Agenda Date: 06/04/2024
Subject:
Title
Resolution 74-2024: Approving an amendment to the construction agreement with C&L Water Solutions for the emergency repair work at Jackass Hill Road & Mineral Avenue, Broadway & Jamison Avenue, and Powers Park, City Project Nos. 23-75, 23-76, 23-77
Body
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From: |
James L. Becklenberg, City Manager |
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Prepared by: |
Brent Soderlin, Deputy Director of Public Works & Utilities |
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Sarah White, Water Resources Manager |
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Presentations: |
N/A |
PURPOSE:
Does council support approval of an amendment to the construction agreement with C&L Water Solutions for emergency repair work at Jackass Hill Road & Mineral Avenue, Broadway & Jamison Avenue, and Powers Park, City Project Nos 23-75, 23-76, 23-77?
LONG-TERM OUTCOME(S) SERVED:
Safe Community; High Quality Governance
DISCUSSION:
In 2023, the city experienced several culvert collapses throughout the city due to the heavy amounts of rainfall combined with aging infrastructure. These collapses required immediate and urgent repairs.
In rapid succession, Littleton experienced three sinkhole events at Jackass Hill Road and Mineral Ave (Jackass Hill), Broadway and Jamison Avenue (Jamison) and Powers Park. The City contracted with C&L Water Solutions (C&L) during the first sinkhole event and expanded the contract to cover all three events. As there were multiple sinkholes and culvert collapses occurring across the front range, securing a contractor was a high priority. C&L was able to start work immediately and accommodate all three work requests.
This was a new and unique situation for the city, to have multiple occurrences happen at once, and it was determined that the sinkholes were a public safety concern. Staff worked with the City Manager’s Office to get an emergency procurement declaration, based on preliminary cost estimates, as per Section 102 of the Littleton City Charter: Emergency Procurements.
The original contract was executed with a cost estimate of $1,500,000 for all work to be completed within 12 months. The nature of emergency repairs includes many unknowns at the outset and the details and costs evolve as the project proceeds. Final estimated costs now have more certainty, and contract is proposed to be amended to account for addition work required to complete the repairs. The additional costs of repairs are $736,712.96, with a total revised contract price of $2,236,712.96. The contract time is proposed to be extended to October 31, 2024.
BACKGROUND:
Due to a series of flooding events in May and June 2023, the City of Littleton experienced multiple sinkholes and damage to storm sewer infrastructure. Three sinkholes occurred in rapid succession located at Jackass Hill Road, the open space adjacent to Jamison Avenue and Broadway, and Powers Park. The city hired C&L Water Solutions to complete repairs on all three projects. It was determined the best course of action would be to have all three sinkholes encompassed into one contract to retain a high-demand contractor during these regional flooding events.
The Emergency Sinkhole Repairs Contract (“Contract”) was estimated to be $1,500,000. Due to the immediate needs to get the repairs started at Jackass Hill Road, the contract was prepared with a preliminary estimate of $1,500,000.
Jackass Hill Road & Mineral Avenue
On June 12, 2023, a sinkhole formed within Jackass Hill Road, after two (2) 48” Corrugated Metal Pipe (CMP) culverts failed due to pipe corrosion and inclement weather. In addition to the sinkhole that appeared above the failed culverts, the adjacent subsurface conditions were inspected and deemed to be unstable. Jackass Hill Road is an arterial roadway within city limits and is vital for vehicular circulation. Prior to start of work, the repair costs for the culvert collapse and reconstruction of the road were estimated to be $1,000,000.
During construction for Jackass Hill Road, the project scope needed to be expanded to include adjacent infrastructure damaged during the sinkhole event, and the downstream outfall connections needed to be repaired. This added $279,558.81 to the original contract estimate. The final construction price provided by C&L Water Solutions is $1,279,063.10.
Broadway & Jamison Avenue
On May 24, 2023, a sinkhole formed in the South Lee Gulch tributary, located at the northwest corner of Broadway and Jamison Avenue due to pipe corrosion and inclement weather. The sinkhole formed due to a collapsed 48” CMP culvert. The sinkhole was more than 20 feet in depth, which posed a safety issue to anyone that approached the general area. Unfortunately, on June 22, 2023, the length of the sinkhole tripled in length due to a 25-year storm event, and as such, emergency repairs were needed as further pipe or channel failure became more of an immediate concern. The preliminary repair costs were estimated to be $250,000.
During site assessment, staff found additional damage to the storm infrastructure, including another storm sewer that had collapsed. This damaged was caused by the sinkhole event, but it remained subsurface so was not discovered until work commenced. The additional costs for the secondary pipe replacement and import of soil was $277,951.15. In addition, staff evaluated the storm sewer under Jamison Avenue and determined maintenance was required and will be lining the storm sewer in conjunction with the sinkhole repairs. The lining project is $40,096. The total costs for the Jamison sinkhole are $668,047.15.
