NOVEMBER 15, 2005 STORM DRAIN REHABILITATION PROJECT UPDATE; PV DRIVE SOUTH, CREST/CRESTMONT, HAWTHORNE/SILVER ARROW NOVEMBER 15, 2005 STORM DRAIN REHABILITATION PROJECT UPDATE; PV DRIVE SOUTH, CREST/CRESTMONT, HAWTHORNE/SILVER ARROW NOVEMBER 15, 2005 STORM DRAIN REHABILITATION PROJECT UPDATE; PV DRIVE SOUTH, CREST/CRESTMONT, HAWTHORNE/SILVER ARROW

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: NOVEMBER 15, 2005

SUBJECT: STORM DRAIN REHABILITATION PROJECT UPDATE; PV DRIVE SOUTH, CREST/CRESTMONT, HAWTHORNE/SILVER ARROW

STAFF COORDINATOR: Ron Dragoo, Senior Engineer

RECOMMENDATIONS

  1. Find that an emergency exists, which will not permit the delay that will result from a competitive solicitation for bids, and that the actions recommended below are necessary to respond to the emergency.
  2. Adopt Resolution 2005-_____, a resolution of the City Council of the City of Rancho Palos Verdes amending resolution 2005-53, the budget appropriation for fiscal year 2005-06, for a budget adjustment to the city’s Water Quality/Flood Protection Program.
  3. Approve Change Order Number 2 to the Construction Contract with Sancon Technologies, Inc. in the amount of $459,700, for the Rancho Palos Verdes Storm Drain Rehabilitation Project; authorize extending the contract completion date to January 14th, 2006.
  4. Authorize the Director of Public Works to execute the approved change order for the emergency repairs.

BACKGROUND

FY05-06 Available Budget

As a direct result of the severe 2005 Winter storms and historic flooding, on March 15, 2005, City Council approved a 16-month expenditure plan for storm drain improvements and established the Water Quality Flood Protection (WQFP) program with an initial equity transfer from the General fund of $2,000,000.

After the 16-month spending plan was authorized by City Council on March 15th and the FY05-06 budget was adopted on May 31st, the 2-year spending plan for storm drains included:

FY04-05 Budget Prior to March 15th $1,149,300

March 15th 16-Month Spending Plan 3,050,000

Additional Budgeted for FY05-06 75,000

Total 2-Year Spending Plan 4,274,300

The current status of the 2-year spending plan is as follows:

Total 2-Year Spending Plan 4,274,300

Exhausted During FY04-05 (1,072,423)

FY05-06 Available 3,201,877

The funding for the FY05-06 available budget is as follows:

CIP Fund (funded with a General Fund transfer) 729,877

WQFP Fund (funded with General Fund transfers) 2,472,000

FY05-06 Available 3,201,877

This information is provided in greater detail in Attachment A to this staff report.

Storm Drain Lining

The Master Plan Of Drainage (the "Plan") was presented to the City Council in June 2004. The presentation included an estimated dollar amount for recommended storm drain lining. The estimated cost was extrapolated based upon a sampling of the City’s corrugated metal pipes (CMPs); but did not specify particular pipe locations.

As a part of the Plan, and through routine video surveys, staff acquired information regarding the interior condition of various CMPs. After the 2005 winter storms, a storm drain lining project was developed and made available for contractors for bidding. The low bidder, SANCON Technologies, Inc. was awarded a construction contract and work began in July 2005.

The contractor, prior to beginning lining work, again video tapes each CMP to determine the exact amount of lining material and cleaning and repair work required. For the projects identified in this staff report, comparison of the new videos taken by the contractor with the videos taken prior to the 2005 winter storms revealed the significant storm damage that occurred and the necessity for this damage to be repaired as soon as possible. (Attachments B through J).

Based on this video information, staff, to date, expects that as the video investigations continue the results may reveal additional immediate needs for storm drain lining and reconstruction projects caused by the 2005 winter storms.

Staff does not have enough information to quantify additional needs at this time. As more information becomes available, staff may return to the City Council with additional recommendations. Staff expects that any additional identified projects will need to be funded with the use of General fund reserves.

Presently, staff has identified four storm drain lines that failed during the 2005 winter storms and require immediate lining with costs beyond the amount funded for FY05-06. The amount of lining included in the $3.2 million FY05-06 budget is $972,000 and has been completely committed to other pipes.

The estimated cost of lining the four storm drains addressed in this staff report is $459,700, as follows:

Project:

Construction

Cost Estimate:

Hawthorne Boulevard to Silver Arrow, north of Silver Spur:

 

This 500-foot section of 36-inch diameter pipe is showing signs of ageing and should be lined. Additionally, a large hole has developed on a slope section of the pipe within an easement between two homes on Silver Arrow. This pipe failure has created a localized sinkhole on the slope. The hole in the CMP needs to be repaired and the slope restored. (Attachments B through D)

$130,000

Crest Road to Crestridge Drive:

 

An 18-inch diameter CMP running under Crest Road has failed. The failed pipe continues between two homes where it outlets on Crestridge Drive. The pipe failure has not impacted the roadway surface, however if left unchecked, a sinkhole could result. The failed CMP runs within an easement adjacent to homes which could be impacted if the line is not repaired. Staff believes this pipe can be lined, however the installation of an access manhole is required on the north side of Crest Road to accomplish the work. (Attachment E)

$ 59,700

Palos Verdes Drive South between Clipper and Seacove Drive Extending Under Seacove Drive:

 

Two sections of 36 inch CMP need to be cleaned, inverts repaired and both CMPs lined.

