CITY COUNCIL STAFF REPORT
Meeting Date: June 05, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION ___-23 ACCEPTING THE DIABLO VIEW ROAD
AND PLEASANT HILL ROAD STORM DRAIN IMPROVEMENTS
PROJECT NO. 22-05 AS COMPLETE AND AUTHORIZING THE CITY
ENGINEER TO ISSUE AND RECORD A NOTICE OF COMPLETION
SYNOPSIS
The Diablo View Road & Pleasant Hill Road Storm Drain Improvements Project No. 22-05 (Project) provided storm drain improvements at the intersection of Diablo View Road and Pleasant Hill Road, as well as along Diablo View Road to the Barnett Circle intersection. The contractor, Norgo Engineering, has completed all work to the City’s satisfaction. The purpose of this item is for City Council to consider the acceptance of the Project as complete and to authorize the issuance of a Notice of Completion.
DISCUSSION
Background
The Storm Drain Improvement Program identified in the 2022 – 2027 Capital Improvement Plan (CIP) funds the installation of new storm drain facilities or needed upgrades to existing facilities.
Projects funded through this program are implemented per the City’s Storm Drain Improvement Priority List, and address locations of poor drainage or areas with localized flooding. The Diablo View Road & Pleasant Hill Road Storm Drain Improvements Project No. 22-05 is identified on the CIP as Project CP-22-1.
On November 7, 2022, the City Council adopted Resolution No. 96-22, which awarded a construction contract for the project to the low bidder, Norge Engineering, for $392,322.50 (including contingency).
Analysis
Diablo View Storm Drain. The Project is now complete and the work conforms to the construction plans and specifications. Construction began on January 12, 2023. The Contractor substantially completed the project on March 31, 2023, which was within the allotted contract time.
Project highlights included installation of new:
810 linear feet of 18-inch HDPE storm drain pipe along Diablo View Road and Pleasant Hill Road
3 each Type I manhole and base
1 each Type II manhole and base
1 each Type G drain inlet and base
2 each Type J drain inlet and base
1,375 square feet of additional asphalt concrete
Restoration of existing roadside swale
Restoration of traffic striping and traffic signs
The total cost of construction, including one change order, is $368,727.83, which is $23,594.67 below the approved contract amount of $392,322.50. Change order work totaled $27,577.83 and included items that were outside the original scope of work, as follows:
Existing utility conflicts and minor design changes;
Unknown existing abandoned corrugated piping within the project limit; Additional hand digging, potholing, and saw-cutting due to unmarked and unknown existing utilities;
Additional 530 square feet of asphalt paving;
Additional manhole restoration.
EBMUD Utility Paving. Prior to the start of the City’s Project, East Bay Municipal Utility District (EBMUD) performed a water main relocation at the Barnett Circle and Diablo View Road intersection. The City’s contractor, on behalf of the utility, performed the final asphalt paving restoration for EBMUD’s work area upon completion of the City’s Project. EBMUD subsequently reimbursed the City $3,600 for the additional asphalt paving, which was then applied to the Project’s account balance.
Retention. The City is retaining up to five percent of the total construction cost ($18,436.39) from Norgo Engineering to ensure that the Contractor pays all of its vendors and suppliers. The procedure for releasing the retention requires 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, the City may release final payment of the retained amount to the contractor. The completed work is subject to a one-year maintenance period to address any problems that occur within that time.
Emergency Repair. Due to heavy rain and flooding during the months of January through March 2023, a large sinkhole developed on the asphalt pavement on Chadima Lane, resulting in a nonfunctioning storm drain inlet. After investigation, City staff discovered a large void underneath the failing asphalt pavement spanning across the entire length of the 30-foot-wide street measuring approximately 5 feet in breadth and 3 feet in depth.
Due to the unsafe nature of the undermined roadway, the sinkhole prompted the City to immediately request that Norgo Engineering, whose team was mobilized and had just completed the storm drain repairs on Diablo View Road the week prior, perform emergency repairs during the week of April 3, 2023. The City has available funding for emergency repairs, as well as preplanned projects, within the Storm Drain Improvement Program (MK-2) of the approved 2022- 27 Capital Improvement Plan.
FISCAL IMPACT
The contractor completed the Project within approved budgeted amount at a total cost of $368,727.83. The overall Project, which was paid for through the allocation of American Rescue Plan Act of 2021 (ARPA) funds, cost less than the original budget of $620,000, a result partly attributable to the City’s outreach during the advertising for public bidding. The remaining savings of $251,272.17 will return to the City’s ARPA fund balance for future allocation.
Norgo Engineering performed the emergency sinkhole repair work on Chadima Lane on a time and materials basis at a total cost of $38,451.46. There is sufficient Measure K fund balance within the Storm Drain Improvements Program (MK-2) of the approved 2022-27 Capital Improvement Plan to pay for this unanticipated emergency work.
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 a resolution accepting the Diablo View Road & Pleasant Hill Road Storm Drain Improvements, Project No. 22-05, as complete and authorizing the City Engineer to issue and record a notice of completion.
ALTERNATIVES TO RECOMMENDED ACTION
None recommended.
ATTACHMENT(S):
Proposed Resolution
Prepared by: Omar Adina, Assistant Engineer
Reviewed by: Ananthan Kanagasundaram, City Engineer
Approved by: June Catalano, City Manager