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Home My WebLink About03.f. Award contract to W. M. Lyles Company for the Sludge Blending Tank Repairs, DP 7316 and authorize contingency project and supplemental authorization34,opo Central 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 W. M. LYLES COMPANY FOR THE CONSTRUCTION OF THE SLUDGE BLENDING TANK REPAIRS, DISTRICT PROJECT NO. 7316; APPROVE CONTINGENCY PROJECT FOR $719,450; APPROVE SUPPLEMENTAL AUTHORIZATION OF $519,450 TO THE TREATMENT PLANT PROGRAM CONTINGENCY ACCOUNT OF THE FISCAL YEAR 2014 -15 CAPITAL IMPROVEMENT BUDGET. Submitted By. Initiating DeptJDiv.: Jason DeGroot, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: C. Mizutani — Senior Engineer , '.J E. Lopez — Provisional Capital Projects Division Manager Roger S. Baile JM. Petit — Director of Engineering General Manager ISSUE: On January 30, 2015, six sealed bids were received and opened for the construction of the Sludge Blending Tank Repairs, District Project 7316. 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. The Board of Directors must approve all contingency allocations above $100,000. Approval by the Board of Directors is required for a supplemental authorization to the fiscal year (FY) 2014 -15 Treatment Plant Program. RECOMMENDATION: Find that the project is exempt from the California Environmental Quality Act (CEQA); award a construction contract to W. M. Lyles Company; 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); approve contingency project for $719,450; approve a supplemental authorization of $519,450 from the Sewer Construction Fund for the Treatment Plant Program Contingency Account of the FY2014 -15 Capital Improvement Budget (CIB). FINANCIAL IMPACTS: Approximately $719,450, including past emergency expenses, design, bid price, contingency, and construction management. This is a contingency project and not included in the Fiscal Year (FY) 2014 -15 Capital Improvement Budget (CIB). C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \SBT - AWARD PP Final (2).docx Page 1 of 7 POSITION PAPER Board Meeting Date: February 19, 2015 Subject AWARD A CONSTRUCTION CONTRACT TO W. M. LYLES COMPANY; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS FOR THE CONSTRUCTION OF THE SLUDGE BLENDING TANK REPAIRS, DISTRICT PROJECT 7316; APPROVE CONTINGENCY PROJECT FOR $719,450; APPROVE SUPPLEMENTAL AUTHORIZATION OF $519,450 TO THE TREATMENT PLANT PROGRAM CONTINGENCY ACCOUNT OF THE FISCAL YEAR 2014 -15 CAPITAL IMPROVEMENT BUDGET. The approval of the supplemental authorization will allow a contract to be awarded on this project and will allow the project to continue. There are sufficient funds in the Sewer Construction Fund for this supplemental authorization. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. If the supplemental authorization is not approved, work on the project will be delayed until FY2015 -16. BACKGROUND: In May 2014, the Sludge Blending Tank (SBT) experienced a significant failure and delamination of an upper section of the exterior gunite layer. A Declaration of Emergency was approved in June 2014 to allow a specialty demolition contractor and District staff to perform emergency repairs to stabilize the SBT. Following the removal of the failing gunite, Complete Project Solutions, Inc. (CPS) and District staff performed a detailed inspection and condition assessment of the SBT. The inspection showed failure of the post tensioning rods led to the gunite failure. It was determined that a fiber wrap polymer system which would be the most cost - effective solution to increase structural integrity and extend the useful life of the SBT. Complete Project Solutions, Inc. and District staff prepared the plans and specifications for the project. The Engineer's estimate for construction of the Sludge Blending Tank Repairs, District Project 7316 is $435,000. This project was advertised on January 5 and 12, 2015. Six sealed bids ranging from $389,700 to $472,000 were received and publicly opened on January 30, 2015. The Engineering Department conducted a technical and commercial review of the bids and determined that W. M. Lyles Company is the lowest responsive and responsible bidder with a bid amount of $389,700. A summary of bids received is shown in Attachment 2. The District will perform construction management and will provide contract administration, office engineering, and submittal review. CPS will assist in construction support with inspection services, responding to design questions, performing site visits to verify compliance with the design intent, and other related activities. The funds required to complete this project, as shown in Attachment 3, are $519,450. The total cost of Sludge Blending Tank Repairs, District Project 7316, is anticipated to be $719,450. Staff has conducted