AGENDA #6b
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Piney Mountain Road Repair Plan
DATE: August 28, 2000
The following report discusses the Piney Mountain Road washout caused by the flooding associated with a storm during the night of July 23-24, 2000, and the process taken to repair the road on a fast track.
The attached Resolution A would authorize the Manager to utilize 1996 bond funds for repairs to the Piney Mountain Road washout. The Manager recommends Resolution A.
The attached Resolution B would authorize the Manager to utilize Town Capital Improvements Program funds for repairs to the Piney Mountain Road washout.
During the night of July 23-24, 2000, Piney Mountain Road at Booker Creek was completely washed out by the flood-waters. The result of the washout was exposed water, gas and telephone utilities as well as the existing 80” metal culvert, aged at over 40 years old.
The road was closed within hours of the event and remains closed today. A detour route was established for local traffic to use until the repairs are completed. We believe that the Council can determine that the repair of Piney Mountain Road constitutes a "special emergency involving the health and safety of the people" and, therefore, can allow the letting of a contract for this repair work without formal bidding as would otherwise be required by N.C. General Statute 143-129. The specific facts that warrant this determination include: the sudden destruction of the bridge; its significant role in the Town's transportation system; the resultant use of smaller roads for through traffic that are not designed for such use; the exposure, as a result of the destruction, of critical utility facilities and the need to protect those facilities; and the circuitous route that may be required by emergency vehicles accessing certain residences as a result of this route being closed off.
The Engineering Department has been working to evaluate the replacement design in terms of material type, shape, size, construction requirements and cost. Several factors control the replacement design. One factor is a height restriction, due to the existing water main. Another factor is the hydraulic capacity of the replacement system. The existing metal pipe is undersized by approximately one-half of what today’s capacity standards are.
The types of conveyance systems analyzed were pre-cast reinforced concrete pipes, rectangular boxes and elliptical pipe. Each of these types proved insufficient to either carry needed capacity, given the height restrictions, or would not be available for placement in a reasonable time frame of four weeks from order. Another drawback is that the headwalls and wing walls must be cast in place, creating possible wet weather delays and additional construction time. A creek diversion would be necessary with these designs as well.
Therefore, the initial design consideration of a pre-cast reinforced concrete arch has been selected as the most appropriate design to use. This design requires that footings be cast in place on two sides to set the arch onto. This is a standard procedure for contractors and no creek diversion is needed. After the footings are cast, the placement of the arches, headwalls and wing walls are anticipated to be very rapid. Other advantages of using the concrete arch is the strength and durability under the road and the hydraulic carrying capacity available, while remaining within the height tolerances. The final design and construction drawings will be provided by the materials manufacturer.
With this replacement, the risk of Piney Mountain Road overtopping with floodwaters will have been reduced significantly, thereby reducing the potentially hazardous condition for this transportation route. With this replacement project, the road will be rebuilt to the same elevation as previous and the 5’ sidewalk and timber rail will be replaced. The sidewalk may be built at a greater distance to the edge of pavement, creating a safer condition for pedestrians and joggers along this section on road.
We estimate that the Piney Mountain Road repair work will cost approximately $160,000 including installation of a concrete arch, head and wing walls, stream bank stabilization, and roadway reconstruction.
However, we request authorization to spend up to $200,000 for the Piney Mountain Road repair project, which would provide some contingency funds for possible unforeseen problems during construction. Authorization before the start of the project would allow us to proceed as quickly as possible in the event that an unexpected condition were uncovered during construction.
We identify two funding alternatives for the Council’s consideration, and recommend the first:
1.) Use of 1996 street bond money already allocated for drainage improvements; or
2.) Reallocation of funding from currently identified Capital Improvements Program projects.
The Council authorized the expenditure of $170,000 of the 1996 Street Bond proceeds from the March 2000 bond sale for drainage projects. Interest earnings or an advanced funding from the additional $230,000 allocated for drainage projects in the final bond sale would be available to make up the additional $30,000 if it is needed for this project.
Prior to the Piney Mountain Road washout, we had anticipated proposing use of these bond funds for the following projects:
· Replace storm drain pipe on Chase Avenue
· Renovate storm drain junction box on Rosemary Street
· Repair/replace damaged or failing segments of storm drains at locations to be determined
· Repair/reinforce eroded areas at locations to be determined
We have reviewed these potential projects following the July 23-24 storm. We believe that some projects can be deferred for a year or two until the next allocation from the final bond sale is available, and others can be pursued using drainage assistance program funds which require some participation from the residents who will benefit from the repairs. None has the urgency of the Piney Mountain Road repair.
An alternative funding source for the Piney Mountain Road repair project would involve reallocation of funds in the Town’s Capital Improvements Program from currently identified CIP projects to the Piney Mountain Road project.
