ACTION REQUESTED:
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Communication from the City Manager and Director of Public Works with a Request to:
A. Approve CHANGE ORDER #1 for an Increase in the Amount by $200,000.00 to the ANNUAL STORM SEWER REPAIR CONTRACT With J.C. DILLON, INC. (Amends 13-502); and
B. Authorize the REPROGRAMMING of $200,000.00 from the DRAINAGE ASSISTANCE PROGRAM (D13000) to the ANNUAL REPAIR PROGRAM (S14001).
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BACKGROUND: In dry weather years, the request for Private Drainage Assistance Program funds are less than the funding level. This fund has an accumulation of unspent funding. Moving these funds will not impact the 2014 projects. As of September 10, 2014, $159,966.75 of the $200,000 funds have been reserved for private property projects. The program is a first come, first served program. Once the funds for the year have been allocated, the program ends.
The City-owned storm water infrastructure system is aging. The last few years have been rainy and the winters intense; consequently, the system is negatively impacted. City staff completes projects in the right-of-way with in-house crews, if possible. For larger projects or projects that are not in the right-of-way, an outside contractor is hired through the Annual Repair Contract. J.C. Dillon is currently under contract for this program. The City Council approved a not to exceed contract, which has almost been completed and the funds allocated. As the funds have been used, a couple of projects that need to be completed immediately have been identified: 6400 North Devonshire Drive-a sink hole that is putting a garage in jeopardy, and 7335 North Manning Drive-a sink hole that is putting a private sidewalk and garage in jeopardy. (See attached pictures.)
The annual repair program works on a severity basis. When a new project comes in, it is compared to the other projects on the list and ranked based on severity. The high severity projects are completed first. In addition to the two noted projects to be covered under this Change Order, there are currently 15 projects on the high severity list, 10 on the medium severity list and 20 on the low severity list waiting to be completed. Approving the Change Order will allow the immediate needs to be addressed. The funds are going to be used to only address repairs needing to be completed immediately; not to continue working on the high severity list.
FINANCIAL IMPACT: Reprogram $200,000 from D13000 Drainage Assistance Program to S14001 Annual Repair Program.
NEIGHBORHOOD CONCERNS: Maintained infrastructure is a benefit to all neighborhoods.
IMPACT IF APPROVED: Immediate public storm water infrastructure repairs will be completed.
IMPACT IF DENIED: Immediate public storm water infrastructure repairs will not be completed.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER: JC Dillon has Current EEO #01011-141231.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
2. Attractive Neighborhoods with Character: Safe and Livable
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Have an efficient government.
DEPARTMENT: Public Works