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Home My WebLink About02-17-00 AGENDA BACKUPCentral Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 17, 2000 NO-: 4. a. CONSENT CALENDAR Date: February 9, 2000 Type of Action: INFORMATIONAL subject: ADVISE THE BOARD OF THE CLOSE OUT OF 16 CAPITAL IMPROVEMENT PROJECTS Submitted By: Initiating Dept. /Div.: John J. Mercurio, Management Analyst Engineering /Planning REV /E ED AND RECOmMENDEQ FOR BOARD ACTION: 111 Mercurio C. Swanson A. Farrell . W. Ba s General Manage ISSUE: Work has been completed on 16 capital improvement projects. When projects have been completed it is our practice to report financial results to the Board prior to closing the projects' accounts. RECOMMENDATION: This item is presented to the Board of Directors for information only. No action is necessary. FINANCIAL IMPACTS: As a result of the close out of these 16 projects, $933,881 is being returned to the Sewer Construction Fund. ALTERNATIVE /CONSIDERATIONS: No alternatives have been prepared. This is an informational position paper. BACKGROUND: The 16 capital improvement projects listed on Attachment 1 have been completed, and staff is closing out the project accounts. A summary of the total authorized budgets and expenditures for the projects to be closed is presented by program in the following table: Program Authorized Budget Expenditures Underrun (Overruns) Treatment Plant $5,143,039 $4,699,979 $443,060 Collection System 5,307,000 4,851,293 455,707 Gen.lmprovements 2,976,000 2,940,886 35,114 Totals $13,426,039 $12,492,158 $933,881 The total authorized budget for the 16 projects is $13,426,039. Total project expenditures are $12,492,158. A net underrun of $933,881 (7% of the total authorized U: \PPr \JJM.Close Out of 16 CIPs.wpd Page 1 of 7 POSITION PAPER Board Meeting Date: February 17, 2000 subject: ADVISE THE BOARD OF THE CLOSE OUT OF 16 CAPITAL IMPROVEMENT PROJECTS budgets) will result in $443,060 being returned to the Treatment Plant Program, $455,707 being returned to the Collection System Program and $35,114 being returned to the General Improvements Program. A description of each project follows on Attachment 2. RECOMMENDED BOARD ACTION: No action is necessary. UAPPAJJM.CIose Out of 16 CIPs.wpd Page 2 of 7 ATTACHMENT 1 TREATMENT PLANT PROGRAM CAPITAL PROJECTS TO BE CLOSED OUT DISTRICT PROJECT NO. PROJECT TITLE AUTHORIZED BUDGET EXPENDITURES UNDERRUN (OVERRUNS) 6060 MHF Operation Improvements 300,000 256,504 43,496 6085 SCB Enhancements 198,000 144,737 53,263 6091 Telemetry System Replacement 1,761,039 1,761,039 0 6104 Condenser Cooling Water 225,000 221,811 3,189 6113 TP Substation Improvements 209,000 198,068 10,932 6118 Basin C Drainage Improvements 40,000 22,512 17,488 6125 Pavement Refurbishments - Phase 2 111,000 109,981 1,019 6129 POD Space Utilization 27,000 26,941 59 6136 Light Fixture Retrofit 155,000 151,764 3,236 6147 Downlight Retrofit 42,000 35,622 6,378 7169 Lime Injection System Improvements 1,448,000 1,281,000 167,000 7185 Odor Control Evaluation 627,000 490,000* 137,000 Program Totals 5,143,039 4,699,979 443,060 COLLECTION SYSTEM PROGRAM CAPITAL PROJECTS TO BE CLOSED OUT DISTRICT PROJECT PROJECT TITLE AUTHORIZED EXPENDITURES UNDERRUN NO. BUDGET (OVERRUNS) 6068 EBMUD Watershed PS 203,000 172,293 30,707 Reliability 4898 Orinda /Moraga Wet Weather 5,104,000 4,679,000* 425,000 Diesels Program Totals 5,307,000 4,851,293 455,707 *estimate Page 3 of 7 ATTACHMENT 1 (cont.) GENERAL IMPROVEMENTS PROGRAM CAPITAL PROJECTS TO BE CLOSED OUT DISTRICT PROJECT NO. PROJECT TITLE AUTHORIZED BUDGET EXPENDITURES UNDERRUN (OVERRUNS) 8183 Animal Services Purchase 2,970,000 2,935,285 34,715 8184 MIS Test Room A/C 6,000 5,601 399 Program Totals 2,976,000 2,940,886 35,114 Page 4 of 7 ATTACHMENT 2 CAPITAL PROJECTS TO BE CLOSED OUT Treatment Plant Program • Multiple Hearth Furnace Operation Improvements, DP 6060, was an omnibus project supporting improvements to the furnace and ancillary support equipment. A few examples included modifying the ash system controls and installing ash hopper level monitoring, increasing the furnace stack height, redundant strainers on the scrubber water pumps and variable frequency drives on the scum pumps. • The Solids Conditioning Building Enhancements project, DP 6085, was initiated in the early 1990s to support improvements to the building structure and solids handling processes. A few examples included centrifuge flushing water system including heat exchanger, sludge sampling system modifications, polymer system control modifications and cake pump control modifications. • The Telemetry System Replacement project, DP 6091, replaced the 20 remote telemetry units (MUXs) and the 4 MUX control units (MCUs) with 4 dual programmable logic controllers (PLCs), 13 remote input /output (1 /0) processors, and a dual redundant fiber optic and wire communication network. Other projects installed 9 other dual PLCs and 63 1/0 drops, some of which were utilized for MUX replacement. Programming of all the PLCs and ModComp to support the new design was completed in- house. As -built documentation is not yet complete but will be done on a new project in order to not delay closing this project. • Condenser Cooling Water Project, DP 6104, involved the three identical vertical turbine type condenser cooling water pumps that serve the two aeration unit