DATE: May 16, 2023
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Tiffany Lee, P.E., Senior Civil Engineer
SUBJECT: ACCEPT ALL WORK PERFORMED BY 316 ENGINEERING AND CONSTRUCTION CO., INC. FOR THE VALVE REPLACEMENT
PROJECT AS COMPLETE
CEQA: Exempt
Recommendation: Approve
SUMMARY
On August 16, 2022, the City Council approved a contract with 316 Engineering and Construction Co., Inc. in the amount of $131,300 for the Valve Replacement Project, with a 10% contingency. The terms and conditions of this project have been met and the work has been performed to the satisfaction of the Project Manager for a total project cost of $141,038.88. This amount reflects the original contract amount of $131,300 plus quantity changes totaling $9,738.88, or 7.4% more than the original contract amount.
It is recommended that the City Council accept all work performed by 316 Engineering and Construction Co., Inc. for the Valve Replacement Project as complete; and authorize the final payment to be made in accordance with the contract documents, subject to retention of $7,051.94.
BACKGROUND
As part of the valve exercising program, valves in the water distribution system are regularly inspected to verify proper function and identify valves that are broken or in need of repair. During a routine inspection, it was determined that the water distribution system valves at the following three locations were inoperable and in need of replacement:
• Duarte Road and Santa Anita Avenue
• Santa Anita Terrace and Santa Anita Avenue
• Camino Real Avenue and Santa Anita Avenue
Accept Valve Replacement Project
May 16, 2023
During valve exercising, two additional valves at the intersection of Duarte Road and Santa Anita Avenue were found broken and in need of replacement. To avoid a future closure at the intersection of Duarte Road and Santa Anita Avenue, it was determined that for Fiscal Year 2021-22, the City would remove and replace the valves at the intersection of Duarte Road and Santa Anita Avenue, and include the removal and replacement of the valves at the intersections of Santa Anita Terrace and Santa Anita Avenue, and Camino Real Avenue and Santa Anita Avenue, in the Fiscal Year 2022-23 Valve Replacement Project.
The 12-inch water mains at the intersections of Duarte Road and Santa Anita Avenue are cast iron pipes that were constructed in 1954. The pipes have gate valves along their length that allow water utility crews to isolate portions of the pipe in case of an emergency or a broken water main. Due to their age, the gate valves were not fully operational and needed to be replaced. These gate valves are critical to the emergency operation of the City’s water system.
DISCUSSION
On August 16, 2022, the City Council approved a contract with 316 Engineering and Construction Co., Inc. for the Valve Replacement Project. During the course of work, it was determined that the City would remove and replace the valves at the intersection of Duarte Road and Santa Anita Avenue. The valves at the intersections of Santa Anita Terrace and Santa Anita Avenue, and Camino Real Avenue and Santa Anita Avenue, will be completed in the Fiscal Year 2022-23 Valve Replacement Project. These changes resulted in additional cost for labor, materials, and traffic control. Below is a description of the contract change orders.
CCO Description Amount
1. Added – Additional Labor Cost for Searching for Material and Ultra Welding 5,751.08
2. Added – Additional Materials 2,377.80
3. Added - Additional Traffic Control 1,610.00
Total: 9,738.88
The work performed included excavating in the street and right-of-way at the intersection of Duarte Road and Santa Anita Avenue, removing the damaged gate valves, and installing one new 6-inch gate valve, one new 12-inch gate valve, and one new 16-inch gate valve. The terms and conditions of this contract have been complied with and the work has been performed to the satisfaction of the Project Manager. 316 Engineering and Construction Co., Inc. completed the work as defined in the project plans and specifications in an efficient and timely manner.
Accept Valve Replacement Project
May 16, 2023
ENVIRONMENTAL ANALYSIS
The project involved the replacement and minor alteration of an existing utility system with no expansion of the system, and therefore, qualified as a Class 2 categorical exemption per Section 15302(2) of the California Environmental Quality Act (“CEQA”).
FISCAL IMPACT
Funds in the amount of $150,000 were budgeted in the Fiscal Year 2021-22 Capital Improvement Program for this project. The total cost for the Valve Replacement Project is $141,038.88. This amount reflects the original contract amount of $131,300 plus quantity changes totaling $9,738.88, or 7.4% more than the original contract amount.
RECOMMENDATION
It is recommended that the City Council accept all work performed by 316 Engineering and Construction Co., Inc. for the Valve Replacement Project as complete; and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $7,051.94.