Rancho Palos Verdes City Council
   

JUNE 20, 2006 NOTICE OF COMPLETION OF THE PONTEVEDRA STORM DRAIN REPAIR JUNE 20, 2006 NOTICE OF COMPLETION OF THE PONTEVEDRA STORM DRAIN REPAIR

JUNE 20, 2006 NOTICE OF COMPLETION OF THE PONTEVEDRA STORM DRAIN REPAIR



TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: JUNE 20, 2006

SUBJECT: NOTICE OF COMPLETION OF THE PONTEVEDRA STORM DRAIN REPAIR

RECOMMENDATION

1. Adopt Resolution 2006-_____, 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.

2. Accept the work as complete; and

3. Authorize the City Clerk to file a Notice of Completion with the County Recorder; and if no claims are filed within 35 days after recordation;

4. Authorize the Director of Public Works to release the 10% retention payment, to Peterson & Chase 35 days after recordation of the Notice of Completion by the County Recorder contingent upon no claims being filed on the project.

BACKGROUND

On December 6, 2005 the City Council found that an emergency existed concerning the repair of the Pontevedra Storm Drain. Accordingly, the City Council approved the execution of a construction contract with Peterson & Chase to accomplish this work. Peterson & Chase is the contractor that performed repairs for Caltrans adjacent to the City’s facility within Western Avenue.

DISCUSSION

Upon notification from Caltrans that the State would not be performing the repairs to the storm drainpipe located within the City’s storm drain easement adjacent to their project within Western Avenue, the City Council authorized staff to negotiate a contract with Peterson & Chase. The Contractor began working on the repair December 20, 2005. The work included insuring the soil in the easement area was stable; tunneling underground to remove the existing pipe and creating a path for the new storm drainpipe; installing the new pipe; grouting the annular space between the excavation and the new pipe; backfilling a portion of the access pit within Western Avenue and installing a manhole on Pontevedra Drive.

The initial estimated cost of repairs was $100,000. As work progressed the amount of work required to complete the repair exceeded this estimate. Stabilizing the soil required more concrete treated grout than initially estimated. This made the tunneling more difficult roughly doubling the time needed to complete the task. To facilitate the schedule and minimize delays to the traveling public, double shifts were authorized and the tunneling work was completed only 5 days behind schedule. The tunneling had to follow the original path of the CMP which required the tunnel to turn and twist. Shoring in the excavation had to be accomplished with the use of liner plates that are bolted together and required more time and cost than the conventional method. The new pipe had to be installed in shorter lengths to accommodate the turns in the tunnel. Additionally, costs associated with concrete and asphalt were higher than originally estimated.

The final project costs are as follows:

Contract Award Amount

$100,000

Authorized Contingency Budget

$0

Authorized Total Construction Budget

$100,000

Net Increase

$157,791.53

Total Construction Costs

$257,791.53

 

Changes to the scope of the project included additional video taping needed during the grouting and tunneling operations and the use of a vactor truck to remove standing water from the interior of the pipe prior to connecting the tunnel and the existing pipe. This accounted for an increase of approximately $10,000 to the cost of the project. The remaining cost increases were associated with the time required to complete the tasks and increased material costs. All work has subsequently been satisfactorily completed.

Funding for this project was provided through the Water Quality and Flood Protection Fund (WQFP).

FISCAL IMPACT

Staff proposes to account for these additional construction expenditures in the WQFP fund. Program funding is not adequate to pay for the additional costs; therefore, staff proposes an additional General Fund equity transfer to the WQFP fund in the amount of $157,791.53. As these expenditures are beyond the Pontevedra emergency repair costs included in the WQFP program, future WQFP funding will not be adequate to repay the General Fund. However, staff is working with FEMA to secure reimbursement for the cost of the repairs.
Estimated General Fund Reserves available to transfer to the WQFP fund are presented in Attachment C to this staff report.

CONCLUSIONS

Adopting staff’s recommendations will appropriate the funding that was required to complete the emergency repairs, accept the work as complete, authorize the City Clerk to file the Notice of Completion with the County Recorder, and authorize the Director of Public Works to release the 10% retention 35 days after recordation of the Notice of Completion by the County Recorder contingent upon no claims being filed on the project.

Respectfully submitted:

Ray Holland
Interim Director of Public Works

Reviewed

Les Evans
City Manager

Attachment: A) Resolution 2006-
B) Notice of Completion
C) Statement of Estimated General Fund Reserves