steam condensers. This project modified the existing pump discharge manifold and installed two 16 -inch automatic self - cleaning strainers. The strainers are used to maintain condenser cleanliness by screening out debris. • Treatment Plant Substation Improvement, DP 6113, replaced the 23 year old 125 DC Volt Control Power Systems in seven substations at the treatment plant with state -of- the -art Ni -Cad batteries, new chargers and seismically designed racks. • Basin C Drainage Improvements, DP 6118, replaced damaged electrical feeders and replaced the basin dewatering submersible pumps. Page 5 of 7 ATTACHMENT 2 (cont.) Treatment Plant Program • Pavement Refurbishment - Phase 2, DP 6125, refurbished and installed new paving at four locations in the treatment plant. First area was the road adjacent to the unpaved area around the Applied Water Pumps. Second area was the road around the Maintenance and Reliability Center. Third area was the main access road east of the Pump /Blower Building near the old chlorine system. Fourth area was the repair of the Basin levee road. Numerous areas of pavement, at the above locations, had failed and other areas were showing signs of severe fatigue. • POD Space Utilization, DP 6129, was implemented in 1999. The old secretarial workstations in POD were outdated and did not meet current ergonomics standards. This project identified deficiencies, and provided new ergonomic furniture, as needed. • Light Fixture Retrofit, DP 6136, was part of the Success Sharing Task Force Review Committee recommendation to relamp all the fixtures at the treatment plant including the HOB. This project is receiving a rebate from PG &E over the next 4 years as well as reducing energy consumption and deferring future maintenance cost. • Downlight Fixture Retrofit, DP 6147, was created after the post audit of the Light Fixture Retrofit project, DP 6136, determined that the downlights could be retrofitted creating a savings in both reduced energy costs and deferred maintenance. Staff recommended completing this project as part of the Success Sharing program. • The Lime Injection System Improvements project, DP 7169, provided a permanent facility to inject lime slurry directly into the sludge dewatering process. The scope of this project included the construction of a lime containment pad, the installation of two large (10,000 gallon) lime slurry storage tanks, lime recirculation and injection piping and pumping systems, and associated instrumentation and electrical systems. These modifications to the lime process benefit the plant by minimizing the amount of lime required, thereby improving the sludge dewatering and furnace operations as well as reducing operating costs. A second part of the overall project involved construction of a new centrate /scrubber water line. The existing centrate /scrubber water pipe conveys centrate from the centrifuges and scrubber water from the furnace air pollution control train from the Solids Conditioning Building (SCB) to either the Headworks or to the inlet of the aeration tanks. The new bypass piping system provides an alternative path for discharging centrate and scrubber water without interrupting normal operations for maintenance. Page 6 of 7 ATTACHMENT 2 (cont.) Treatment Plant Program • Odor Control Evaluation, DP 7185, completed a comprehensive Treatment Plant Odor Control Facilities Plan in 1998. As a follow -up to the 1998 Odor Control Facilities Plan, an assessment was done to determine Headworks odor loading and a control system was installed to optimize dosing of hydrogen peroxide at the Headworks. In addition, an assessment of the Solids Conditioning Building ventilation system was completed. The recommendations from the SCB ventilation assessment will be designed and constructed under SCB Ventilation Improvements, DP 7199. Collection System Program • The Orinda / Moraga Wet Weather Diesels project, DP 4898, is part of a long -term program to rehabilitate the District's existing pumping stations, especially those in the East Bay Municipal Utility District's watershed areas. At both the Orinda Crossroads and Moraga Pumping Stations, the Phase 2 project included installation of new diesel engines and pumps with new self- sufficient radiator cooling systems, new walled enclosures for each emergency generator and radiator system, replacement of the existing diesel engine- driven pumps, upgrading of instrumentation controls, new sump pumps, significant interior piping modifications, new cranes, and landscaping. The force mains on pumping station property were replaced to address previous force main failures (leaks) at both pumping stations. Seismic bracing of the critical mechanical and electrical equipment occurred at all three pumping stations. Extensive seismic strengthening of the Moraga Pumping Station building consisted of major bracing of the roof and walls. A new emergency standby generator system was provided at the Lower Orinda Pumping Station. • The EBMUD Watershed Pumping Station Reliability project, DP 6068, provided standby diesel generators and redundant or back -up controls at each of the pump stations within the EBMUD watershed. General Improvements Program • The Animal Services Property Purchase, DP 8183, was purchased for buffer zone purposes to prevent future use of the site for commercial enterprises which would be