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Home My WebLink About05.a. Award contract to Bay Pacific Pipelines, Inc. for North Orinda Sewer Renovations, Phase 5, District Project 8411Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 17, 2014 Subject: WAIVE A NON - MATERIAL OMISSION; AWARD A CONSTRUCTION CONTRACT; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH BAY PACIFIC PIPELINES, INC. FOR THE CONSTRUCTION OF THE NORTH ORINDA SEWER RENOVATIONS, PHASE 5, DISTRICT PROJECT 8411 Submitted By: Initiating Dept. /Div.: Mark Wenslawski, Associate Engineer Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: S. Mestetsky — Senior Engineer ..� , A. Antkowiak — Capital Projects Division Manager m Roger S. Bailey Counsel for the District General Manager ISSUE: On April 1, 2014, seven (7) sealed bids were received and opened for the construction of the North Orinda Sewer Renovations, Phase 5, District Project 8411. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. Staff seeks authorization for the General Manager to execute the contract documents subject to SUBMITTAL requirements. RECOMMENDATION: Waive a non - material omission; 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 $3,020,000, including design, bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. BACKGROUND: North Orinda Sewer Renovations, Phase 5, is part of the ongoing Collection System Renovation Program. The North Orinda Sewer Renovations, Phase 5 project will renovate approximately 7,800 linear feet of 6 -, 8 -, and 12 -inch sewer lines in public streets and private easements in the City of Orinda. Construction of the sewers in easements will involve close cooperation with customers for site access and restoration. The project work areas are shown in Attachment 1. District staff prepared the plans and specifications for the project. The Engineer's estimate for construction of the North Orinda Sewer Renovations, Phase 5, District Project 8411, is $1,900,000. This project was advertised on March 7 and 13, 2014. C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \8411 Award PP N05 4- 17- 14.docx Page 1 of 6 I POSITION PAPER Board Meeting Date: April 17, 2014 subject: WAIVE A NON - MATERIAL OMISSION; AWARD A CONSTRUCTION CONTRACT; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH BAY PACIFIC PIPELINES, INC. FOR THE CONSTRUCTION OF THE NORTH ORINDA SEWER RENOVATIONS, PHASE 5, DISTRICT PROJECT 8411 Seven (7) sealed bids ranging from $1,748,505 to $2,706,088 were received and publicly opened on April 1, 2014. The Engineering Department conducted a technical and commercial review of the bids and determined that Bay Pacific Pipelines, Inc. is the lowest responsible bidder with a bid amount of $1,748,505. This conclusion came after staff, in consultation with District counsel, determined that Bay Pacific Pipelines, Inc. made a non - material omission in its bid; namely, that Bay Pacific Pipelines, Inc. failed to submit the second page of the "Section 9 - Bidder's Safety Information" bid form. This project is the District's first use of this particular form; the form is solely for gathering bidder's past safety information to create a baseline for examining a procedure for qualifying future bidders with regard to safety. Staff believes that collecting the information during the bid process is more efficient than combing through individual contractors' safety ratings, all of which is public information compiled by the Department of Occupational Safety and Health Administration (OSHA), and would yield more accurate data on the District's bidding pool. In addition, because the omission does 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 omissions are not material, and should, therefore, be waived. A summary of bids received is shown in Attachment 2. The District will administer the construction contract and will provide contract administration, inspection, survey, office