HomeMy WebLinkAboutENGINEERING & OPERATIONS MINUTES 03-17-17 70dol
con tragi contra costa sanitary District
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SPECIAL T N THE BOARD OF T.
CENTRAL c PAUL H CAUSF'Y
Presideni
SANITARY
JAMES A.NEUEDLY
ENGINEERING & OPERATIONS President Pro Tem
COMMITTEEMICHAEL R.MCGII L
TAD J.PILEC K]
ISA Vl o R.WILLIAMS
MINUTES PHONE: (925)228-9500
FAX: (925)676-7211
Friday, March 17, 2017 wv►.w.centt*cilsaii.org
9:00 a.m.
2nd Floor conference Room
5019 Imhoff Place
Martinez, California
Committee:
Chair Jim Ne wily
Member haul Causey
Staff:
Ann Sasaki, Deputy General Manager
Jean-Marc Petit, Director of Engineering and Technical Services
Danea Cernmell, Planning and Development Services Division Manager
Edgar Lopez, Capital Projects Division Manager
Torn Codsey, Senior Engineer (left after Iters 7.)
Sasha Mestetsky, Senior Engineer (left after Item 5.)
Randy Schmidt, Senior Engineer (left after Item 6.)
Rita Cheng, Associate Engineer (left after Item 6.)
Cindy Cranzella, Senior Administrative Technician
1. call Meeting to order
Chair Ne}edly nailed the meeting to order of 9:01 a.m.
2. Public Comments
None.
V Review draft Position Paper to authorize the General Manager to execute
professional services agreements with KKR and ARWS for right of gray services
for Development Services
Engineering &operations Committee Minutes
March 17, 2017
Page 2
Ms. Cernmell distributed copies of the presentation (attached). she explained
that the scope of services for the project would be to augment existing staff
during peak workloads.
COMMITTEE ACTION: Reviewed and recommended Board approval.
4. Review draft Position Paper to reject bid for the Collection System Urgent
Repairs, District Project $434
Mr. Lopez stated that only one bid was received for this project, and it was
significantly over the engineer's estimate. He explained that the project was
initiated to find an alternative for doing urgent sewer work that could not wait for
the traditional design and public laid process. In the past, urgent work was
performed under change orders. Staff thought that having an urgent repair
contractor with on-call services would help and provide another source to
complete urgent work. chair Nejedly stated that, if managed properly, change
orders are acceptable because the contractors are already out in the field.
Member Causey agreed, but reminded staff that if change orders are used for
other projects, they need to be charged to the right budget. Mr. Lopez explained
that staff will add the work in the vicinity of walnut Creek to the Phase 11 project
and other urgent work identified under Project 3434 will be included in the bid for
upcoming projects. The added cost will be reflected in those total project
budgets.
Member Causey requested that information be added to the Community
Outreach section of the Position Paper to explain the identified work sites.
Member Causey also suggested charging change orders against this project.
COMMITTEE ACTION: Reviewed and recommended that the Board resect
the bid and allow the base work to be added to upcoming sewer renovation
projects.
5.* Review draft Position Paper to award a construction contract for the Walnut
Creep Sewer Renovations, Phase 11, District Project 8422
il/lr. Lopez stated that a quarter of last year's sewer overflows were in walnut
Creek, as presented to the Board by the Collection system operations Manager
at the l'''arch 2, 2017 Board meeting. He distributed a revised draft Position
Paper with one addition under the Financial Impacts section (attached).
Member Causey asked how the cost of design compares to consultants.
Mr. Lopez responded that using consultants would likely increase design costs.
Member Causey reminded staff that in order to go from a replacement strategy
Engineering &Operations Committee Minutes
March 17, 2017
Page 3
of 3-4 miles per year to 18 miles per year, more consultant work may need to be
considered. Mr. Petit indicated that that was the plan.
COMMITTEE ACTION: Reviewed and recommended Board approval.
5. Review draft Position Paper to authorize the General Manager to execute a
testing agreement for the Pilot Plant under the Solids Handling Facilities
Improvements Project, District Project 7348
Mr. Lopez summarized the project, and responded to questions. In response to
a question, Ms. Cheng clarified that the 300 samples are the entire scope of the
project for$480,000.