incompatible with the possible impacts associated with treatment plant operations. This property, approximately 4.8 acres, will allow the District to expand our facilities into this adjacent property if required. • The MIS Test Room A/C project, DP 8184, provided an air conditioned environment to allow MIS staff to set up and test PCs in a secured area. The corrected problem was that the combination of no air conditioning and the heat generated by the operating computers resulted in hot conditions that caused problems for the sensitive electronics and the staff. Page 7 of 7 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 17, 2000 NO-: 6.a. BIDS AND AWARDS Type of Action: AUTHORIZE AWARD Subject: AUTHORIZE THE AWARD OF A CONSTRUCTION CONTRACT TO D. R. LEMINGS CONSTRUCTION FOR RECYCLED WATER - CUSTOMER CONNECTIONS BID REQUEST, NO. 018826 Submitted By: initiating Dept. /Div.: Jade Sullivan, Assistant Engineer Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACT /ON: J. Sullivan wy,pl - C. Swanson OVA--- ( -Ah 0� W.40VV L/4, A. Farrell Charles W. B ts, General Manager ISSUE: On January 14, 2000, sealed bids for the construction of Recycled Water - Customer Connections Bid Request, No. 018826 were opened. The Board of Directors must authorize award of the contract or reject all bids within 60 days of the opening of bids. RECOMMENDATION: Authorize award of a contract for construction of the Recycled Water Customer Connections Bid Request, No. 018826, in the amount of $257,150 to D. R. Lemings Construction, as the lowest responsible bidder. FINANCIAL IMPACTS: Award of this construction contract will result in an expenditure of $384,923 from the Sewer Construction Fund. These costs will be recovered through the sales of recycled water. ALTERNATIVES /CONSIDERATIONS: Reject all bids submitted for the construction of the Recycled Water - Customer Connections Bid Request, No. 018826. BACKGROUND: Central Contra Costa Sanitary District is continuing its program of connecting recycled water service to landscape irrigation customers in the Pleasant Hill area. This contract will enable the District to connect thirteen (13) recycled water customer sites in the next two years (Attachment 1) and enable better operational control of the distribution system. Connecting a customer will include the installation of transmission main taps, meter box assemblies, existing water supply disconnection and associated pipe and appurtenances. There are two 16 -inch control valves to be installed onto our transmission main for CSOD staff to better control the system's operations. Each customer site will be tested to ensure no cross connections exist to the satisfaction of the District, Contra Costa Water District and the Department of Health Services. 2/9/00 U: \PPR \DRLEMINGSPPR.WPD Page 1 of 5 POSITION PAPER Board Meeting Date: February 17, 2000 subject: AUTHORIZE THE AWARD OF A CONSTRUCTION CONTRACT TO D. R. LEMINGS CONSTRUCTION FOR RECYCLED WATER - CUSTOMER CONNECTIONS BID REQUEST, N0. 018826 Environmental Services Division and Purchasing & Materials Services Division staff prepared the plans and specifications. Six bids ranging from $257,150 to $360,000 were received and publicly opened on January 14, 2000. The engineer's cost estimate for the construction was $217,000. A summary of bids is presented in Attachment 2. The contract period is two years. The apparent low bid is 18.5% higher than the engineer's cost estimate. Staff has evaluated the bidding climate to determine why all bids received exceeded the engineer's estimate. The evaluation revealed that the bids were higher because the construction market is booming, and the construction contract that the District bid had uncertainties inherent to the blanket contract concept. These uncertainties include: 1) none of the work was guaranteed to be released for construction; 2) the contractor's bond capacity would be committed to the project for two years; and 3) the variation of unit cost of material over two years. The Engineering Department conducted a technical review of the bids and the Purchasing Division conducted a commercial review of the bids and determined that the lowest responsible bidder is D. R. Lemings Construction for the amount of $257,150. District staff will provide contract administration and inspection services for the project including shop drawing review and office engineering support. Additional funds required to complete this project, as shown in Attachment 3, are $237,000. The total project cost is anticipated to be $419,400. Construction of the Recycled Water - Customer Connections is included in the Fiscal Year 1999 -2000 and 2000 -2001 Capital Improvements Budget (CIB) on pages RW -23 through RW -25. On September 16, 1993, the District Board of Directors approved a Negative Declaration and determined that the project would not have a significant effect on the environment. A Notice of Determination was filed with the Contra Costa County Clerk on September 21, 1993. RECOMMENDATION: Authorize award of a contract for construction of the Recycled Water Customer Connections Bid Request, No. 018826, in the amount of $257,150 to D. R. Lemings Construction, as the lowest responsible bidder. 