager Report, Award – Design, Traffic Engineering, Construction Management, & Landscape Architecture Services, Specification Number 90703-2010, June 3, 2010. 2. Proposal for Professional Engineering Services, Filippin Engineering, Inc., August 17, 2012. t:\council agenda reports\2012\2012-09-04\santa rosa sewerline replacement\car santa rosa sewerline repl.docx Santa Rosa Sewerline Replacement (Specification No. 91180) Estimated Project Costs Preconstruction Services: Engineering Design Services $90,880 Total Preconstruction Services: $90,880 Construction Services: Construction $500,000 Construction Management $50,000 Materials Testing $2,500 Printing and Miscellaneous $500 Total Construction Services: $553,000 Project Contingencies: $100,000 Total Project Budget: $743,880 C4 - 5 Page intentionally left blank. C4 - 6