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Home My WebLink About08.a. Construction Contract for Treatment Plant Safety Enhancements, Phase 4Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 19, 2015 Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH <CONTRACTOR NAME> FOR THE CONSTRUCTION OF THE TREATMENT PLANT SAFETY ENHANCEMENTS PHASE 4, DISTRICT PROJECT 7311 Submitted By: Initiating Dept. /Div.: REVIEWED AND RECOMMENDED FOR BOARD ACTION: C. Mizutani — Senior Engineer E. Lopez — Capital Projects Division Manager J. Petit — Director of Engineering Roger S. Bailey General Manager ISSUE: On February 10, 2015 Insert Number sealed bids were received and opened for the construction of the TP Safety Enhancements Phase 4, District Project 7311. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. 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), 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 $980,000 (estimate), including design, bid price, contingency, and construction management. There are sufficient funds in the Fiscal Year (FY) 2014 -2015 Capital Improvement Budget (CIB), Treatment Plant and General Improvements Program budget for this project. The estimated project costs in the FY 2014 -2015 CIB is approximately $1.1 million. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. BACKGROUND: The Treatment Plant Safety Enhancements, Phase 4, project is a combination of three projects identified in the current CIB. This project also includes the Plant Operations Department (POD) ADA Improvements, District Project 8239, and safety related items in the Buffer and Rental Property Improvements, District Project 8237. The work identified under these projects has been grouped together based on prioritization, bid efficiency, and similar construction scope of work. Treatment Plant safety issues are identified by the District's safety suggestion program, safety committees, safety audits and periodic inspections. Through these programs C:\ Users \cgee\AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \SZPPEJUP \7311-Award Positon Paper.docx Page 1 of 6 POSITION PAPER Board Meeting Date: February 19, 2015 Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH <CONTRACTOR NAME> FOR THE CONSTRUCTION OF THE TREATMENT PLANT SAFETY ENHANCEMENTS PHASE 4, DISTRICT PROJECT 7311 several items have been identified and included in the TP Safety Enhancements, Phase 4 project. The scope of work includes constructing a hazardous materials containment area, handrail modifications, and other improvements to eliminate safety hazards. The POD administration building is over 30 years old and the project will provide ADA accessibility for the parking lot, multipurpose room, POD entrance, and other POD locations. As for the buffer properties, a retaining wall will be replaced and sidewalk improvements will be constructed between the Annex and the 4737 warehouse. The project will occur in multiple locations throughout the Treatment Plant and on other District properties as shown in Attachment 1. District staff prepared the plans and specifications for the project. The Engineer's estimate for construction is $600,000. This project was advertised on January 27, and February 3, 2015. Insert Number sealed bids ranging from $Insert Number to $Insert Number were received and publicly opened on February 10, 2015. The Engineering Department conducted a technical and commercial review of the bids and determined that Insert Company is the lowest responsive bidder with a bid amount of $Insert Number. 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 $ . The total cost of the TP SAFETY ENHANCEMENTS PHASE 4 is anticipated to be $ The proposed project work is included in the FY 2014 -2015 CIB on pages TP -13, GI -9, and GI -17. For accounting and asset management purposes, the bid documents has been arranged to allow staff the means to charge each project its respective costs. The total estimated project costs shown in CIB for the TP Safety Enhancements Phase 4 is $ 340,000, the POD ADA Project $490,000, and the Buffer and Rental project is $ 279,000. The aggregate sum of the estimated costs is approximately $1.1 million. Staff has conducted an allocation analysis of the FY 2014 -15 Treatment Plant and General Improvements program budget and concluded that adequate funds are available