The first section of CMP runs under PVD South and has failed. The invert appears to be completely missing. Runoff water is eroding soil below the CMP which could lead to a sinkhole developing in PVD South. An access pit and manhole need to be constructed prior to the cleaning the pipe. Once the pipe is cleaned the full extent of repairs needed can be determined. Following repairs to the invert of the pipe staff anticipates a liner will be installed.

The second (downstream) section of the pipe is a 42-inch CMP, which collects runoff behind the fire station located along PVD South and transmits it to a canyon east of Seacove Drive.

This section of CMP runs under Seacove Drive. It needs to be cleaned to fully evaluate the repairs needed. The repair estimate for this section of the pipe was developed with the assumption that the pipe needed to be cleaned and one point repair is needed prior to lining. (Attachments F and G)

$210,000

Pontevedra Drive, upstream extension of the Smart & Final sinkhole repair:

 

This 30-inch diameter pipe collects runoff water from the neighborhoods above Pontevedra Drive and transmits it between two homes to the pipe being repaired by Caltrans, which runs under Western Avenue. This pipe is showing signs of ageing and should be lined. Caltrans has agreed to allow the contractor access within their construction zone to pull a liner through the CMP.

If this pipe is not lined at this time it will continue to deteriorate, likely failing sometime in the near future. Lining the pipe now has an added benefit that will result in significant cost savings. The access pit currently available in Western Avenue would have to be duplicated in the future, thus more than doubling the cost of the proposed lining to the city. (Attachment H)

$60,000

The work outlined above is needed to minimize anticipated damage from this winters coming storms. Staff believes the work can be completed expeditiously using the current storm drain lining contractor.

DISCUSSION

Public Contract Code Section 22050(a)(1) permits a public agency to procure necessary equipment, services and supplies for emergency repairs without competitive bidding. The governing body (pursuant to a four-fifths vote) is required under Public Contract Code Section 22050(a)(2) to make a finding, based on evidence set forth in its minutes, that the emergency will not permit a delay, and that the action is necessary to respond to the emergency.

An "emergency" is defined in Public Contract Code Section 1102 as "a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services." Staff feels that all of the subject projects qualify as emergencies under the Public Contract Code because: (1) of the inadequate performance of some of the City’s storm drains last year; (2) the rainy season this winter is estimated to be similar to last year’s rainy season, and (3) these projects are vital for the protection of public facilities and private property.

The rainy season has started. The proposed projects must be approved now so that the improvements can be installed as soon as possible. This will aid in the prevention of significant damage to both private and public property, and minimize the potential for loss or impairment of life, health, and essential public services that would be caused by flooding similar to that which occurred during last year’s rainy season.

Approval of the recommended actions requires a four-fifths (4/5) vote of the City Council under Public Contract Code Section 22050(a)(1). In addition, Public Contract Code Section 22050(c)(1) requires that when a governing body takes action under Section 22050(a)(1), it must review that action and reaffirm it by a four-fifths vote at each subsequent regularly scheduled meeting until the action is terminated. Accordingly, staff will place this item on each subsequent agenda until each of the projects is completed.

These projects are subject to review under the requirements of the California Environmental Quality Act (CEQA). Staff has determined that the projects are exempt from the requirements of CEQA because the projects are being undertaken as emergency repairs. Furthermore, many of the projects are improvements to existing drainage facilities, consisting of the installation of manhole access structures and lining the failed pipes. Notices of Exemptions have been filed for all of the subject projects.

CONCLUSIONS

Adopting staff’s recommendations will appropriate the funding needed to perform the emergency repairs, approve Change Order Number 2 with Sancon Technologies, Inc., authorize the Director of Public Works to execute Change Order Number 2 and direct the contractor to proceed with the emergency repairs.

FISCAL IMPACT

Staff proposes to account for these additional lining expenditures in the WQFP fund. Program funding is not adequate to pay for these additional costs; therefore, staff proposes an additional General Fund equity transfer to the WQFP fund in the amount of $459,700. As these expenditures are beyond storm drain lining costs included in the WQFP program, future WQFP funding will not be adequate to repay the General Fund.

Estimated General Fund Reserves available to transfer to the WQFP fund are presented in Attachment I to this staff report.

Submitted by,

Ray Holland

Interim Director of Public Works

Reviewed,

Les Evans

City Manager

Attachments: Resolution 2005-

A – Status of Storm Drain Budget

B through H – Photographs

I Schedule of Estimated General Fund Reserves

RESOLUTION NO. 2005-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION 2005-53, THE BUDGET APPROPRIATION FOR FISCAL YEAR 2005-06, FOR A BUDGET ADJUSTMENT TO THE CITY’S WATER QUALITY AND FLOOD PROTECTION FUND AND GENERAL FUND WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and

WHEREAS, on May 31, 2005, the City Council of the City of Rancho Palos Verdes adopted Resolution 2005-53, approving a spending plan and authorizing a budget appropriation for the 2005-06 fiscal year; and

WHEREAS, it is necessary for the City to allocate additional funds for emergency repair of storm drains; and

WHEREAS, a budget increase in the Water Quality and Flood Protection Fund is necessary to authorize the expenditure of additional funds for construction costs.

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

The following adjustment be made to the following funds:

WQFP 501-3052-431-73-00 Improvements $459,700

WQFP 501-3052-391-10-00 Transfer In $459,700

General Fund 101-6000-491-91-00 Transfer Out $459,270

PASSED, APPROVED, AND ADOPTED THE 15th DAY OF NOVEMBER 2005.

 

___________________________

MAYOR

ATTEST:

______________________

CITY CLERK

State of California )

County of Los Angeles )ss

City of Rancho Palos Verdes )

I, CAROLYNN PETRU, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2005- was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on November 15, 2005

_____________________________

CITY CLERK

CITY OF RANCHO PALOS VERDES