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Item 9ACITY OF 5OUTHLAKE MEMORANDUM (January 15, 2019) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 9A Subject: Authorize an expenditures amendment with Wildstone Construction LLC., for Emergency Water and Wastewater Utility Infrastructure repairs in an amount not to exceed $250,000 Action Requested: Authorize an expenditures amendment with Wildstone Construction LLC., for Emergency Water and Wastewater Utility Infrastructure repairs in an amount not to exceed $250,000. Background Information: The City of Southlake requires the assistance of a third party utility contractor to complete large scale emergency repairs of critical Water and Wastewater infrastructure as the need arises. Smaller scale emergency repairs are performed in-house by Public Works Water Division and Wastewater Division personnel. The Alta Vista 30-inch/36-inch transmission main is shared between the cities of Southlake and Keller. Per the Interlocal Agreements (ILAs) between the two cities, maintenance and repairs of the Alta Vista supply line is shared 50/50. Because the City of Southlake holds the majority interest, Southlake takes the lead on any emergency repairs of these water transmission lines. Staff met with representatives from the City of Keller and Wildstone Construction on January 3, 2019 to review six proposals from Wildstone Construction to repair the Alta Vista 30-inch/36-inch water transmission mains. The meeting concluded with the group selecting repair options that could be completed without any further interruption to Keller's water service or existing infrastructure. This option is the best value for the City to effectively place the transmission main back into service before peak season. Page 1 of 3 Item 9A CFinancial Considerations: City Council authorized expenditures with Wildstone Construction LLC. at the November 6, 2018 Council Meeting in an amount not to exceed $100,000. To date in FY 2019, $43,050 has been encumbered for emergency repairs. This request will amend the initial authorization to $250,000. The table below itemizes the emergency repairs to date. FY 2019 Emergency Repairs To Date Cost (*est.) Emergency repair of exposed sewer main @ the $ 18,050 creek crossing @ Longford Dr. Excavation and leak detection of 30 -inch water transmission main leak @ N. Pearson Lane and $ 25,000 Southlake Blvd.(FM1709) Total -to -date $ 43,050 Emergency repair of 30 -inch water transmission main leak @ N. Pearson Lane and Southlake Blvd. $102,750* FM 1709 Expected Expenditures $145,800 Staff is seeking additional authorization of expenditures up to $250,000 for the remainder of the year, should there be another emergency repair that requires immediate attention to restore critical basic services for Southlake customers and emergency services. Funding for Water and Wastewater infrastructure and system maintenance is budgeted in the FY 2019 Public Works Operating Budget. The City will invoice the City of Keller for reimbursement of their cost share, as any repairs required to the Alta Vista water transmission main as part of the ILA outlining shared responsibilities of General Benefit Facilities. Strategic Link: This item relates to the City's strategy map focus areas of Safety & Security and Infrastructure. It specifically relates to the City's Corporate Objectives of (Cl) achieve the highest standards of safety & security, and (F2) invest to provide & maintain high quality public assets. Citizen Input/ Board Review: N/A Page 2 of 3 Legal Review: N/A Alternatives: The City Council may approve or deny this contract. Supporting Documents: Item 9A Attachment A: November 6, 2018 City Council Packet Attachment B: Wildstone Construction Alta Vista 30" Water Line Proposals Staff Recommendation: Authorize an expenditures amendment with Wildstone Construction LLC., for Emergency Water and Wastewater Utility Infrastructure repairs in an amount not to exceed $250,000. Staff Contact: Rob Cohen, Director of Public Works Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works Page 3 of 3 CITY OF 5OUTHLAKE MEMORANDUM (November 6, 2018) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works ltcm 4E Subject: Authorize expenditures with Wildstone Construction LLC. for Emergency Water and Wastewater Utility Infrastructure repairs in an amount not to exceed $100,000 Action Requested: Authorize expenditures with Wildstone Construction LLC. for Emergency Water and Wastewater Utility Infrastructure repairs in an amount not to exceed $100,000. Background Information: The City of Southlake requires the assistance of a third party