REPORT TO COUNCIL
SUBJECT
Title
Urgency Declaration and Action to Approve Expenditures and Ratify an Agreement with Preston Pipelines, Inc. Related to the Lafayette Street Emergency Sanitary Sewer Pipeline Project
Report
BACKGROUND
The City of Santa Clara Water & Sewer Utilities Department (Department) owns and maintains approximately 300 miles of sewer main, 5,800 manholes, and seven (7) pump/lift stations in the City’s sanitary sewer collections system. The sanitary sewer collections system serves approximately 26,000 customers in the City of Santa Clara.
DISCUSSION
On March 17, 2019, the Department was notified of a four-foot by four-foot sinkhole on the northbound fast lane of Lafayette Street, approximately 1,000 feet north of the intersection with Calle Del Mundo. Staff discovered that the 42-inch diameter reinforced concrete sanitary sewer pipeline, approximately 10 feet deep, had collapsed, compromising the supporting ground structure and subsequently causing the sink hole.
As an immediate response, staff reached out to several contractors to divert traffic away from the sink hole. Preston Pipelines, Inc. (PPI) was the first contractor to respond and secure the area. Using closed-circuit television (CCTV) to inspect the pipeline, staff discovered that approximately 130 feet of the sanitary sewer pipeline that carries about 65% of the total City’s sewage to the treatment plant north of the sink hole was severely corroded. Staff determined that the 130-foot pipeline needed to be replaced and the sanitary sewer manholes in the affected segment needed to be repaired/replaced immediately.
Given the threat to public health, property, and safety of the people, staff determined that the situation met the definition of “urgent necessity” under City Charter Section 1310, allowing for the execution of public works contracts without going through the standard bidding process, which would have otherwise required newspaper publication followed by a ten-day waiting period before awarding a contract. Staff reached out to four contractors through a formal written request for bids to perform the emergency work. All contractors except PPI declined to bid. Subsequently, staff provided approval for PPI to start the emergency repair work.
On March 28, 2019, while PPI was performing the repair work, a portion of the 33-inch diameter sanitary sewer pipeline west of the newly replaced segment failed. Staff performed CCTV inspection of the 42-inch and 33-inch diameter reinforced concrete pipelines around the failed segment and found that an additional 140 feet of the two parallel sewer pipeline segments flowing into the initial segment of failure was completely deteriorated due to the production of hydrogen sulfide gases normally present in wastewater. Since these compromised segments of the sewer pipeline travel perpendicular to the flow of traffic on Lafayette Street, which experience significant traffic loading, staff determined that the additional pipeline segment and five sanitary sewer manholes needed to be replaced or repaired.
The total emergency repair work replaced approximately 270 feet of reinforced concrete pipeline with SaniTite HP pipeline, abandoned one sanitary sewer manhole, added two sanitary sewer manholes, and rehabilitated/replaced three sanitary sewer manholes.
On June 5, 2019, all sanitary sewer pipeline rehabilitation work was completed, and operations restored. The entire project including pavement and curb restoration was completed on July 12, 2019.
City Charter Section 1310 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 PPI for the emergency repairs.
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 emergency repairs to public service facilities necessary to maintain service.
FISCAL IMPACT
The cost to perform the sanitary sewer repairs is $1,452,426.80. A purchase order was generated and funded from the Sanitary Sewer System Improvements project in the Sewer Utility Capital Fund.
COORDINATION
Staff coordinated with the Santa Clara Police Department, Santa Clara Fire Department, Department of Public Works, Finance Department, and the City Manager’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulleting 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> <mailto: clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve the Lafayette Street Emergency Sanitary Sewer Pipeline Project and ratify the agreement in the amount of $1,452,426.80 with Preston Pipelines Inc., based upon the facts contained in this report.
Staff
Reviewed by: Gary Welling, Director, Water & Sewer Utilities Department
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Map of Emergency Sanitary Sewer Pipeline Project
2. Agreement with Preston Pipelines, Inc.