03 Staff Report - Storm Drain Improvement Projects ReporttowN of MEETING DATE: 4/2/07
ITEM NO:
COUNCIL AGENDA REPORT
to Sos
DATE: MARCH 22, 2007
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: STORM DRAIN IMPROVEMENT PROJECTS REPORT
A. JOHNSON AVENUE STORM DRAIN PROJECT (0727)
1. AUTHORIZE BUDGET ADJUSTMENT OF $75,000 FROM THE
STORM DRAIN BASIN FUND (461) TO NEW PROJECT (0727)
2. AUTHORIZE BUDGET EXPENDITURES UP TO $75,000 FOR
PROJECT (0727)
3. ADOPT RESOLUTION AUTHORIZING STAFF TO GO OUT TO
BID FOR PPW JOB NO. 07-03
B. MAIN STREET STORM DRAIN PROJECT (0726)
1. AUTHORIZE BUDGET ADJUSTMENT OF $40,000 FROM THE
STORM DRAIN BASIN FUND (461) TO PROJECT (0726)
2. AUTHORIZE BUDGET EXPENDITURES UP TO $40,000 FOR
PROJECT (0726)
C. WEDGEWOOD STORM DRAIN PROJECT (0521)
1. AUTHORIZE BUDGET ADJUSTMENT OF $75,000 FROM THE
STORM DRAIN BASIN FUND (463) TO PROJECT (0521)
INCREASING PROJECT (0521) BUDGET TO $275,000
2. AUTHORIZE BUDGET EXPENDITURES UP TO $275,000 FOR
PROJECT (463-0521)
RECOMMENDATION:
I. Johnson Avenue Storm Drain Project (0726): a) Authorize budget adjustment of $75,000
from the Storm Drain Basin Fund (461) to project (0727), b) Authorize budget expenditures
up to $75,000 for Project (0727), c) Adopt resolution authorizing staff to go out to bid for
PPW Job No. 07-03.
2. East Main Street Storm Drain Project (0726): a) Authorize budget adjustment of $40,000
from the Storm Drain Basin Fund (461) to project (0726), b) Authorize budget expenditures
up to $40,000 for Project (0726).
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PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
NAME\COUNCIL REPORTS\Storm Drain Improvement Projects Report 4-2-07.doc
Reviewed by: j~~ Assistant Town Manager _ _ ,ZTown Attorney
Clerk Administrator ;f Finance Community Development
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PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: STORM DRAIN IMPROVEMENT PROJECTS REPORT
MARCH 22, 2007
3. Wedgewood Storm Drain Project (0521): a) Authorize budget adjustment of $75,000 from
the Storm Drain Basin. Fund (461) to project (0521) increasing project (0521) budget to
$275,000, b) Authorize budget expenditures up to $275,000 for Project (0521).
BACKGROUND:
The Town has three designated storm drain basin areas which are funded through private
development projects to improve the storm drain system as needed. Over time, these basin funds
have accumulated revenue which also receives interest. The funds are only utilized to improve
the appropriate area's storm drainage system. The general locations for the basins are Basin One
in the southern area of Town, Basin Two in the north eastern area, and Basin Three the northwest
area.
Three separate storm drain improvement projects are currently in need of completion this spring:
the Johnson Avenue Storm Drain Project which requires relocating an existing storm drain off
private property, the East Main Street Strom Drain Project, where emergency repairs were
initiated this winter and planned for completion this spring, and the Wedgewood Avenue Storm
Drain Improvement, a FY 2006-07 CIP project.
DISCUSSION:
The three storm drain projects needing improvements are as follows:
Johnson Avenue Storm Drain Project:
This project will relocate a storm drain that is located on private property so that the property
owner can expand their residence. It was installed decades ago without any easements. The
property owner is granting the Town a storm drain easement which will make it possible for
Town crews and contractors to service this storm drain system. The project is estimated to cost
$75,000 (including contingency) and will be completed this fiscal year. Located in Storm Basin
One, there are sufficient funds for this project. Staff has prepared design and bid documents.
East Main Street Storm Drain Project:
This project will repair a storm drain pipe that is ridden with holes and estimated to be over one
hundred years old. This past winter, excess rain seeped up from the storm drain pipe, and the
outcome of a televised (tv) inspection determined that the pipe has many cracks and holes. Public
Works crews have conducted some emergency repairs that were necessary and will complete the
repairs with inserting pipe liners (similar to the sanitary sewer liners installed on North Santa
Cruz Avenue). The project is estimated to cost $40,000 (including contingency) and will be
completed this fiscal year. Located in Storm Basin One, there are sufficient funds for this project.
