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Home My WebLink About2008/07/22 Item 3 CITY COUNCIL AGENDA STATEMENT .sWf:. CITY OF ~CHULA VISTA ITEM TITLE: SUBMITTED BY: REVIEWED BY: 7/22/08, Item:3 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA DEEMING THE EMERGENCY REPAIR OF MAi'ffiOLES LOCATED ALONG HUNTE PARKWAY BETWEEN OT A Y LAKES ROAD Al'ID KING CREEK WAY TO BE OF URGENT NECESSITY FOR THE PRESERVATION OF LIFE, HEALTH OR PROPERTY, ACCEPTING THE FIN,A.L REPORT OF EXPENDInJRES FOR THE "EMERGENCY lvLtIu'ffiOLE REPAIRS IN THE EASTERi\! PART OF CHULA VISTA" AL'ID RATIFYING THE ACTION OF THE CITY MAl"\lAGER Al'ID DIRECTOR OF ENGINEERING IN ISSUING AND EXECUTING A CONTRACT FOR THESE EiVIERGENCY REPAIRS WITH MlC CONSTRUCTION DIRECTOR OF ENGINEERING rJ$r DIRECTOR OF PUBLIC OR! S l::,'i' CITY MANAGER ASSIST,tIu"\lT CITY 4/STHS VOTE: YES ~ NO 0 SUMMARY Section 1009 of the City Charter authorizes the City Manager to make emergency repairs for the preservation of life, health and property. On May IS, 2008, four manholes were found to be severely deteriorated and in need of immediate repair. An informal contract was prepared to repair the four sewer manholes located along Hunte Parkway between Otay Lakes Road and King Creek Way. In addition to this work, three more manhole frames and covers in need of repairs were identified along Otay Lakes Road between Fenton Street and Hunte Parkway. Failure to repair the manholes could have led to undermining of the roadway and potential risk to public safety and/or damage to public or private property. This report represents the total expenditures for the repairs completed on Hunte Parkway and Otay Lakes Road. 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 Stahltory Exemption pursuant to Section 15269 (Emergency Projects) of the State CEQA Guidelines. Thus, no further environmental review is necessary. 3-1 7/22/08, Item~ Page 2 of 4 RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not applicable. DISCUSSION As part of the ongoing program to rehabilitate the sewer system throughout the City, a priority list was developed to guide the City's sewer rehabilitation effort. On May 15, 2008, Public Works' staff informed Engineering staff that four manholes were severely deteriorated and in need of immediate repair. Staff was asked to prepare an informal contract to repair the four sewer manholes located along Hunte Parkway, between Otay Lakes Road and King Creek Way. The following condition assessments were prepared by Public Works staff: . Manhole Number 1653: sewer manhole cones and shafts were corroded and chunks of concrete were falling to the bottom of the manhole; manhole base and channel were deteriorated. No strength remains on existing sewer manhole wall. o Manhole Number 1781: sewer manhole cones and shafts were corroded; manhole base and channel were deteriorating and collapsing. o Manhole Number 1927: sewer manhole cones and shafts were corroded and chunks of concrete were falling to the bottom of the manhole;,manhole base and channel show some signs of deteriorating and some signs of corrosion. . Manhole Number 2022: sewer manhole cones and shafts show signs of corrosion. Based on the assessment of these sewer facilities, City staff concluded that the four manholes were severely damaged and required immediate repair. If the manholes were not immediately repaired, failure of the manholes could have led to undermining of the roadway and potential risk to public safety and/or damage to public or private property. Therefore, the Engineering Department, along with the Public Works Department, deemed that it was important to complete the repairs immediately by using an informal bidding process and issuing an emergency repair contract. Stall entered into an emergency repair contract in accordance with the emergency provision of Section 1009 of the City Charter; based upon the urgent necessity for the preservation of life, health and property. City staff received four bids from responsible contractors that have worked previously on City of Chula Vista contracts. Bidding Process Engineering staff prepared specifications and solicited bids from six contractors. On May 21, 2008, staff opened bids for the Emergency Repair project. Four contractors responded with submittals for the required work. A thorough check of the bid documents was conducted and ail submittals met the City's requirements. 