HomeMy WebLinkAbout7 Donner Lake Pavement Resoration Agenda Item # 7
Memorandum
To: Board of Directors
From: Neil Kaufman
Date: July 14, 2006
Subject: Pavement Restoration at Donner Lake
1. Why this matter is before the board:
Board authorization is required for expenditures in excess of $15,000.
2. History:
In 2001, the District conducted a joint project with Southwest Gas that installed water and natural gas
pipelines along Southshore Drive, Red Mountain Road, Mt. Judah Drive and Devil's Peak Road on
the south side of Donner Lake. These roads had been resurfaced in 1999.
Based upon an arrangement with between Southwest Gas and the Town, the encroachment permit
issued by the Town did not require that the roadways be repaved. However, the encroachment
permit issued by Placer County did require a pavement overlay for Devil's Peak Road, Mt. Judah
Drive and the Placer County portion of Red Mountain Road. This pavement restoration work was not
included in the contract with Manuel Brothers and has not been performed.
In 2004,the Town of Truckee issued an encroachment permit for the Donner Lake Pipelines—2004
project. This encroachment permit required the District to mill, and replace the pavement in the
eastbound lane of Cedar Point Drive where the water pipeline was installed. This pavement
restoration work was not included in the contract with Jurin Construction and has not been
performed. These areas to be paved are shown on Figure 1.
In the Summer of 2005, the Town of Truckee awarded a contract to Advanced Asphalt for paving at
various locations in Truckee. One portion of that contract involved an overlay of Southshore Drive. I
had a number of discussions with the Town and Advanced Asphalt. Both parties agreed to include
the District's paving work in the Town contract. On September 7, 2005, 1 presented this approach to
the Board and the Board approved using the Town contract to perform the paving work as shown on
the attached minute order.
3. New information:
During the Summer/Fall of 2005, Advanced Asphalt completed the paving on Southshore Drive.
However, Advanced Asphalt failed to complete the District's paving work. Jerry Krug with Advanced
indicated that temperatures in late September were not proper for placing the planned 1.5-inch
overlay. The District has not paid any monies for this work. The 2005 contract between the Town
and Advanced Asphalt has been closed.
The Town advertised for a new paving and drainage contract in the Spring of 2006. This contract
was also awarded to Advanced Asphalt. Advanced Asphalt, the Town and I have discussed the
possibility of an arrangement similar to 2005 whereby this paving work would be performed under the
Town's current contract. However, the Town is receiving reimbursement from FEMA for a portion of
the Advanced Asphalt contract and the Town is concerned that including the District paving would
jeopardize the FEMA funds.
As described in recent Water Department staff reports, Jessica Wilson and I have prepared a set of
Bid Documents covering this paving work at Donner Lake. These bid documents were sent to Placer
County and the Town of Truckee for review and comment. At this time, it is necessary to advertise
for bids in order that the work can be completed during a time period with proper temperatures. The
planned project schedule is:
July 19, 2006—Board Authorization to Begin Advertising for Bids
August 8,2006—Bid Opening
August 16, 2006—Award of Contract
September 15, 2006—Completion of Paving Work
The total cost of this work is estimated at $100,000. The cost of this project was included in the
calculations used to develop the $6.65 surcharge approved by the Board at the July 13 Special
Meeting.
4. Recommendation:
I recommend that the Board:
1) Approve of the plans and specifications for the project.
2) Authorize staff to begin advertising for Bids with a Bid Opening Date of August 8,
2006.
Attachments:
Figure 1
Minute Order from September 7, 2005
s
UCKEE •
PublicDistrict
PO Box 309, 11570 Donner Pass Road
Truckee, Ca. 96160
Minute Order
September 7, 2005
No. 2005-75
CONSIDERATION OF AN AGREEMENT AUTHORIZING THE
DISTRICT TO UTILIZE THE PAVING CONTRACT OF THE TOWN OF
TRUCKEE TO PERFORM NECESSARY PAVING WORK AT DONNER
LAKE.
Director Taylor moved and Director Thomason seconded, a motion to
authorize staff to arrange for paving work to be performed through the
existing contract between the Town of Truckee and Advanced Asphalt
for an estimated cost to the District around $100,000 for roads along
Southshore Drive, Red Mountain Road, Mt. Judah Drive and Devil's
Peak Road on the south side of Donner Lake in Placer County.
ROLL CALL: Director Sutton, no (did not go through public bid process);
All other Directors, aye. SO MOVED.
Post Office Box 309— 11570 Donner Pass Road—Truckee, CA 96160
Phone 530 587-3896—Fax 530 587.1189
CEDAR POINT DRIVE ,
1
MOl)NTAIN ROAD
DEVICS PEAK RQAD '..
MT.JUDAH DRIVE
TRUC�NrjcER Figure 1
Publicstt Donner Lake Paving