HomeMy WebLinkAboutCC AG PKT 2015-04-27 #E AGENDA STAFF REPORT
DATE: April 27, 2015
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Sean P. Crumby P.E., Director of Public Works
SUBJECT: EMERGENCY REPAIR OF WEST-END STORM WATER
PUMP STATION - NOTICE OF COMPLETION
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6552:
1. Accepting the emergency repair of the West-End Storm Water Pump
Station by Southern Contracting Company, Inc. in the amount of
$84,825; and
2. Approving Budget Amendment BA 15-10-02 allocating $84,825 for the
replacement of a variable frequency drive at the City's West-End Storm
Water Pump Station; and
3. Directing the Acting City Clerk to file a "Notice of Completion" with the
Orange County Clerk-Recorder within ten (10) days from the date of
acceptance and to release retention in 35 days.
BACKGROUND AND ANALYSIS:
The City's West-End Storm Water Pump Station receives surface water run-off
from portions of Old Town, Bridgeport, and the Hill, which is then pumped into
the San Gabriel River. This pump station is critical to preventing storm flooding
within these neighborhoods. In 2007, the pump station was renovated and this
work included the installation of two new large-capacity pumps that are used to
pump water out of the station's fore bay and into the river. Each of the pumps is
comprised of the pump itself, a motor or engine, and a Variable Frequency Drive
(VFD). The VFD functions as the main control system that dictates how fast and
how long the pump motors run. Two pumps are typically used to provide
pumping capacity and ensure redundancy in the event of a pump failure. The
pumps are alternated when used to ensure even wear.
In early 2014, one of the VFDs suffered a catastrophic failure during a routine
start-up test of the system, leaving one of the two main pumps inoperable and
Agenda Item E
leaving the pump station operating at 50% of its capacity. Staff, in conjunction
with the original engineering design consultant and Southern Contracting
Company, considered various options with regard to the repair or replacement of
the damaged VFD. The City of Seal Beach has had tremendous success
utilizing Toshiba VFDs for City wells and sewer pump stations. This station,
however, utilized an approved equal product during the station remodel. The
team determined that the most prudent course of action would be to replace the
failed VFD with the installation of a new Toshiba VFD. On May 12, 2014, the
City Council approved Budget Amendment BA 14-11-02 allocating $80,000 for
the replacement of the damaged VFD and authorized the City Manager to
approve a purchase order to Southern Contracting Company in the amount of
$78,135 for the purchase and installation of a new VFD.
Once the purchase order for this project was issued, work began on the removal
of the damaged VFD and related components. At that time, it was determined
that additional electrical components used in the operation of the VFD also
required replacement and minor electrical modifications in order to properly
operate the pump. This additional work amounted to $6,690; however, it also
delayed the manufacture and installation of the new VFD by several months.
Since this facility is critical to the protection of life and property, Council approved
this project under an urgent necessity declaration, which bypassed the typical
project bid/procurement process in order to advance this work ahead of the rainy
season. Typically, components such as a VFD can take upwards of 20-30 weeks
to manufacture and deliver. The need for replacement of additional components
and electrical system modifications required the VFD manufacturer to design the
engineered plans, which delayed fabrication of the replacement VFD. As such,
the new VFD was not installed ahead of the rainy season. If a significant rain
event had occurred, an emergency plan was in place to bring in temporary
pumps through the duration of the rain event.
The original budget amendment (BA 14-11-02) provided for supplemental funds
to the City's Operating Budget and not the Capital Improvement Budget for this
repair. Unlike the Capital Improvement Budget, unspent Operating Budget funds
are not carried over from one fiscal year to the next and due to the delays in the
manufacturing process noted above, this repair was completed after Fiscal Year
2013-14 concluded. As such, a Budget Amendment request for Council
consideration is enclosed with this agenda report for the entire project cost.
Second Pump and VFD
The second pump at the West-End Pump Station is still in operation. This pump
is currently the only facility at the City that is not operated with a Toshiba VFD.
Due to the critical nature of the West-End Pump Station, a project will be brought
forward to replace this VFD. The future project will be presented to the City
Council for consideration of approval within the upcoming Budget Study Session
for inclusion in the FY 2015-16 Capital Improvement Program.
