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Home My WebLink About08. Draft PP awarding Substation 16 Switchgear Replacement, DP 7324Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER D Board Meeting Date: May 19, 2016 Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH FOR THE CONSTRUCTION OF THE SUBSTATION 16 SWITCHGEAR REPLACEMENT, DISTRICT PROJECT 7324; AND AUTHORIZE AN AGREEMENT AMENDMENT WITH BROWN AND CALDWELL g. INSERT COMPANY Submitted By: Brad Leidecker, Associate Engineer REVIEWED AND RECOMMENDED FOR BOARD ACTION: C. Mizutani — Senior Engineer E. Lopez — Capital Projects Division Manager J -M. Petit — Director of Engineering and Technical Services Initiating Dept/Div.: Engineering and Technical Services/Capital Projects IDelete if not neededl K. Alm Roger S. Bailey Counsel for the District General Manager ISSUE: On May 6, 2016, Input (#) sealed bids were received and opened for the construction of the Substation (Sub) 16 Switchgear Replacement, District Project 7324. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. Board of Directors' authorization is required for the General Manager to execute the Contract Documents subject to submittal requirements and professional services agreements in an amount greater than $100,000. BACKGROUND: The Capital Improvement Budget (CIB) Priority Ranking for this project is critical and the work aligns with the District's Strategic Plan, specifically Goal No. 6, which is "Maintain a Reliable Wastewater Infrastructure." The existing Headworks Sub 16 Switchgear was installed in 1993 under the Headworks Facilities Improvement Project and supplies power to the Headworks and influent pumps. The existing electrical switchgear was manufactured by ABB and the model that was installed had a short production run. The switchgear is now obsolete and replacement parts are difficult to source. As authorized by the Board, staff issued a pre- purchase agreement in February 2016 to procure the switchgear directly from Eaton. This allowed standardization of electrical equipment and the ability to install the switchgear in the 2016 dry weather season. Equipment shop drawings have been approved and fabrication is underway. This project will replace the Sub 16 electrical switchgear, busway, and bus duct. Work includes removal of the existing switchgear, construction sequencing to maintain reliable influent pumping, and structural building modifications to allow installation of the new equipment, including the District -procured switchgear. The project work area is at the Sub 16 and Headworks buildings as shown in Attachment 1. Page 1 of 6 POSITION PAPER Board Meeting Date: May 19, 2016 Subject AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH INSERT COMPANY FOR THE CONSTRUCTION OF THE SUBSTATION 16 SWITCHGEAR REPLACEMENT, DISTRICT PROJECT 7324; AND AUTHORIZE AN AGREEMENT AMENDMENT WITH BROWN AND CALDWELL Brown and Caldwell (B&C) is the design engineer and prepared the plans and specifications for the project. The Engineer's estimate for construction is $1,300,000. This project was advertised on April 11 and 18, 2016. Input (#) sealed bids ranging from $XXX to $XXX were received and publicly opened on May 6, 2016. The Engineering Department conducted a technical and commercial review of the bids and determined that XXX is the lowest responsive bidder with a bid amount of $1,300,000. A summary of bids received is shown in Attachment 2. District staff will administer the construction contract and provide construction management, oversee consultant services, and coordinate activities with Plant Operations. District staff recommends retaining B&C to provide support services during the construction phase, which includes reviewing shop drawings and submittals, responding to design questions, evaluating change order requests, performing site visits to verify compliance with the design, electrical inspection, and other related activities. An as -needed construction