3-2 /J 7/22/08, Item 5' Page 3 of 4 The four bids received are as follows: Contractor Base Bid Amount MJC Construction - Bonita, CA $66,300 Bonita Pipeline - National City, CA $68,538 Zondiros Corporation - San Marcos, CA $72,400 Cass Construction - El Cajon, CA $80,900 The bid submitted by MJC Construction is above the Engineer's estimate of $55,000 by $11,300, or approximately 17%. Staffs bid estimate was based on average prices for manhole repairs less than 10 feet completed during the last three years. The manholes on Hunte Parkway were slightly greater than 10 feet. With the added depth and for the safety of the workers, a larger trench was needed, thereby increasing the project cost. Staff has worked with MJC Construction in the past and their work has been determined to be satisfactory. Their Contractor's License No. 754128 is clear and current. Additional Work Required While work was being conducted to repair the four manholes, on June 5, 2008, Public Works staff indicated to Engineering staff that three manholes. covers within the area were in need of grade adjustments. The work for these manholes requirbd adding additional manhole rings to bring the manholes up to the current street grade. Public Works' staff solicited a cost from MJC Construction to have these adjustments done and found it to be reasonable. Since there were no unforeseen issues found with the initial manhole repairs, contingency funds were utilized to pay for the additional work. This work consisted of the removal and disposal of the existing manhole components, asphalt concrete pavement, and backfill with sand/cement slurry, and the restoration of the street's structural section. The work required was expedited through the informal bidding process. The City was able to avert potential risk to public safety and/or damage to public or private property. All work for the repair of the initial four manholes on Hunte Parkway between Otay Lakes Road and Kings Creek Way, as well as the additional work of adjusting three manholes to grade on Otay Lakes Road between Fenton Street and Hunte Parkway has now been completed. Wage Statement Contractors bidding this project were not required to pay prevailing wages to persons employed by them fQr the work under this project. DECISION MAKER CONFLICT Staff has reviewed the property holdings of the City Council and has found no property holdings within 500 feet of the boundaries of the property that is the subject of this action. 3-3 7/22/08, Item 3 Page 4 of 4 FISCAL IMP ACT FUNDS REQUIRED FOR PROJECT A. Construction Amount (MJC Construction) $66,300.00 B. Contingencies (approximately 10% of construction costs) (Change Order Additional Work) $ 6,630.00 C. City Staff Costs (Environmental, Design, Inspection, Survey, $ 7,200.00 Traffic) TOTAL FUNDS REQUIRED FOR PROJECT 580,130.00 I FUNDS AVAILABLE FOR PROJECT Existing capital improvement project "Sewer Rehabilitation FY 07-08 (SW-250) $80,130.00 TOT AL FUNDS AVAILABLE FOR PROJECT $80,130.00 There is no net impact to the General Fund for the Emergency Sewer repairs as there were sufficient funds in the existing capital improvement project, "Sewer Rehabilitation FY 07-08 (SW-250)", funded by the Sewer Facility Replacement Fund. The remaining available balance in the project will be utilized in subsequent phases of the City's Sewer Rehabilitation Program. At completion, the improvements require only routine City maintenance, which is funded from the Sewer Service Revenue Fund. ATTACHMENTS 1 - Informational Item dated May 20, 2008 2 - Change Order No.1 Prepared by: Paten San Pedro, Sr. Engineering Technician, Engineering Dept. J:IGeneral ServiceslGS AdminisrrarionlCouncil AgendalSW250C Emergency k!anhole RepairslSW250C AI 13 Emergency Repair.rev.rnl.doc 3-4 ~w~ --:-~- _...