REPORT TO COUNCIL
SUBJECT
Title
Amend a Purchase Order for the Sewer Line On-Call Maintenance and Repair Services (F19-180)
Report
REPORT IN BRIEF
Approval is requested to amend an existing purchase order with Able Construction Group, Inc. of San Jose for emergency sewer repair services, increasing the not to exceed amount by $100,000 for a new total not-to-exceed amount of $300,000. Approval is also requested to authorize the City Manager to amend the not to exceed amount of the Purchase Order if the City Manager elects to renew the Purchase Order for either of the two (2) additional one-year periods that was previously authorized by City Council, within approved budgeted funding.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code City Council approval is required for the procurement of goods and/or services exceeding $100,000 in any one transaction.
ENVIRONMENTAL REVIEW
The project is categorically exempt under the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15301 (d) for the maintenance and repair of existing public facilities involving negligible or no expansion of an existing use.
BACKGROUND AND DISCUSSION
The City’s sanitary sewer system consists of approximately 310 miles of sewer mains (ranging from 4 to 48 inches in diameter); over 9,800 feet of force mains; 5 pump stations; 5,287 manholes; and over 29,471 laterals. The system serves the residents and businesses of Sunnyvale, as well 1,200 homes in Cupertino (Rancho Rinconada) and conveys wastewater to the Sunnyvale Water Pollution Control Plant by major interceptor pipelines located at Lawrence & Mathilda Ave. Most of the sewer collection system was built over a 20-year period from 1950 to 1970, and is aging and in need of repair.
On July 17, 2018, City Council approved a Purchase Order in the amount of $200,000, to Able Construction Group for sanitary sewer system repair (RTC No. 18-0560). This service provides routine and emergency repairs to the sanitary sewer system and associated appurtenances and equipment to assure consistent operation and serviceability. This approval included authority for the City Manager to renew up to two (2) additional one-year periods.
To date, the full contract has been expended repairing 18 major sanitary sewer sections which include pipelines along E. Weddell Drive, Culberson Drive, Persian Drive, and Alberta Ave. in addition to repairs to manholes, small spot or main line segment repairs, repairs or replacement of failed sewer laterals, lift station pump replacement, and CCTV camera repairs.
This request is to add $100,000 in additional funding to the original purchase order to pay for work authorized by staff but has not been invoiced and additional work that might be required before the renewal period occurs on July 1, 2019. The City of Sunnyvale maintains the sewer system in portions of the City of Cupertino. While investigating reports of slow sewer flow out of Cupertino High School, City staff were not able to utilize their camera and cleaning equipment due an obstruction and improper santiary sewer connections from businesses in the area to the 15-inch sewer line of Stevens Creek Blvd. Sunnyvale did not have records of the sewer system in the area as it was built in the 1950s and 1960s and requested Able Costruction in April 2019 to assist with the investigation as the firm has large equpiment and the required expertise. As a result of the investigation, extensive work that included realigning two 6-inch lines, installing a new manhole and a 10-inch short piping to connect to another manhole to minimize the possibility of sewer overflow in the high school and businesses along Stevens Creek Blvd. The work also required extensive traffic control and digging by hand as requested by PG&E due to a 6-inch gas line in close proximity. Staff authorized the additional work when only $10,261 was left on the balance of the original purchase order. The City has not been invoiced yet, but the cost will be approximately $80k to $85k and the requested action by Council will increase contracting authority for this work. Staff is also requesting that the City Manager is authorized to amend the not to exceed amount of the Purchase Order if the City Manager elects to renew the Purchase Order for either of the two (2) additional one-year periods that was previously authorized by City Council, within approved budgeted funding.
FISCAL IMPACT
Budgeted funding is available in Project 805253 - Sewer Emergency Repair and Replacement.
Funding Source
Wastewater Management Enterprise Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Authorize the City Manager to amend an existing Purchase Order with Able Construction Group Inc. to increase the not-to-exceed value to $300,000; and
- Authorize the City Manager to amend the not to exceed amount of the two (2) additional one-year periods that was previously authorized by City Council for these services, within approved budgeted funding.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Ramana Chinnakotla, Director of Environmental Services
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Change Order BL008981 - Able Septic