HomeMy WebLinkAbout2007/03/06 Item 9
CITY COUNCIL
AGENDA STATEMENT
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3/6V07,IteDl~
SUBMITTED BY:
REVIEWED BY:
RESOLUTION ACCEPTING THE FINAL REPORT OF
EXPENDITURES FOR THE EMERGENCY SEWER LINE REPAIR -
OTAY LAKES ROAD AND EASTLAKE PARKWAY AND RATIFYING
THE ACTIONS OF THE CITY MANAGER AND DIRECTOR OF
GENERAL SERVICES FOR MAKING AND EXECUTING A
CONTRACT FOR SAID EMERGENCY REPAIR WITH
METROPOLITAN CONSTRUCTION
RESOLUTION ESTABLISHING A CAPITAL IMPROVEMENT
PROGRAM PROJECT "EMERGENCY SEWER LINE REPAIR - OTAY
LAKES ROAD AND EASTLAKE PARKWAY" (SW248) AMENDING
THE FISCAL YEAR 07 CIP AND APPROPRIATING SEWER
FACILITIES REPLACEMENT FUNDS TO TRANSFER
EXPENDITURES MADE FOR SAID PROJECT
DIRECTOR OF GE~L SERVICES ~.J)r.
CITY MANAGER I'
4/5THS VOTE: YES [8] NO D
ITEM TITLE:
BACKGROUND
On Thursday, October 19,2006, the General Services Department was informed by the Public Works
Operations Department that the IS" sewer line at Otay Lakes Road and Eastlake Parkway (Attachment I)
was severely damaged and failure to repair could lead to the undermining of the road. City crews were
asked to immediately televise the sewer lines and the damage was assessed. In accordance with the
emergency provisions of Section 1009 of the City Charter, City staff prepared bid documents to address
the repair and obtained three bids. Staff entered into an agreement with the lowest responsible bidder;
Metropolitan Construction (General Engineering Contractor License No. 790532). The repair was
performed at night to minimize public inconvenience during the holiday shopping season and completed
on December 19, 2006. An Informational Item was submitted to Council on November IS, 2006
outlining the proposed work (Attachment 2) with the plan to come back to Council with a final report
after the full cost of the project was identified. This report represents the total expenditures for the
repaIr.
ENVIRONMENTAL REVIEW
The Environmental Review Coordinator has reviewed the proposed project for compliance with the
California Environmental Quality Act (CEQA) and has determined that the project qualifies for a
Statutory Exemption pursuant to Section 15269 (Emergency Projects) of the State CEQA Guidelines.
. Thus, no further environmental review is necessary.
RECOMMENDATION
I. Council adopt the resolution accepting the final report of expenditures for the emergency sewer
line repair - Otay Lakes Road and Eastlake Parkway and ratifying the actions of the City
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3/6/07, Item~
Page 2 of3
Manager and Director of General Services for making and executing a contract for said
emergency repair with Metropolitan Construction.
2. Council adopt the resolution establishing a Capital Improvement Program project "Emergency
Sewer Line Repair - Otay Lakes Road and Eastlake Parkway" (SW248) amending the Fiscal
Year 07 CIP and appropriating Sewer Facilities Replacement funds to transfer expenditures made
for said project.
BOARDS/COMMISSION RECOMMENDATION
Not applicable.
DISCUSSION
From the video of the damaged line, it was assessed that from the sewer manhole at the center of the
intersection, ten feet of sewer pipe would need replacement because it was severely damaged. After the
trench was opened, City crews and the Contractor verified that soil loss had occurred. The timely repair of
this segment of pipe did not allow for the roadway to be undermined.
It is believed the damage initially occurred when SDG&E installed an 8" gas line main over the sewer
main. SDG&E has recognized possible liability for the damaged sewer line and the City submitted a
claim to SDG&E on January 22, 2007 for the amount of the repair (Attachment 3). Because of the
emergency nature of job, the General Services Department proceeded with this job prior to entering into a
formal reimbursement agreement with SDG&E. Staff coordinated with SDG&E's staff during the entire
repair.
As outlined on the Informational Item sent on November 15, 2007, City staff contacted three reputable
contracting firms that the City has previously worked with and requested a bid for this work. The low
bidder (MJC Construction) had inconsistencies in their bid and was, therefore, rejected.. The City entered
into an agreement with the lowest responsible bidder (Metropolitan Construction). A copy of the
Agreement and change orders are provided as Attachment 4. The work included advanced warning signs
to inform commuters that night work was going to occur, traffic control for the work zone, trenching,
shoring, removal and disposal of potentially contaminated soil, removal and replacement of the segment
of 15" PVC pipe, backfilling and resurfacing of the road. The sewer manhole in the center of the
intersection was also rehabilitated. SDG&E was not charged for the work associated with the
rehabilitation of the manhole because the damage was due to normal wear and not a result of SDG&E's
gas line construction.
