Report Prepared by: Theron Roschen, P.E., City Engineer
Title
SUBJECT: Contract Authorization for Black Rascal Creek Storm Drain Emergency Replacement Project - 116045
REPORT IN BRIEF
Consider approving the contract for Black Rascal Creek Storm Drain Emergency Replacement - Project 116045, which was declared an emergency due to the threat of flooding caused by a failing culvert.
RECOMMENDATION
City Council - Adopt a motion:
A. Deeming the Black Rascal Creek Storm Drain Project to be of urgent necessity for the preservation of life, health, or property based on the finding of facts; and,
B. Approving the emergency contract for Project 116045 with Rolfe Construction, including subsequent change orders, in the total amount of $297,722.00; and,
C. Authorizing the City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve as recommended by staff; or,
2. Refer to staff for reconsideration of specific items (specific items to be addressed in the motion); or,
3. Deny; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
City Code Title 3 - Revenue and Finance, Article IV - Public Works Contracts, Section 3.04.300 - Urgency contracts let without bids.
Article V. - Emergency Purchases - 3.04.330 - Generally.
CITY COUNCIL PRIORITIES
Not applicable.
DISCUSSION
On January 15, 2016 Public Works was called out to assess flooding on M Street at Black Rascal Creek. The bike path under M Street was also flooded due to a breach in the culvert that by-passes Black Rascal Creek under M Street. After days of pumping the area, City Crews stabilized the bank to prevent further flooding and erosion, closed the bike path, and placed temporary fencing around the site to protect the public until the area could be brought back to a safe condition.
City Engineering staff then began the preparation of design plans, specifications and an estimate for the replacement of the Black Rascal Creek culvert by-passes under M Street and began the permit and environmental clearance processes.
During the winter months, Black Rascal Creek carries storm water flow. During the remainder of the year, Black Rascal Creek carries agricultural irrigation flows that fluctuate unpredictably. Additional subsidence was observed over the culvert. Due to the constrained flow at the culvert, back-water conditions frequently occurred and there was flood risk for the residential properties in the vicinity of the creek should the water levels rise and/or if the culvert collapse entirety. Therefore, the City Manager declared an Emergency on June 8, 2016, based on the imminent threat to life or property demanding immediate action to prevent or mitigate loss of, or damage to, life, health, property or essential public services.
Under the emergency powers, the City may dispense with the formal bidding process and rapidly award a construction contract to make the repairs. Bids were received on July 8, 2016 from two bidders. Rolfe Construction of Atwater, California was awarded the contract in the amount of $262,100. Work began on July 25, 2016, work was completed on September 2, 2016.
During the course of construction, several change orders were issued:
1. Install additional wood fencing along the creek embankment. Added cost to the project of $9,500.00.
2. Install rubber gasket ring on all joints for water tight seal. Added cost to the project of $1,365.00.
3. Install one additional storm lateral connection to new storm main pipe. Added cost to the project of $1,573.00.
4. Install new block retaining wall approximately 140 linear feet along the bike path embankment. Added cost to the project of $14,321.00.
5. Remove & replace portions of the concrete bike path. Added cost to the project of $5,363.00.
6. Install hydroseed on the embankment within project limit. Added cost to the project of $3,500.00.
Total change orders: $ 35,622.00
ORIGINAL CONTRACT AMOUNT: $ 262,100.00
CHANGE ORDER AMOUNT: $ 35,622.00
TOTAL PROJECT COST: $ 297,722.00
FUNDS/ACCOUNTS VERIFIED:
557-1114-637.65-00-116045
IMPACT ON CITY RESOURCES
Funding for the Black Rascal Creek Storm Drain Emergency Replacement Project was reallocated from existing projects in Fund 557 - Storm Drain Utilities. These projects will be re-allocated as possible future rates replenish their fund balances.
ATTACHMENTS
1. Emergency Declaration
2. Construction Contract
3. Contract Change Order