COMMITTEE ACTION: Reviewed and recommended Board approval.
7. Review draft Position Paper to authorize additional funds in the amount of
$500,000 from the Sewer Construction Fund for the Development Sewerage
Project'District Project 8420
This item was taken out of order, immediately following Item 3.
Ms. Gemmell explained that development activities have been very active for this
fiscal year. The Development Sewerage capital project is used to capture staff
hours for new assets built by developers in order to properly capitalize all costs
for contributed assets. Every year, staff estimates the amount which is included
in the Capital Budget; this year, $800,000 was estimated, which has already
been spent by end of February. The budget for next fiscal year will be increased
to $1 million.
COMMITTEE ACTION: Reviewed and recommended Board approval.
8. Receive list of Scheduled/Parking Lot items
Ms. Gemmell will bring the easements item to the next meeting, with a focus on
Martinez, specifically.
COMMITTEE ACTION: Received the list and provided input to staff.
9. Announcements
a. Future scheduled meetings:
Tuesday, April 11, 2017 at 1:00 p.m.
Tuesday, May 9, 2017 at 1:00 p.m.
Tuesday, June 5, 2017 at 1:00 p.m.
Engineering &Operations Committee Minutes
March 17, 2017
Page 4
b. Mr. Lopez announced that staff may need to change the May meeting
date, or possibly schedule an additional meeting, depending on timing of
upcoming projects.
10. Suggestions for future agenda items
Member causey requested an update on the Uniform Accounting Act, which may
be presented to this Committee, or the Finance Committee.
Mr. Lopez stated that staff will►bring forward an item at the next meeting to
discuss the need for contingency money for Miner Roam sewer repairs.
11. Adjournment-- at,9:49 a.m.
* Attachment
Item
.
(Committee Handout)
- _}
I ..R
RIGHT OF WAY
w MARCH 17, 2017
w- ti ENGINEERING AND OPERATIONS
,COMMITTEE MEETING
Danea Gemmell, PE
Planningand Development p ent Services
Division Manager
OVERVIEW
On January 1 , 2017, staff sent out Request for
Proposals to:
Associated Right of Way Services, Inc. (ARWS)
Coates Field Service, Inc.
KW R Real Estate and Right of Way Services
Paragon Partners, Ltd.
Two firms provided proposals: ARWS and KKR
Consultant Year 1-Initial Agreement Year 2-Option to Nat-to-Exceed Total
Extend
ARWS $96,000 $96,090 5192,000
KWR $91,000 $91,0oo 5182,000
Grand Total $374,000
1
3/21/2017
RIGHT OF WAY SCOPE OF SERVICES
• Staff Augmentation for Workload Peaks
• QA/QC for right of way entitlements to
address backlogs of approximately 60
developments:
Irrevocable offers of dedication
Grant of Easements
Subdivision Maps
Quitclaim Deeds
Relinquishments.
TYPICAL DEVELOPMENT PROCESS
1. City approves subdivision map
2. Developer submits improvement plans with proposed
right of way entitlements
3. Central San completes plan review and issues sewer
permit (fees paid and project security collected)
4. Construction of new sewer main and connections
5. Final map is filed with County to allow sale of individual
lots
6. QA/QC of Developer submitted as-builts with
entitlements for consistency before release of security
7. One year inspection and close out of project of new
main allows release of security
8. Staff brings right of way documents to Board for
acceptance
ok
2
3/21/2017
RECOMMENDED BOARD ACTION
• Execute a one-year professional services agreement with
Associated Right of Way Services, Inc., in an amount not to
exceed $96,000 with the option to extend for one additional
year for a total not to exceed amount of $192.000 for right of
way services under the Development Sewerage Project, DP
8420;
• Execute cone-year professional services agreement with
KWR in an amount not to exceed $91,000 with the option to
extend for one additional year for a total not to exceed amount
of $182,000 for right of way services under the Development
Sewerage Project, DP 8420.
QUESTIONS?