Based upon the potential urgent necessity for the preservation of life, health and property, staff entered
into an emergency repair contract in accordance with the emergency provision of Section 1009 of the City
Charter. The Director of General Services and the City Manager agreed with the recommendation of staff
on the necessity to proceed with the emergency repair for the following reasons:
o Performing the work at night minimized public inconvenience and safety hazards to the general
public.
o High flows on the sewer line, due to Eastlake Parkway's pump station traverse this intersection.
The bottom piece of pipe that was left in place was overflowing onto the soil around the pipe and
undermining the roadway. Immediate repair mitigated a potential total collapse of one of the
City's busiest intersection (Otay Lakes Road and Eastlake Parkway).
DECISION MAKER CONFLICT
Staff has reviewed the property holdings of the City Council and has found no property holdings within
500 feet ofthe property which are the subject of this action.
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3/6/07, Iteml
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FISCAL IMPACT
The total expenditures for the emergency sewer repair work were funded from the Sewer Facilities
Replacement Fund Account and are broken down as follows:
Item
Base Contract Metropolitan Construction)
Amount
$ 62,200.00
Chan e Orders
$ 11,383.32
$ 5,106.68
$ 50,000.00
Clean Harbors
Total Estimated Ci Staff Costs
Project To Date Staff Costs thru 1/31/07)
General Services - Desi n $13,048
General Services. Surve ($9,324)
Engineering. Traffic ($2,560)
En ineerin - Wastewater ($2,201
Public Works 0 erations - Ins ections ($10,918
Public Works 0 erations - Maintenance $8,938)
Ci Attorne ($251
With respect to the claim the City has filed with SDG&E, the amount of the claim was $113,049.81.
Expenditures as listed were paid from existing CIP SW247. At this time staff is recommending
appropriating Sewer Facilities Replacement funds to the new CIP SW248 (Emergency Sewer Line Repair
- Otay Lakes Road And Eastlake Parkway) and transferring expenditures from SW247. Any funds the
City receives from SDG&E in response to this claim will be reimbursed back to the Sewer Facilities
Replacement Fund. Staff will work with finance to ensure the transfers.
ATTACHMENTS
1 - Location Plat
2 - November Council Informational Item
3 - Ltr reo Claim to SDG&E
4 - Change Order
Prepared by: Roberto Yano, Sr. Civil Engineer, General Services
M:\General Services\GS Administration\Council Agenda\SW248\2007-SW248-CAS2 jg revisions3.doc
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V'1\CHMENT
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CI1Y Of
CHUlA VISTA
General Services Department
Informational Item
November 15,2006
File: SW 248 - 1
TO:
The Honorable Mayor and City Council
FROM:
VIA:
Jack Griffin, Director OfGen~ervices ~~.
Jim Thomson, City Manager .p
SUBJECT: Emergency Sewer Line Repair - Otay Lakes Road and Eastlake Parkway (SW 248)
On Thursday, October 19,2006, the General Services Department was informed by the Public
Works Operations Department that the 15" sewer line at Otay Lakes Road and Eastlake Parkway
(see attachment A). was severely damaged and could lead to the undermining of the road. City
crews were asked to immediately televise the sewer lines and the damage was assessed as
follows:
From the sewer manhole at the center of the intersection, two to four feet of the northerly
pipe of the sewer syst= has the top half completely missing. Because the bottom is still
functioning as designed the sewer continues to flow. It is unknown at this time if that
area has experienced additional soil loss that could actually lead to undermining of the
roadway. Staffis acting under that assumption that it has.
It is believed that the damage initially occurred in the 1980's when SDG&E installed an 8" gas
line main over the sewer main. The damage was undetected, however, the sewer main has
continued to deteriorate over time. SDG&E has recognized possible liability for the damaged
sewer line, but has taken the position that the City needs to perform the necessary repairs and file
a claim with their Claims Department. Because of the =ergency nature of job, the General
Service Department believes that it is important to complete this job immediately, prior to
entering into a formal reimbursement agreement with SDG&E. Staffwill be coordinating with
SDG&E's staff during the entire repair.
Therefore, staff intends to enter into an emergency repair contract in accordance with the
emergency provision of Section 1009 of the City Charter and based upon the potential urgent
necessity for the preservation of life, health and property. The estimated cost for this repair is
from $50,000 to $60,000. Included in this estimate are costs related to traffic control
requirements, coordination with the many surrounding utilities and the need to perform some, if
not all, of the work at night. Staff will solicit three bids from responsible contractors that have
worked for the City before. Staff will be using the Sewer Facilties Replacement Fund to
undertake the work and then will seek reimbursement from SDG&E.