Powers Park
On June 8, 2023, a small sinkhole formed at the outfall of the detention pond within Powers Park, due to pipe corrosion and inclement weather. The sinkhole was initially repaired by filling it with gravel, however, the gravel washed out due to the subsequent 25-year storm event that occurred on June 22, 2023. The preliminary repair costs were estimated to be $250,000.
Scope changes including an additional manhole and protection of a sanitary sewer main, along with supply cost increased the project costs by $139,107. The new proposed project cost will be $389,107.00.
The initial emergency contract was executed for $1,500,000 based on engineer and contractor estimates at the time of the sinkholes. The nature of emergency repairs includes many unknowns at the outset and the details and costs evolve as the project proceeds. Final estimated costs now have more certainty. The contract therefore needs to be amended to include the additional scope of work required for repairs. The additional costs of repair is proposed at $736,712.96, with a total revised contract price of $2,236,712.96.
These three projects commenced June 12, 2023, and were expected to take no more than 12 months to complete all three projects. Jackass Hill Road was the first project to commence repairs, and as it neared completion, another sinkhole on East Mineral Avenue occurred that was not a part of this contract. The Mineral Sinkhole was in a major arterial roadway, considered a high priority repair and therefore work began on the Mineral Sinkhole prior to the Jamison or Powers Park sinkhole. It took 6 months to complete the work on the Mineral Sinkhole, which impacted the contract time for the subject contract. In addition, the Jackass Hill outfall repairs will need to wait until fall for construction when there is less stormwater flow in the channel. It is therefore proposed to extend the contract to October 31, 2024, to allow for the extra time utilized repairing the Mineral Sinkhole and accommodate a later repair for the Jackass Gulch outfall.
Prior Actions or Discussions
On August 15, 2023 - Ordinance 13-2023: An ordinance on second reading amending the 2023 Littleton Stormwater and Flood Management Utility Enterprise budget was approved to appropriate an additional $1,200,000.
On November 7, 2023 - Resolution 116-2023: Approving an Interfund Loan of $1,100,000 from the Sewer Utility Enterprise to the Stormwater and Flood Management Utility Enterprise for Emergency Culvert Collapse Repairs was approved.
On November 7, 2023 - Ordinance 30-2023: An ordinance on second reading of the City of Littleton, Colorado, as the governing body of the City of Littleton, Sewer Utility Enterprise, amending the 2023 Sewer Budget to allow for the $1.1M transfer was approved.
FISCAL IMPACTS:
The original contract price for the Emergency Repair Work at Jackass Hill, Jamison and Powers Park was $1,500,000. The cost for the proposed Amendment No. 1 is $736,712.96, bringing the revised contract value to $2,236,712.96. This amendment will be funded from the Stormwater and Flood Management Utility Enterprise. The Stormwater and Flood Management Utility Enterprise has adequate budget appropriation for this contract amendment. Staff is reassessing projects that were planned and budgeted in 2024 due to the emergency needs in 2023 and 2024. Once staff has assessed projects, an additional appropriation may be warranted at a future date depending on severity of projects and if funding is available. Pursuant to the city’s Procurement Policy, all contracts exceeding $500,000 must be approved by Littleton City Council.
FEMA Disaster Relief
These three projects have been deemed eligible for FEMA disaster relief for the severe weather event in June 2023. FEMA may reimburse up to 75% of the repair costs, including mitigation efforts. The State of Colorado further declared a disaster emergency and will be providing disaster funding of an additional 12.5%. These 3 projects are therefore eligible for 87.5% reimbursement for repair costs.
The Jackass Gulch outfall and Jamison lining are excluded from the FEMA reimbursement. Total eligible costs for reimbursement are anticipated to be $2,097,753.33, at 87.5% is $1,835,534.16 in potential disaster fund being compensated. Staff will continue to work with FEMA and the State of Colorado on the necessary details to maximize potential reimbursement.
STAFF RECOMMENDATION:
Staff recommends approval of the Amendment to the Agreement.
ALTERNATIVES:
If the contract amendment is not approved, the city will be unable to pay C&L Water Resources for work performed on this emergency repair project.
PROPOSED MOTION:
Proposed Motion
I move to approve Resolution 74-2024 approving an amendment to the construction agreement with C&L Water Solutions for the emergency repair work at Jackass Hill Road & Mineral Avenue, Broadway & Jamison Avenue, and Powers Park, City Project Nos. 23-75, 23-76, 23-77.