engineering, and submittal review. The funds required to complete this project, as shown in Attachment 3, are $2,420,000. The total cost of the North Orinda Sewer Renovations, Phase 5, is anticipated to be $3,020,000. This project is included in the fiscal year (FY) 2013 -14 Capital Improvement Budget (CIB) on page CS -14. Staff has conducted a cash -flow analysis of the Collection System Program budget and concluded that adequate funds are available for this project. The Board found this project exempt from the California Environmental Quality Act at its May 2, 2013, meeting. RECOMMENDED BOARD ACTION: Staff recommends the following: Waive a non - material omission; 2. Award a construction contract in the amount of $1,748,505 for the construction of the North Orinda Sewer Renovations, Phase 5, District Project 8411, to Bay Pacific Pipelines, Inc., the lowest responsible bidder; and C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \8411 Award PP N05 4- 17- 14.docx Page 2 of 6 POSITION PAPER Board Meeting Date: April 17, 2014 Subject. WAIVE A NON - MATERIAL OMISSION; AWARD A CONSTRUCTION CONTRACT; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH BAY PACIFIC PIPELINES, INC. FOR THE CONSTRUCTION OF THE NORTH ORINDA SEWER RENOVATIONS, PHASE 5, DISTRICT PROJECT 8411 3. 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 C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \8411 Award PP N05 4- 17- 14.docx Page 3 of 6 Q Project Areas AML Contra Costa North Orinda Sewer Renovation Phase 5 Attachment ''=�L�. Sanitary District District Project 8411 1 Project Location C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \8411 Award PP N05 4- 17- 14.docx Page 4 of 6 O HA PpY fx VgCI .��., , r� Ey RDA' ,f _ 41 T D q8 O 9C Lafayette Reservoir � 440 t. l Q.. { AML Contra Costa North Orinda Sewer Renovation Phase 5 Attachment ''=�L�. Sanitary District District Project 8411 1 Project Location C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \8411 Award PP N05 4- 17- 14.docx Page 4 of 6 ATTACHMENT 2 NORTH ORINDA SEWER RENOVATIONS, PHASE 5 DISTRICT PROJECT 8411 SUMMARY OF BIDS PROJECT NO.: DP 8411 DATE: APRIL 1, 2014 PROJECT NAME: NORTH ORINDA SEWER RENOVATIONS, PHASE 5 PROJECT LOCATION: NORTH ORINDA NO. OF ADDENDA: 0 ENGINEER'S ESTIMATE: $1,900,000 NO. BIDDER BID PRICE 1 Bay Pacific Pipelines, Inc. $1,748,505 Novato, CA 94947 2 K. J. Woods Construction $1,884,000 San Francisco, CA 94124 3 Pacific Trenchless, Inc. $2,061,135 Oakland, CA 94607 4 Precision Engineering, Inc. $2,132,700 San Francisco, CA 94124 5 Con -Quest Contractors, Inc. $2,318,627 San Francisco, CA 94124 6 Ranger Pipelines, Inc. $2,684,100 San Francisco, CA 94124 7 McGuire and Hester $2,706,088 Oakland, CA 94603 BIDS OPENED BY /s/ Elaine R. Boehme, CMC DATE: April 1, 2014 C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \8411 Award PP N05 4- 17- 14.docx Page 5 of 6 ATTACHMENT 3 NORTH ORINDA SEWER RENOVATIONS, PHASE 5 DISTRICT PROJECT 8411 POST -BID / PRECONSTRUCTION ESTIMATE No. Item Description Amounts % Construction Cost 1. CONSTRUCTION a. Construction Contract $1,748,505 b. Contingency at 15% $262,495 c. Permit $20,000 SUBTOTAL - CONSTRUCTION COST $2,031,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Inspection $200,000 - Construction Management $110,000 - Public Relations $15,000 - Survey $80,000 b. Consultants - Material Testing $12,000 - Geotechnical and Arborist $7,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $424,000 21% 3. PREBID EXPENDITURES a. Engineering & Public Relations $300,000 15% b. Right of Way $70,000 3% c. Survey $92,000 5% d. Drafting $103,000 5% SUBTOTAL - PREBID EXPENDITURES $565,000 28% 4. TOTAL PROJECT COST $3,020,000 5. FUNDS AUTHORIZED TO DATE $600,000 6. ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT (Line 4 - Line 5) C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.0utlook \DVCG8C5G \8411 Award PP N05 4- 17- 14.docx Page 6 of 6