CC SR 20170321 L - Storm Related AppropriationRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 03/21/2017
AGENDA HEADING: Consent Calendar
Consideration and possible action authorizing a change order to increase the contract
limit with Hardy & Harper, Inc. for FY16-17 and appropriate funds to cover expenditures
incurred from the recent winter storms.
RECOMMENDED COUNCIL ACTION:
(1) Authorize an increase of $137,000 to the Roadway Maintenance Contract FY16-
17 with Hardy & Harper, Inc. to accommodate the additional work associated with
the recent winter storms.
FISCAL IMPACT: An additional appropriation of $137,000 is recommended to offset
the cost of storm related repairs and allow consumption of routine maintenance
activities.
Amount Budgeted: $245,000
Additional Appropriation: $137,000
Account Number(s): 202-3002-431-43-00
ORIGINATED BY: Nadia Carrasco, Assistant Engineer
REVIEWED BY: Michael Throne, PE, Director of Public Works�j
APPROVED BY: Doug Willmore, City ManagerA�fn.
ATTACHED SUPPORTING DOCUMENTS:
A. Winter Storms Photos (page A-1)
BACKGROUND AND DISCUSSION:
To ensure continuity of operations during the recent unusual rain events, contract
maintenance crews were assigned additional clean-up duties needed for the
uninterrupted use of public roadways and facilities. Storm related expenses included
preparation and staging of material and equipment, urgent repairs to facilities, and after -
the -fact repair and restoration work. However, the winter storms required work that
exceeded the estimated effort that was budgeted for roadway maintenance and repairs.
Public Works used Hardy & Harper, our roadway maintenance contractor, during the
winter storm events for the activities described above by ordering extra work under the
current roadway maintenance agreement. Hardy & Harper's crews have the
knowledge, expertise and experience over the course of many years of storm events to
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be highly effective in taking care of known areas of flooding and earth slides with
minimal direction from Public Works personnel.
The storm event work and expected continuing cleanup activities require $137,000 of
additional funding to be provided so that planned maintenance through the end of the
fiscal year can be performed by the Hardy & Harper roadway maintenance agreement.
The following table depicts planned and anticipated expenditures for pavement
maintenance services.
Public Works Street Pavement Maintenance —
Maintenance Services Line Item
Roadway Maintenance Services (Hardy
$ 235,000
& Harper)
Inspection Services Related to
10,000
Roadway Maintenance (Sunbeam)
Adopted FY16-17 Roadway
$245,000
Maintenance Budget
EXPENDITURES
Maintenance Services Completed and
$ 235,000
Planned for FY16-17 (Hardy & Harper
Inspection Services (Sunbeam)
10,000
Storm Related Expenses
(Recommended Appropriation and
$ 137,000
Increase to Hardy & Harper Agreement)
Recommended New Budget Amount
$ 382,000
Some of the major storm related expenditures incurred include placement of K -rail on
Crenshaw Boulevard across from St. John Fisher Church, debris/mud clean-up, crack -
filling and pot hole repairs on various roads, storm drain clean-up including the San
Ramon Canyon inlet, storm watch standby on the Palos Verdes Drive East switchbacks,
among others. These costs totaled $92,000. Staff estimates that an additional $45,000
is needed to complete remaining repairs and cleanup. Some of the repair work that has
not been completed incudes cleanout of the Via Colinita detention basin and
reestablishment of the drainage system; repairs to the drainage system at St. John
Fisher Church; repairs to the slope adjacent to the landslide roadway at Sacred Cove.
The City has also incurred costs for services provided under other City contracts with
West Coast Arborist, EDCO, and Stay Green Inc., among others, due to their extra
assistance during the winter. These costs will not be fully compiled until late April when
the impacts and effects to our street and park tree system can be completely assessed
and evaluated.
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ALTERNATIVES:
In addition to the Staff recommendation, the following alternative action is available for
the City Council's consideration:
Issue a request for bids to perform the remaining fiscal year's roadway
maintenance work in lieu of increasing the Hardy & Harper contract.
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