With the beginning of the holiday season approaching, staff will be doing everything possible to
expedite this repair and cause minimal inconvenience to our residents. Staff will return to
Council with a full report after the repair has been completed.
9-5
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,: TT.'\CHMENT. 2:;
ellY OF
CHUlA VISTA
GENERAL SERVICES DEPARTMENT
December 18,2006
SW - 248
Dean LeBrecht
SDG&E
Sr. Claims Advisor
833S Century Park Ct.
CP2SD1386
San Diego, Ca 92123
RE: Reimbursement for the Emergency Sewer Line Repair - Intersection of Otay Lakes
Road and Eastlake Parkway. -
Dear Mr. LeBrecht
As per your instructions, the City will pursue reimbursement for the cost associated with
this project as soon as the repair is complete. The estimated costs for the repair,
including Contractor's expense and City forces, are in the range of $100,000 to
$120,000.
Staff obtained three bids from responsible contractors that have worked for the City
before. The repair included the removal and replacement of the damaged ten foot
segment of 15" PVC sewer pipe. Said segment was on the north leg of the sewer system
measuring from the outside of the manhole in the middle of the intersection. The damage
initially occurred when SDG&E installed an 8" gas line main over the sewer main.
Please provide me with a list of requirements and forms you need filled out in order to
expedite this reimbursement. .
The City is grateful that the damaged pipe was repaired before it caused any major
damage to the intersection. Please call me at 619-397-6217 if you have any questions.
Thank you.
1800 Maxwell Road. MS B-300
Chula Vista, CA 91911
Phone I (619) 397-6220
Fax (GI9) 397-6250
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";- i\CHMENT.---1--
CITY OF
CHUlA VISTA
DEPARTMENT OF PUBLIC WORKS OPERATIONS
Date February 7,2007
File No. 0735-10-SW248
CHANGE ORDER NO. 1/FINAL
CONTRACT: EMERGENCY SEWER REPAIRS ON OTAY LAKES AND EAST LAKE PARKWAY
CONTRACTOR: METROPOLITAN CONSTRUCTION
The following changes shall be made to the referenced contract, dated December 7,2006,
between the CITY OF CHULA VISTA and METROPOLITAN CONSTRUCTION
A. Additional Items are due to conflicts between design and field conditions.
New Unit Unit Additional
No. Description OTY Tvpe Cost Total
A Polyurethane coating inside sewer manhole at the intersection 1.0 LS $9,700.00 $9,700.00
of Otay Lakes Road and Eastlake Parikway was required due to
eroded sewer manhole.
B Additional day ofTraffic Control was needed to complete the 1.0 LS $6,383.32 $6,383.32
repair of extensivelv damaned sewer manhole.
C Sewer Dioe connection to the existina manhole. 1.0 LS $2,500.00 $2,500.00
SUBTOTAL AMOUNT INCREASE (A):
$18,583.32
B Delete Items (Not required due to field conditions or due to design changes)
Bid Item Delete Unit Unit Deleted
No. Description OTY Tvpe Cost Total
2 Sewer manhole base reconstruction -1 LS $7,200.00 ($7,200.00
SUBTOTAL AMOUNT DECREASE (B):
($7,200.00)
CHANGE ORDER NO.1 NET INCREASE:
$11,383.32
ORIGINAL CONTRACT AMOUNT:
PREVIOUS CHANGE ORDERS:
CHANGE ORDER NO. 1 INCREASE TO CONTRACT:
TOTAL CONTRACT AMOUNT:
$62,200.00
$0.00
$11 ,383.32
$73,583.32
This contract change order will add Three (3) Calendar Days to contract.
The agreed upon total days and price included all costs for fumishing all tools, labor, materials, equipment, incidental costs and
fees for performing the worik in this contract change and no additional compensation will be due. It is agreed by the
undersigned that this worik shall be performed and materials furnished in accordance with the original (base) contract,
Green Book specifications and applicable standard drawings.