--.0 ATIACHMEi'JT I Cll'I OF CHUL&. VISTA Engineering & General Services Department Informational Item May 20, 2008 File: SW-250 TO: The Honorable Mayor and City Council VL~: David R. Garcia, City Manager Scott Tulloch, Assistant City Manager Sr Jack Griffin, Director of Engineering an. d Q?neral Services \.. / Dave Byers, Director of Public Works/rJ \jO {,::7 . FROM: SUBJECT: Emergency Manhole Repair (SW -250) As part of the ongoing program to rehabilitate the sewer system throughout the City, a priority list was developed to guide the City's sewer rehabilitation effort. On May 15, 2008 Public Works staff informed Engineering and General Services staff that four manholes are severely deteriorated and in need of immediate repair. Staff was asked to prepare an informal contract to repair the four se';v-er manholes located along Hume Parkway, bel\veen Otay Lakes Road and King Creek 'Nay. The following condition assessments were prepared by Public Works staff: . Manhole Number 1653: sewer manhole cones and shafts are corroded and chun.i(s of concrete are falling to the bottom of the manhole; manhole base and charmel are deteriorated. No strength remains on existing sewer manhole wall. . Manhole Number 1781: sewer manhole cones and shafts are corroded; manhole base and channel are deteriorating and collapsing. . Manhole Nmnber 1927: sewer manhole cones and shafts are corroded and chunks of concrete are falling to the bottom of the manhole; manhole base and channel show some signs of deteriorating and some signs of corrosion. . Manhole Number 2022: sewer manhole cones and shafts show signs of corrosion. Based on the current assessment of these sewer facilities, City staff concluded that the four manholes are severely damaged and require immediate repair. If the manholes are not immediately repaired, failure of the manholes could lead to the undermining of the roadway and potentia! risk to public safety and/or damage to public or private property. 3-5 Honorable Mayor & City Council Page -2- May 20, 2008 Therefore, the Engineering and General Services Department, along with the Public Works Department, believes that it is important to complete these repairs immediately by using an informal bidding process and issuing an emergency repair contract. Staff intends to enter into an emergency repair contract in accordance with the emergency provision of Section 1009 of the City Charter; based upon the potential urgent necessity for the preservation of life, health and property. City staff will solicit three or more bids from responsible contractors that have worked previously on City of Chula Vista contracts. Upon receipt of the contract bid documents, staff will proceed with repairs using the lowest bidder. The preliminary estimated cost for this repair is approximately 545,000 to 555,000. This estimate includes construction a.,'1d City staff cost. Staff will be using a portion of the Sewer Facilitv Replacement funds available in Canital Improvement Proiect No. SW-250 to perform this emergency work. Staff will return to Council with a full report in June 2008 after the repairs have been completed. ivl:\Generai Services\Design\SW-2.50\SW-250 fNFO ITD.l FOR THE3~tl:(GENCY MANHOLE REPLACE:VIBH finaJ.dcc ~If? ~ - -- - - -':;"'"0:;,... - -- ATTA.CHMEm 2/ CITY OF CHUlA VISTA DEPARTMENT OF PUBllC WORKS OPERATIONS June 10, 2008 SW250C CHANGE ORDER NO.1 CONTRACT: EMERGENCY MANHOLE REPAIR ON HUNTE PARKWAY CONTRACTOR: MJC CONSTRUCTION The following changes shall be made to the above referenced contract between the CITY OF CHULA VISTA and MJC CONSTRUCTION (Contractor): Add: Adjust to eXisting street grade three (3) sewer manholes located within the eastbound lanes of Otay Lakes Road between Fenton Street and Hunte Parkway Additional items added by Wastewater Collections Manager Dave McRoberts Bid Itenn Decription Qty I Unit Cost Extended Cost 3 Public Safetv -Traffic Controls 1 I LS $ 500.00 4 Remove manhole frame and cover 3 I LS $ 6,130.00 I I Total $ 6,630.00 Bid item 4 shall include