HomeMy WebLinkAbout2016-09-27 - AGENDA REPORTS - HOT WATER PIPE AT CIVIC CENTER (2)Agenda Item: 9
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
-41
CITY MANAGER APPROVAL: 11
DATE: September 27, 2016
SUBJECT: REQUEST FOR APPROPRIATION OF FUNDS FOR EMERGENCY
REPLACEMENT OF HOT WATER PIPE AT CIVIC CENTER
DEPARTMENT: Neighborhood Services
PRESENTER: Darren Hernandez
RECOMMENDED ACTION
City Council:
1. Approve the cost for the emergency replacement of the hot water pipe at the Civic
Center, affecting the Valencia Library.
2. Appropriate $108,418 from Public Library fund balance (Fund 309) to expenditure
account 12051-5141.001 for the City of Santa Clarita's share of the emergency
replacement of the hot water pipe at the Civic Center.
Authorize the City Manager, or designee, to execute the cost approval sheet and
associated documents, contingent upon the appropriation of funds by City Council,
subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita received notice that the hot water pipe in the Civic Center needs to be
replaced. The City has a Joint Occupancy Agreement (JOA) with the County of Los Angeles
approved in 2011 on the shared costs, including central plant utilities. The JOA states that the
City's share of the cost of utilities is based upon the square footage allocation amongst the Civic
Center buildings, with the Valencia Library being 24,144 square feet.
This project will replace approximately 1,000 feet of 3" and 4" insulated underground pipe
supplying heating water loop and four (4) isolation valves. The hot water pipe must be replaced
to provide heating for all of the Civic Center buildings, including the Valencia Library.
The total project cost estimate is $472,000, shared between the Judicial Council of California
contributing $120,124 (25.45%); the Chief Executive Office contributing $243,457 (51.58%);
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and the City of Santa Clarita contributing $108,418 (22.97%). The project will begin upon
approval of the contributing parties.
ALTERNATIVE ACTION
Other action as determined by the City Council
FISCAL IMPACT
Adequate funds will be available upon approval of the requested appropriation.
ATTACHMENTS
Civic Center Shared Cost Letter - Emergency Hot Water Pipe Replacement
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9.a
Of LOS AtiG
r
r
' C'111FORI
JIM JONES
Director
County of Los Angeles
INTERNAL SERVICES DEPARTMENT
1100 North Eastern Avenue
Los Angeles, California 90063
"To enrich lives through effective and caring service"
September 2, 2016
City of Santa Clarita
Attention: Darren Hernandez, Deputy City Manager
23920 Valencia Blvd.
Santa Clarita, CA 91355
Telephone: (323) 267-21
FAX: (323) 260-46
Re: Deficiency Correction- EMERGENCY Replacement of Hot Water Pipe at Santa
Clarita Civic Center
This letter is to inform you of the Internal Services Departments' (ISD) recommendation
to Replace approximately 1000 feet of 3" & 4" insulated underground pipe
supplying heating water loop and four (4) isolation valves. Pipe must be replaced
to provide heating for all Civic Center Building.
The project will begin upon approval from JCC, CEO and City of Santa Clarita
The Parties shall each be responsible for the costs of their respective Proportionate
shares of work efforts for the benefit of, or affecting the entire Real Property
The City of Santa Clarita (Public Library -Valencia Library) share as the Contributing Party
for this project is 22.97%, which is approximately $108,418.40 based upon a total project
cost estimate of $472,000.00
Judicial Council of California 25.45%
Chief Executive Office 51.58%
City of Santa Clarita 22.97%
$120,124.00
$243,457.60
$108,418.40
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9.a
In order to proceed with the next step on this project, I need to secure your approval of
costs. I have enclosed an estimated shared cost approval sheet with an estimated
completion date for the facility repair. Please sign your approval and return to me at the
address listed below. City of Santa Clarita will be invoiced for actual costs once the work
is complete.
Please note that the above is an estimate of costs; if the actual City of Santa Clarita's
share of costs exceeds 10 percent of the estimated share of costs, ISD will notify City of
Santa Clarita prior to incurring the excess costs.
If you have questions or need additional information, please contact Cesar Menchaca,
Division Manager, at 323-267-2105.
Thank you for your attention in this matter.
Sincerely,
Cesar Menchaca, Division Manager
Maiintenanc & Operations
a
CM/ma
Enclosures
cc:
Jane Chang, Section Manager, Facilities Operations Service, ISD
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9.a
Cost Approval Sheet
The following table includes estimated costs and completion dates:
Santa Clarita Civic Center
Task Estimated Total City of Santa
Completion Estimated Clarita
Date Project Cost Estimated
Shared Cost
Replacement of Hot Start date pending $472,000.00 $108,418.40
Water Pipe approval from JCC,
CEO & City of Santa
Clarita
This estimate is to be approved in writing within 30 days.
Approved by:
Name:
(Print)
Title:
Signature:
Please return approved form to:
Cesar Menchaca, Division Manager
County of Los Angeles
Internal Services Department
Facilities Operations Service
Maintenance & Operations
1100 N. Eastern Avenue
Los Angeles, CA 90063
cmenchaca 1sd.lacount ov
Date:
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