If the Council chooses to use this funding alternative, we suggest making $200,000 available from the following CIP projects:
|
CURRENT CIP PROJECT |
FY 2000-2001 CIP FUNDING |
PROPOSED FUNDING REALLOCATION TO PINEY MOUNTAIN ROAD PROJECT |
|
Drainage Assistance Program |
$20,000 |
$20,000 |
|
Energy Efficiency Projects |
$50,000 |
$20,000 |
|
Generator at Town Hall |
$40,000 |
$40,000 |
|
Greenways |
$93,000 |
$50,000 |
|
Sidewalk/Bicycle Facilities |
$100,000 |
$50,000 |
|
Small Park Maintenance |
$50,000 |
$20,000 |
|
TOTAL AVAILABLE FOR PINEY MOUNTAIN ROAD PROJECT |
$200,000 |
|
We believe that the CIP was developed with attention paid to identifying the most urgently needed projects, almost all of which relate to the maintenance of existing buildings and infrastructure. Although costs have been projected with care, there is no way to be sure of them until we refine plans and accept bids. With the exception of the funds for small drainage improvement projects with funding participation by the landowners benefited, none of the CIP projects relate to drainage.
On the other hand, the 1996 Street Bonds were presented to the voters with a proposal to use $500,000 for drainage improvements. While a number of projects have been tentatively identified, none requires the immediate attention or the massive scope of work that Piney Mountain Road does. Therefore, we recommend that the funds to repair Piney Mountain most appropriately come from the 1996 Street Bonds proceeds.
CONCLUSION
We believe that replacement and repairs to Piney Mountain Road are critical and of the highest priority. We also believe that the Council can determine that the repair of Piney Mountain Road constitutes a "special emergency involving the health and safety of the people" and, therefore, can allow the letting of a contract for this repair work without formal bidding as would otherwise be required by N.C. General Statute 143-129.
That the Council adopt Resolution A authorizing the Manager to utilize up to $200,000 of 1996 street bonds to repair the Piney Mountain Road washout, and to let a contract without following formal bid procedures.
Alternatively, Resolution B authorize the Manager to utilize up to $200,000 of reallocated FY 2000-2001 Capital Improvement Program funds (as identified previously) for repairing the Piney Mountain Road washout, and to let a contract without following formal bid procedures.
WHEREAS, a portion of Piney Mountain Road was washed out as a result of a severe rainstorm on the night of July 23-24, 2000; and
WHEREAS, it was necessary to close Piney Mountain Road as a result of the July 23-24, 2000 washout, thereby limiting access to and through this area of Town by residents, service vehicles, and emergency service providers; and
WHEREAS, major gas and water lines are exposed to potential damage as a result of the July 23-24, 2000 washout of Piney Mountain Road; and
WHEREAS, the Town Council considers the Piney Mountain Road situation to constitute an emergency which could affect residents’ health, safety, and welfare and which requires prompt action to reopen Piney Mountain Road as quickly as possible;
WHEREAS, the Council has determined that this repair work constitutes a "special emergency" as contemplated by N.C. General Statute Sect. 143-129(a) and therefore authorizes the Manager to proceed with the letting of a contract for said work without following the formal bid process;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Town Manager to solicit informal bids and to enter into a contract for repairing drainage and roadway infrastructure on Piney Mountain Road.
BE IT FURTHER RESOLVED that the Council authorizes the Manager to utilize not more than $200,000 of 1996 Street Bond proceeds to pay for the Piney Mountain Road repair project.
This is the 28th day of August, 2000.
WHEREAS, a portion of Piney Mountain Road was washed out as a result of a severe rainstorm on the night of July 23-24, 2000; and
WHEREAS, it was necessary to close Piney Mountain Road as a result of said washout, thereby limiting access to and through this area of Town by residents, service vehicles, and emergency service providers; and
WHEREAS, major gas and water lines are exposed to potential damage as a result of said washout of Piney Mountain Road; and
WHEREAS, the Town Council considers the Piney Mountain Road situation to constitute an emergency which could affect residents’ health, safety, and welfare and which requires prompt action to reopen Piney Mountain Road as quickly as possible.
WHEREAS, the Council has determined that this repair work constitutes a "special emergency" as contemplated by N.C. General Statute Sect. 143-129(a) and therefore authorizes the Manager to proceed with the letting of a contract for said work without following the formal bid process;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Town Manager to solicit informal bids and to enter into a contract for repairing drainage and roadway infrastructure on Piney Mountain Road.
BE IT FURTHER RESOLVED that the Council authorizes the Manager to utilize not more than $200,000 from the Town’s 2000-2001 Capital Improvements Program to pay for the Piney Mountain Road repair project, which reallocations in the CIP as noted in the accompanying report.
This is the 28th day of August, 2000.