TO: Board of Supervisors
FROM: Steve Lederer, Director of Public Works
REPORT BY: Daniel Basore, Engineering Supervisor
SUBJECT: Administration Building Emergency Sewer Repair
RECOMMENDATION
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SUPPLEMENTAL ITEM
Receive and review report of emergency Public Works actions in response to the administration building emergency sewer repair accomplished without competitive bidding as authorized by Resolution No. 2015-37 and determine that based on the report from Public Works, that the emergency does not permit the delay associated with competitive bidding procedures, and that the emergency actions are necessary to respond to the emergency pursuant to Public Contract Code Section 22050
[4/5 Vote Required].
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BACKGROUND
On March 6, 2024, it was determined the sewer lines from the administration building needed repair and would be inoperable until the repair could be completed. This determination was made after sewage had backed up into the building and the sewer lines were camera inspected. The primary cause was a break in the line approximately 10 feet outside of the building. However multiple other failures and contributing factors were observed throughout the sewer laterals exiting the building.
The administration building is occupied by approximately 200 employees and is open to the public. The function of the restrooms and other facilities (sinks, drinking fountains, etc.) that drain to the sewer is critical. Utilizing the formal bidding process would take several weeks to months in order for the restrooms and plumbing to be operable.
Three contractors were contacted to request informal bid proposals for the sewer repairs. Two of the contractors declined to submit a bid proposal, as they were unable to commit labor and equipment within the necessary immediate timeframe. Local contractor GD Nielson was the only contractor that was able to perform the repairs immediately. Public Works determined that GD Nielsen’s bid was responsive and reasonable.
GD Nielson started the emergency repairs on March 7, 2024, at 6:00 AM. The emergency repair consists of replacing the failed sewer laterals (approximately 125 linear feet total) from the exit of the building to a nearby sewer cleanout. No failures were observed past the cleanout. Staff has and will continue to coordinate with other departments and agencies (Planning, Building Environmental Services, Information Technology Services, Napa Sanitation District, County Executive Office, etc.) as needed for the emergency repairs. The emergency repair is anticipated to take two weeks to complete, however the sewer line is expected to be operational by Tuesday, March 12, 2024. This will allow restrooms and other facilities to be reopened. Portable toilets and handwashing stations have been provided in the 3-hour administration parking lot until the restrooms are reopened. The normal competitive bidding process would have delayed reopening the restrooms for multiple weeks.
Staff will return to the Board on March 26, 2024 to request creation of a Capital Improvement Project, Budget Amendment, and to execute the associated Construction Contract for the repair.
The Board of Supervisors must initially review an emergency repair project ordered by the County Executive Officer or Director of Public Works within 7 days of the emergency action, or at the next regular meeting scheduled. If the action is approved, the Board of Supervisors must review the emergency action at every regularly scheduled meeting thereafter (but not more often than every two weeks) until the Board determines the emergency situation no longer exists (unless the action is terminated earlier by the County Executive Officer or Director of Public Works).
Requested Action:
Receive and review the report of emergency Public Works actions in response to the administration building emergency sewer repair accomplished without competitive bidding as authorized by Resolution No. 2015-37 and determine that based on the report from Public Works, that the emergency does not permit the delay associated with competitive bidding procedures, and that the emergency actions are necessary to respond to the emergency pursuant to Public Contract Code section 22050 [4/5 Vote Required].
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Funding will come from the Accumulated Capital Outlet (ACO) Fund |
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Is it Mandatory or Discretionary? |
Mandatory |
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Discretionary Justification: |
Today’s actions are necessary to provide restrooms and other necessary functions to the administration building. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Staff will return to the Board on March 26, 2024 to establish a capital improvement project and budget and to execute a construction contractor with GD Nielson. |
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Consequences if not approved: |
Construction will be halted and the administration building will continue to be without the use of restrooms and related facilities until a repair can be completed. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: It has been determined that this type of project does not have a significant effect on the environment and is exempt from the California Environmental Quality Act. [See Class 1 (“Existing Facilities”) which may be found in the guidelines for the implementation of the California Environmental Quality Act at 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]