AOO"
3
3/21/2017
MARTINEz I HT
OF WAY STATISTICS
Total Wes of Pipe Total Miles of PipeTotal Miles of In insulted/ Estimated Miles of within Private Remaining Mik!sr
Main Type Service
Pipe Rehabifitatedby Pipe v&hin Private Property and Pipe in Easernenj
Capital Projects 1970- Prop" Rehabilitated by for Review -7
2016 CapitalProjects
Force Mains 3 3 2 2 p
Gravity Mains 79 18 16 3.2 12.8
Lotal 82 21 18 5.2 12.8
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4
Item
■
Central n (Committee Handout)
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Late: April 6 2017
Subject: AWARD ACONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL
MANAGER To EXECUTE CONTRACT DOCUMENTS SUBJECT To
SUBMITTAL REQUIREMENTS WITH CRATUS, INC. FOR THE
CONSTRUCTION of THE WALNUT CREED SEWER RENOVATIONS,
PHASE 11, DISTRICT PROJECT 8422
Submitted By: Initiating Dept.)Div.;
Mark Wenslawski, Associate Engineer Engineering and Technical
Services/Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD A C TION;
S. Mestetsky—Senior Engineer
E. Lopez—Capital Projects Division Manager
ey
JM. Petit—Director of Engineering and Technical services Geneerr Roger1.al Manager
ISSUE: On February 28, 2017, three (8) bids were received for the construction of the
Walnut Creep Sewer Renovations, Phase 11, District Project 8422 (Project). The Board
of Directors (Board) must award the contract or reject 'bids within 80 days of the bid
opening. Authorize the General Manager to execute the Contract Documents subject to
SUBMITTAL requirements.
BACKGROUND: The Project is part of the ongoing sewer renovation within the
Collection System Program of the Capital Improvements Budget to replace or
rehabilitate aging sewer infrastructure that is in poor condition. This Project aligns with
Central San's Strategic Plan, specifically the fallowing:
• Gaal No. 1 — Provide exceptional customer service
Gaal No. 2 — Strive to meet regulatory requirements
• Goal No. 6 -- Maintain a reliable wastewater infrastructure
The Project is primarily located in the Walnut Heights neighborhood between Mt. view
Boulevard and Rudgear Road, includes Boulevard Way and other locations in Walnut
Creek. The scope of work consists of replacement or rehabilitation of approximately
99100 lineal feet of 8-inch to 1 0-inch diameter sever mains, construction of manholes,
and other related work within public rights-of-Way, easements, and near creeks. The
project location map is identified in Attachment 1.
Central San staff prepared the plans and specifications for the Project. The Engineer's
estimate for construction is $2,800,000. This project was advertised on January 27
and February 2, 2017. Three (8) sealed bids ranging from $2,898,845 to $5,497,822
were received and publicly opened on February 28, 2017. The Engineering Department
conducted a technical and commercial review of the bids and determined that Cratus,
Inc. is the lowest responsive and responsible bidder. References were provided for
Cratus, Inc. and staff received satisfactory feedback. Cratus, Inc. is new to Central San,
Page 1 of 6
POSITION PAPER
Board meeting Date: A p ri 161 2017
subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT
TO SUBMITTAL REQUIREMENTS WITH CRATUS, INC. FOR THE
CONSTRUCTION OF THE WALNUT CREED SEWER RENOVATIONS,
PHASE 11, DISTRICT PROJECT 8422
however, has done sewer work in the City of Berkeley and San Jose, and is a
prequalified sewer contractor for the San Francisco Public Utilities Commission. A
summary of bids received is shown in Attachment 2. Central San will administer the
construction contract and provide contract administration, inspection, survey, office
engineering, and submittal review. Consultant inspection will be used to supplement
staff on an as-needed basis.
CEOA: Staff has concluded that this project is exempt from CEOA under District CEOA
Guidelines Section 18302, 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. Any capacity increases are for non-growth inducing, wet
weather purposes. 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 Central San's experience with numerous sewer construction projects of this
nature, the relatively short distances involved, and Central San'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 CEOA.
ALTERNATIVESICONSIDERATIONS: Reject all bids, which is not recommended.