a budget analysis of the FY 2014 -15 C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \SBT -AWARD PP Final.docx Page 2 of 7 POSITION PAPER Board Meeting Date: February 19, 2015 Subject: AWARD A CONSTRUCTION CONTRACT TO W. M. LYLES COMPANY; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS FOR THE CONSTRUCTION OF THE SLUDGE BLENDING TANK REPAIRS, DISTRICT PROJECT 7316; APPROVE CONTINGENCY PROJECT FOR $719,450; APPROVE SUPPLEMENTAL AUTHORIZATION OF $519,450 TO THE TREATMENT PLANT PROGRAM CONTINGENCY ACCOUNT OF THE FISCAL YEAR 2014 -15 CAPITAL IMPROVEMENT BUDGET. Treatment Plant program and concluded that a supplemental authorization is needed to the program and the new budget is shown in the following table: FY 2014 -15 Allocation Budget TP Program Authorized Estimated Allocations for Projects, includes contingency. $ 4,486,000 Supplemental Board Authorizations $ 519,450 Allocations Returned from closeouts $ 0 Total Board Authorized FY 14 -15 Allocations $ 5,005,450 FY 2014 -15 Allocations to Date $ 1,386,000 This Allocation for DP 7316 $ 519,450 Remaining unallocated Budget $ 3,100,000 Staff is requesting a supplemental authorization in the amount of $519,450 to the Treatment Plant Program Contingency Account. The increased authorization will allow funding for this project without impacting or delaying projects already in the CIB. The estimated FY 2014 -15 expenditures may increase due to 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 repairs 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. 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: 1. Find that the project is exempt from CEQA, 2. Award a construction contract in the amount of $389,700 for the construction of the Sludge Blending Tank Repairs, District Project 7316, to W. M. Lyles Company, the lowest responsive and responsible bidder, 3. Authorize the General Manager to execute the Contract Documents subject to SUBMITTAL requirements, C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \SBT - AWARD PP Final.docx Page 3 of 7 POSITION PAPER Board Meeting Date: February 19, 2015 Subject. AWARD A CONSTRUCTION CONTRACT TO W. M. LYLES COMPANY; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS FOR THE CONSTRUCTION OF THE SLUDGE BLENDING TANK REPAIRS, DISTRICT PROJECT 7316; APPROVE CONTINGENCY PROJECT FOR $719,450; APPROVE SUPPLEMENTAL AUTHORIZATION OF $519,450 TO THE TREATMENT PLANT PROGRAM CONTINGENCY ACCOUNT OF THE FISCAL YEAR 2014 -15 CAPITAL IMPROVEMENT BUDGET. 4. Approve contingency project for $719,450, 5. Approve a supplemental authorization of $519,450 from the Sewer Construction Fund for the FY 2014 -15 Treatment Plant Program Contingency Account. Attached Supporting Documents: 1. Project Location Map 2. Summary of Bids 3. Post -Bid I Preconstruction Estimate C: \Users \danderson\HppDatalocal \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \SBT -AWARD PP Final.docx Page 4 of 7 ATTACHMENT 1 SLUDGE BLENDING TANK REPAIRS DISTRICT PROJECT NO. 7316 LOCATION MAP \\i Pl \ N l l \ O \ Poll Noe \-s C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \SBT - AWARD PP Final.docx Page 5 of 7 PROJECT NO.: 7316 ATTACHMENT 2 SLUDGE BLENDING TANK REPAIRS DISTRICT PROJECT 7316 SUMMARY OF BIDS DATE: JANUARY 30, 2015 PROJECT NAME: SLUDGE BLENDING TANK REPAIRS PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA NO. OF ADDENDA: 2 ENGINEER'S ESTIMATE: $435,000 NO. BIDDER BID PRICE 1 W. M. Lyles Company $389,700 West Sacramento, CA 95691 2 TPA Construction, Inc. $397,700 Rocklin, CA 95765 3 Pullman SST $412,599 Benicia, CA 94510 4 Valentine Corporation $443,369 San Rafael, CA 94901 5 F. D. Thomas $469,300 Medford, OR 97502 6 Aztec Consultants $472,000 San Ramon, CA 94583 BIDS OPENED BY /s/ Donna Anderson DATE January 30, 2015 C: \Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \SBT - AWARD PP Final.docx Page 6 of 7 ATTACHMENT 3 SLUDGE BLENDING TANK REPAIRS DISTRICT PROJECT NO. 7316 POST -BID / PRECONSTRUCTION ESTIMATE No. Item Description Amounts % Construction Cost 1. CONSTRUCTION a. Construction Contract $389,700 b. Contingency at 15% $58,450 SUBTOTAL - CONSTRUCTION COST $448,150 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management $45,000 - POD Coordination $5,000 b. Consultants - FRP Specialty Inspection and Material $10,000 Testing - CPS — Structural Engineering Construction $59,300 and Inspection Services SUBTOTAL - CONSTRUCTION MANAGEMENT $119,300 26.6% 3. PREBID EXPENDITURES a. Emergency Work $63,000 b. District Engineering $60,300 c. Complete Project Solutions, Inc. $28,700 SUBTOTAL - PREBID EXPENDITURES $152, 00 33.9% 4. TOTAL PROJECT COST $719,450 5. FUNDS AUTHORIZED TO DATE $200,000 6. ALLOCATION NEEDED TO COMPLETE PROJECT Line 4 - Line 5) 1 4 C: \Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \SBT - AWARD PP Final.dou Page 7 of 7