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Home My WebLink About01/20/2004, C4 - 2004 DOWNTOWN UTILITY PIPELINE REPLACEMENT PROJECT, SPECIFICATION NO. 90245B 1 Council �� p Dal/20/04 y`�, acjenda Repot Item Number c C I T Y OF SAN LUIS OBISPO FROM: Michael D. McCluskey, Director of Public Works Prepared By: Barbara Lynch, Civil Engineer SUBJECT: 2004 DOWNTOWN UTILITY PIPELINE REPLACEMENT PROJECT, SPECIFICATION NO. 90245B CAO RECOMMENDATION 1. Approve plans and specifications for "2004 Downtown Utility Pipeline Replacement Project, Specification No. 90245B." 2. Authorize staff to advertise for bids and authorize the CAO to award the contract if the lowest responsible bid is within 5%of the Engineer's Estimate. DISCUSSION On October 7, 2003, the City Council authorized the consolidation of utility pipeline replacement projects in the downtown to enable all such work to be completed within the next two years rather than the four-.year period originally proposed in the budget. In order to complete the work by the end of May, as requested by the Downtown Association, the project was put on an accelerated timeline. The City's Job Order Contract (JOC) was to be utilized due to the speed in which a project could be implemented and staff completed the necessary plans by the beginning of December. A number of things have changed since the October Council meeting. Utilities Department staff has reconsidered the importance of their projects originally designated for the second year of the two-year program and is now recommending that work on Pacific Street be postponed at least another year. Second, Utilities Department staff has found that the ability of the sewer fund to carry large CIP projects in 2003-04 is not as great as originally anticipated and thus smaller projects must be pursued. Finally, the scope of the first year's project (Higuera Street Sewer line and numerous side street sewer lines) resulted in a JOC bid that exceeded even the original proposed funding level. Staff spent considerable time working with the JOC contractor to arrive at a bid amount within the original CIP budget available but were ultimately unsuccessful. The JOC program is set up in such a way that should an impasse occur, the City has the option to publicly bid the project. Staff compared the proposal to an estimated cost based on prior bids and believed there would be a savings achieved through public bidding. Thus because of new realities in the Sewer Fund and high bid results from the JOC contractor staff is recommending the project be reduced in scope and redesigned and released for public bids. Scope The original project included a sewer line replacement on Higuera between Nipomo and Morro and on the side streets downtown between Higuera and Marsh as well as a water line on Monro 2004 Downtown Utility Pipeline Replacement Project, Specification No. 90245B Page 2 Street and a sewer lateral in front of the Mission. Due to funding availability and the desire to complete all improvements prior to end of May, staff is now proposing that the scope of work include replacement of the Higuera Street sewer line, one sewer line on Chorro Street and the sewer lateral in front of the Mission. The remainder of the lines in the side streets will be delayed to some future date. Timing Public bidding of the project will put it about a month and a half behind schedule. However, with the reduced scope of work we are confident that the project can be completed by the end of May. To keep the project on schedule, staff is requesting some leeway in the award of the project to get as early a start as possible to minimize impacting the downtown during the tourist season. In addition, staff is also proposing a shortened bid period in order to award the project and get construction started as soon as possible. CONCURRENCES Community Development Department has completed a mitigated negative declaration for this project. The project includes archeological monitoring similar to that provided on the last downtown project. The contract for this monitoring was approved by the City Council at their November 18,2003 meeting. Representatives of Public Works and Utilities met with the Downtown Association (DA) and discussed the original concept,the problems encountered and the proposed solutions outlined above. The DA executive board stated their desire to simply get the work done but to get it done by the end of May. FISCAL IMPACT The engineer's estimate for the new reduced scope project is $330,000. The sewer collection systems improvement general account has.a current available balance of$515,400. Construction $ 350,000 ._..._ ..---- ........ .--_ . . Construction Contingencies $ 35,000 .._..-- ._._ ..... ......—. ... Total for Construction: $385,000 Archeological Monitoring Costs previously approved: $ 89,300 Miscellaneous (printing) $ 1,0001 ._.__ Materials Testing. $ 3,600 - - _ Total Estimated Cost: ( $478,900 Available Budget: $515,400 -- ...... ... —- ........ ........... . ......... ! 5%over Award Threshold (Bid+Contingencies) $ 404,250 �y-Z 2004 Downtown Utility Pipeline Replacement Project, Specification No. 90245B Page 3 Costs for Archeological Monitoring are anticipated to go down considerably because of the reduced project size, and that funding will also be available for construction, if needed. ALTERNATIVES 1. The entire project could be delayed and bid in November 2004 with construction to start in January of 2005. Utilities Department does not recommend any delay in the replacement of the sewer line in Higuera Street as it is their highest priority project. In addition, delay may overload the inspection staff next year by doubling up pipeline projects under construction. The high cost of constructing the full project would then delay construction of other critical sections of the wastewater system, such as those with missing pipe sections and undersized lines. 2. The entire project could be bid at this time. Construction would go into summer and additional funding would have to be allocated from Sewer Working Capital and would ultimately result in the same delay to critical lines as in Alternative 1. ATTACHMENTS Attachment 1 -Location Map Plans and Specifications are available in the Council office for review. g:\current projects\sewerM245 2004 dt sewer replacement\documertts\1-staff repons;M245b adv.doc Shortcut on I:driw G. I / ATTACHMENT 1 VENABLE U �� o ro ro MONT- ALBA N �o o PHILLIPS CENTER O��F PEACH VIEW eF-PGY\ C 2s N 10 \G �7 1 10 C t 9C, � yF ti KRIS JENNIFER Al Q� w OED Q U N HIGH m RACHEL CT- F � ;L] F a FLOREN Q� PROPOSED PROJECT •-------- INCLUDED IN ORIGINAL PROJECT 2004 aOW11tOWT1 p1pELlilE pROJEGt