CITY COUNCIL STAFF REPORT
Meeting Date: February 06, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-23 ACCEPTING THE GREGORY GARDENS STORM DRAIN REHABILITATION PROJECT NO. 03-21 AS
COMPLETE AND AUTHORIZING THE MAINTENANCE
SUPERINTENDENT TO ISSUE AND RECORD A NOTICE OF
COMPLETION
SYNOPSIS
The Gregory Gardens Storm Drain Rehabilitation Project No. 03-21 provided for the removal of approximately 700 linear feet of a private corrugated metal pipe (CMP) storm drain system and replaced it with a new, public storm drain pipeline in the Gregory Gardens neighborhood. The contractor, Kerex Engineering, Inc. has completed all the work to the City’s satisfaction.
The purpose of this item is to consider the acceptance of the Gregory Gardens Storm Drain Rehabilitation Project No. 03-21 as complete and to authorize the issuance of a Notice of Completion.
DISCUSSION
Background
The Gregory Gardens Storm Drain Rehabilitation Project No. 03-21 is part of the City’s Storm Drain Program’s 5 Year Plan and was identified in the approved Capital Improvement Plan FY 2020 – 2025 (CIP) as an unfunded project. The Gregory Gardens No. 6 subdivision created a private storm drain system in the early 1950’s to collect storm water runoff and discharge it into Grayson Creek and the Contra Costa County Flood Control channel. The approximately 700 linear foot long corrugated metal pipe (CMP) storm drain system had reached the end of its useful life.
Due to increased flooding, safety concerns and the potential for property damage, the City Council, at its October 4, 2021 meeting authorized $1.5 Million in ARPA funding to complete the design and construction of the Gregory Garden Storm Drain Improvement Project.
The original project design called for the “open cut” method of removing of and replacing approximately 150 linear feet of an existing private corrugated metal storm drain pipe (CMP) from the inlet in the right-of-way at 1942 Patricia through the property’s side yard to the Flood Control Channel. Staff’s inspections during construction revealed unforeseen construction constraints along the alignment that would not accommodate the original design. Staff worked with the property owner, affected utilities, and our design engineer to design and construct an acceptable pipeline alignment that allowed the project to be completed to the City standard.
Project highlights included:
1,057 linear feet of new storm drain pipe
12 new storm drain inlets
168 linear feet of Cured-in-Place Pipe
Repaired 270 linear feet of concrete curb and gutter
Repaired 150 square feet of concrete valley gutter
Analysis
The total cost of construction is $1,464,701.92 which is $85,120.92 over the total budgeted contract amount of 1,379,581.00. The original project design called for the “open cut” method of removing and replacing the existing private 24” CMP with a new 36” reinforced concrete pipe (RCP) along the north side of 1942 Patricia Drive. During construction it was discovered that the property owner had previously “underpinned” their home to provide additional structural stability. This underpinning was located within the new pipe alignment, and it was determined there was not enough space between the underpinning and the property line to install the new 36” RCP. Staff and LCC worked with the property owner and affected utilities, to redesign the pipe alignment along the south side of the property, and complete the project. This design change resulted in an $85,120.92 increase in construction cost that was not included in the authorized budget. Staff is requesting this additional construction cost be funded from available Measure K funds. Staff has confirmed with the Finance Department that these Measure K funds are available.
The project is now complete and the work conforms to the construction plans and specifications.
The project began on March 15, 2022, and was substantially completed on November 30, 2022.
The contract initially allotted 60 working days to complete the work and project completion date was June 3, 2022. The necessary re-design of the pipeline alignment resulted in a project shut down for 120 calendar days. The contractor was then awarded an additional 60 working days to complete all remaining utility, storm drain, paving and restoration work. Acceptance of this project was delayed until the contractor completed all punch list items, and submitted all the necessary project closeout paperwork required by the Contract Documents.
The City is retaining five percent of this amount ($73,235.10) from Kerex Engineering, Inc. to ensure that all subcontractors and suppliers have been paid. The procedure for releasing these monies is the City Council’s formal acceptance of the work with authorization to issue and record a Notice of Completion. If there are no claims filed within 35 days of recording the notice, final payment of the retained amount can be made to the contractor.
FISCAL IMPACT
The project was funded by utilizing a combination American Rescue Plan Act (ARPA) and Measure K Funds.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt resolution accepting the Gregory Gardens Storm Drain Rehabilitation Project as complete and authorize the Maintenance Superintendent to issue and record a Notice of Completion.
ALTERNATIVES TO RECOMMENDED ACTION
None Recommended.
ATTACHMENT(S):
Proposed Resolution
Prepared by: Ann James, Maintenance Superintendent
Approved by: June Catalano, City Manager