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Home My WebLink About04.j. Authorize change order with W.M. Lyles Company (District Project 7285) for installation of the Kiewit Recycled Water improvements.Central Contra Costa Sanitary District , BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 4 2015 Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH W.M. LYLES COMPANY IN AN AMOUNT NOT TO EXCEED $150,000 FOR THE INSTALLATION OF THE KIEWIT RECYCLED WATER IMPROVEMENTS Submitted By. Initiating Dept. /Div.: N. Hodges, Provisional Senior Engineer Engineering & Technical Services / Planning & Development Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: D. Gemmell - Planning & Development Services Division Manager JM. Petit — Director of Engineering & Technical Services Roger S. Baffle General Manager ISSUE: Board of Directors' authorization is required for the General Manager to execute a construction contract change order in an amount that exceeds $100,000. RECOMMENDATION: Authorize the General Manager to execute a Construction Contract Change Order with W.M. Lyles Company for an amount not to exceed $150,000 for the installation of the Kiewit recycled water improvements. FINANCIAL IMPACTS: The estimated change order cost is $150,000. An additional $25,000 is anticipated for permitting and construction support. The total costs for the work is anticipated to be $175,000. These costs will be budgeted under the Fiscal Year (FY) 2014 -15 Capital Improvement Budget (CIB) Recycled Water Program. ALTERNATIVES /CONSIDERATIONS: An alternative would be to bid this work which is not recommended due to the amount of time required to prepare bid documents and bid the work. BACKGROUND: The District has an agreement with Contra Costa Water District to supply up to 1,162 acre -feet per year (379 million gallons per year) of recycled water for landscape irrigation and light commercial uses in the Zone 1 Project area, which consists of portions of Martinez, Pleasant Hill, and Concord near the Interstate 680 freeway. The Recycled Water Hydrant Truck Filling Program (Hydrant Program) is one, of the programs employed by the District to deliver recycled water in Zone 1. These hydrants are used by licensed contractors for construction related activities (dust control and compaction). Since the drought declaration, the District has been proactive in looking for areas in which recycled water will benefit the people of central Contra Costa. One such example is the Residential Fill Station that has seen profound growth in customer usage and volume of water delivered. Another way to make recycled water more accessible is C:\ Users \dandersonWppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \PP Auth GM to Award CO for re Kiewit REW Hydrant 6 -4 -15 Final.docx Page 1 of 3 POSITION PAPER Board Meeting Date: June 4, 2015 Subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH W.M. LYLES COMPANY IN AN AMOUNT NOT TO EXCEED $150,000 FOR THE INSTALLATION OF THE KIEWIT RECYCLED WATER IMPROVEMENTS adding hydrant locations for our Hydrant Program. One such location is the Kiewit Property (see attachment 1). This location is across the street from County Quarry that already sees a great deal of truck traffic, and freeway access is relatively close. In addition to supplying the Kiewit property, this new recycled water hydrant would provide an additional recycled water source for: • Commercial users of recycled water, including contractors associated with the planned construction of the Concord Naval Weapons Area. • Soil fill operations on the Kiewit property associated with the Contra Costa Flood Control District levee improvement project. • Emergency water supply during the unlikely event of a grass fire on the Kiewit property and surroundings. • The commitment the District has made to supply recycled water to Aglantis (the demonstration sustainable farm project). The construction estimate for the change order work is $150,000. An additional $25,000 is anticipated for Staff time on permitting and construction support. The District has an existing construction contract with W.M. Lyles Company for the Primary Treatment Renovations Project, District Project 7285, and recommends executing a change order to this contract for the construction of the roadway, recycled water hydrant, associated distribution piping, and future service connections on the Kiewit buffer property. The completion of the work is expected by June 30, 2015. The change order will be charged to the Zone 1 Recycled Water — Phase 1 C project. The Zone 1 Recycled Water _ Phase 1 C is included in the FY 2014 -15 CIB on page RW -6. The total estimated project cost is $1,681,000. At this time, the project has allocated $220,000; an additional allocation of $175,000 will be required to perform the proposed work. Staff has conducted a budget analysis of the FY 2014 -15 Recycled Water Program and concluded that adequate funds are available, as shown below: FY 2014 -15 Allocation Budget REW Program Authorized Estimated Allocations for ReW Projects $569,500 Allocations Returned from closeouts $0 Total Board Authorized FY 14 -15 Allocations $569,500 FY 2014 -15 Allocations to Date $50,000 This Allocation for DP 7306 $175,000 Remaining unallocated Budget $344,500 C: \Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \PP Auth GM to Award CO for re Kiewit REW Hydrant 6 -4 -15 Final.docx Page 2 of 3 POSITION PAPER Board Meeting Date: June 4, 2015 Subject AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH W.M. LYLES COMPANY IN AN AMOUNT NOT TO EXCEED $150,000 FOR THE INSTALLATION OF THE KIEWIT RECYCLED WATER IMPROVEMENTS Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) 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 recycled water pipeline and hydrant construction projects of this nature, the relatively short distances involved, the District's familiarity with the project site and the District's impact - limiting 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 subject at its meeting on May 12, 2015 and recommended approval of this change order. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a Construction Contract Change Order with W.M. Lyles Company for an amount not to exceed $150,000 for the installation of the Kiewit recycled water improvements. Attached Supportinq Document: 1. Hydrant Location Schematic — Kiewit Property C: \Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \PP Auth GM to Award CO for re Kiewit REW Hydrant 6 -4 -15 Final.docx Page 3 of 3 Attachment 1