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HomeMy WebLinkAboutCC AG PKT 2015-06-22 #F AGENDA STAFF REPORT DATE: June 22, 2014 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Sean P. Crumby P.E., Director of Public Works SUBJECT: APPROVE EMERGENCY REPAIR OF HELLMAN RANCH WATER MAIN BREAK WITHOUT ADVERTISING FOR BIDS - EM1503 SUMMARY OF REQUEST: That the City Council adopt Resolution No. 6573 declaring that the emergency repair of the Hellman Ranch Watermain break is of urgent necessity for the preservation of life, health, and property, and authorizing staff to contract for the emergency repair without advertising for bids — EM 1503. BACKGROUND AND ANALYSIS: On May 25, 2015, a water main break occurred on the Los Cerritos Wetlands Authority property. The property is located at the north westerly intersection of First Street and Pacific Coast Highway adjacent to the Hellman Ranch Property. The water break occurred in an 18-inch pipeline approximately 800 feet from the intersection. The City has a 10 foot wide easement in which the water line is located (see attached map). The break occurred in the early morning hours of May 25, 2015. Staff responded by closing the valves near the break to stop water from escaping from the water line. This waterline is critical to the City's ability to provide domestic water in Seal Beach. Without this line the City lacks redundancy in the water system and can have challenges providing adequate fire flow protection to portions of the City. With this water line out of service, there is only one path for water to be transmitted between the northern portions of the City and the coastal areas. Any problem with the single remaining line would completely compromise the City's water service in this area. Thus, the immediate repair of this water line is urgently necessary to protect life, health, and property. Due to the age of this 47 year old line, it has been budgeted for replacement. The project has been included in the FY 2013-14 and FY 2014-15 budgets. The project has not moved forward as the property owner (Los Cerritos Wetlands Authority) is preparing a master plan for restoration of the property. The last Agenda Item F water main break on this line was approximately five years ago and was smaller in severity; however, as detailed above, it is urgently necessary that the City repair this break as soon as possible. Staff has already engaged in preparing a repair plan, soliciting a contractor, and reaching out to the property owner (Los Cerritos Wetlands Authority) where the waterline easement lies. At this time, the details of the repair are estimated as the City has not yet been able to expose the pipe and determine the extent of the damage. Normally, a public works project of this magnitude requires the City to formally bid the project per the public contract code and the City's Charter. This process is time consuming with requirements to publicly solicit bids and award a contract to the lowest responsible bidder. The normal bidding process could take between 30 and 90 additional days. Under these emergency circumstances, Seal Beach Charter Section 1010 permits the City Council to dispense with public bidding and approve the project on an emergency basis. Three affirmative votes are required to approve the attached resolution. If approved, staff anticipates beginning work on the repair immediately and estimates a two week construction schedule. Staff is also investigating installation of a leak detection system that can improve response times while the existing line remains in place. ENVIRONMENTAL IMPACT: This emergency repair project to an existing water facility is categorically exempt from CEQA review under a Class 1 exemption and there is no anticipated environmental impact associated with this repair project. The watermain is located within the Coastal Area, but was installed in 1968, prior to the enactment of the Coast Act of 1973. LEGAL ANALYSIS: The City Attorney concurs that this situation meets the requirement for dispensing with public bidding for emergency projects pursuant to the City Charter. FINANCIAL IMPACT: Within the operating budget of the Public Works Department, $30,000 is budgeted annually to fund repair of water main breaks (017-900-44000). Due to the nature of this project and emergency action, it is estimated that emergency repair costs will range between $150,000 to $200,000. This estimate is conservative in nature as the pipe has not yet been exposed. Water maintenance funds will be used. A staff report will be brought to the City Council Page 2 at the conclusion of the repair closing the project and detailing the expenditures of the repair. There will be no impact to the City's General Fund. RECOMMENDATION: That the City Council adopt Resolution No. 6573 declaring that the emergency repair of the Hellman Ranch Watermain break is of urgent necessity for the preservation of life, health, and property, and authorizing staff to contract for the emergency repair without advertising for bids — EM 1503. SUBMITTED BY: NOTED AND APPROVED: Sean P. Crumby P.E. J Ingram, City M ager Director of Public Works Prepared by: Michael Ho, P.E. Deputy Director of PW/City Engineer Attachments: A. Resolution No. 6573 B. Site Map Page 3 RESOLUTION NUMBER 6573 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL DECLARING THAT THE EMERGENCY REPAIR OF THE HELLMAN RANCH WATERMAIN BREAK IS OF URGENT NECESSITY FOR THE PRESERVATION OF LIFE, HEALTH, AND PROPERTY AND AUTHORIZING STAFF TO CONTRACT FOR THE EMERGENCY REPAIR WITHOUT ADVERTISING FOR BIDS—PROJECT#EM1503 THE CITY COUNCIL HEREBY RESOLVES, FINDS, AND DETERMINES AS FOLLOWS: 1. On May 25, 2015 a water main break occurred on the City's water line in the Los Cerritos Wetlands property. 2. City staff shut down the water line where the break occurred, affecting the southern portion of the City. Without the line where the break occurred, the southern portion of the City has limited fire protection and no redundant water system supply. 3. The City Council hereby declares the following; A. The repair of the recent break in the above-described water line, Project#EM1503, is of urgent necessity for the preservation of life, health and property. . B. Pursuant to the City's Charter section 1010, the Director of Public Works is authorized to contract for the repair project without advertising for bids. C. The Director of Public Works is directed to report back to the City Council at the conclusion of the project regarding the costs and expenditures for the project. PASSED, APPROVED, and ADOPTED by at least three affirmative votes of the Seal Beach City Council at a regular meeting held on the 22"d day of June, 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 6573 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 the 22"d day of June, 2015. 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