as shown below: FY 2014 -15 Allocation Budget TP Program GI Program Authorized Estimated Allocations for Projects $ 4,486,000 $ 3,302,675 Supplemental Board Authorizations $ 0 $ 0 Allocations Returned from closeouts $ 0 $ 0 Total Board Authorized Allocations $ 4,486,000 $ 3,302,675 FY 2014 -15 Allocations to Date $ 986,000 $ 2,452,675 This Allocation for DP 7311 $ 400,000 $ 429,000 Remaining unallocated Budget $ 3,100,000 $ 421,000 C:\ Users \cgee\AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \SZPPEJUP \7311_Award Positon Paper.docx Page 2 of 6 POSITION PAPER Board Meeting Date: February 19, 2015 Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH <CONTRACTOR NAME> FOR THE CONSTRUCTION OF THE TREATMENT PLANT SAFETY ENHANCEMENTS PHASE 4, DISTRICT PROJECT 7311 Staff has concluded that this project is exempt from CEQA under CCCSD CEQA Guidelines Section 15302, because it involves replacement of existing sewer facilities at substantially the same locations and with the same purpose and level of activity as the facilities being replaced. There is no capacity increases resulted from this project. This project also is exempt under District CEQA Guidelines Section 15061(b)(3), since it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. This certainty is based on the District's past experience with numerous sewer construction projects of this nature, the relatively short distances involved, and the District's mitigating construction specifications. These specifications are standardized general and special conditions that are made part of the project bid documents to address environmental considerations, such as protecting trees and riparian areas, as well as compliance with applicable federal, state, county, district, municipal and local laws, ordinances, orders, and regulations. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. COMMITTEE RECOMMENDATION: The Engineering and Operations Committee reviewed this project at its meeting on February 11, 2015, and recommended award of the project. RECOMMENDED BOARD ACTION: Staff recommends the following: Find that the project is exempt from CEQA, 2. Award a construction contract in the amount of $Insert Number for the construction of the TP Safety Enhancements Phase 4, District Project 7311, to Insert Company, the lowest responsive and responsible bidder, and 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 \cgee\AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \SZPPEJUP \7311—Award Positon Paper.docx Page 3 of 6 ATTACHMENT 1 TREATMENT PLANT SAFETY ENHANCEMENTS PHASE 4 DISTRICT PROJECT NO. 7311 LOCATION MAP PROJECTAREA HHWCF J Warehouse I n \ I m o HOB Qo Annex L Nog , O �� as Lill Fay °` PROJECT AREA J \ t F PROJECT AREA 1 / N pi\Ottyt o Sea��9�K5 ME 01 CONTRACTOR FIELD OFFICE AND STAGING AREA PROJECT AREA goU a� O Coed dog o 02 0 v / n ATTACHMENT 2 TP SAFETY ENHANCEMENTS PHASE 4 DISTRICT PROJECT 7311 SUMMARY OF BIDS PROJECT NO.: 7311 DATE: FEBRUARY 10, 2015 PROJECT NAME: TREATMENT PLANT SAFETY ENHANCEMENTS PHASE 4 PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CA NO. OF ADDENDA: 1 ENGINEER'S ESTIMATE: $600,000 NO. BIDDER BID PRICE 1 2 3 4 5 6 7 8 BIDS OPENED BY /s/ DATE: C:\ Users \cgee\AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \SZPPEJUP \7311—Award Positon Paper.docx Page 5 of 6 ATTACHMENT 3 TP SAFETY ENHANCEMENTS PHASE 4 DISTRICT PROJECT 7311 POST -BID / PRECONSTRUCTION ESTIMATE No. Item Description Amounts % Construction Cost 1. CONSTRUCTION a. Construction Contract $600,000 b. Contingency at 15% $90,000 c. Permit $1,000 SUBTOTAL - CONSTRUCTION COST $691,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - CM, Engr., Survey $55,000 - POD Coordination $10,000 b. Consultants - Inspection $48,000 - Material Testing $2,000 - ADA Consultant/ Safety Consultant $6,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $121,000 17.5% 3. PREBID EXPENDITURES a. In House Engineering $100,000 b. Consultant Fees $ 50,000 SUBTOTAL - PREBID EXPENDITURES $150,000 21.7% 4. TOTAL PROJECT COST* $979,000 5. FUNDS AUTHORIZED TO DATE $150,000 6. ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT Line 4 - Line 5 829 000 *Cost of the project will be funded by DP 7311, DP 8237, and DP 8239 C:\ Users \cgee\AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \SZPPEJUP \7311_Award Positon Paper.docx Page 6 of7