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Home My WebLink About06.a. Award contract to AMP Electric for Cogen Controls Upgrade, District Project 7308Central Contra Costa Sanitary District 6-a. BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 6, 2014 subject: WAIVE NON - MATERIAL OMISSIONS; AWARD A CONSTRUCTION CONTRACT; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH AMP ELECTRIC FOR THE CONSTRUCTION OF THE COGEN CONTROLS UPGRADE, DISTRICT PROJECT 7308 Submitted By: Initiating Dept. /Div. Jason DeGroot, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: E. Lopez — Senior Engineer 1 A. Antkowiak — Capital Projects Division Manager Aim Roger S. Bailey District Counsel General Manager ISSUE: On January 28, 2014, three sealed bids were received and opened for the construction of the Cogen Controls Upgrade, District Project 7308. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. The Board of Directors could also authorize the General Manager to execute the contract documents subject to SUBMITTAL requirements. RECOMMENDATION: Find that the project is exempt from the California Environmental Quality Act (CEQA); waive non - material omissions; award a construction contract; and authorize the General Manager to execute the Contract Documents subject to favorable review of insurance certificates, bond submittals, appropriate Contractor license, and any other required submittals (SUBMITTALS). FINANCIAL IMPACTS: Approximately $294,520, including design, bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. BACKGROUND: In September 2013, the Board approved a sole source contract with Solar Turbines for the installation of the fuel and control system upgrades to the cogeneration system. In addition to the Solar Turbine contract, additional contracts are required for the design and installation of the interconnecting wiring between the turbine, control console, and District equipment. In November 2013, District staff hired Carollo Engineers to help review the existing record drawings of the wiring between the gas turbine, control console, motor control centers, and plant PLC's. Wiring connections were then field - verified and documented for the design of the new control panel and related equipment. Based on a detailed review of the existing and new equipment, Staff prepared the bid documents to provide all the electrical work needed to support Solar's work. This construction contract is for the installation of the interconnect wiring required for Solar to complete the control system upgrades. Page 1 of 6 POSITION PAPER Board Meeting Date: February 6, 2014 Subject: WAIVE NON - MATERIAL OMISSIONS; AWARD A CONSTRUCTION CONTRACT; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH AMP ELECTRIC FOR THE CONSTRUCTION OF THE COGEN CONTROLS UPGRADE, DISTRICT PROJECT 7308 Carollo prepared the plans and specifications for the project. The Engineer's estimate for construction of the Cogen Controls Upgrade, District Project 7308, is $140,000. The project was advertised on January 13 and 20, 2014. Three sealed bids ranging from $131,270 to $215,000 were received and publicly opened on January 28, 2014. The Engineering Department conducted a technical and commercial review of the bids and determined that AMP Electric is the lowest responsible bidder with a bid amount of $131,270. This conclusion came after staff, in consultation with District counsel, determined that AMP Electric made non - material omissions in its bid; namely that AMP Electric failed to execute the "Section 1- Bid" and the "Section 7 - Non - Collusion Affidavit" bid forms. AMP Electric's representative did execute Part III, Bid Forms, Section 2, Schedule of Bid, which provides AMP Electric's numerical bid information, and AMP Electric did submit a valid bid bond in conformance with California Public Contract Code section 20804.05. Based on these signatures, the District determined that AMP Electric's bid conformed to the law and the District's instructions, and is thus valid. In addition, because the omissions do not change the amount of the bid, nor alter in any material way the other terms of the bid, nor provide the bidder an unfair competitive advantage, the Board's approval of this contract will confirm staff's determination that the omissions are not material, and are therefore waived. A summary of bids received is shown in Attachment 2. The District will administer the construction contract and will provide contract administration, inspection, and office engineering. The funds required to complete this portion of the project, as shown in Attachment 3, are $294,520. This project is included in the Fiscal Year (FY) 2013 -14 Capital Improvement Budget (CIB) on page TP 20. On September 5, 2013, the Board approved a supplemental authorization of $800,000 to the Treatment Plant program in the FY 2013 -14 Capital Improvement Budget, bringing the total project cost to $1,300,000. Staff has conducted a cash -flow analysis of the Treatment Plant Program budget and concluded that adequate funds are available for this project. Staff concludes that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15301, since it involves minor alterations to existing public facilities involving no expansion of use. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDED BOARD ACTION: Staff recommends the following: Find that the project is exempt from CEQA, Page 2 of 6 POSITION PAPER Board Meeting Date: February 6, 2014 subject: WAIVE NON - MATERIAL OMISSIONS; AWARD A CONSTRUCTION CONTRACT; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH AMP ELECTRIC FOR THE CONSTRUCTION OF THE COGEN CONTROLS UPGRADE, DISTRICT PROJECT 7308 2. Waive non - material omissions; 3. Award a construction contract in the amount of $131,270 for the construction of the Cogen Controls Upgrade, District Project 7308, to AMP Electric, the lowest responsible bidder, and 4. Authorize the General Manager to execute the Contract Documents subject to SUBMITTAL requirements. Attached Supporting Documents: 1. Project Location Map 2. Summary of Bids 3. Post -Bid / Preconstruction Estimate Page 3 of 6 N O 4 o ,so 300 FEEr O � o O a PROJECT AREA uehou � O / HOB QOO / Annex / G 400 Central Contra Costa Attachment Sanitary District COGEN CONTROLS UPGRADE ' 1 N District Project 7308 N Pa4e 4 of 6 ATTACHMENT 2 PROJECT NAME DISTRICT PROJECT 7308 SUMMARY OF BIDS PROJECT NO.: 7308 NO. OF ADDENDA: 1 DATE/TIME: JANUARY 28, 2014/2:00 PM PROJECT NAME: COGEN CONTROLS UPGRADE PROJECT MANAGER: JASON DEGROOT PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S EST.: $140,000 NO. BIDDER BID PRICE 1 AMP Electric 1319270 Redwood City, CA 94063 2 Asiem Engineering, Inc. 1415000 DBA Aria Electric Rancho Cordova, CA 95742 3 Blocka Construction, Inc. 215,000 Fremont, CA 94538 BIDS OPENED BY /s/ Elaine R. Boehme, CIVIC DATE: January 28, 2014 Page 5 of 6 ATTACHMENT 3 COGEN CONTROLS UPGRADE DISTRICT PROJECT 7308 POST -BID / PRECONSTRUCTION ESTIMATE No. Item Description Amounts % Construction Cost 1. CONSTRUCTION a. Construction Contract $131,270 b. Contingency at 20% $26,250 SUBTOTAL - CONSTRUCTION COST $157,520 100% . CONSTRUCTION MANAGEMENT a. District Forces - Inspection $25,000 - Construction Management $15,000 b. Consultants - Carollo $12,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $52,000 33% 3. PREBID EXPENDITURES a. Engineering (Staff and Carollo) $85,000 SUBTOTAL - PREBID EXPENDITURES $85,000 54% 4. TOTAL PROJECT COST{') $294,52 5. FUNDS AUTHORIZED TO DATE (2) $1,300,00 (1) For the interconnect wiring portion of the project only. (2) Total Cogen Upgrade Project costs, including Solar Turbine Agreement and Generator inspection/ cleaning. 2231978.1 Page 6 of 6