FINANCIAL IMPACTS: The total estimated project cost is $3,034,000, including
design, bid price, contingency, construction management, and consultant costs as
detailed in Attachment 3. This project is included in the Fiscal Year 2018-17 capital
Improvement Budget on page 107 with a total estimated project budget of $3,780,000.
The additional $184,000 budget required to fund the Project will be transferred from the
Urgent Repairs Project, District Project 8434, which received only one bidder
significantly above the engineer's estimate. A portion of the scope of work under the
Urgent Repairs Project is anticipated to be completed under the proposed contract. Per
Board Resolution 2018-018,the General Manager has the authority to transfer the
additional budget after approval of the project.
COMMUNITY OUTREACH: Central San held a public meeting on January 12, 2017, at
the Collection System Operations department building in Walnut Creek to assist with
any questions or concerns by the residents along the proposed construction alignments.
Page 2 of 6
POSITION PAPER
Board Meeting Date: A p ri 18, 2 017
subject. AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT
TO SUBMITTAL REQUIREMENTS WITH CRATUS, INC. FOR THE
CONSTRUCTION OF THE WALNUT CREEK SEWER RENOVATIONS,
PHASE 11, DISTRICT PROJECT 8422
In addition, staff has notified and met with several homeowners directly to discuss the
upcoming sever work, construction impacts, and schedules for easements.
COMMITTEE RECOMMENDATION: The Engineering and Operations Committee
reviewed this project at its meeting on March 17, 2017, and recommended approval 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 $2,808,848 for the construction of
the Walnut Creek sewer Renovations, Phase 11, District Project 8422, to Cratus
Inc., the lowest responsive and responsible bidder, and
3. Authorize the General Manager to execute the Contract Documents subject to
SUBMITTAL requirements and include up to 10-percent contingency.
Attached Su actin Documents:
1. Project L oca tion Map
2. Summary of Bids
3. Post-Bid I Preconstruction Estimate
Page 3 of 6
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Centrad Contra Costa
Walnut Creek Sewer Renovation Phase 11 Attachment
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Sanitary District District Project 8422 1
Project Location
Page 4 of 6
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ATTACHMENT 2
WALNUT CREEK SEWER RENOVATIONS, PHASE 11
DISTRICT PROJECT 8422
SUMMARY OF BIDS
PROJECT No,: 8422 No. of ADDENDA: o DATE: FEBRUARY 28, 2017
PROJECT NAME: WALNUT CREED SEWER ,RENOVATIONS, PHASE 11
PROJECT LOCATION: WALNUT CREED CA
ENGINEER'S ESTIMATE: 2 800,000
NO, BIDDER BID PRICE
Cratus, Inc.
1 $2�6989845
San Francisco, CA 94124
K. J. Woods Construction, Inc.
2 $3,180,808
San Francisco, CA 94124
Ranger Pipelines, Inc.
8 $5,497,822
Ban Francisco, CA 94124
BIDS OPENED BY/s/ Elaine R. Boehme CMC DATE: February 28, 2917
Page 5 of 6
ATTACHMENT 3
WALNUT CREEK SEWER RENOVATIONS, PHASE 11
DISTRICT PROJECT 5422
POST-BID 1 PRECONSTRUCTION ESTIMATE
No, Item Description Amounts r/0
Construction
Cost
1. CONSTRUCTION
a. Construction Contract $2,6989845
b. 10%Contingency $259,155
c. Permit $35.000
SUBTOTAL-CONSTRUCTION COST $3,003,000 100%
2. CONSTRUCTION MANAGEMENT
a. District Forces
-Construction Management(Engineering, $2989000
Inspection, Survey)
- Public Relations $25,990
- Right of Way $23000
b. Consultants
- Inspection $35,000
-Material Testing $20,000
-Geotechnical and Arborist $10,000
SUBTOTAL-CONSTRUCTION MANAGEMENT $390,000 12.9%
3. PREBID EXPENDITURES
a. Engineering (Design, Survey, Drafting) $541,000
SUBTOTAL- PREBID EXPENDITURES 541.000 18.0%
4. [TOTAL ESTIMATED PROJECT COST $3,934,009
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Page 6 of 6