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Home My WebLink About05.e. Award construction contract to W.M. Lyles Co. for Headworks Screening Upgrade, District Project 7327, and amend contract with Brown and Caldwell for as needed construction servicesCentral Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER 5.e. Board Meeting Date: November 3, 2016 Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH W.M. LYLES CO.; AND AUTHORIZE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT AMENDMENT WITH BROWN AND CALDWELL FOR THE CONSTRUCTION OF THE HEADWORKS SCREENING UPGRADE, DISTRICT PROJECT 7327 Submitted By: Brad Leidecker, Associate Engineer REVIEWED AND RECOMMENDED FOR BOARD ACTION: Initiating Dept/Div.: Engineering and Technical Services/Capital Projects C. Mizutani — Senior Engineer E. Lopez — Capital Projects Division Manager JM. Petit — Director of Engineering and Technical Services ".) Roger S. Bailet General Manager ISSUE: On October 19, 2016, four (4) sealed bids were received and opened for the construction of the Headworks Screening Upgrade, District Project 7327. The Board of Directors (Board) 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, and revise an existing professional engineering agreement 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 project will install four new multi -rake bar screens with fine openings to replace the existing climber screens and grinders, a screenings conveyance sluiceway, washer compactors, and a screenings disposal facility. Two of the existing climber screens and grinders will be rebuilt and installed in the Headworks wet weather channels for more operational reliability and process redundancy. The project work area is shown in Attachment 1. This project will significantly improve the following challenges: • Grinding of the screenings results in several negative impacts, such as increased plastics and floatables in the liquid and solid streams, and equipment fouling throughout the treatment plant. • The existing screens are not enclosed. The new screening removal equipment and new enclosed facilities were designed to reduce odor issues. Page 1 of 6 POS/TION PAPER Board Meeting Date: November 3, 2016 Subject AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH W.M. LYLES CO.; AND AUTHORIZE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT AMENDMENT WITH BROWN AND CALDWELL FOR THE CONSTRUCTION OF THE HEADWORKS SCREENING UPGRADE, DISTRICT PROJECT 7327 • Maintaining and sourcing replacement parts for the existing screens and grinders is becoming more difficult and expensive. 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 $6,500,000. This project was advertised on September 15 and 22, 2016. Four sealed bids ranging from $5,191,000 to $5,585,000 were received and publicly opened on October 19, 2016. The Engineering Department conducted a technical and commercial review of the bids and determined that W.M. Lyles Co. is the lowest responsive and responsible bidder with a bid amount of $5,191,000. A summary of bids received is shown in Attachment 2. District staff will administer the construction contract, provide construction management, oversee consultant services, provide control system integration, and coordinate activities with Plant Operations. District staff recommends retaining B&C to provide support services during the construction phase of this project, which includes reviewing shop drawings and submittals, responding to design questions, evaluating change order requests, performing site visits to verify design compliance, controls integration support, structural inspections, and other related activities. An as -needed construction support services agreement amendment with a cost ceiling of $360,000 has been negotiated with B&C for this project. To date, the total cost ceiling for the B&C agreement is at $1,090,000, which includes design and construction support services of the Substation 16 Switchgear (Sub 16) Replacement project and design services for the Headworks Screening Upgrade project. The proposed agreement revision will increase the total agreement cost ceiling to $1,450,000. CEQA: Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15302, since it involves replacement of existing public facilities at the same location and with the same purpose. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. FINANCIAL IMPACTS: The total project cost of the Headworks Screening Upgrade is anticipated to be $8,220,000, which includes planning, design, consultant fees, bid price, construction, contingency, and construction management as shown in Page 2 of 6 POSITION PAPER Board Meeting Date: November 3, 2016 Subject AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH W.M. LYLES CO.; AND AUTHORIZE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT AMENDMENT WITH BROWN AND CALDWELL FOR THE CONSTRUCTION OF THE HEADWORKS SCREENING UPGRADE, DISTRICT PROJECT 7327 Attachment 3. This project is included in the Fiscal Year (FY) 2016-17 District Budget on page 137 with a total estimated project budget of $8,400,000. ALTERNATIVES/CONSIDERATIONS: Reject all bids, which is not recommended. COMMITTEE RECOMMENDATION: The Engineering and Operations Committee reviewed this subject at its meeting on October 21, 2016, and recommended approval of this 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 $5,191, 000 for the construction of ti the Headworks Screening Upgrade, District Project 7327, to W.M. Lyles Co., the lowest responsive and responsible bidder, 3. Authorize the General Manager to execute the Contract Documents subject to SUBMITTAL requirements, and 4. Authorize the General Manager to execute an agreement amendment with Brown and Caldwell to increase the cost ceiling from $1,090,000 to $1,450,000 to provide as -needed construction services. Attached Supporting Documents: 1. Project Location Map 2. Summary of Bids 3. Post -Bid I Preconstruction Estimate Page 3 of 6 Page 4 of 6 ATTACHMENT 1 HEADWORKS SCREENING UPGRADE DISTRICT PROJECT 7327 LOCATION MAP ATTACHMENT 2 HEADWORKS SCREENING UPGRADE DISTRICT PROJECT 7327 SUMMARY OF BIDS PROJECT NO.: 7327 DATE: OCTOBER 19, 2016/2PM PROJECT NAME: HEADWORKS SCREENING UPGRADE PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA NO. OF ADDENDA: 2 ENGINEER ESTIMATE: $0,500,000 NO. BIDDER BID PRICE W.M. Lyles Company 1 $5,'19'1,000 West Sacramento, CA 95691 GSE Construction Company, Inc. 2 $5,4'18,000 Livermore, CA 94551 Myers and Sons Construction LP 3 $5,583,500 Sacramento, CA 95834 C. Overaa and Company 4 $5,585,000 Richmond, CA 94801 BIDS OPENED BY: Elaine R. Boehme, CMC DATE: October 19, 2016 Page 5 of 6 ATTACHMENT 3 HEADWORKS SCREENING UPGRADE DISTRICT PROJECT 7327 POST -BID 1 PRECONSTRUCTION ESTIMATE No. Item Description Amounts % Construction Cost 1. CONSTRUCTION a. Construction Contract $5,191,000 b. Contingency at 15% $778,000 c. Permit $5,000 SUBTOTAL - CONSTRUCTION $5,974,000 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management $360,000 - Survey $15,000 - Operations Support $120,000 - Control System Integration $80,000 b. Consultants - B&C Construction Services $360,000 - Inspection $300,000 - Material Testing $50,000 - Geotechnical and others $11,000 SUBTOTAL - CONSTRUCTION MANAGEMENT 3. PREBID EXPENDITURES a. Engineering and Operations Support (Planning, Design, Consultant Fees) SUBTOTAL - PREBID EXPENDITURES $950,000 100% $1,298,000 21.7% $950,000 15.9% 4. TOTAL PROJECT COST $8,220,000 Page 6 of 6