utility contractor to complete large scale emergency repairs of critical Water and Wastewater infrastructure as the need arises. Smaller scale emergency repairs are performed in-house by Public Works Water Division and Wastewater Division personnel. Public Works utility personnel are able to make repairs on water and wastewater pipes that are less than 16 inches in diameter and at a depth of less than 12 feet. Emergency repairs of leaks and breaks on the 20 -inch, 30 -inch, 36 -inch, and 42 -inch diameter water transmission mains are generally at a depth greater than 12 feet and require larger excavation equipment which the City does not own; extensive safety shoring boxes; large cranes; and the fabrication of large segments of custom pipe. Financial Considerations: Expenditures for emergency repairs to the City's Water and Wastewater utility infrastructure is exempt from bidding under the Texas Local Government Code Chapter 252 Section 252.022 General Exemptions: (a)(2) "a procurement necessary to preserve or protect the public health or safety of the municipality's residents." Funding for Water and Wastewater utility infrastructure repairs and system maintenance is budgeted in the FY 2019 Public Works Operating Budget. Page 1 of 3 Itcm 4E In FY 2018, the City spent $46,880 on emergency utility repairs with Wildstone, and in FY 2019 to date, $43,050 has been encumbered for emergency repairs. The table below itemizes the emergency repairs to date. FY 2019 Emergency Repairs To Date Cost (*est.) Emergency repair of exposed sewer main @ the $ 18,050 creek crossing @ Longford Dr. Emergency repair of 30 -inch water transmission main leak @ N. Pearson Lane and Southlake $ 25,000* Blvd.(FM1709) Total -to -date $ 43,050 The Alta Vista 30-inch/36-inch and the Caylor 42 -inch water transmission mains are shared by the cities of Southlake and Keller. Per the Interlocal Agreements between the two cities, maintenance and repairs of the Alta Vista supply line is shared 50/50, and maintenance of the Caylor supply line is shared 75/25. Because the City of Southlake holds the majority interest, Southlake takes the lead on any emergency repairs of these water transmission lines and then invoices the City of Keller for reimbursement of their cost share. Strategic Link: This item relates to the City's strategy map focus areas of Safety & Security and Infrastructure. It specifically relates to the City's Corporate Objectives of (Cl) Achieve the highest standards of safety & security, and (F2) Invest to provide & maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: The City Council may approve or deny this contract. Supporting Documents: Attachment A: Memo - Emergency Repair of Sewer Main Creek Crossing at Longford Dr. ltcm 4E Attachment B: Quote - Wildstone Construction, LLC 800 Longford Dr. Staff Recommendation: Authorize expenditures with Wildstone Construction LLC. for Emergency Water and Wastewater Utility Infrastructure repairs in an amount not to exceed $100,000. Staff Contact: Rob Cohen, Director of Public Works Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works CITY OF SOUTH LAKE MEMORANDUM (July 1 S, 2018) To: Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Work<Fl� From: Jack Thompson, Wastewater Supervisor Subject: Emergency Repair of sewer main creek crossing at Longford This memo shall certify that the repair of the exposed sewer main in the creek is deemed an emergency repair requiring assistance from a third party utility contractor and/or the emergency purchase of utility components including custom pipe and fittings for the following reasons: ❑ Customers are affected. E Failure to repair may lead to a sanitary sewer overflow (SSO) and TCEQ violation. ❑ Break in sewer main requires specialized equipment and materials. ❑ Excavation depth required to reach break exceeds the capacity of City resources to perform in a safe manner. For the aforementioned reasons, this purchase falls under the Texas Local Government Code Chapter 252 Section 252.022 General Exemptions from Bidding: ❑ (1) a procurement made because of a public calamity that requires the immediate appropriation of money to relieve the necessity of the municipality's residents or to preserve the property of the municipality; ® (2) a procurement necessary to preserve or protect the public health or safety of the municipality's residents; ® (3) a procurement necessary because of unforeseen damage to public machinery, equipment, or other property; ❑ (4) a procurement for personal, professional, or planning services; ❑ (7) a procurement of items that are available from only one source; Cc: Attach