2/9/00 U:\PPR \DRLEMINGSPPR.WPD Page 2 of 5 FREEWAY 4 CCCSD RECYCLED WATER SYSTEM (DP 7167) LEGEND 1 RECYCLED WATER JN PIPELINE IREW) • NEW CUSTOMER U ,wo zzm CONNECTIONS FEET 0 li 'I SS P� ON I *940 G W �MNG�F I PON �\ L P� { i IAI GOLF CLUB RAJ v CONTRA COSTA JUNIOR l( 1� COLL£O£ OI5TRICT ( �I LEGEND OF CUSTOMERS VALLEY 1. HIGHWAY 4 SHOULDER IRRIGATION COLLEGE =1_ 1 2. DIABLO RANCH /MARSH DRIVE IRRIGATION VIKING DR 3. CASCADE VILLAGE /MARSH DRIVE IRRIGATION ,.VAI re ( 4. SUN VALLEY /MARSH DRIVE IRRIGATION ur O i 1 -A DISTRICT NI FI Od9L0 l\ 1 5. NEON CENTER BUSINESS PARK IRRIGATION ` 6. 1-680 MEDIANS IRRIGATION _JI! BLVD �� , �I II 7. CONTRA COSTA BLVD MEDIAN IRRIGATION 8. PLEASANT HILL SHOPPING CENTER IRRIGATION 9. CHILPANCINGO BLVD MEDIAN IRRIGATION P j 10. GOLF CLUB RD MEDIAN NO.1 11. GOLF CLUB RD MEDIAN NO.2 12. GOLF CLUB RD MEDIAN NO.3 13. GOLF CLUB RD MEDIAN NO.4 x Central Contra Costa Attachment Sanitary District RECYCLED WATER ' CUSTOMER CONNECTIONS J J Page 3 of 5 Bid No.018826 Date: January 14, 2000 Good /Services: Construction Services for the Recycled Water Customer Connections CENTRAL CONTRA COSTA SANITARY DISTRICT Bidders Bid Amounts 1. DR Lemings Construction $257,150 2. North Bay Construction $306,454 3. D &D Pipelines $339,600 4. McGuire and Hester $347,000 5. Horizon Construction $352,000 6. Atlas P. Construction $360,000 Opened and Read By: Joyce Murphy Witness: Ken Laverty Jade Sullivan ATTACHMENT 2 ADSMARECYCLE\PHZONE \Blanket Contract\ PositionPaper \bidOpeningForm.wpd Page 4 of 5 ATTACHMENT 3 RECYCLED WATER -CUSTOMER CONNECTION DISTRICT PROJECT NO 7167 POST - BID/ PRECONSTRUCTION ESTIMATE Percent of Construction ITEM DESCRIPTION TOTAL Contract Cost 1. Construction Contract $ 257,150 Contingency at 15% $ 38,850 Subtotal $ 296,000 100% 2. Constuction Management Project Management $ 16,000 Project Inspection $ 39,000 Subtotal $ 55,000 19% 3. Consultant Services Materials Testing $ 5,000 Geotechnical Consultant $ 2,000 Subtotal $ 7,000 2% 4. Engineering and Other Services During Construction District Forces Office Engineering Services $ 2,000 Record Drawings $ 4,000 Survey $ 13,000 Other Services City and County Permit Inspection $ 10,000 Subtotal $ 29,000 10% 5. Prebid Expenditures (Planning and Design $ 32,400 11% 6. Total Project Cost $ 419,400 141% 7. Funds Allocated to Date $ 182,400 8. Allocation Required to Complete Project $ 237,000 9. Total Additional Expenditures if Contract $ 387,000 is Awarded Page 5 of 5 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 17, 2000 No.: 6.b. BIDS AND AWARDS Type of Action: AUTHORIZE RELIEF OF BID /AUTHORIZE AWARD /AUTHORIZE AGREEMENTS Subject: APPROVE REQUEST FOR RELIEF OF BID FROM N.E. CARLSON CONSTRUCTION, INC. / AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO ARNTZ BUILDERS / AUTHORIZE PROFESSIONAL SERVICE AGREEMENTS FOR THE LABORATORY IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7172 Submitted By: initiating Dept. /Div.: Don Berger, Associate Engineer Engineering Department /Capital Projects Division REVIEWED AND RECOMMENDED FOR BOARD ACT /ON. s on agA-�: - D. Berger W. Brennan ATdr reII K. Alm C ar es W. B ts, General Manager ISSUE: On January 20, 2000 sealed proposals were received and opened for construction of the Laboratory Improvements Project, District Project No. 7172. The Board of Directors must authorize award of the contract or reject bids within 50 days of the bid opening. The Board of Directors should decide whether or not to grant a request for relief of bid. Authorization by the Board of Directors is required for the General Manager to execute professional service agreements for amounts greater than $50,000. RECOMMENDATION: Approve request for relief of bid, authorize award of a construction contract, and authorize professional service agreements. FINANCIAL IMPACTS: Approximately $5,505,000 including bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: 1. Request for Bid Relief - The low bid contractor, N.E. Carlson Construction, Inc., has demonstrated that it made a significant clerical error in preparing its bid and is entitled to relief under the Public Contract Code (see Attachment 3). Staff is recommending bid relief. An alternative would be to require N.E. Carlson Construction, Inc. to honor its low bid. This could result in poor product and a claims oriented environment. 2. Authorize Award of Contract - The alternative would be to reject all bids. 3. Authorize Agreements - There are two consulting agreements, one for construction support services (including shop drawing review, responding to design clarifications, and commissioning services) and the other for construction 2/9/00 L: \Position Papers \BERGER \7172award.wpd Page 1 of 9 POSITION PAPER Board Meeting Date: February 17, 2000 subject: APPROVE REQUEST FOR RELIEF OF BID FROM N.E. CARLSON CONSTRUCTION, INC. / AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO ARNTZ BUILDERS / AUTHORIZE PROFESSIONAL SERVICE AGREEMENTS. FOR THE LABORATORY IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7172 inspection. In both cases, the District does not have the staff available to provide these services. In addition, construction support services are normally provided by the design firm to maintain consistency and ensure the design intent is met. BACKGROUND: The District's present laboratory was constructed in the mid -1970s as part of the original secondary treatment plant construction. The facility was designed to meet the testing requirements of that time and has served