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Home My WebLink About06.b. Award contract for Pump Station Security Upgrardes, District Project 8406_ Central Contra Costa Sanitary District ' • i - BOARD OF DIRECTORS r, POSITION PAPER Board Meeting Date: May 15, 2014 Subject: DECLARE BID FROM 3D DATACOM NONRESPONSIVE; AWARD A CONSTRUCTION CONTRACT, AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH MIKE BROWN ELECTRIC COMPANY FOR THE CONSTRUCTION OF THE PUMP STATION SECURITY UPGRADES, DISTRICT PROJECT 8406 Submitted By: Brad Leidecker, Associate Engineer REVIEWED AND RECOMMENDED FOR BOARD ACTION. E. Lopez - Senior Engineer A. Antkowiak - Capital Projects Division Manager Initiating Dept. /Div.: Engineering / Capital Projects K. Alm Counsel for the District I—., i -) %.—, Roger S. Bailey General Manager ISSUE: On April 29, 2014, three sealed bids were received and opened for the construction of the Pump Station Security Upgrades, District Project 8406. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. RECOMMENDATION: Find that the project is exempt from the California Environmental Quality Act (CEQA); declare bid from 3D Datacom nonresponsive; award a construction contract to Mike Brown Electric Company; 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 $549,000, including design, bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. The bids received for this project were very close and the financial impacts for selecting the second lowest responsive bidder are minimal and under the estimated costs for the work. BACKGROUND: District staff identified safety and security concerns at several pumping stations. These stations have obsolete, inoperable, or nonexistent video surveillance, fire alarm, or intrusion alarm systems. Deficiencies with these systems results in significant safety and liability exposure to the District. Due to recent incidents at the Martinez pumping stations, staff decided to evaluate and design a project to improve these systems. C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \DP 8406 PP Award Contract revl Final.docx Page 1 of 7 POSITION PAPER Board Meeting Date: May 15, 2014 Subject DECLARE BID FROM 3D DATACOM NONRESPONSIVE; AWARD A CONSTRUCTION CONTRACT, AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH MIKE BROWN ELECTRIC COMPANY FOR THE CONSTRUCTION OF THE PUMP STATION SECURITY UPGRADES, DISTRICT PROJECT 8406 This project will add new or upgrade existing video surveillance, fire alarm, and /or intrusion alarm systems at the highest priority pumping stations. The most critical stations have been identified as Martinez, Maltby, Moraga, and Orinda Crossroads pumping stations. The project will provide industrial -grade systems and reuse existing conduit and components to the extent possible. The work areas are shown in Attachment 1. Perimeter Security System: The Programmable Logic Controller (PLC) adapted system will provide video surveillance and perimeter detection at the pumping stations. The system software will be integrated into the existing SCADA system and provide real -time alarms to on -call District staff. Using the existing SCADA system as a platform will leverage the effectiveness of the security system and provide an efficient transition and use for operations staff. Fire Alarm System: New PLC -based fire alarm systems will replace the existing obsolete and /or inoperable analog systems. Unlike the existing systems, the new fire alarm systems are standalone, digital, easier to maintain, and meet current fire code. Access Detection System: New PLC -based access detection (intrusion) systems will replace the existing obsolete and /or inoperable analog systems. Unlike the existing systems, the new access detection systems are standalone, digital, and easier to maintain. DTN Engineers, Inc. and District staff prepared the plans and specifications for the project. The Engineer's estimate for construction of the Pump Station Security Upgrades, District Project 8406, is $280,000. This project was advertised on April 8 and 15, 2014. Three sealed bids ranging from $275,882 to $278,650 were received and publicly opened on April 29, 2014. The Engineering Department conducted a technical and commercial review of the bids and determined that 3D Datacom's bid was incomplete due to 3D Datacom's failure to submit Part III - Bid Forms - Section 7, Noncollusion Declaration to be executed by Bidder and submitted with Bid. Thus, it was determined that the 3D Datacom bid was nonresponsive. Although the noncollusion declaration is a specific statutory requirement under California Public Contract Code Section 7106, 3D Datacom filed a letter protesting this determination based on California case law. Staff and District Counsel reviewed 3D Datacom's letter and determined that the case law cited from 1985 predated the enactment of California Public Contract Code Section 7106. C: \Users \danderson\ADPData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \DP 8406 PP Award Contract rev1Final.docx' Page 2 of 7 POSITION PAPER Board Meeting Date: May 15, 2014 Subject DECLARE BID FROM 3D DATACOM NONRESPONSIVE; AWARD A CONSTRUCTION CONTRACT, AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH MIKE BROWN ELECTRIC COMPANY FOR THE CONSTRUCTION OF THE PUMP STATION SECURITY UPGRADES, DISTRICT PROJECT 8406 Staff and District Counsel continue to contend that failure to submit the statutorily required form results in the 