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Home My WebLink About2019-08-15 (Special) Meeting Agenda Packet Please note: If you have a disability and need auxiliary aids or services, please notify the City of Englewood (303-762-2405) at least 48 hours in advance of when services are needed. 1000 Englewood Pkwy – Council Chambers Englewood, CO 80110 AGENDA City Council Special Meeting Thursday, August 15, 2019 ♦ 6:00 PM I. Call to Order II. Pledge of Allegiance III. Roll Call IV. Contract Authorization - Sante Fe Storm-water Damage a. Staff request City Council authorize a contract for construction with American Civil Constructors Inc. for the Santa Fe storm water damage. Staff: Public Works Director Maria D' Andrea Emergency Purchase Authorization-Santa Fe Stormwater System Damage - Pdf V. Adjournment Page 1 of 6 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria DAndrea DEPARTMENT: Public Works DATE: August 15, 2019 SUBJECT: Emergency Purchase Authorization-Santa Fe Stormwater System Damage DESCRIPTION: Emergency Purchase Authorization-Santa Fe Stormwater System Damage RECOMMENDATION: Staff requests Council approve an agreement with American Civil Constructors, Inc., for the continuation of the emergency repairs upon the stormwater sewer underlying Oxford in an amount not to exceed $280,000, such amount in addition to those funds previously authorized pursuant to Emergency Purchase Resolution #57, Series of 2019, as approved on July 3rd, 2019, and amended on July 11, 2019. PREVIOUS COUNCIL ACTION: Resolution #57, Series of 2019, dated July 3, 2019 approved an emergency purchase order with American Civil Constructors, Inc. for emergency repairs to the stormwater system underlying Oxford and the surrounding area, following the failure of the pipe resulting in a sinkhole, all arising out of a rain storm occurring on July 1, 2019. The original resolution of emergency purchase authorized repairs in an amount not to exceed $120,000. On July 11, 2019 Council amended that Resolution and authorized an additional expenditure of $120,000 for a total amount not to exceed $240,000. The administrative procurement grid approved by the City Council through Resolution #14, Series of 2019, dated April 1, 2019, requires the Mayor or Mayor Pro Tem to call a Special Meeting of the City Council to authorize emergency expenditures in excess of $100,000. SUMMARY: The previous Director of Utilities procured American Civil Constructors (ACC) to begin repairs to the damaged storm sewer. That work began on July 2, 2019. American Civil Constructors was selected to provide the emergency services as they had completed previous work on another section of that stormwater pipe following a previous sinkhole event. ACC immediately began work to secure the area and render the area safe for the community. Next, with the assistance of City staff, ACC began an in-depth investigation and inspection of the area in which the failure occurred. ACC discovered that an additional 110 feet of storm sewer pipe was unstable and required immediate replacement. As work progressed, the contractor encountered a large (48" diameter) sanitary sewer main running perpendicular to Oxford Street that crosses over the storm sewer line being replaced. While the sanitary sewer main was marked, the depth of the main in proximity to the depth of the storm sewer was previously unknown. As the contractor excavated the storm sewer pipe, it was determined that removing the storm sewer and replacing Page 2 of 6 it poses a serious risk to the reliability of the sanitary sewer pipe, potentially resulting in that pipe’s failure. There are also several other utility crossings which will need to be shored or braced, as well as repairing/replacing the remainder of the pipe replacement. To protect the sanitary sewer line engineers are proposing soil stabilization to hold up the sanitary sewer line using a specialized contractor. Several other utilities along the remainder of the storm sewer line that will be replaced will also require soil stabilization or shoring. Work upon the emergency repairs has been stopped until a solution could be determined, and action approved by the City Council. Of the $240,000 authorized to date, approximately $220,000 has been expended, but work is still needed to complete the repair. Staff estimates remaining repairs to the stormwater pipe itself will cost the City an additional $80,000 to complete. So, an additional allocation of $90,000 is being requested for this purpose. ($110,000 to complete, less $20,000 remaining authorized funds = $60,000) Two quotes were solicited for the soil stabilization work. The low bid was just