the District well for nearly 25 years. However, in recent years, environmental regulations have become much more stringent, significantly increasing the diversity and complexity of tests the District is required to perform. The District's laboratory is now operating beyond its intended design capability and is too small to handle the current testing requirements. In addition, the heating, ventilating, and air conditioning (HVAC) system does not provide adequate airflow and particle removal to meet today's highly sensitive analytical equipment standards. The shortage of space for sample storage, preparation, and analysis has compromised workflow and created concerns about data quality and sample contamination. The need to address these deficiencies and provide for long -term laboratory space planning became apparent in the late 1980s. Following that, two studies were completed that focused on renovation of the existing space and improvements to the HVAC system. These studies determined that renovating the laboratory would be very costly. Because of the heavy capital workload at the time, the project was put on hold. In 1998, a predesign study for the Laboratory Improvements Project was completed by Michael Willis & Associates, Architects. The predesign study considered various alternatives for improving the District's laboratory including building a new laboratory near or adjacent to the existing facility, as well as reevaluating the possibility of renovating the existing laboratory. The study recommended constructing a new laboratory facility adjacent to the Ultraviolet Disinfection Facility as shown in Attachment 1. This location provides convenient access to process sample points used by laboratory staff and allows for relatively easy construction without disruption to current laboratory testing. The District has also identified the need for additional meeting rooms, training facilities, and a public education center. After the new laboratory building is completed, the existing laboratory will be converted to create a space that can accommodate these types of activities. The existing cabinets and equipment will be removed. The area will be painted, carpet will be installed, and the ceiling areas refurbished to provide an area 2/9/00 LAPosition Papers \BERGER \7172award.wpd Page 2 of 9 POSITION PAPER Board Meeting Date: February 17, 2000 subject: APPROVE REQUEST FOR RELIEF OF BID FROM N.E. CARLSON CONSTRUCTION, INC. / AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO ARNTZ BUILDERS / AUTHORIZE PROFESSIONAL SERVICE AGREEMENTS FOR THE LABORATORY IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7172 suitable for use. The demolition work and cosmetic repair of the space will be completed as part of the construction contract for the new laboratory building. The design of the Laboratory Improvements Project, including conversion of the existing laboratory space, was completed by Michael Willis and Associates. The Engineer's prebid estimate for construction was $4,000,000. The project was advertised on November 12 and 19, 1999. Fourteen (14) bids were received and publically opened on January 20, 2000. A summary of these bids is shown in Attachment 2. The apparent low bid is from N.E. Carlson Construction, Inc. in the amount of $3,586,096. The bids were opened at 2 p.m. on January 20, 2000. At approximately 3 p.m., the District telephoned N.E. Carlson to advise them that they were the apparent low bidder. At that time, N.E. Carlson indicated that it had made a substantial error and requested that its bid be withdrawn. At 9 a.m. the following morning (January 21, 2000), N.E. Carlson met with District staff to explain and document the clerical error. The N.E. Carlson representative explained that approximately 15 minutes before bid time, they received a subcontractor quote from Lescure Company, Inc. for the Plumbing and HVAC, including the Temperature Control System and Energy Management Temperature Control /Direct Digital Control (EMTC /DDC) software. The error occurred when N.E. Carlson entered the figure for Plumbing ($385,000) only instead of the base bid amount for both Plumbing and HVAC ($1,450,000) on its in -house bid form. Had N.E. Carlson not made this error, its bid would have been $4,651,096, or $1,065,000 higher than N.E. Carlson's submitted bid. A letter (Attachment 3) and supporting documentation were received from N.E. Carlson at the meeting on January 21, 2000, which support N.E. Carlson's explanation that the incorrect price was entered for the Plumbing and HVAC work. Under California Public Contract Code Section 5103, a bidder may request relief of bid within five (5) days of bid opening in the event of a clerical error or arithmetical error in preparing the bid proposal. The law is stringent with regard to relief from bids and allows relief to be granted by the awarding authority only under specific circumstances. Specifically, the law states that: "The bidder shall establish to the satisfaction of the court that: a. A mistake was made. b. He or she gave the public entity written notice within five (5) days after the opening of the bids of the mistake, specifying in the notice in detail how the mistake occurred. 