Page 2
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:
Budget Amendment BA 15-10-02 is required to allocate $84,825 to fund the
purchase and installation of a replacement variable frequency drive at the City's
West-End Pump Station. The funding will be allocated from account
001-000-29013 and be transferred into 045-333-44000 (Capital Improvement
Program Budget).
RECOMMENDATION:
That the City Council adopt Resolution No. 6552:
1. Accepting the emergency repair of the West-End Storm Water Pump
Station by Southern Contracting Company, Inc. in the amount of
$84,825; and
2. Approving Budget Amendment BA 15-10-02 allocating $84,825 for the
replacement of a variable frequency drive at the City's West-End Storm
Water Pump Station; and
3. Directing the Acting City Clerk to file a "Notice of Completion" with the
Orange County Clerk-Recorder within ten (10) days from the date of
acceptance and to release retention in 35 days.
SUBMITTED BY: NOTED AND APPROVED:
Sean P. Crumby, P.E, Wil . Ingram, City Maha er
Director of Public Wo s
Prepared by: Luis Estevez, Deputy Director of Public Works/Maintenance and Utilities
Attachments:
A. Resolution No. 6552
B. Notice of Completion
Page 3
RESOLUTION NUMBER 6552
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
ACCEPTING COMPLETION OF THE EMERGENCY REPAIRS TO
THE WEST-END PUMP STATION AND APPROVING BUDGET
AMENDMENT NO. BA 15-10-02 TO ALLOCATE $84,825 FOR
THE PROJECT
THE SEAL BEACH CITY COUNCIL DOES HEREBY FIND AND RESOLVE:
Section 1. The City Council hereby accepts completion of the Emergency
Repairs to the West-End Pump Station (Project) as substantially completed by
Southern Contracting Company, Inc.for a total cost of$84,825.
Section 2. The City Clerk is hereby directed to file a "Notice of Completion"for
the project with the office of the Orange County Clerk-Recorder within 10 days of
the date of this resolution. The retention shall be released in 35 days
Section 3. The City Council hereby approves Budget Amendment No.
15-10-02 to allocate $84,825 in account number 045-333-44000 to fund these
services.
Revised/Adopted Proposed Budget(diff)
Description Account Budget Budget Amendment
Capital Improvement 045-333-44000 $0 $84,825 $84,825
Section 4. The City Clerk shall certify to the passage and adoption of this
resolution.
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 27th day of April, 2015 by the following vote:
AYES: Council Members-,
NOES: Council Members:
ABSENT: Council Members:
ABSTAIN: Council Members:
ATTEST: Mayor
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 6552 on file in the
office of the City Clerk, passed, approved, and adopted by the City Council at a
regular meeting held on 27th day of April, 2015.
City Clerk
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO
CITY OF SEAL BEACH
Attn: City Clerk
211 - 8th Street
Seal Beach, CA 90740
Space of above this line for Recorder's use.
*** No Recording Fee Pursuant to Government Code Section 6103, 27383 ****
NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion,
Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated
below in the property hereinafter described:
2, The full name of the owner is: City of Seal Beach.
3. The address of the owner is: 211 —8th Street, Seal Beach, CA 90740.
4, The nature of the interest or estate of the owner is: In Fee. The Citv of Seal Beach.
5. A work of improvement on the property hereinafter is described as substantially completed on
April 15, 2015. The work was Emergency Repair of West-End Storm Water Pump Station.
6. The name of the contractor(s), if any, for such improvement was: Southern Contracting
Company, Inc. The date of the Contract Award was May 4. 2014.
7. The property on which said work of improvement was completed in the City of Seal Beach,
County of Orange, State of California, and is described as follows: West End Pump Station.,
Seal Beach, CA 90740.
Date;
Director of Public Works, City of Seal Beach
Signature of owner or corporate officer of owner
named in paragraph 2 or agent.
VERIFICATION
I, the undersigned, say: the Director of Public Works declarant of the foregoing notice of
completion; have read said notice of completion and know the contents thereof; the same is true
of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct.
Executed on 2015, at Seal Beach, California.
(Date of Signature)
Director of Public Works, City of Seal Beach