HomeMy WebLinkAbout03. Review draft Position Paper to award a construction contract to EXARO Technologies Corporation in the amount of $58,480 per year up to three years totaling $175,440 for the construction of the District-Wide Survey Monument Installation, DP 2017-01 3■
Central Contra Costa Sanitary District
,lee BOARD OF DIRECTORS
POSI TIP I PER
Board Meeting Date. July 20, 2017
Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS
SUBJECT TO SUBMITTAL REQUIREMENTS WITH ExARO
TECHNOLOGIES CORPORATION TO INSTALL SURVEY MONUMENTS
FOR CAPITAL PROJECTS
Submitted By: Initiating Dept.lDiv.:
Gregory D. St. John, Land Surveyor Engineering and Technical Services/
Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
S. Mestetsky—senior Engineer
E. Lopez—Capital Projects Division Manager
,JM. Petit— Director of Engineering and Technical services Roger S. Bailey
General 1111ar7agor
ISSUE: On June 27, 2017, three (3) sealed bids were received and opened for the
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District-Wide Installation of Survey Monuments, District Project No. 2017-01. The Board
of Directors (Board) must award the contract or reject bids within 50 days of the bid
opening. Authorization is also required for the General Manager to execute the Contract
Documents subject to SUBMITTAL requirements for construction contracts above
$100,000.
BACKGROUND: During construction projects, survey monuments are often
encountered in areas of excavation. The state of California Business Professional
Code section 3771 (b) requires that survey monuments be referenced prior to
construction and rebuilt after construction. The survey monuments need to be
constructed by an experienced contractor and are required to be under the responsible
charge of a licensed land surveyor. Restoration is the responsibility of the public agency
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that initiates the project.
Bidding the survey monument installation on a periodic basis for all capital projects
results in a lower overall cost and a significant reduction in paperwork associated with
negotiating and issuing separate individual contractsro'1 er project. The bid request
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establishes a unit cost for each portion of the work, while obtaining the lowest overall
cost for Central San.
Central San staff prepared the specifications and bid documents for this unitp rice
contract. The Engineers estimate for the work is $50,000 per year with an optional
extension for two one-year periods, totaling $150,000. The project was advertised on
June 0 and 14, 2017. Three (3) sealed bids ranging from $58,430 to $85,600 were
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received and publicly opened on June 27, 2017.
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POSITION PAPER
Board Meeting Date: July 20, 2017
Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS
SUBJECT TO SUBMITTAL REQUIREMENTS WITH EXARO
TECHNOLOGIES CORPORATION TO INSTALL SURVEY MONUMENTS
FOR CAPITAL PROJECTS
Central San staff reviewed the bids and determined that EXARO Technologies
Corporation was the lowest responsive and responsible bidder with a bid amount of
$58,480. Staff may extend the contract for two additional one-year periods at the bid
prices, provided that the initial work is successful and the prices are still favorable to the
District. A summary of bids received is shown in Attachment 1.
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 survey monuments at the same location and with the same
purpose and level of activity as the monuments being replaced. Approval of this protect
will establish the Board of Directors' independent finding that this project is exempt from
CEQA.
ALTERNATIVES/CONSIDERATIONS: Reject all bids, rebid the services, issue
individual contracts each time survey monument installation is needed, or include the
work in all upcoming construction. Neither option is recommended due to higher costs
or past experience dealing with unsatisfactory results. The majority of Central San
sewer renovation contractors do not have a licensed surveyor or experience in
recording survey monuments.
FINANCIAL IMPACTS: The total estimated project cost for the firstyear of the contract
may reach $58,400. Central San has the option to extend the contract two additional
one-year periods at the bid prices, totaling $175,440. The contract will bepaid for by
the sewer renovation projects and other projects in the Board-adopted Capital
Improvement Program.
COMMITTEE RECOMMENDATION: The Engineering and Operations Committee
reviewed this subject at the meeting on July 11, 2017, and recommended approval to
award the contract,
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POSITION PAPER
Board Meeting Date: July 20, 2017
Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS
SUBJECT TO SUBMITTAL REQUIREMENTS WITH EXARO
TECHNOLOGIES CORPORATION TO INSTALL SURVEY MONUMENTS
FOR CAPITAL PROJECTS
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 $58,480 per year for up to three
years totaling $175,440 for the construction of the District-Wide Survey
Monument Installation Contract, to EXARO Technologies Corporation, the lowest
responsible and responsive bidder; and
3. Authorize the General Manager to execute the Contract Documents subject to
submittal requirements.
Attached Supoortin-Q Document:
1. Summary of Bids
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ATTACHMENT 1
DISTRICT-WIDE SURVEY MONUMENT INSTALLATION
DISTRICT PROJECT 2017-01
SUMMARY OF BIDS
PROJECT NO.: 2017-01 NO. OF ADDENDA: 1 DATE: JUNE 27, 2017
PROJECT NAME: DISTRICT-WIDE SURVEY MONUMENT INSTALLATION
PROJECT LOCATION: VARIOUS LOCATIONS IN CENTRAL SAN SERVICE AREA
ENGINEER'S ESTIMATE: $50,000/YEAR
NO. BIDDER BID PRICE
1 EXARO Technologies Corporation $589480
Burlingame, California
2 Chrisp Company X78,740
Fremont, California
3 JCC, Inc.
Concord, California $85y600
BIDS OPENED BY: /s/ Elaine R. Boehme, CMC DATE: June 27, 2017
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