2/9/00 L: \Position Papers \BERGER \7172award.wpd Page 3 of 9 POSITION PAPER Board Meeting Date: February 17, 2000 subject: APPROVE REQUEST FOR RELIEF OF BID FROM N.E. CARLSON CONSTRUCTION, INC. / AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO ARNTZ BUILDERS / AUTHORIZE PROFESSIONAL SERVICE AGREEMENTS FOR THE LABORATORY IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7172 c. The mistake made the bid materially different than he or she intended it to be. d. The mistake was made in filling out the bid, and not due to error in judgement or to carelessness in inspecting the site of the work, or in reading the plans or specifications." The error cited by N.E. Carlson is the failure to enter the correct value for the Plumbing and HVAC work into its in -house bid form. The documents submitted by N.E. Carlson the morning after the bid opening substantiated its explanation. The total error of $1,065,000 is significant and, in addition, N.E. Carlson would no longer be the apparent low bidder. Under the above Public Contract Code provisions, the error, as explained by N.E. Carlson, conformed with the conditions required to be released from the bid Accordingly, N.E. Carlson is entitled to relief under the above provision. The Capital Projects Division conducted a technical and commercial evaluation of the bids and concluded that, in the event N.E. Carlson is granted relief from its bid, the second low bidder, Arntz Builders, is the lowest responsible bidder with a bid amount of $4,310,791. Construction management and contract administration will be performed by District staff. Due to lack of District resources, G.S. Dodson and Associates will provide construction inspection. G.S. Dodson and Associates was selected through a formal Request for Proposal process in accordance with the District's Consultant Selection Procedures. An agreement to provide construction inspection services in the amount of $236,000 has been negotiated with G.S. Dodson. Michael Willis and Associates, the design consultant, will provide construction support services including evaluation of contractor submittals, preparation of design clarifications, and assistance with building commissioning. An agreement for $180,000 has been negotiated with Michael Willis and Associates to provide these services. The Total Project Cost Estimate included in the Capital Improvement Budget (CIB) was $5,100,000. The current total estimated project cost is $6,110,000 as shown in Attachment 4. This increase is due to: 2/9/00 L: \Position Papers \BERGER \7172award.wpd Page 4 of 9 POSITION PAPER Board Meeting Date: February 17, 2000 subject: APPROVE REQUEST FOR RELIEF OF BID FROM N.E. CARLSON CONSTRUCTION, INC. / AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO ARNTZ BUILDERS / AUTHORIZE PROFESSIONAL SERVICE AGREEMENTS FOR THE LABORATORY IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7172 • Economic Climate: The initial project cost estimate was developed during the 1997/1998 capital budget year. Since that time, the construction boom has driven up the prices of many important building materials. These increasing prices combined with a labor shortage contributed to the increase in cost. • Specialized Construction: Environmental laboratories, such as the District's water quality laboratory, are complex facilities requiring unique features and construction practices to allow measurement of pollutants down to very low levels. These factors and their impact on the project budget were discussed with the Board during the project update report on September 16, 1999. Staff has conducted a cash flow evaluation for the proposed project budget and has concluded that adequate funds are available for the project. Other planned capital improvement project schedules may require adjustment if cash flow becomes critical in the future. At its December 3, 1998 meeting, the District Board of Directors found the Laboratory Improvements Project to be exempt from the California Environmental Quality Act (CEQA). RECOMMENDED BOARD ACTION: 1. Approve the request for relief of bid from N.E. Carlson Construction, Inc. and direct staff to return N.E. Carlson's bid bond. 2. Authorize award of a construction contract in the amount of $4,310,791 for construction of the Laboratory Improvements Project, District Project No. 7172, to Arntz Builders, the lowest responsible bidder. 3. Authorize the General Manager to execute professional service agreements for $236,000 with G.S. Dodson and Associates for inspection services and $180,000 with Michael Willis and Associates to provide technical support services for construction of the Laboratory Improvements Project, District Project No. 7172. 2/9/00 L: \Position Papers\BERG E R\71 7 2 award. wpd Page 5 of 9 I' N Ud j- 0 200 F® IMHOFF DRIVE 0 UV Facilities NEW LABORATORY FACILITY '0� I � o o T' EXISTING LABORATORY (Area to be Converted) r ° D Q (7 M Board ❑ O Ja a Room o D C:3 �o °v a � GAP 0 d 4 117 17 Central Contra Costa ATTACHMENT Sanitary District LABORATORY IMPROVEMENTS PROJECT 1 DISTRICT PROJECT 7172 PROJECT LOCATION L: \Position Papers \BERGER \7172att1 -c.wpd Page 6 of 9 ATTACHMENT 2 Central Contra Costa Sanitary District SUMMARY OF BIDS Project: DP 7172 - LABORATORY IMPROVEMENTS PROJECT Location: MARTINEZ, CA Date: JANUARY 20, 2000 Engr. Est. $ 4.000.000 Date: January 20. 2000 Bids Opened by: /s /Paul Morsen L: \Position Papers \BERGER \7172BidSum.wpd Page 7 of 9 �µy�..:::.:.... „��•��:+:�:•:Y, :: ::•`.