REPORT TO COUNCIL
SUBJECT
Title
Urgency Declaration and Action to Approve Expenditures and Ratify an Agreement with SAK Construction, LLC for the Sanitary Sewer Repair Project on Lafayette Street North of Calle Del Mundo
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City’s Water & Sewer Utilities Department maintains a sanitary sewer collection system consisting of approximately 300 miles of sewer lines, 5,800 manholes, and seven pump/lift stations.
Recently, a City contractor performing a condition assessment of the sewer lines provided a list of segments identified as at high risk of structural failure. Staff reviewed the closed-circuit television footage and identified two locations with moderate to severe deterioration on Lafayette Street, approximately 1,100 linear feet north of Calle Del Mundo and near the Union Pacific Railroad (UPRR) right-of-way.
The first location is an existing 33-inch diameter reinforced concrete sanitary sewer pipeline that is approximately 480 linear feet in total length and approximately 11 feet deep running west from the Lafayette Street right-of-way, under the UPRR corridor and within a sewer easement.
The second location is an existing 42-inch diameter reinforced concrete sanitary sewer pipeline that is approximately 470 linear feet in total length and approximately 11 feet deep running parallel to the 33-inch sewer in the first location.
DISCUSSION
On June 25, 2021, staff directly solicited bids from 14 companies to perform the Sanitary Sewer Repair Project at UPRR and Lafayette Street North of Calle Del Mundo. Two bids were received on July 9, 2021 with the following results:
|
Contractor |
Total Bid |
|
Nor-Cal Pipeline Services |
$345,000 |
|
SAK Construction, LLC |
$393,300 |
On July 14, 2021, staff determined Nor-Cal Pipeline Services to be a non-responsive bidder based on the company’s incomplete submittal of the Statement of Qualifications for Construction Work and issued award of contract to SAK Construction, LLC as the lowest responsive and responsible bidder. The City entered into a contract for the urgent sewer repair on July 21, 2021 (Attachment 2). SAK Construction satisfactorily completed the repairs on October 15, 2021.
The pipelines serve as the primary conveyances of wastewater from the City to the Regional Wastewater Facility and a failure in either pipeline would pose severe public health consequences and a threat to safety of residents and property.
Given the threat to public health and safety, staff recommends that the City Council deem the Sanitary Sewer Repair Project at UPRR and Lafayette Street North of Calle Del Mundo as an “urgent necessity” under section 1310 of the City Charter, which allows for the letting of public works contracts “without advertising for bids, if such work shall be deemed by the City Council to be of urgent necessity for the preservation of life, health or property, and [the contract] shall be authorized by motion passed by at least four affirmative votes and containing a declaration of the facts constituting such urgency.”
City Charter Section 1310 also requires that the City Council make a declaration of the basis for the “urgent necessity” for foregoing the standard public works bidding process. This report constitutes the declaration required by that section and requests Council approval to expend the funds and ratify the contract with SAK Construction for the urgent repair.
ENVIRONMENTAL REVIEW
The actions being considered are subject to a statutory exemption from the California Environmental Quality Act (“CEQA”) pursuant to California Public Resources Code section 21080(b), because they involve urgent repairs to public service facilities necessary to maintain service.
FISCAL IMPACT
There are sufficient funds in the Sanitary Sewer System Improvements project in the Sewer Utility Capital Fund to cover all repairs and related costs.
COORDINATION
This report has been coordinated with the Finance Department, the Department of Public Works, and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Deem the Sanitary Sewer Repair Project at UPRR and Lafayette Street North of Calle Del Mundo an urgent necessity under section 1310 of the City Charter, because the pipelines serve as the primary conveyances of wastewater from the City to the Regional Wastewater Facility and a failure in either pipeline would pose severe public health consequences and a threat to safety of residents and property, and ratify the agreement with SAK Construction, LLC in the amount of $393,300 plus 15% contingency in the amount of $59,000 for a total not-to-exceed amount of $452,300.
Staff
Reviewed by: Gary Welling, Director, Water and Sewer Utilities
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Map of the Sanitary Sewer Repair Project at UPRR and Lafayette Street North of Calle Del Mundo
2. Fully Executed Agreement with SAK Construction, LLC