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CITY COUNCIL AGENDA ITEM NO. 2

Meeting Date: October 28, 2003

Subject/Title: Temporary closure of the Sand Creek Road/O’Hara Avenue Loop from Brentwood Boulevard to Central Boulevard, for Sand Creek Road (East), CIP Project No. 336-3061.

Submitted by: Engineering: B. Grewal/D. Spekner

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing City staff to temporarily close the Sand Creek Road/O’Hara Avenue Loop from Brentwood Boulevard to Central Boulevard for Sand Creek Road (East), CIP Project No. 336-3061 for the Contractor to make repairs to the fire damaged box culvert.

PREVIOUS ACTION
On July 23, 2002, the City Council authorized the City Manager to sign a construction contract with Top Grade Construction, Inc. for the construction of Sand Creek Road (East), CIP Project No. 336-3061, from east of Minnesota Avenue to just west of Brentwood Boulevard, crossing the Union Pacific Railroad.

On September 10, 2002, the City Council authorized City staff to temporarily close the Sand Creek Road/O’Hara Avenue Loop, from just west of Brentwood Boulevard to just north of Central Boulevard, for a four-week period, for the construction of Sand Creek Road (East), CIP Project No. 336-3061, to install utilities including potable and non-potable waterlines, storm drains, and sewer.

On March 11, 2003, the City Council authorized City staff to temporarily close the Sand Creek Road/O’Hara Avenue Loop from Brentwood Boulevard to Central Boulevard for two, two-week periods, for the Sand Creek Road (East), CIP Project No. 336-3061 to install and later remove the temporary shoofly.

On September 23, 2003, the City Council authorized the City Manager to execute a Contract Change Order with Concrete Science Inc. for special structural and construction materials support for the Sand Creek Road (East), CIP Project No. 336-3061, in the amount of $16,000, and authorized the City Manager to approve change orders up to 10% of the revised total contract amount of $65,000.

BACKGROUND
On April 26, 2003, the O’Hara Avenue pedestrian undercrossing (box culvert #2) was damaged by fire. As stated in a staff report on September 23, 2003, the City and the Contractor hired consultants to examine the damage and review lab and field test results. Top Grade’s Consultant, Exponent of Menlo Park has designed a repair method that has been reviewed and accepted by City staff with recommendations by the City’s Designers, Mark Thomas & Company and Concrete Science, Inc. Top Grade is in the process of hiring a specialty subcontractor to make the repairs. The material to be used is a high-strength epoxy concrete that has been used to repair fire damaged concrete at local oil refineries. In order to ensure that the epoxy concrete adheres to the original concrete structure, the Sand Creek Road/O’Hara Avenue Loop must be closed to traffic the day that the epoxy concrete is applied. Repairs are tentatively scheduled to be completed on November 6th or 7th depending on the weather.

Three road closures have been previously approved by City Council. On September 10, 2002, City Council authorized City staff to close the loop road for four weeks, to allow the installation of potable and non-potable waterlines, sewer lines, and storm drains. The road was also closed for two, two-week periods, in the spring and fall of this year to allow the Contractor to install and later remove the temporary shoofly. The City built the shoofly to allow the Contractor to complete the remainder of the roadway connections and facilities. As with previous road closures, this road closure will begin just west of the Sand Creek Shopping Center to just north of Central Boulevard in areas of the road that allow motorists room to turn around. All traffic will then be detoured onto Brentwood Boulevard or Central Boulevard, both of which will remain open to traffic. City staff will work with the Contractor to ensure that portions of Sand Creek Road and O’Hara Avenue with business frontages remain open and accessible at all times to minimize the impact this road closure will have on local businesses. The City will review the Contractor’s traffic detour plans prior to commencement of construction and will notify the Police, Fire Department, and the public of the road closure. The Contractor will work with the City to notify residents and businesses of the proposed road closure and detour routes and will update the City’s Traffic Alert section on the web site.

FISCAL IMPACT
The funds for this work are paid for through facility fees, which are included in the existing budget as approved by this year’s Capital Improvement Program 2003/04 as follows: Roadway Improvements - $18,746,500; Development Water Facility Funds - $ 2,423,800, and Development Sewer Facility Funds - $530,100, for a total project cost of $21,916,800. This budgeted amount includes both Sand Creek Road (Central – which is complete) and Sand Creek Road (East – which is under construction).

Construction Contract:
The original construction contract with Top Grade Construction Co. for building Sand Creek Road (East) was $7,672,500 with a 10% contingency of $767,250, for a total available contract amount of $8,439,750. This original contingency has been used to cover the field changes shown below. The current construction contract value is $8,078,200.

Temporary Loop and Shoofly Construction $ 239,300
Electrical Changes $ 7,500
Potable and Non-potable Waterline Changes $ 79,400
Sewer Modifications $ 53,300
Miscellaneous Civil Improvements $ 26,200
Current Change Order Total $ 405,700

Pending Landscape Change Order (estimate only) $ 250,000

Forecast of Change Orders to date (8.6% of the contract) $ 655,700

Attachments:
Resolution
Site Map

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING CITY STAFF TO TEMPORARILY CLOSE THE SAND CREEK ROAD/O’HARA AVENUE LOOP ROAD FOR TWO DAYS FOR THE SAND CREEK ROAD (EAST), CIP PROJECT NO. 336-3061, TO MAKE REPAIRS TO THE O’HARA AVENUE BOX CULVERT.

WHEREAS, on July 23, 2002, the City Council authorized the City Manager to sign a construction contract with Top Grade Construction, Inc. for the construction of Sand Creek Road (East), CIP Project No. 336-3061, from east of Minnesota Avenue to just west of Brentwood Boulevard, crossing the Union Pacific Railroad; and

WHEREAS, on September 23, 2003, the City Council authorized the City Manager to execute a Contract Change Order with Concrete Science Inc. for special structural and construction materials support for the Sand Creek Road (East), CIP Project No. 336-3061, in the amount of $16,000 and authorized the City Manager to approve change orders up to 10% of the revised total contract amount of $65,000; and

WHEREAS, on September 23, 2003, the City Council authorized the City Manager to execute a Design Change Order with Abey/Arnold and Associates for landscape design for the Sand Creek Road (East), CIP Project No. 336-3061, in the amount of $16,400 which revised the contract price to $64,400 and authorized the City Manager to approve change orders up to 10% of the revised contract amount of $64,400; and

WHEREAS, the Contractor’s Consultant, Exponent of Menlo Park has designed a repair method that has been reviewed and accepted by the City’s Designer, Mark Thomas & Company; and

WHEREAS, to ensure that the epoxy adheres to the original concrete structure, the Sand Creek Road/O’Hara Avenue Loop must be closed to traffic the day that the epoxy concrete is applied.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that City staff is hereby authorized to temporarily close the Sand Creek Road/O’Hara Avenue Loop Road for two days to make repairs to the fire damaged box culvert for the Sand Creek Road (East), CIP Project No. 336-3061.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 28th day of October 2003 by the following vote:

 

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