ORDERED BY
Richard Hopkins
Asst. Director of PW OPS
ACCEPTED BY
JOSE ORTIZ
FILMEX, dba Metropolitan Construction
APPROVED BY
Dave Byers
Director of PW OPS
1800 Maxwell Rd.
Chula Vista, CA 91911
Phone (619) 397-6000
9-8
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www.chulavista.gov
,*Po.I.COllsumerRe<:y<:ledPaper
RESOLUTION NO. 2007-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ACCEPTING THE FINAL REPORT OF
EXPENDITURES FOR THE EMERGENCY SEWER LINE
REPAIR - OT A Y LAKES ROAD AND EASTLAKE
PARKWAY AND RATIFYING THE ACTIONS OF THE CITY
MANAGER AND DIRECTOR OF GENERAL SERVICES FOR
MAKING AND EXECUTING A CONTRACT FOR SAID
EMERGENCY REPAIR WITH METROPOLITAN
CONSTRUCTION
WHEREAS, October 19, 2006, the General Services Department was informed by the
Public Works Operations Department that the IS-inch sewer line at Otay Lakes Road and
Eastlake Parkway was severely damaged and failure to repair the line could undermine the
integrity of the road; and
WHEREAS, City crews were asked to immediately televise the sewer lines and the
damage was assessed; and
WHEREAS, in accordance with the emergency provisions of Section 1009 of the City
Charter, City staff prepared bid documents to address the repair and obtained three bids; and
WHEREAS, staff entered into an agreement with the lowest responsible bidder;
Metropolitan Construction (General Engineering Contractor License No. 790532); and
WHEREAS, the repair was performed at night to minimize public inconvenience during
the holiday shopping season and completed on December 19,2006; and
WHEREAS, the Director of General Services and the City Manager agreed with the
recommendation of staff on the necessity to proceed with the emergency repair because it would
mitigate a potential total collapse of one of the City's busiest intersection (Otay Lakes Road and
Eastlake Parkway); and
WHEREAS, the Director of General Services and the City Manager agreed with the
recommendation of staff on the necessity to proceed with the emergency repair because it
minimized public inconvenience and safety hazards to the general public; and
9-9
Resolution No. 2007-
Page 2
WHEREAS, the total expenditures for the emergency sewer repair work were funded
from the Sewer Facilities Replacement Fund Account and broken down as follows:
Item Amount
Base Contract (Metropolitan Construction) $ 62,200.00
Chanoe Orders $ 11,383.32
Clean Harbors $ 5,106.68
Total Estimated City Staff Costs $ 50,000.00
Pro;ect To Date Staff Costs (thru 1/31/07)
General Services - Desi.n ($13,048) $ (13,048.00)
General Services. Survey ($9,324) $ 19,324.00)
EngineerinQ: - Traffic $ (2,560.00)
E02ineering - Wastewater $ (2,201.00)
Public Works Operations - Insnections $ (10,918.00)
Public Wades Ooerations - Maintenance $ 1 8,938.001
Citv Attorney ($251) $ (251.00)
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NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista does hereby accepts the final report of expenditures for the "Emergency Sewer Line Repair
_ Otay Lakes Road And Eastlake Parkway" and ratifies the actions of the City Manager and
Director of General Services for making and executing a contract for said emergency repair with
Metropolitan Construction.
Presented by
Approved as to form by
Jack Griffin
Director of General Services
~-(~~\.-\~
Ann Moore .
City Attorney
9-10
RESOLUTION NO. 2007-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ESTABLISHING A CAPITAL
IMPROVEMENT PROGRAM PROJECT "EMERGENCY
SEWER LINE REPAIR - OTAY LAKES ROAD AND
EASTLAKE PARKWAY" (SW248) AMENDING THE FISCAL
YEAR 07 CIP AND APPROPRIATING SEWER FACILITIES
REPLACEMENT FUNDS TO TRANSFER EXPENDITURES
MADE FOR SAID PROJECT
WHEREAS, in order to perform the "Emergency Sewer Line Repair - Otay Lakes Road
And Eastlake Parkway", Sewer Facilities Replacement Funds from an existing Capital
Improvement Program (CIP) Project (SW247) were used; and
WHEREAS, the total expended from SW247 for the emergency repair was $128,690;
and
WHEREAS, staff is recommending the establishment of a new capital improvement
project "Emergency Sewer Line Repair - Otay Lakes Road And Eastlake Parkway" (SW 248)
from the Sewer Facilities Replacement Funds; and
WHEREAS, staff recommends the transfer from the Sewer Facilities Replacement Fund
in the amount of $128,690 to the new CIP project "Emergency Sewer Line Repair - Otay Lakes
Road And Eastlake Parkway" (SW 248); and
WHEREAS, staff recommends the transfer of the expenditures made ($128,690) for said
project to the new CIP project "Emergency Sewer Line Repair - Otay Lakes Road And Eastlake
Parkway" (SW 248).
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista does hereby authorize establishing a capital improvement project entitled "Emergency
Sewer Line Repair - Otay Lakes Road And Eastlake Parkway" (SW 248) Project, appropriating
$128,690 from Sewer Facilities Replacement Funds and the transferring of the expenditures for
said purpose.
Presented by
Approved as to form by
~.C< ~Th (, ~
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Ann Moore
City Attorney
Jack Griffin
Director of General Services
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