3D Datacom bid being nonresponsive. Therefore, Mike Brown Electric Company became the lowest responsive and responsible bidder with a bid amount of $277,727. A summary of bids received is shown in Attachment 2. An optional additive bid item was included in the bid documents in order to provide additional scope and control of the total project cost. The additive bid item will provide replacement of the fire alarm and access detection systems at the Maltby Pump Station. The additive bid item from the lowest responsive bidder is $27,600. Due to favorable pricing on the optional additive bid item, staff recommends that it be included in the project. The total bid including the additive bid item is $305,327, and is included in the total project cost shown in Attachment 3. The District will perform construction management and will provide contract administration, office /field engineering, and submittal review. Construction assistance with electrical and instrumentation engineering services will be provided by DTN Engineers, Inc. General field inspection will be provided under the District's relief construction inspectors blanket agreement with Complete Project Solutions (CPS). The integration support and modifications to the District's existing control systems will be performed by a certified software integrator, MCC Control Systems. The funds required to complete this project, as shown in Attachment 3, are $429,000. The total cost of Pump Station Security Upgrades, District Project 8406, is anticipated to be $549,000. This project is included in the fiscal year (FY) 2013 -14 Capital Improvement Budget (CIB) on page 47. This is a multi -year project with annual costs of $60,000, for a total project cost of $540,000 over nine years. Construction of this project was accelerated due to potential safety and liability exposure due to the deficiencies in the existing security systems. Two other projects in the Collection System Program, Buchanan South Pump Station Replacement and Moraga Pump Station Chopper Pump, will not be constructed in the FY 2013 -14. Staff has conducted a cash -flow analysis of the FY 2013 -14 Collection System Program budget and concluded that adequate funds are available for this project. Staff has concluded 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 negligible or no expansion of use. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \DP 8406 PP Award Contract revl Final.docx Page 3 of 7 POSITION PAPER Board Meeting Date: May 15, 2014 Subject. DECLARE BID FROM 3D DATACOM NONRESPONSIVE; AWARD A CONSTRUCTION CONTRACT, AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH MIKE BROWN ELECTRIC COMPANY FOR THE CONSTRUCTION OF THE PUMP STATION SECURITY UPGRADES, DISTRICT PROJECT 8406 RECOMMENDED BOARD ACTION: Staff recommends the following: Find that the project is exempt from CEQA, 2. Declare the bid from 3D Datacom nonresponsive, 3. Award a construction contract in the amount of $305,327 for the construction of the Pump Station Security Upgrades, District Project 8406, to Mike Brown Electric Company, the lowest responsive and responsible bidder, and 4. Authorize the General Manager to execute the Contract Documents subject to SUBMITTAL requirements. Attached Supportinq 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 \DP 8406 PP Award Contract rev1Final.docx Page 4 of 7 ATTACHMENT 1 PUMP STATION SECURITY UPGRADES DISTRICT PROJECT 8406 LOCATION MAP T MALTBY PUMP 1 STATION �Yk,c�+r�>: MARTINEZ PUMP STATION s , CON HILL ,parr ' l r � F LAFAYfi7E WALNUT CREEK � - 4RIN CROSSROADS .. PUMP n STATION ,.. MORAL` °_; Au►ti� PUMP �> e s� STATION MORMA ,. C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.0utlook \DVCG8C5G \DP 8406 PP Award Contract revlFinal.docx Page 5 of 7 ATTACHMENT 2 PUMP STATION SECURITY UPGRADES DISTRICT PROJECT 8406 SUMMARY OF BIDS PROJECT NO.: 8406 NO. OF ADDENDA: 2 DATE/TIME: APRIL 29, 2014/2:00 PM PROJECT NAME: PUMP STATION SECURITY UPGRADES PROJECT MANAGER: BRAD LEIDECKER PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S ESTIMATE: $280,000 NO. BIDDER BID PRICE 1 3D Datacom $275,882.62 Rancho Cordova, CA 95742 2 Mike Brown Electric Company $277,727.62 Cotati, CA 94931 3 Blocka Construction, Inc. $278,650.00 Fremont, CA 94538 BIDS OPENED BY /s/ Elaine R. Boehme, CIVIC DATE April 29, 2014 C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.0utlook \DVCG8C5G \DP 8406 PP Award Contract rev1Final.docx Page 6 of 7 ATTACHMENT 3 PUMP STATION SECURITY UPGRADES DISTRICT PROJECT 8406 PnST -RID / PRECONSTRUCTION ESTIMATE No. Item Description Amounts % Construction Cost 1. CONSTRUCTION a. Construction Contract, base bid $277,727 b. Additive bid item $27,600 c. Contingency at 15% $46,673 SUBTOTAL - CONSTRUCTION COST $352,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Engineering and Construction Management $40,000 - Operations support $10,000 b. Consultants - Electrical and Instrumentation Support (DTN) $20,000 - Inspection Services (CPS) $30,000 - Software/ System Integrator Support $22,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $122,000 35% 3. PREBID EXPENDITURES a. Engineering (Staff and DTN) $75,000 SUBTOTAL - PREBID EXPENDITURES $75,00 0 21% 4. TOTAL PROJECT COST $549,000 5. FUNDS AUTHORIZED TO DATE $120,000 6. ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT (Line 4 - Line 5) 42 C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \DP 8406 PP Award Contract rev1 Final.docx Page 7 of 7