HomeMy WebLinkAbout04. Review draft Position Paper to approve a contingency project in the amount up to $395,000 for the Miner Road Sewer Repairs, District Project 8439 Central San 40
BOARD OF DIRECTORS
POSITION PAPER D
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Board Meeting Date: April 20, 2017
Subject: APPROVE A CONTINGENCY PROJECT IN AN AMOUNT UP TO
$3957000 FOR THE MINER ROAD SEWER REPAIRS, DISTRICT
PROJECT 8439
Submitted By: Initiating Dept./Div.:
Edgar J. Lopez Engineering and Technical
Capital Projects Division Manager Services/Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
JM. Petit— Director of Engineering and Technical Services
A. Sasaki — Deputy General Manager Roger S. Bailey
General Manager
ISSUE: Board of Directors' (Board) approval is required for any contingency project in
an amount above $100,000. Board approval is also required to budget projects or
transfer funds from the Sewer Construction Fund.
BACKGROUND: On January 11 , 2017, after several days of heavy rain, a large
sinkhole enveloped two Central San gravity sanitary sewers that run along Miner Road
in Orinda. Thus, both sewer lines, a 15-inch sewer and an 18-inch sewer, ruptured, and
heavily-diluted sewage was discharged into Lauterwasser Creek, which flows into the
San Pablo Reservoir, a drinking water reservoir operated by East Bay Municipal Utility
District. The City of Orinda (City) owns a 72-inch storm drain that is located at the
bottom of the sinkhole. Central San has been bypassing sewage on Miner Road since
the sinkhole event. The City has been actively working on obtaining all necessary
permits and is also seeking emergency funding.. To date, they are evaluating two
possible alternatives for the sewer repairs, as follows:
1 Alternative 1: The City signed an emergency contract for repair of the culvert
and roadway, and included an optional item for Central San's sewer repairs. If
the same contractor is used for the sewer repairs, the project cost is estimated to
be $180,000, including associated staff time.
2. Alternative 2: The City culvert repair may be delayed for several months (or
longer) depending on obtaining permits and funding, therefore, the City has
notified Central San that they may install a temporary bridge to reopen
Miner Road. The City believes they can construct a temporary bridge quickly
and restore traffic in a timely manner. Installation of a temporary bridge would
result in staff recommending permanent sewer repairs that would not conflict with
any future City culvert. The permanent repairs would consist of a creek crossing
design with concrete piers, steel casings, and is estimated to cost $395,000,
including staff time.
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POSITION PAPER
Board Meeting Date: April 20, 2017
Subject-' APPROVE A CONTINGENCY PROJECT IN AN AMOUNT UP TO $3955000
FOR THE MINER ROAD SEWER REPAIRS, DISTRICT PROJECT 8439
Staff is requesting that the Board approve a contingency project with associated funding
to cover either alternative, so we can quickly respond to the City's need. Regarding
Alternative 2, due to the timing and complications, staff would prefer to complete the
repairs by change order executed under a current sewer renovation contract or by
emergency action since the City's 100-foot long temporary bridge would not allow
operations of the current sewer bypass system. Staff has designed a permanent repair
and solicited proposals from three qualified contractors, and will select the best proposal
based on construction schedule and costs.
ALTERNATIVES/CONSIDERATIONS: Staff considered a temporary repair but elected
not to take this approach due to the uncertainty of the City's implementation, timing,
exposure to the creek, and the likelihood that the work would have to be redone later.
The State of California, Contra Costa County, and the City of Orinda have all
proclaimed a state of emergency.
A financial alternative would be to transfer the funds from other active Capital
Improvement Budget (CIB) projects, which is not recommended since it may result in
budget overruns or delays to other ongoing projects. Another alternative would be to
partially fund the Project when closeouts are done by the end of June 2017, which is
not recommended because of timing.
FINANCIAL IMPACTS: The total cost of the repair project may reach up to $395,000,
which includes design, contractor costs, construction management, and contingency.
The General Manager has already authorized $95,000 for the contingency project. The
requested budget of $300,000 will be transferred from the Sewer Construction Fund by
the General Manager,
There is only $10,000 remaining in the CIB contingency, therefore, an additional budget
approval in the amount of $300,000 is being requested from the Sewer Construction
Fund to continue the Project for the remainder of the fiscal year (FY). There are
adequate funds available in the Sewer Construction Fund.
COMMITTEE RECOMMENDATION: The Engineering and Operations Committee
reviewed this subject at the meeting on April 11 5 2017, and recommended to
approve/not approve the budget for the contingency project.
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POSITION PAPER
Board Meeting► Date: April 20, 2017
subject: APPROVE A CONTINGENCY PROJECT IN AN AMOUNT UP TO $3951000
FOR THE MINER ROAD SEWER REPAIRS, DISTRICT PROJECT 8439
RECOMMENDED BOARD ACTION:
1. Approve a contingency project in the amount up to $395,000 for the Miner Road
Sewer Repairs, District Project 8439.
2. Authorize the General Manager to add $300,000 to the Collection System
Program contingency account for the FY 2016-17 CIB for the Miner Road Sewer
Repair Project, District Project 8439, from the Sewer Construction Fund.
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