the removal and disposal of the existing manhole components, asphalt concrete pavement and backfill with sand/cement slurry, and the resioration or the structural street section. Total Contract Change Order #1 Cost = ($6,630.00) The adjustment or contract time for this change order wili add:.IThree (3) working days. ORIGINAL CONTRACT PRICE: PREVIOUS CHANGE ORDERS: NET COST THIS CHANGE ORDER # 1: REVISED TOTAL CONTPJ\CT PRICE: $ 66,300.00 $ S (6.630.00) $ 72,930.00 The agreed upon lump sum prices include all costs for furnishing all tools, labor, materials, equipment, Incidental costs, profit and fees for performing the work in this contract change and no additional compensation will be due. It is agreed by the undersigned that this work shall be performed and materials furnished in accordance wilh the original contract, Green Book specifications, newly provided plans and specifications, and applicable standard drawings. ( ~ t?!tln' ORDERED BY Jim Biasi Senior Civil Engineer ~~~. Principal Civil Engineer Engineering -r ~,...,. e-s:l g..cr,:cc.s ~ ~ Matt Little Assistant Director of PW 1 BOO Maxwell Rd. Chula Vista, CA 91911 Phone (619) 397-6000 ~\Ie., PRIDE AT WORK www.chulavista.gov ~ POI1.C~n,um'" it=rc:I~ PJp'" 3-7 RESOLUTION NO. 2008- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA DEEMING THE EMERGENCY REPAIR OF MANHOLES LOCATED ALONG HUNTE PARKWAY BETWEEN OT A Y LAKES ROAD At,ID KING CREEK WAY TO BE OF URGENT NECESSITY FOR THE PRESERVATION OF UFE, HEALTH OR PROPERTY, ACCEPTING THE FINAL REPORT OF EXPENDITURES FOR THE "EMERGENCY MANHOLE REPAIRS rN THE EASTERt'i PART OF CHULA VISTA" AND RATIFYING THE ACTION OF THE CITY MANAGER AND DIRECTOR OF ENGINEERING IN ISSUING Al'\iTI EXECUTrNG A CONTRACT FOR THESE EMERGENCY REPAIRS WITH MJC CONSTRUCTlON WHEREAS, on May IS, 2008, Public Works staff informed Engineering staff that four manholes located along Hunte Parkway between Otay Lakes Road and King Creek Way were severely deteriorated and in need of immediate repair; and WHEREAS, the conditions of the manholes included corroded cones and shafts, concrete falling to the bottom of the manhole, manhole bases and channels collapsing, and no strength existing on sewer manhole walls; and WHEREAS, staff prepared an informal contract to, repair these four sewer manholes and solicited six contractors to perform the repairs; and ,I WHEREAS, four contractors responded with submittals for the reqllired work and on ivlay 21, 2008, the Director of Engineering opened the sealed bids; and WHEREAS, the bid sllbmitted by MJC Constmction was the lowest bid but was above the Engineer's estimaIe of $55,000 by $11,300, or approximately 17%; and WHEREAS, because staff has worked with MJC Construction in the past and their work has been detem1ined to be satisfactory, staff awarded the contract to MJC Constmction to begin the Emergency Manhole Repairs; and WHEREAS, while the repair work was being done, Public Works staff alerted Engineering staffehat three manhole covers within the area needed grade adjustments; and WHEREAS, the contingency fund was available to pay for the change order to perfolm the necessary work to adjust these three manholes to grade: and WHEREAS, MJC Construction agreed to perfom1 additional work at a cost savings (0 the City: and WHEREAS, MJC Construction has now completed all required work to the satisfaction of staff 3-8 NOW, THEREFORE, BE !T RESOLVED by the City Council of the City of Chula Vista as follows: 1 That it deems the emergency repair of manholes located along Hunte Parkway between Gtay Lakes Road and King Creek Way to be of urgent necessity for tile preservation of life, health or property. 7 That it accepts the final report of expendihlres for the "Emergency Manhole Repairs in the Eastern Par1 of Chula Vista" and ratifies the action of the City Manager and Director of Engineering in issuing and executing a contract for these emergency repairs with MJC Construction. Presented by Approved as to fOlm by R A Hopkins Director of Engineering A ,,~J!(~ d/G~r'~ Bart Miesfeld interim City Attomey 3-9