+::r:: �:•:: �:: �: �: ti�:•:::: �5:: i:•: •:•::ti•,:;:;:;:;:;:•,:�:�:�:�:� }•,:ji�iiY$: :iiiii::::; +:;: `; %:•:�:•: ::� ii $$:•ii: :: :: :$:•::: ..} .... ............................... N.E. Carlson Construction, Inc. .•••••�:' +.�.'•i:�: ,:iii: $ 3,586,096 1. 150 Middlefield Court, Space F, Brentwood CA 94513 -4027 2. Arntz Builders 4,310,791 19 Pamaron Way, Novato CA 94949 3. Alan A. Bradford Inc. 4,345,000 4970 Peabody Road, Fairfield CA 94533 4. Albay Construction Co. 4,419,000 865 Howe Road, Martinez CA 94553 -0142 5. Sierra Bay Contractors Inc. 4,543,000 4021 Port Chicago Highway / PO Box 4113 Concord CA 94524 -4113 6. Sausal Corporation 4,574,000 422 Whitney Street, San Leandro CA 94577 7. McCrary Construction Company 4,657,000 1300 Elmer Street, Belmont CA 94002-4011 8. Ralph Larsen & Son Inc. 4,670,000 507 O'Neill Avenue, Belmont CA 94002 9. Ramlor Construction Inc. 4,722,000 PO Box 11825, Pleasanton CA 94588 10. NV Heathorn, Inc. 4,722,306 2846 Chapman Street, Oakland CA 94601-2112 11. GSE Construction 4,792,800 1020 Shannon Court, Livermore CA 94550 12. BRCO Contractors, Inc. 4,860,000 PO Box 367, Loomis CA 95650 -0367 13. Allen Construction, Inc. 4,867,546 44 Woodland Avenue, San Rafael CA 94901 14. A.R. Construction Company 4,903,000 6345 Third Street, San Francisco CA 94124 -3501 Date: January 20. 2000 Bids Opened by: /s /Paul Morsen L: \Position Papers \BERGER \7172BidSum.wpd Page 7 of 9 ATTACHMENT 3 N. E. CARLSON CONSTRUCTION, INC. 1 50 MIDDLERELD CT. , SPACE F BRENTWOOD, CA 945 1 3-402 7 (925) 5 16-0253 FAX: (925) 5 16 -0255 LICENSE #478879 January 20, 2000 CCCSD Attn: Don Berger 5019 Imhoff Place Martinez, CA 94553 RE: CCCSD, Laboratory Improvements Bid Date, 1/20/2000 Dear Sirs: We regret that N. E. Carlson Construction, Inc. must request the withdrawal of our bid on the above referenced project. We made a mathematical error due to the time restraints in analyzing incoming bids from subcontractors. Lescure Company, Inc. furnished us with a complete bid for sections 15400 Plumbing Systems, 15800 HVAC, 15950 Temperature Controls System, and 15955 EMTC/DDC Software, but below their base bid they listed a plumbing only figure, which is the number we mistakenly entered on our bid form for all of their listed sections. We should have entered $1,450,000.00 (see enclosed copy of Lescure's Fax Bid Form), but instead we only entered the plumbing figure of $385,000.00 for both the Plumbing and 14VAC figures. Enclosed you will find a copy of our in -house bid form. Sincerely, N. E. CA SO CON T CTION, INC. Nels E. Carlson President Page 8 of 9 ATTACHMENT 4 LABORATORY IMPROVEMENTS PROJECT DISTRICT PROJECT NO. 7172 POST - BID /PRECONSTRUCTION ESTIMATE NO. ITEM DESCRIPTION 1 2 3 4 5 TOTAL CONSTRUCTION a. Construction Contract $4,310,791 b. Contingency at 8 percent 345,209 c. Computer Network and Telephone System 22,000 d. Furniture /Fixtures /Office Equipment 29.000 TOTAL CONSTRUCTION $4,707,000 CONSTRUCTION MANAGEMENT a. District Forces i. Construction Management $ 2151000 ii. Survey 7,000 iii. Project Engineering 25,000 iv. Plant Operations Department 30,000 v. Legal 5,000 vi. Engineering Support 17.000 SUBTOTAL $ 299,000 b. Consultants i. Construction Support Services $ 180,000 ii. Inspection Services 236,000 iii. Geotechnical Engineering 18,000 iv. Materials Testing 10.000 SUBTOTAL $ 444,000 TOTAL CONSTRUCTION MANAGEMENT $ 743,000 TOTAL CONSTRUCTION PHASE COST $5,450,000 PLANNING AND DESIGN EXPENDITURES a. Planning /Pre- Design $ 110,000 b. Design 550.000 SUBTOTAL $ 660,000 TOTAL ESTIMATED PROJECT COST $6,110,000 ALLOCATIONS TO DATE $ 605,000 ALLOCATION NEEDED TO COMPLETE PROJECT $5,505,000 PERCENT OF ESTIMATED CONSTRUCTION COST 100.0% 6.4% 9.4% 15.8% 115.8% 14.0% 129.8% L: \Position Papers \13ERGER \7172Attach4.wpd Page 9 of 9 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 17, 2000 No.: 9. a. TREATMENT PLANT Type of Action: ACCEPTANCE OF REPORTS Subject: BOARD ACCEPTANCE OF THE 1999 NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM, COLLECTION SYSTEM OVERFLOW MONITORING PROGRAM, AND THE RECYCLED WATER QUALITY AND DISTRIBUTION REPORTS Submitted By: Initiating Dept. /Div.: Bhupinder S. Dhaliwal Plant Operations /Operations REVIEWED AND RECOMMENDED FOR BOARD ACTION. S17 e B. Dhaliwal D. Craig J. K#ly Charles W. atts, General Manager ISSUE: The Central Contra Costa Sanitary District's (CCCSD) 1999 National Pollutant Discharge Elimination System ( NPDES), Collection System Overflow Monitoring Program, and the Recycled Water Quality and Distribution Reports have been prepared for submission to the California Regional Water Quality Control Board (RWQCB), San Francisco Bay Section. These annual reports, which are sent separately to the Board of Directors, are presented for their information and acceptance. RECOMMENDATION: Accept the 1999 National Pollutant Discharge Elimination System, Collection System Overflow Monitoring Program, and Recycled Water Quality Distribution Reports. ►L► J, [WAXot • ►_ '.L.