DATE:
September 19, 2023
TO:
Chair and Board Members, Hesperia Water District
FROM:
Rachel Molina, City Manager
BY:
Nathan Freeman, Director of Development Services
Cassandra Sanchez, Deputy City Engineer
Mark McKinley, Assistant Engineer
SUBJECT:
Accept Water Service Line Relocation – Phase I, C.O. No. 8092
RECOMMENDED ACTION
It is recommended that the Board of Directors of the Hesperia Water District accept the work constructed under the Water Service Line Relocation Phase I, C.O. No. 8092 and authorize staff to record a Notice of Completion and release all withheld retention amounts 35 days from the date of recordation.
BACKGROUND
On December 11, 2019, the City was awarded a grant to assist in the relocation of existing water service lines and existing water meters from the existing 4-inch deteriorating steel main lines at the rear of 29 lots identified as part of Phase I of the Water Service Line Relocation project, C.O. No. 8092. These lots are located on Mission Street, Fir Street, and El Centro Street, respectively north to south, and from Eleventh Avenue to Seventh Avenue, respectively west to east. Said services were relocated and connected to new, previously completed, polyvinyl chloride (PVC) pipelines located within City right-of-way at the front of said properties. There has been a long history of leaks and frequent repairs required to maintain the existing 4-inch steel main lines. In addition to these leaks and repairs, Public Works access to the existing 4-inch steel water mains and water meters, for maintenance and meter reading, have proven to be very difficult as dedicated public alley ways do not exist within the parameters of said project area, and most residences have fenced off their rear yards hindering access for routine maintenance and or emergency response.
On September 20, 2022, the City Council awarded a contract to R.E. Chaffee Construction, Inc. in the amount of $312,000. Additionally, a contingency in the amount of $31,200 was approved for a total contract amount of $343,200.
ISSUES/ANALYSIS
A Notice to Proceed was issued to R.E. Chaffee Construction, Inc. on May 22, 2023 to begin work on the project. Construction was completed to the satisfaction of the Construction Inspector and the Project Manager on July 8, 2023. The improvements were completed within the budget appropriated to the project. During the process of preparing progress payments, an $1,800 miscalculation between the contract amount of $312,000 and the actual cost for the 29 lots of $313,800 was discovered during processing of the contractor invoices which resulted in a Change Order for a total amount of $1,800. The final contract amount of $313,800 is within the contract authority provided by the Board of Directors.
Staff recommends acceptance of the completed work and authorization to record a Notice of Completion for the project and release the retention amounts withheld from progress payments. Retention funds held for this project will be released to the contractor 35 days from the date of recordation.
FISCAL IMPACT
Funding for the project was budgeted in the approved Fiscal Years’ 2022-23 and 2023-24 Capital Improvement Program (CIP) Budget in Water Capital (Fund 701). The City also received a grant in the amount of $75,000 from the U.S. Department of the Interior, Bureau of Reclamation to assist with funding the project. There are no fiscal impacts related to this action.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
None.
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the Chair and Board Members of the Hesperia Water District Accept Water Service Line Relocation – Phase I, C.O. No. 8092 September 19, 2023