over $120,000. Finally, a spot repair to remove the section of pipe and concrete that was washed downstream and lodged in the pipe as shown to the City Council on July 12, 2019, is estimated to cost $25,000. With markups (estimated at $20,000) by the contractor, the total additional cost is estimated to be $280,000. There are also additional costs related to paving the enlarged excavation site anticipated to be $55,000. The city's Mill & Overlay contractor is providing a quote to complete this work as a change order to their contract. FINANCIAL IMPLICATIONS: Of the $240,000 authorized to date, approximately $220,000 has been expended. These are detailed by ACC based on the time & materials expended as well as rental costs for shoring equipment, etc. Funds for the expenditure will come from the storm drainage fund which currently has an available balance of $773,531. Should the entire additional $280,000 be used, the remaining available balance would be $493,531. Initial Authorization $120,000 Second Authorization $120,000 Current Authorization $280,000 Total Estimated Cost $520,000 ALTERNATIVES: The alternative to immediately addressing these newly discovered stormwater system issues is to delay the necessary repairs, leaving the emergency project incomplete. Completion of this emergency project could be incorporated into the proposed comprehensive storm sewer system improvements. Staff does not recommend this alternative because the high risk of failure in this section of stormwater pipe poses a danger to the safety of the community. CONCLUSION: Page 3 of 6 Staff requests the City Council authorize the additional expenditure of up to $280,000 for a total project authorization in an amount not to exceed $520,000, all directly arising out of the emergency repairs to the stormwater system and surrounding area caused by the pipe failure from the July 1, 2019 rain storm. ATTACHMENTS: Contract Approval Summary Page 4 of 6 Contract Approval Summary V10/25/2017 Page | 1 Contact Identification Information (to be completed by the City Clerk) ID number: Authorizing Resolution/Ordinance: Recording Information: City Contact Information Staff Contact Person: Maria D'Andrea Phone: 303-762-2506 Title: Director of Public Works Email: mdandrea@englewoodco.gov Vendor Contact Information Vendor Name: American Civil Constructors, LLC Vendor Contact: Vendor Address:4901 S Windermere St Vendor Phone: 303-795-2582 City: Littleton Vendor Email: State: CO Zip Code: 80120 Contract Type Contract Type:Construction Agreement Description of ‘Other’ Contract Type: Description of Contract Work/Services: Attachments: ☒Contract -- ☐Original ☐Copy ☐Addendum(s) ☐Exhibit(s) ☐Certificate of Insurance Summary of Terms: Start Date: 07/01/2019 End Date: 09/30/2019 Total Years of Term: 1 Total Amount of Contract for term (or estimated amount if based on item pricing): $120,000.00 If Amended: Original Amount $120,000 Amendment Amount $400,000 Total as Amended: $520,000.00 Renewal options available: N/A Payment terms (please describe terms or attach schedule if based on deliverables): Upon completion of work Attachments: ☐Copy of original Contract if this is an amendment Repair of storm sewer pipe in Oxford Avenue & surrounding area Page 5 of 6 Contract Approval Summary V10/25/2017 Page | 2 ☐Copies of related Contracts/Conveyances/Documents Source of funds (Insert Excel Document Image): Attachment (For Capital Items Only / Expense Line Item Detail is Located in Open Gov): ☐Prior Month-End Project Status and Fund Balance Report Process for Choosing Vendor: ☐Bid: ☐ Bid Evaluation Summary attached ☐ Bid Response of proposed awardee ☐RFP: ☐ RFP Evaluation Summary attached ☐ RFP Response of proposed awardee ☐Quotes: Copy of Quotes attached ☒Sole Source: Explain Need below ☐Other: Please describe CAPITAL ONLY A B C 1 = A-B-C Capital Operating Year Tyler / New World Project # / Task#Fund Division Object Line Item Description Budget Spent to Date Contract Amount Budget Remaining Capital 2019 34 1101 003 Technology & Equipment 773,531.00$ -$ 280,000.00$ 493,531.00$ -$ Total by Fund and Current Year 773,531.00$ -$ 280,000.00$ 493,531.00$ C 2020 -$ -$ -$ -$ O 2020 -$ -$ -$ -$ Total by Fund and Next Year -$ -$ -$ -$ Grand Total 773,531.00$ -$ 280,000.00$ 493,531.00$ NOTES (if needed): For Operating Expense Line Item Detail, please review information provided in OpenGov. For Capital items, please review Attachment - Prior Month Project Status and Fund Balance Report CAPITAL & OPERATING EXPENSE Emergency repair. ACC is located near the repair site and is able to mobilize the necessary equipment and resources to complete the work in a timely manner Page 6 of 6