- BACKGROUND: Treatment Plant -- There was a total of 16,717 million gallons of wastewater treated at an average flow of 45.8 million gallons per day. This average flow is about 10 percent less than the 1998 average of 51 million gallons per day and is mainly due to relatively lower precipitation. The treatment plant produced an effluent with an annual average biochemical oxygen demand (BOD) and total- suspended solids (TSS) concentrations of 6 and 9 mg /L each, respectively. These concentrations are markedly lower than our NPDES permit standards of 25 and 30 mg /L each. BOD and TSS removal efficiency for the treatment plant averaged 95 and 96 percent, respectively. Solids disposal during the year involved the incineration of dewatered sludge in the District's 2/9/00 S: \LAB \SlfMon99 \PosnPpr.99.wpd Page 1 of 2 POSITION PAPER Board Meeting Date: February 17, 2000 Subject: BOARD ACCEPTANCE OF THE 1999 NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM, COLLECTION SYSTEM OVERFLOW MONITORING PROGRAM, AND THE RECYCLED WATER QUALITY AND DISTRIBUTION REPORTS multiple -hearth furnaces. Approximately 4,684 tons of furnace ash was produced. The ash met regulatory requirements for final disposal throughout the year. Over 15,000 NPDES permit- required tests were completed to comply with the NPDES permit requirements. The treatment plant effluent met all (100 percent) of the permit requirements throughout the year. Collection System -- There were 22 reportable collection system overflows (overflows exceeding 100 gallons in volume), compared to 40 for the previous year. Six of the reportable overflows exceeded 1,000 gallons in volume and were the subject of written reports submitted to the RWQCB. One of these overflows occurred due to wet - weather surcharge; the rest of the overflows were mainly due to root growth, grease deposition, and other blockages in the pipes. Further details on the overflows can be found in the attached reports. 173. 4/_ Recycled Water Quality and Distribution -- CCCSD distributed over 88,56 million gallons of tertiary recycled water to various customers in the District's service area. Recycled -water quality met all applicable RWQCB reuse water - quality requirements and limitations. There were 13 users of recycled water in 1999. CCCSD plans to add another six to seven users in 2000. Submittal to the RWQCB -- Upon acceptance of these reports by the CCCSD Board of Directors, the reports will be submitted to the RWQCB. RECOMMENDED BOARD ACTION: Accept the 1999 National Pollutant Discharge Elimination System, Collection System Overflow Monitoring Program, and Recycled Water Quality Distribution Reports. 2/9/00 S: \LAB \SlfMon99 \PosnPpr.99.wpd Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: FEBRUARY 17, 2000 No -: 12.a. BUDGET AND FINANCE Type of Action: RECEIVE BUDGET REVIEW Subject: RECEIVE THE 1999 -2000 OPERATIONS AND MAINTENANCE BUDGET REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 1999 Submitted By: Initiating Dept. /Div.: Debbie Ratcliff, Controller Administrative Department REVIEWED AND RECOMMENDED FOR BOARD ACTION: D. atcliff P. M rsen *General atts, ager ISSUE v A report of the results of a comparative review of actual and budgeted Operations and Maintenance (O &M) revenues and expenses for the first six months of the 1999 -2000 fiscal year is provided in the Position Paper. In addition, any significant variances from budget for the six months and any significant full year projected variances are discussed. RECOMMENDATION Receive the 1999 -2000 Operations and Maintenance Budget Review for the six months ended December 31, 1999 and any significant projected variances for the full fiscal year. FINANCIAL IMPACTS This Position Paper is a status report for the six months ending December 31, 1999 with a description of any significant full year projected variances. ALTERNATIVES /CONSIDERATIONS None BACKGROUND The table on Attachment A compares actual revenue and expense for the first six months of the fiscal year to the six -month budget. Significant variance explanations are included on the table. Anticipated significant variances from the annual 1999 -2000 Revenue and Expense budget are listed below: Revenue: There are no significant variances projected for the full year. 2/9/00 G: \FINANCE \6mopp2.wpd Page 1 of 3 POSITION PAPER Board Meeting Date: FEBRUARY 17, 2000 subject: RECEIVE THE 1999 -2000 OPERATIONS AND MAINTENANCE BUDGET REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 1999 Expense Salaries: Salaries and Wages expense is projected to be $791,000 lower than budgeted due to unfilled positions based on the large number of retirements and many positions being filled later than anticipated during the fiscal year. Benefits: Benefit costs are anticipated to be $350,000 less than budgeted primarily due to the Retirement Association Board not raising rates to cover additional Ventura Decision costs. The Retirement Board, in lieu of a rate increase, transferred reserves to keep rates stable for this year. Chemicals: Chemicals expense is projected to be $80,000 under - budget due to lower cost and dosages used for hydrogen peroxide than anticipated. Utilities: Utilities expense is projected to be $140,000 over - budget due to higher than budgeted prices for natural and landfill gases. Repairs & Maintenance: Repairs & Maintenance expense is projected to be $91,500 over - budget due to higher than expected expenditures for materials used in the mechanical repair of the treatment plant facilities. Outside Services: Outside Services expense is projected to be $124,000 over - budget due to higher than expected number of employee recruitments and more contract employees being used to fill vacant positions during recruitments. 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