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HomeMy WebLinkAboutCC AG PKT 2015-04-13 #H AGENDA STAFF REPORT DATE: April 13, 2015 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Sean P. Crumby, PE, Director of Public Works SUBJECT: PROJECT UPDATE FOR BEVERLY MANOR RESERVOIR EMERGENCY ROOF REPAIRS SUMMARY OF REQUEST: That the City Council adopt Resolution No. 6550 approving: • Budget Amendment 15-10-01 to allocate $159,431 to repair facilities at Beverly Manor Reservoir and recognize revenue in the amount of $203,000 to fund the repairs. • Plans and specifications for roof repairs. BACKGROUND AND ANALYSIS: The City of Seal Beach operates a domestic water facility located at 3131 North Gate Road. Located within the property is a well-site, booster pump station, and water reservoir. The reservoir is one of two in the City and is critical to providing water service for residents. The reservoir has been covered by a corrugated aluminum roof that assists with water quality and reduces evaporation of the water. On April 30, 2014, a large wind event came through Seal Beach and a portion of the roof for the reservoir blew into the neighboring property. Fortunately, no injuries were sustained and minor property damaged occurred. The neighboring property is owned by the City of Seal Beach and utilized by the Orange County Fire Authority for fire protection services. Approximately 60-70 percent of the roof structure remained in place, which posed an immediate safety concern as high winds were persisting at that time. Directly adjacent to the Beverly Manor Reservoir is the 1-405 Freeway, which facilitates more than 500,000 vehicles daily. If a portion of the remaining roof blew onto the freeway, the impact could have been significant. Immediately, City staff, with help from various consultants, began an emergency clean-up of the site and removal of the remaining roof. The emergency work was Agenda Item H assigned project number WT1403. As the facility is critical to the City's ability to provide water, an analysis was immediately begun to replace the roof. The existing roof structure had been in place for more than 40 years and the technology with these structures has evolved. The analysis first included a study that assessed various types of roofing structures and made a recommendation on a preferred structure type. Once the structure type was determined, a design was completed so that the project could be bid. Simultaneously with these activities, staff worked with the California Joint Powers Insurance Authority (CJPIA) and filed a claim for the emergency. CJPIA has agreed that all impacts as a result of the wind damage occurring on April 30, 2014 will be covered under the City's insurance. This project represents the largest valued claim that CJPIA has ever processed and, as such, there has been a learning process for both City and CJPIA staff. Although CJPIA approved the claim, as the process evolved staff from both agencies had not delivered a project of this magnitude nor technical complexity via an insurance claim. The activities within the claim are as follows: • Property damage at neighboring property (personal and City) • Emergency clean-up at the two properties (Beverly Manor Reservoir and OCFA Station 48) • Increased cost of water service o Reimbursement of value of water within the reservoir at the time of the incident • Design services for replacement • Staff time managing the design and construction support services • Construction of replacement facilities • Replacement roof structure • Replacement reservoir liner • Replacement equipment within the reservoir (chlorination and mixing systems) Expenses for these activities are summarized as follows: Property Damage Claims managed directly by CJPIA Emergency Clean-up City crews and equipment $6,764 Technical assistance (AKM Consulting Engineers) $16,671 Contractor assistance (Charles King Company) $32,394 Increased Cost of Water Service Value of water within the reservoir $6,261 Page 2 Design Services for Replacement Structure Roof Alternatives Study (AKM Consulting Engineers) $9,960 Design of roof structure (AKM Consulting Engineers) $100,406 Construction of Replacement Facilities Bidding and construction is managed directly by CJPIA $3,000,000 (estimated) City staff time and construction support services $30,000 (estimated) Emergency Roof Construction Status Construction of the emergency roof was bid by CJPIA and awarded to the Belfort USA Group. Belfort has begun work at the site. The structure selected for the roof is an aluminum dome structure. Belfort has designed the roof connections and the roof structure is currently being manufactured. It is anticipated that the roof will be delivered in fall 2015. It is anticipated that the project will be completed by winter 2015. Water Station Rehabilitation - Beverly Manor (WT0904) Within the FY 2014-15 approved budget and Capital Improvement Program is a project entitled Water Station Rehabilitation — Beverly Manor Reservoir. This project has $2.7 million budgeted to rehabilitate the well and booster station at the Beverly Manor Reservoir. This project is still necessary as the emergency roof repair to the reservoir does not rehabilitate the well and booster station. The design for the project is near complete, and is being performed by AKM Consulting Engineers. It is anticipated that this project will begin construction after the completion of the roof. ENVIRONMENTAL IMPACT: This project is categorically exempt from review under California Environmental Quality Act ("CEQA") pursuant to Section 15301, Class 1(c) of the State CEQA Guidelines. LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form.. FINANCIAL IMPACT: The emergency replacement of the roof structure is being funded entirely by the CJPIA. To date, the City has received reimbursement from CJPIA in the amount of $142,086. Payments made to vendors have totaled $159,431. Total reimbursement is estimated to reach $203,000. Budget Amendment 15-10-01 recognizes the revenue for this project as follows: Revised/Adopted Proposed Budget(diff) Description Account Budaet Budget Amendment Capital Project 019-950-49605 $6,851,713 $7,054,713 $203,000 Reimbursement 019-950-30700 $0 $203,000 $203,000 Page 3 RECOMMENDATION: That the City Council adopt Resolution No. 6550 approving: • Budget Amendment 15-10-01 to allocate $159,431 to repair facilities at Beverly Manor Reservoir and recognize revenue in the amount of $203,000 to fund the repairs. • Plans and specifications for roof repairs. SUBMITTED BY:.. . NOTED AND APPROVED: anm Sean P. Crum"W, P.E. ' Ji R. Ingram, City Hager Director of Public Works Attachment: A. Resolution No. 6550 (Budget Amendment No. 15-10-01) Page 4 RESOLUTION NUMBER 6550 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING BUDGET AMENDMENT NO. 15-10-01 TO RECOGNIZE APPROXIMATELY $203,000 IN REVENUE AND ALLOCATE FUNDS TO REPAIR THE BEVERLY MANOR RESERVOIR ROOF THE SEAL BEACH CITY COUNCIL DOES HEREBY FIND, DETERMINE, AND RESOLVE: The City Council hereby approves Budget Amendment No. 15-10-01 to recognize approximately $203,000 in revenue and allocate funds to account number 019-950-49605 for the repair of the Beverly Manor Reservoir Roof as follows: Revised/Adopted Proposed Budget(diff) Description Account Budget Budget Amendment Capital Project 019-950-49605 $6,851,713 $7,054,713 $203,000 Reimbursement 019-950-30700 $0 $203,000 $203,000 PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on 13th day of April, 2015 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Tina Knapp, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6550 on file in the office of the City Clerk, passed, approved, and adopted by the Seal Beach City Council at a regular meeting held on 13th day of April, 2015. City Clerk...._..........