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Home My WebLink About07. Award Contract for Treatment Plant Safety Enhancements, Phase 4, DP 7311Central Contra Costa Sanitary District BOARD OF DIRECTORS • POSITION PAPER Board Meeting Date: March 19, 2015 Subject: DECLARE BID PROTEST FROM MANITO CONSTRUCTION INC. UNSUBSTANTIATED; AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH AZTEC CONSULTANTS, INC. FOR THE CONSTRUCTION OF THE TREATMENT PLANT SAFETY ENHANCEMENTS, PHASE 4, DISTRICT PROJECT 7311 Submitted By: Initiating Dept. /Div.: Brad Leidecker, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: C. Mizutani — Senior Engineer E. Lopez — Prov. Capital Projects Division Manager J -M Petit — Director of Engineering K. Alm Roger S. Bailey Counsel for the District General Manager ISSUE: On February 10, 2015, three sealed bids were received and opened for the construction of the Treatment Plant 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. Board authorization is required for 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 $1.19 million including design, bid price, contingency, and construction management. This project will be funded by two separate programs, Wastewater and General Improvements. 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 $1.11 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. Page 1 of 7 POSITION PAPER Board Meeting Date: March 19, 2015 Subject: DECLARE BID PROTEST FROM MANITO CONSTRUCTION INC. UNSUBSTANTIATED; AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH AZTEC CONSULTANTS, INC. FOR THE CONSTRUCTION OF THE TREATMENT PLANT SAFETY ENHANCEMENTS, PHASE 4, DISTRICT PROJECT 7311 Treatment Plant safety issues are identified by the District's safety suggestion program, safety committees, safety audits, and periodic inspections. Through these programs, 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 Americans with Disabilities Act (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 District properties as shown in Attachment 1. District staff prepared the plans and specifications for the project. The Engineer's estimate for construction was $600,000. This project was advertised on January 27 and February 3, 2015. Three sealed bids ranging from $724,000 to $865,000 were received and publicly opened on February 10, 2015. The Engineering Department conducted a technical and commercial review of the bids and determined that Aztec Consultants, Inc. is the lowest responsive and responsible bidder with a bid amount of $724,000. A summary of bids received is shown in Attachment 2. On February 18, 2015, the District received a bid protest from Manito Construction Inc. The protest claimed the low bidder, Aztec Consultants Inc., did not list specialty subcontractors for the wheelchair lift or monorail lifting system on the Bidder's Statement of Subcontractors in their bid. The District has reviewed the protest and determined the wheelchair lift installation subcontractor was not required to be listed per Public Contract Code 4107 as the portion of work is less than one -half of 1 percent of the total bid. The District has also determined that a specialty subcontractor is not required to install the monorail lifting system. For these reasons, the bid protest is unsubstantiated. 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 $900,900. The total cost of the TP Safety Enhancements, Phase 4, is anticipated to be $1,190,900. Page 2 of 7 POSITION PAPER Board Meeting Date: March 19, 2015 Subject: DECLARE BID PROTEST FROM MANITO CONSTRUCTION INC. UNSUBSTANTIATED; AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH AZTEC CONSULTANTS, INC. FOR THE CONSTRUCTION OF THE TREATMENT PLANT SAFETY ENHANCEMENTS, PHASE 4, DISTRICT PROJECT 7311 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 have been arranged to allow staff the means to charge each project its respective costs. The total estimated project costs shown in the CIB for the TP Safety Enhancements, Phase 4, is $340,000; the POD ADA Project is $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 a budget 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 Previous Supplemental Board Authorizations $ 519,450 $ 0 Allocations Returned from closeouts $ 0 $ 0 Total Board Authorized Allocations $ 5,005,450 $ 3,302,675 FY 2014 -15 Allocations to Date $ 1,989,450 $ 2,276,060 This Allocation for DP 7311/8237/8239 $ 420,000 $ 480,900 Remaining unallocated Budget $ 2,596,000 $ 545,715 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 are no capacity increases resulting 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 March 11, 2015, and recommended » » ». Page 3 of 7 POSITION PAPER Board Meeting Date: March 19, 2015 Subject: DECLARE BID PROTEST FROM MANITO CONSTRUCTION INC. UNSUBSTANTIATED; AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH AZTEC CONSULTANTS, INC. FOR THE CONSTRUCTION OF THE TREATMENT PLANT SAFETY ENHANCEMENTS, PHASE 4, DISTRICT PROJECT 7311 RECOMMENDED BOARD ACTION: Staff recommends the following: 1. Find that the project is exempt from CEQA; 2. Declare bid protest from Manito Construction Inc. unsubstantiated; 3. Award a construction contract in the amount of $724,000 for the construction of the TP Safety Enhancements, Phase 4, District Project 7311, to Aztec Consultants, Inc., the lowest responsive and 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 4 of 7 ATTACHMENT 1 TREATMENT PLANT SAFETY ENHANCEMENTS PHASE 4 DISTRICT PROJECT NO. 7311 LOCATION MAP 0 O \ \ \ PPOJECT iJ 1` r I Ann= Vcp\ 0 co r Page 5 of 7 r ATTACHMENT 2 TREATMENT PLANT 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 Aztec Consultants, Inc. $724,000 San Ramon, CA 94583 2 Manito Construction, Inc. $757,600 Pleasanton, CA 94566 3 W. M. Lyles Company $865,000 West Sacramento, CA 95691 BIDS OPENED BY /s/ Elaine R. Boehme, CIVIC Page 6 of 7 DATE: February 10, 2015 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 $724,000 b. Contingency at 10% $72,400 c. Permit $500 SUBTOTAL - CONSTRUCTION COST $796,900 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - CM, Engr., Survey $55,000 - POD Coordination $8,000 b. Consultants - Inspection $40,000 - ADA Consultant/ Safety Consultant $5,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $108,000 13.5% 3. PREBID EXPENDITURES a. In House Engineering $ 138,000 b. Consultant Fees $ 50,000 TOTAL DESIGN EXPENDITURES $188,000 23.6% c. Prior Expenditures $ 98,000 SUBTOTAL - PREBID EXPENDITURES $286,00 0 35.9% 4. TOTAL PROJECT COST* $1,190,900 5. FUNDS AUTHORIZED TO DATE $290,000 6. ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT (Line 4 - Line 5) 900 900 Cost of the project will be funded by DP 7311, DP 8237, and DP 8239 Page 7 of 7 Safety Enhancements, Phase 4 Overview March 11, 2015 Engineering and Operations Committee Meeting March 5, 2015 Centrai Contra Costa Sanitary District Project Purposes • Address safety concerns through the treatment plant and nearby facilities. • Address EORM Safety Inspection Report items presented to the Board last year. • Comply with County Health Dept. inspection and requirements - Title 22. • Address ADA concerns of the Multi- Purpose Room and Public use. a- 1 Hazardous Materials Containment • Large quantity generator • Existing temporary storage is not compliant • New containment and storage area per CCR Title 22 s Solids Conditioning Building • Install OSHA compliant ladder safety gates • Modify grating and install safety handrail at various locations - Example: 12 -inch gap where personnel perform preventative maintenance on furnace burners s W l TAVI W\ VVV. W:. K Solids Conditioning Building (continued) • Install lifting system for 500 lb. valve PM servicing • Install monorail lifting system for 2,000 lb. sludge mixing pumps - Challenging access - Previous method r� with forklift ., '•�. ~' ' attachments resulted - in steam piping accident and near m iss _ x' Hypochlorite Valve Vault • Existing condition: confined space, asbestos paneling, requires Operator entry • Value Engineered Solution: remove asbestos, backfill, provide valve access at grade - - LL. 3 ADA and Building Improvements • MPR /POD parking lot and ramp - Improvements to meet ADA code for employees and public • Electrical /network panel protection from water intrusion • Wheel chair lift at SCB Influent Structure Access • Poor access to Influent Structure • New manhole frame to provide access for M1 CIPP construction and future activities F,10 F 11 Retaining Walls • 4737 Imhoff Place buffer property at parking lot • Access road to Substation 82 adjacent to 12 kV STAFF RECOMMENDATION • Declare bid protest from Manito Construction Inc. unsubstantiated • Award a construction contract in the amount of $724,000 for the construction of the TP Safety Enhancements, Phase 4, District Project 7311, to Aztec Consultants, Inc., the lowest responsive and responsible bidder MUSE 5