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HomeMy Public PortalAbout08. Amend Agreement with Tunnelworks Services - Sewer Rehabilitation Project - Phase 5Claremont City Council Agenda Report File #: 4940 Item No: 8 TO: ADAM PIRRIE, CITY MANAGER FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR DATE: NOVEMBER 28, 2023 Reviewed by: City Manager: AP SUBJECT: AUTHORIZATION TO AMEND THE EXISTING AGREEMENT WITH TUNNELWORKS SERVICES, INC. FOR THE SEWER REHABILITATION PROJECT - PHASE 5 (FUNDING SOURCE: SEWER FUND) SUMMARY On June 13, 2023, the City Council authorized the City Manager to enter into an agreement with Tunnelworks Services, Inc. for Phase 5 of the Sewer Rehabilitation Project. The project commenced in September 2023 and includes cleaning and inspecting identified sewer lines before completing repairs. The City has identified the need to amend the scope of work at two locations via change order based upon the most recent inspections. This report requests authorization to amend the contract and to appropriate $6,218 to facilitate the necessary repairs. RECOMMENDATION Staff recommends that the City Council: A. Authorize the City Manager to execute an amendment to the Sewer Rehabilitation Project - Phase 5 agreement with Tunnelworks Services, Inc. to increase the contract not -to -exceed amount from $327,789 to $334,007; B. Appropriate $6,218 from the Sewer Fund to cover the additional cost of Change Order 3; and C. Find this item is exempt from environmental review under the California Environmental Quality Act (CEQA). ALTERNATIVE TO RECOMMENDATION In addition to the recommendation, there is the following alternative: • Request additional information from staff. CLAREMONT Page 1 of 3 Printed on 11/22/2023 FINANCIAL REVIEW At its June 13, 2023, meeting, the City Council awarded a contract to Tunnelworks Services, Inc. in the amount of $297,990 for Phase 5 of the Sewer Rehabilitation Project. The City Council also authorized a ten percent contingency in the amount of $29,799, for a total contract amount of $327,789. Two change orders have been processed in the amounts of $1,052 and $3,000 to perform additional cleaning and inspection and to add two additional sectional patches. This leaves $25,747 of the contingency remaining. Recently, the City has received a proposed change order to line 390 linear feet of sewer line at a cost of $34,965 in lieu of installing two sectional patches at a cost of $3,000, for a net increase of $31,965. The change order value is based upon the competitively bid unit pricing contained in the contract. This change order exceeds the available project contingency by $6,218. Staff recommends that the City Council authorize an amendment to the contract increasing the not -to -exceed value to $334,007 to allow for the necessary repair work. This purchase complies with all City purchasing guidelines, and bid and contract documents are available for review in the City Clerk's office. The staff cost to prepare this report and administer this contract is estimated at $5,100 and is included in the operating budget of the Community Services Department. ANALYSIS Project Background Claremont's sanitary sewer system is managed and operated by the Community Services Department. The physical sewer system infrastructure consists of approximately 120 miles of gravity - fed sewer lines and approximately 2,900 manholes and/or clean -outs. In 2016, the City completed a citywide Sanitary Sewer System Condition Assessment. The assessment analyzed the condition of the system and identified defects and potential problem areas. From this assessment, staff developed a five-year repair schedule to address defects identified in the assessment. Phase 1 was completed in 2019, Phase 2 in 2020, Phase 3 in 2021, Phase 4 in 2022, and Phase 5 is included in the 2022-24 Budget. Phase 5 is the final phase of the project. The approved work under the Phase 5 contract includes pre -cleaning of sewer pipes, filming with closed-circuit television (CCTV) before and after installing lining, installing 2,615 linear feet of cured - in -place pipe (CIPP) and 36 CIPP patches, and re-establishing all lateral connections. Project Change Orders City staff previously approved two change orders in the amounts of $1,052 and $3,000. These change orders included one additional cleaning and inspection location and two additional sectional patches, which were deemed necessary based upon updated CCTV inspections. In addition to the two approved change orders, a third change order is proposed. After performing pre -cleaning and CCTV inspection, a 390 -foot segment of sewer mainline was found to be fully deteriorated with multiple fractures and breaks. The current contract calls for the section to receive two sectional patches at a cost of $3,000, based upon inspections performed in 2017. However, based upon the current condition, the line warrants a full relining, at a cost of $34,965. After crediting CLAREMONT Page 2 of 3 Printed on 11/22/2023 )GvN¢>ic>ri by I egis[ai the $3,000 previously approved for the patches, the total proposed change order is $31,965. Completing the relining will provide a structurally sound, smooth, jointless, and watertight pipe within an existing pipe. The lining provides a fifty-year or greater service life. The City Council previously authorized a ten percent project contingency in the amount of $29,799. City staff previously approved two change orders totaling $4,052, leaving a remaining contingency of $25,747. In order to fund the additional lining referenced above, a $6,218 appropriation is required. RELATIONSHIP TO CITY PLANNING DOCUMENTS Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2022-24 Budget. CEQA REVIEW In accordance with the California Environmental Quality Act (CEQA), the Sewer Rehabilitation Project Phase 5 is categorically exempt pursuant to CEQA Guidelines Section 15301. This Class 1 exemption allows for the repair, maintenance and minor alteration of existing public structures with negligible or no expansion of existing facilities. The purpose of the project to address known defects in the sanitary sewer system, there will be no expansion of existing facilities. Additionally, none of the exceptions to the categorical exemptions set forth in State CEQA Guideline Section 15300.2 applies to the proposed project because the proposed project (1) is not located in a uniquely sensitive environment, (2) is not located within a highway officially designated as a state scenic highway, (3) is not located on a hazardous waste site, (4) would not have a cumulative impact, and (5) would not have a significant substantial adverse change in the significance of a historical resource. Therefore, no additional environmental review is required. PUBLIC NOTICE PROCESS The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk's Office. Submitted by: Jeremy Swan Community Services Director Prepared by: Kristin Mikula Community Services Manager CLAREMONT Page 3 of 3 Printed on 11/22/2023 )GvN¢>ic>ri by I egis[ai