Item Coversheet
  CITY COUNCIL AGENDA MEMO
MEETING DATE: 1/23/2023
DEPARTMENT:Public Works
DIRECTOR:Dan Prendergast, P.E. Director of Public Works
AGENDA ITEM:Approve Emergency Expediture for the Replacement of a 36-inch water valve on McDermott Road west of Coit Road
RECOMMENDED ACTION:Approval of Expenditure

ITEM SUMMARY

To ratify an expenditure in the amount of $200,000 to North Texas Municipal Water District (NTMWD) for replacement of a 36-inch water valve on McDermott Road west of Coit Road; and authorizing the City Manager to execute all necessary documents. Approved

BACKGROUND

The Public Works Utility Operations division experienced high demands during the 2022 summer season as a result of the drought and high temperatures.  The Pumping Facilities division noticed that it was difficult to fill the water towers on the west side of the City. Field staff investigated potential sources of the problem and identified a broken 36-inch water valve on McDermott Road west of Coit Road as the source of the problem.  The 36-inch water valve is connected to the main feed from the City’s Ridgeview Pump Station which provides water to the majority of the west side of the City.   It is critical for successful summer pumping operations that this valve be replaced during the 2022-2023 winter to maintain adequate flow and pressure to the west side of the City.

 

The 36-inch water valve as well as the 72-inch waterline from the Ridgeview Pump Station were installed for the City of Plano’s use by the NTWMD through a Water Transmission Facilities Contract dated March 27, 1997.  The Contract stipulates that the NTMWD owns, operates, and maintains this portion of the waterline while the City is responsible for the costs associated with operation and maintenance.

 

The NTMWD agreed to perform the work to replace the valve; however, requested funds to cover the cost be provided prior to work beginning. The Contract includes a contingency fund of up to $75,000 for unexpected or extraordinary Operation and Maintenance Expenses which had a balance of $56,045.75.  An additional payment of $200,000 was made to the NTMWD to cover the costs associated with the valve replacement.  Any unused funds will remain in the contingency fund or be reimbursed to the City.

 

The work began December 12, 2022 and was completed by December 22, 2022.  The City provided traffic control, supplied the replacement 36-inch water valve and will repair the guardrail.  The NTMWD removed the pavement, replaced the valve, backfilled, and restored the pavement once complete.  The water towers are now filling properly as anticipated with the working valve.

 

The City is exempt from the competitive bid process for this purchase as allowed by Texas Local Government Code Chapter 252 Subchapter B Section 252.022(a)(7)(A).

FINANCIAL SUMMARY/STRATEGIC GOALS

Funding for this item is available in the 2022-23 Water CIP.  Ratification of this expenditure, in the amount of $200,000, for the replacement of the valve at McDermott Road & Coit Road by the North Texas Municipal Water District (NTMWD) will utilize all available funds for this project.

 

Approval of this item will support the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government.