support services agreement amendment with a cost ceiling of $190,000 has been negotiated with B&C. On October 15, 2015, the Board authorized a professional consulting agreement for $850,000 with B&C to design the Headworks Screening Upgrade and Sub 16 Switchgear Replacement projects. The new cost ceiling for the B&C agreement, including the amendment, will be $1,040,000. CEQA: At its January 28, 2016 meeting, the Board of Directors independently found that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15302, since the project involves replacement of existing public facilities at the same location and with the same purpose. ALTERNATIVES/CONSIDERATIONS: Reject all bids, which is not recommended. FINANCIAL IMPACTS: The total project cost of the Sub 16 Switchgear Replacement project is anticipated to be $3,530,000, which includes planning, design, bid price, switchgear pre -purchase, construction, contingency, and construction management. Staff has conducted a budget analysis of the Treatment Plant Program budget and concluded that adequate funds are available for this project. The total project budget was reviewed and discussed at the Engineering and Operations Committee on May 10th 2016 and updated to $3,400,000. Page 2 of 6 POSITION PAPER Board Meeting Date: May 19, 2016 Subject. AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH INSERT COMPANY FOR THE CONSTRUCTION OF THE SUBSTATION 16 SWITCHGEAR REPLACEMENT, DISTRICT PROJECT 7324; AND AUTHORIZE AN AGREEMENT AMENDMENT WITH BROWN AND CALDWELL COMMITTEE RECOMMENDATION: The Engineering and Operations Committee reviewed this subject at the meeting on May 10, 2016, and recommended approval to award the construction contract. RECOMMENDED BOARD ACTION: Staff recommends the following: 1. Award a construction contract in the amount of $1,300,000 for the construction of the Substation 16 Switchgear Replacement, District Project 7324, to XXX, the lowest responsible and responsive bidder, 2. Authorize the General Manager to execute the Contract Documents subject to SUBMITTAL requirements, and 3. Authorize the General Manager to execute an agreement amendment with Brown and Caldwell to increase the cost ceiling from $850,000 to $1,040,000 to provide as needed construction services for the Substation 16 Switchgear Replacement, District Project 7324. Attached Suoaortina Documents: 1. Project Location Map 2. Summary of Bids 3. Post -Bid / Preconstruction Estimate Page 3 of 6 3 ATTACHMENT 1 SUBSTATION 16 SWITCHGEAR REPLACEMENT DISTRICT PROJECT 7324 LOCATION MAP 0 100 200 CONSTRUCTION STAGING AREA a SOLIDS NDITIONI BUILDIN CLARIFIERS (SOUTH QUAD) L D PUMP AND BLOWER BUILDING EL o 1 POD IMHOFF PLACE HOB s oy HEADWORKS 1 SUBSTATION 16 FiL PRIMARY S DIMENTATI TANKS N ELECTRICAL BUILDING PROJECT AREA Page 4 of 6 ATTACHMENT 2 SUBSTATION 16 SWITCHGEAR REPLACEMENT DISTRICT PROJECT 7324 SUMMARY OF BIDS PROJECT NO.: 7324 DATE: MAY 6, 2016/2 PM PROJECT NAME: SUBSTATION 16 SWITCHGEAR REPLACMENT PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA NO. OF ADDENDA: 2 ENGINEER'S ESTIMATE: $1,300,000 NO. 1 2 3 4 5 6 7 8 BIDDER BID PRICE BIDS OPENED BY/s/ DATE Mav 6, 2016 Page 5 of 6 ATTACHMENT 3 SUBSTATION 16 SWITCHGEAR REPLACEMENT DISTRICT PROJECT 7324 POST -BID / PRECONSTRUCTION ESTIMATE No. Item Description 1. CONSTRUCTION a. Construction Contract b. Switchgear Pre -purchase c. Contract Contingency at 10% SUBTOTAL - CONSTRUCTION Amounts $1,300,000 $1,150,000 $ 130.000 $2,580,000 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management $100,000 - Operations Support $115,000 b. Consultants - B&C Construction Services $190,000 - General Inspection $ 25,000 - Material Testing $ 20,000 SUBTOTAL - CONSTRUCTION MANAGEMENT 3. PREBID EXPENDITURES a. Engineering and Operations Support (Planning, Design, Consultant fees) SUBTOTAL - PREBID EXPENDITURES $500.000 Construction Cost 100% $450,000 17.4% $500.000 19.4% 4. TOTAL ESTIMATED PROJECT COST $3,530,000 Page 6 of 6