Because of the estimated cost of this project, it will be completed using the informal bid process.
i FF i
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: STORM DRAIN IMPROVEMENT PROJECTS REPORT
MARCH 22, 2007
gewood Avenue Storm Drain Project:
Wed
This project will install a storm drain system on Wedgewood Avenue and is approved in FY
2006/07 CIP. This project is the result of several neighborhood meetings in which residents
requested improvements to this roadway due to flood waters overflowing onto the street during
storms. This project is being constructed in conjunction with curb, gutter and sidewalk
improvements along Wedgewood Avenue from Wimbleton to Mulberry by the Rinconada
Country Club as a condition of their development project.
The overall project is bidded and contracted by the Country Club, with the storm drain
improvement component funded and inspected by the Town. This multi-year project was
originally estimated to cost $200,000, funded with Storm Basin Three funds. The updated project
cost estimate is $275,000, including contingency, due to the need to realign the drainage system
in the design stage and to escalation in costs since the estimate was completed. The current
fiscal year fund balance in Storm Basin Three is $48,000. The additional budget request of
$75,000 for this project is expected to cause the fund to have a temporary deficit balance of
$27,000 upon the close of the fiscal year. Staff recommends that the other storm basin funds
provide a temporary loan to cover the deficit position. Staff estimates a payback period of
approximately two years for the Storm Basin Three Fund to accumulate enough fees to
reimburse the loan from the other Storm Basin funds, assuming fees track at historic levels of
approximately $15,000 annually.
All three projects have individual construction schedules and needs, and can be completed this
spring, within this fiscal year. Engineering and Public Works staff has or will conduct
appropriate design work, tasks, and inspections as needed to keep the costs down, as possible.
CONCLUSION:
It is recommended that the Council approve each project's budget and expenditure adjustments
to provide funding to complete the related storm drain project improvements this spring. It is
recommended that the Council approve the Resolution to authorize staff to take the Johnson
Avenue Storm Drain Improvement Project to bid.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption will not be filed.
FISCAL IMPACT:
Funding for the three projects will be provided by the Storm Basin funds. Storm Basin One (461)
has a current balance of $331,500. The Johnson Avenue and East Main Street Storm Drain
Improvement Projects' combined costs total $115,000, which will leave the Storm Basin One
fund balance at $216,500.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: STORM DRAIN IMPROVEMENT PROJECTS REPORT
MARCH 22, 2007
Storm Basin Three (463) has a current balance of $48,000. The Wedgewood Project's additional
costs of $7,000 funded from Storm Basin Three funds is anticipated to result in a temporary
fund deficit in the Basin Three fund of $27,000 at year end. To eliminate the potential negative
cash position at year end, staff will record an interfund receivable from the other Storm Drain
funds on a temporary basis until funds are sufficient in Storm Drain Basin Three to repay the
amounts borrowed for this project.
The following charts provide each project budget's details:
JOHNSON AVENUE STORM DRAIN IMPROVEMENT PROJECT
Fund 461
Budget Budget Project Remaining
2006/07 Fiscal Impact Funding Adjustments Budget Balance
nson Ave Strom Drain Project (0727) - 75,000 75,000 -
TALS - 75,000 75,000 -
TAL EXPENDITURES BY CATEGORY:
If Labor
TOTALS - I
E. MAIN ST. STORM DRAIN IMPROVEMENT PROJECT
Fund 461
Budget Budget Project Remaining
2006/07 Fiscal Impact Funding Adjustments Budget Balance
Main Street Storm Drain Project (0726) - 40,000 40,000 -
)TALS - 40,000 40,000 -
TAL EXPENDITURES BY CATEGORY:
ff Labor
TOTALS -
THREE FUND
Fund 463
Beginning Budget Project Remaining
2006/07 Fiscal Impact Balance Adjustments Budget Balance
igewood Avenue Project (0521) 200,000 75,000 275,000 -
TALS 200,000 75,000 275,000 -
AL EXPENDITURES BY CATEGORY:
'Labor
TOTALS -
-1 ~g im
PAGE 5
MAYOR AND TOWN COUNCIL
SUBJECT: STORM DRAIN IMPROVEMENT PROJECTS REPORT
MARCH 22, 2007
Resolution approving plans and specifications for the Johnson Avenue Storm Drain project
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
APPROVING PLANS AND SPECIFICATIONS FOR
PPW JOB NO. 07-03
JOHNSON AVENUE STORM DRAIN PROJECT
AND AUTHORIZE STAFF TO ADVERTISE THE PROJECT FOR BIDS
WHEREAS, plans and specifications for the Johnson Avenue Storm Drain project have
been prepared by the Town Engineer and are duly filed with the Clerk Administrator; and
WHEREAS, the Town Council of the Town of Los Gatos has reviewed said plans and
specifications.
NOW, THEREFORE, BE IT RESOLVED THAT the Town Council hereby approves
the plans and specifications for the Johnson Avenue Storm Drain project.
BE IT FURTHER RESOLVED THAT the Clerk Administrator is hereby authorized
and directed to advertise the Johnson Avenue Storm Drain project for bids in the manner
prescribed by the Town Municipal Code.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos held on the 2nd day of April, 2007 by the following vote:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
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