to Munis Requisition along with LGC Ch. 252 Page 1 of 1 Wildstone Construction, LLC 12850 Hwy 287 Fort Worth, Texas 76052 Phone: 817-847-8660 Fax: 817-847-8019 Quote To: City of Southlake 1950 E. Continental Blvd Southlake, Texas 76092 Phone: - Fax: - Project: 800 Longford Drive WILDSTON L CONSTRUCTION, LLC Date: 09/19/2018 Attn: Jack ThomDson Item No. Quantity Unit Description Unit Price Extension 1 1 EA Mobilize $1,500.00 $1,500.00 2 40 LF Remove Concrete Cap on 8" San Sew $30.00 $1,200.00 3 2 EA Concrete Pier & Pier Cap $2,000.00 $4,000.00 4 40 LF 14" or 16" Split Casing $150.00 $6,000.00 5 50 CY CTS Creek Bottom $90.00 $4,500.00 6 10 CY Rock Rip End of CTS $85.00 $850.00 TOTAL QUOTE: $18,050.00 731 Longford Drive Page 1 of 1 Wildstone Construction, LLC 12850 Hwy 287 Fort Worth, Texas 76052 Phone: 817-847-8660 Fax: 817-847-8019 Quote To: City of Southlake 1400 Main Street Southlake, Texas Phone: - Fax: - Project: 30" Water Line - Southlake WILDSTONE CONSTRUCTION; LLC Date: 12/19/2018 Attn: Kyle Flanagan Item No. Quantity Unit Description Unit Price Extension 1 Option 1 - Structural Spray - 2 -Weeks to Complete - Start in 2 Weeks LS 1 1 LS Structural Spray - Carbon Fiber $288,000.00 $288,000.00 2 1 LS Dig Up/Shore/Backfill $15,000.00 $15,000.00 3 1 EA 20" Tap On Existing 30" for Manway $12,500.00 $12,500.00 4 1 LS Test/Chlorinate $2,500.00 $2,500.00 5 1 LS Barricades $3,500.00 $3,500.00 6 1 LS Landscaping at Sign $3,500.00 $3,500.00 Remove/Demo Keller Sign $3,500.00 $3,500.00 Total Amount Option 1 - Keller Sign Si 1 $325,000.00 Ootion 2 - Shut Down Keller Line and Reaair 30" Southlake - 10 Days to Complete - Southlake 30 inch Water Line Pay App Page 1 of 2 3-4 Weeks for BFP Delivery 1 1 LS Dig Up/Shore/Backfill/ Pump Water $35,000.00 $35,000.00 2 1 EA Cut in 24" Butterfly Valve $35,500.00 $35,500.00 3 1 EA Cut in 8" Gate Valve $3,500.00 $3,500.00 4 1 LS Demo Thrust Blocking $6,500.00 $6,500.00 5 1 LS Repair 30" Water Line $6,500.00 $6,500.00 6 1 LS Repair 24" Keller Line $5,500.00 $5,500.00 7 1 LS Remove/Demo Keller Sign $3,500.00 $3,500.00 8 1 LS Test & Chlorinate Lines $4,500.00 $4,500.00 Total Amount Option 2 - Keller Sign Di $100,500.00 Southlake 30 inch Water Line Pay App Page 1 of 2 All cost are subject to change based on existing pipe and ROW unforeseen conditions. Wildstone will pass cost straight through to Southlake in a transparent manner to try to reduce cost for all parties Southlake 30 inch Water Line Pay App Page 2 of 2 Option 3 - Bypass Keller Line & Repair 30" Southlake - 12 Days to Complete 1 1 LS Line Stops on 24" WL & Bypass $64,500.00 $64,500.00 2 1 LS Demo Thrust Blocking $6,500.00 $6,500.00 3 1 LS Dig Up/Shore/Backfill $35,000.00 $35,000.00 4 1 LS Repair 30" Water Line $6,500.00 $6,500.00 5 1 LS Repair 24" Keller Line $5,500.00 $5,500.00 6 1 LS Remove/Demo Keller Sign $3,500.00 $3,500.00 7 1 LS Test & Chlorinate Lines $4,500.00 $4,500.00 Total Amount Option 3 - Keller Sign Di $126,000.00 Option 4 - Reroute 30" Line Around Gas Station - 12 Weeks for Pipe Delivery 3 Weeks to Complete after Pipe Delivery 1 1 LS Clear ROW $5,150.00 $5,150.00 1 2 EA Cut in 30" Butterfly Valve $43,000.00 $86,000.00 2 515 LF Install 30" Prestressed Pipe $435.00 $224,025.00 3 2 EA Cut & Plug Existing 30" Line $6,500.00 $13,000.00 4 1 LS Remove & Replace Paving $4,250.00 $4,250.00 5 1 LS Barricades $4,500.00 $4,500.00 5 1 LS Test & Chlorinate Lines $4,500.00 $4,500.00 Total Amount Option 4 - Keller Sign St $336,275.00 Option 5 - Reroute 30" With 30" DI Pipe - 7-10 Days to Complete 1 1 LS Remove Exiting Pipe from Valves $5,500.00 $5,500.00 2 40 LF 30" Class 150 DI FLG Pipe $700.00 $28,000.00 3 2 EA 30" Flange Adapters $8,500.00 $17,000.00 4 2 EA 30" 45 Deg Bends $19,500.00 $39,000.00 4 1 LS Remove & Replace Paving $4,250.00 $4,250.00 5 1 LS Barricades $4,500.00 $4,500.00 8 1 LS Test & Chlorinate Lines $4,500.00 $4,500.00 Total Amount Option 5 - Keller Sign St $102,750.00 Option 6 - Reroute 30" With 30" PVC Pipe - 7-10 Days to Complete 1 1 LS Remove Exiting Pipe from Valves $5,500.00 $5,500.00 2 40 LF 30" PVC Pipe $350.00 $14,000.00 3 2 EA 30" Flange Adapters $8,500.00 $17,000.00 4 2 EA 30" 45 Deg Bends $19,500.00 $39,000.00 4 1 LS Remove & Replace Paving $4,250.00 $4,250.00 5 1 LS Barricades $4,500.00 $4,500.00 8 1 LS Test & Chlorinate Lines $4,500.00 $4,500.00 Total Amount Option 6 - Keller Sign St $88,750.00 All cost are subject to change based on existing pipe and ROW unforeseen conditions. Wildstone will pass cost straight through to Southlake in a transparent manner to try to reduce cost for all parties Southlake 30 inch Water Line Pay App Page 2 of 2