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Home My WebLink About06. Award contract for $58,480 per year for up to three years to EXARO Technologies Corp, for District-Wide Survey Monument Installation Project, DP 2017-01 CENTRAL SAN BOARD OF DI RECTORS POSIT IO N PA PER M E E T I NG D AT E : J ULY 20, 2017 S UB J E C T: AW A R D A C O NS T R UC T I O N C O NT R A C T I N T HE A MO UNT O F $58,480 P E R YE A R UP TO T HR E E YE A R S TO TA L I NG $175,440 TO E X A R O T E C HNO L O G I E S C O R P O R AT I O N, T HE L O W E S T R E S P O NS I V E A ND R E S P O NS I B L E B I D D E R F O R T HE D I S T R I C T-W I D E S URV E Y MO NUME NT I NS TA L L AT I O N, D I S T R I C T P R O J E C T 2017-01; F I ND T HAT T HE P R O J E C T I S E X E MP T F R O M C A L I F O R NI A E NV I R O NME NTA L Q UA L I T Y A C T (C E Q A ); A ND A UT HO R I Z E T HE G E NE R A L MA NG E R TO E X E C UT E T HE C O NT R A C T D O C UME NT S S UB J E C T TO S UB MI T TA L R E Q UI R E ME NT S . A P P R O VA L R E C O MME ND E D B Y E NG I NE E R I NG & O P E R AT I O NS C O MMI T T E E . S UB M I T T E D B Y: G R E G O RY D . S T. J O HN - L A ND S URV E YO R I NI T I AT I NG D E PART M E NT: E NG I NE E R I NG A ND T E C HNI C A L S E RV I C E S - C A P I TA L P R O J E C T S RE V I E WE D B Y:S A S HA ME S T E T S K Y – S E NI O R E NG I NE E R E D G A R L O P E Z – C A P I TA L P R O J E C T S D I V I S I O N MA NA G E R J E A N-MA R C P E T I T – D I R E C TO R O F E NG I NE E R I NG A ND T E C HNI C A L S E RV I C E S R oger S . B ailey G eneral Manager I S S UE O n J une 27, 2017, three (3) sealed bids were received and opened f or the D istrict-W ide I nstallation of S urvey Monuments. T he B oard of D irectors (B oard) must award the contract or reject bids within 50 days of the bid opening. A uthorization is also required f or the G eneral Manager to execute the C ontract D ocuments s ubject to submittal requirements f or construction contracts above $100,000. July 20, 2017 Regular Board Meeting Agenda Packet - Page 29 of 151 ITEM 6 Page 1 of 4 B AC K G RO UND D uring construc tion projects, survey monuments are of ten encountered in areas of excavation. T he S tate of C alif ornia B us iness P rof essional C ode S ec tion 8771 (b) requires that s urvey monuments be ref erenced prior to construction and rebuilt af ter construction. T he survey monuments need to be constructed by an experienced contractor and are required to be under the responsible charge of a licensed land s urveyor. R estoration is the res ponsibility of the public agenc y that initiates the project. B idding the s urvey monument installation on a periodic basis f or all capital projects results in a lower overall cost and a signif icant reduction in paperwork associated with negotiating and issuing separate individual contrac ts per project. T he bid es tablishes a unit cost f or each portion of the work, while obtaining the lowest overall cost f or C entral S an. C entral S an s taf f prepared the specif ications and bid documents f or this unit price contract. T he E ngineer ’s es timate f or the work is $50,000 per year with an optional extens ion f or two one-year periods , totaling $150,000. T he project was advertis ed on J une 9 and 14, 2017. T hree (3) sealed bids ranging f rom $58,480 to $85,600 were received and publicly opened on J une 27, 2017. C entral S an s taf f reviewed the bids and determined that E X A R O Technologies C orporation was the lowest respons ive and responsible bidder with a bid amount of $58,480. S taf f may extend the contrac t f or two additional one-year periods at the bid pric es, provided that the initial work is successf ul and the pric es are still f avorable to C entral S an. A summary of bids received is shown in A ttachment 1. S taf f has conc luded that this project is exempt f rom the C alif ornia E nvironmental Q uality A ct (C E Q A ) under D istrict C E Q A G uidelines S ection 15302, since it involves replac ement of existing survey monuments at the same location and with the s ame purpose and level of ac tivity as the monuments being replaced. A pproval of this project will establis h the B oard of D irectors’ independent f inding that this project is exempt f rom C E Q A . ALT E RNAT I V E S /C O NS I D E RAT I O NS R eject all bids , rebid the services, issue individual contracts each time s urvey monument installation are needed, or inc lude the work in all of the upc oming construction. Neither option is recommended due to higher costs or past experience dealing with unsatisf actory results. T he majority of C entral S an sewer renovation contractors do not have a licens ed surveyor or experience in rec ording survey monuments . F I NANC I AL I M PAC T S T he total estimated cost f or the f irst year of the contract may reach $58,480. C entral S an has the option to extend the contract two additional one-year periods at the bid prices, totaling $175,440. T he contract will be paid f or by the sewer renovation projects and other projects in the B oard-adopted C apital I mprovements B udget. C O M M I T T E E RE C O M M E ND AT I O N T he E ngineering and O perations C ommittee reviewed this subject at the meeting on J uly 11, 2017, and recommended approval to award the contrac t. RE C O M M E ND E D B O ARD AC T I O N S taf f recommends the f ollowing: July 20, 2017 Regular Board Meeting Agenda Packet - Page 30 of 151 ITEM 6 Page 2 of 4 1. F ind that the project is exempt f rom C E Q A ; 2. Award a construction contract in the amount of $58,480 per year f or up to three years totaling $175,440 f or the construction of the D istrict-W ide S urvey Monument I nstallation C ontract to E X A R O Technologies C orporation, the lowest responsible and responsive bidder; 3. A uthorize the G eneral Manager to execute the C ontract D oc uments subject to submittal requirements. AT TAC HM E NT S : D escription 1. S ummary of B ids July 20, 2017 Regular Board Meeting Agenda Packet - Page 31 of 151 ITEM 6 Page 3 of 4 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 Burlingame, California $58,480 2 Chrisp Company Fremont, California $78,740 3 JCC, Inc. Concord, California $85,600 BIDS OPENED BY: /s/ Elaine R. Boehme, CMC DATE: June 27, 2017 July 20, 2017 Regular Board Meeting Agenda Packet - Page 32 of 151 ITEM 6 Page 4 of 4