CC 2023-11-14_9.e. Acceptance of Fair Oaks Avenue Waterline Replacement Project Item 9.e.
MEMORANDUM
TO: City Council
FROM: Shannon Sweeney, Interim Public Works Director/City Engineer
BY: Denver Edwards, Assistant Project Manager
SUBJECT: Consideration of Acceptance of the Fair Oaks Avenue Waterline
Replacement Project, PW 2023-05
DATE: November 14, 2023
SUMMARY OF ACTION:
Consider accepting the Fair Oaks Avenue Water Line Replacement Project and beginning
the one-year warranty period for defects that may arise.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The final contract and change orders resulted in a total construction cost of $659,991.95
to the City - $656,453.65 for the direct contract amount and $3,538.30 for additional
material quantities and field change orders.
This project was identified in the FY 2023-24 Capital Improvement Program budget.
$449,724.43 was funded from the American Rescue Plan Act (ARPA), and $341,748.05
was funded from Water Facility Funds for total project funding of $791,472.48. Design,
construction management/inspection, construction, and contingency totaled
$741,841.17Actua, which is within the funding available for this project. Actual
construction cost was $652,915.35, $16,520.15 less than the bid amount due to fewer
water service connections that needed to be completed by the contractor and less
pavement trench repair than originally estimated. In addition, only $3,358.30 of the
$66,943.03 contingency was spent.
RECOMMENDATION:
1) Accept the project improvements as constructed by Main Line Engineering
Construction, Inc. in accordance with the plans and specifications for the Fair Oaks
Avenue Waterline Replacement Project, PW 2023-05; 2) Direct staff to file a Notice of
Completion; and 3) Authorize release of retention, thirty-five (35) days after the Notice of
Completion has been recorded, if no liens have been filed .
Item 9.e.
City Council
Consideration of Acceptance of the Fair Oaks Avenue Waterline Replacement
Project, PW 2023-05
November 14, 2023
Page 2
At its May 23, 2023 meeting, City Council determined that construction of this project was
categorically exempt from the California Environmental Qualit y Act (CEQA) pursuant to
Guidelines Class 1 Section 15301 Existing Facilities, Class 2 Section 15302 Replacement
or Reconstruction, and Class 4 Section 15304 Minor Alterations of Land. No further
environmental review is required.
BACKGROUND:
At its May 23, 2023 meeting, the City Council awarded a construction contract to Main
Line Engineering Construction, Inc., to complete the Fair Oaks Avenue Waterline
Replacement Project in the amount of $669,435.50 and authorized the City Manager to
approve change orders in the amount of $66,934.55 for unanticipated costs during the
construction phase of this project. The contractor’s final construction cost for the project,
including contingency, is $659,991.95.
The Fair Oaks Avenue Waterline Replacement Project consist ed of removing
approximately 2,050 linear feet (LF) of 8-inch cast iron pipe and replacing with PVC pipe,
new water service laterals, fire hydrant installation/relocation, asphalt removal and
replacement, new street striping and pavement markings, and other water service
appurtenances.
This project was deemed substantially complete on Octobe r 4, 2023. On that day, city
staff and the contractor documented a punch list of minor items that needed to be
addressed prior to considering the project fully complete. Those items, which consisted
of installing chains on hydrants, repairing small areas of asphalt, removing concrete
forms, and other minor cleanup, were completed by October 20, 2023. Repairs to the
finishing striping were completed November 3, 2023.
ANALYSIS OF ISSUES:
This waterline installation was completed to Water System staff satisfaction. The
waterline is in service and fully operational. No deficiencies have been noted by City staff
and no complaints have been received by customers served by this new waterline.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Accept the Fair Oaks Avenue Waterline Replacement Project;
2. Do not accept the Project;
3. Accept the Project but do not authorize release of retention; or
4. Provide other direction to staff.
ADVANTAGES:
The Project is complete and accepting the improvements will allow staff to close out the
project.
Item 9.e.
City Council
Consideration of Acceptance of the Fair Oaks Avenue Waterline Replacement
Project, PW 2023-05
November 14, 2023
Page 3
DISADVANTAGES:
No disadvantages have been identified in accepting this project. The project was deemed
substantially complete on October 4, 2023 , and all items identified on the punch list are
scheduled for completion by the Council date of November 14, 2023.
ENVIRONMENTAL REVIEW:
At its May 23, 2023 meeting, City Council determined that construction of this project was
categorically exempt from the California Environmental Quality Act (CEQA) pursuant to
Guidelines Class 1 Section 15301 Existing Facilities, Class 2 Section 15302 Replacement
or Reconstruction, and Class 4 Section 15304 Minor Alterations of Land. No further
environmental review is required.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Notice of Completion
ATTACHMENT 1