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Home My WebLink About03.b. Review draft Position Paper to award a construction contract for the Fire Protection System -Phase 2 Revised, District Project 7322Page 1 of 6 Item 3.b. ' CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER � DRAFT MEETING DATE: DECEMBER 12, 2017 SUBJECT: REVIEW DRAFT POSITION PAPER TO AWARD A CONSTRUCTION CONTRACT FOR THE FIRE PROTECTION SYSTEM -PHASE 2 REVISED, DISTRICT PROJECT 7322; AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS; AND AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING PROFESSIONAL SERVICES AGREEMENT WITH DTN ENGINEERS, INC. FOR SUPPORT SERVICES DURING CONSTRUCTION SUBMITTED BY: INITIATING DEPARTMENT: JAY LIN, ASSOCIATE ENGINEER ENGINEERINGAND TECHNI CAL SERVI CES - CAPITAL PROJECTS REVIEWED BY: CRAIG MIZUTANI, SENIOR ENGINEER EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER JEAN -MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES ROGER S. BAILEY GENERAL MANAGER ISSUE On December 15, 2017, bids were received and opened for the construction of the Fire Protection System — Phase 2 Revised, District Project 7322 (Project). The Board of Directors must award the contract or reject bids within 50 days of the bid opening. BACKGROUND Existing fire protection systems at the treatment plant have been installed over a 45 -year period and been expanded or upgraded on a project -to -project basis. The older systems are becoming unreliable and difficult to maintain. The original, circa 1970's treatment plant fire alarm system (main system) was designed to monitor pull stations and sprinkler activation in the Plant Operations Building (POB), treatment plant, and monitor other building fire systems. I n addition, this system is the primary notification to the Control Room operators and occupied buildings in the event of a fire. Very little work has been done on the main system, other than a panel and device replacement in 2002. Troubleshooting and repairing the main system has been extremely difficult and the system is problematic. Repeated expensive service calls have not fully resolved the issues. Due to the age, maintenance difficulty, and criticality of the system, December 12, 2017 EOPS Regular Committee Meeting Agenda Packet - Page 6 of 43 Page 2 of 6 staff hired DTN Engineers, Inc. (DTN) to evaluate the fire alarm system, and replacement of the system was recommended. Phase 1 of the project, completed in 2013, replaced the outdated Headquarters Office Building fire system and corrected limited treatment plant deficiencies. A predesign was performed to provide a comprehensive evaluation of all staffed and critical process areas in the treatment plant, and recommend improvements for life safety of occupied (public and staff) areas. As a result, scope was identified for existing and future project phases. Phase 2 was initially bid last summer, but had to be revised due to the high costs of the bids received. Phase 2 Revised includes the installation of the highest priority items, including the POB Multi -Purpose Room smoke detectors, gas detection system in the Solids Conditioning Building, standby power fire panel replacement, fuel tank area foam trailer addition, and other related improvements. Central San staff and DTN prepared the plans and specifications for the Project. The Engineer's estimate for construction was $700,000. This Project was advertised on November 17 and 27, 2017. sealed bids ranging from $xxx,xxx to $=,= were received and publicly opened on December 15, 2017. The Engineering and Technical Services Department conducted a technical and commercial review of the bids and determined that [Company Name] is the lowest responsive and responsible bidder with a total bid amount of $xxx,xxx. A summary of bids received is shown in Attachment 2. Staff recommends retaining DTN 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, coordination with the Contra Costa Fire Protection District, and other related activities. An as -needed construction support services agreement amendment with a cost ceiling of $80,000 has been negotiated with DTN. CEQA Staff has concluded that this Project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15301, since it involves minor alterations to existing public facilities involving no expansion of use, and 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. ALT ERNAT IVES/CONSIDERAT IONS Reject all bids, which is not recommended. Staff does not have the certification or license required to perform the installation or consulting work identified in this Project. The existing fire alarm and suppression systems are permitted by and under the jurisdiction of the Contra Costa County Fire Protection District. FINANCIAL IMPACTS The total estimated project costs is $1,327,000, which includes planning, design, bid (rebid), construction contract, contingency, and construction management costs as shown in Attachment 3. The Fire Protection System -Phase 2, District Project 7322, included in the Fiscal Year (FY) 2017-18 Capital Improvement Budget on page 153, has a total of $1,200,000 budgeted for the project. An additional $127,000 is required for this project and will be transferred from District Project 7355, Odor Control Upgrades under the delegated authority of the General Manager. Project 7355 has been rescheduled to start in FY 2018- 19 since the project is awaiting the conclusion of the Treatment Plant Health Risk Assessment, currently being conducted under the Solids Handling Facility Improvements. The current agreement with DTN has a cost ceiling of $172,500. The new cost ceiling for this agreement, December 12, 2017 EOPS Regular Committee Meeting Agenda Packet - Page 7 of 43 Page 3 of 6 including the $80,000 amendment for construction services, will be $252,500. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this subject at the meeting on December 12, 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 $xxx,xxx for the construction of the Fire Protection Systems — Phase 2 Revised, District Project 7322 to [Company Name], the lowest responsible and responsive bidder; 3. Authorize the General Manager to execute the Contract Documents subject to submittal requirements and include up to 15 -percent contingency; and 4. Authorize the General Manager to execute an amendment with DTN Engineers Inc. to increase the cost ceiling from $172,500 to $252,500 to provide as -needed construction support services for the Project. Strategic Plan Tie -In GOAL TWO: Strive to Meet Regulatory Requirements Strategy 1 - Strive to Achieve 100% Permit Compliance in Air, Water, Land and Other Regulations GOAL FOUR: Develop and retain a highly trained and innovative workforce Strategy 3 - Meet or Exceed Industry Safety Standards GOAL FIVE: Maintain a Reliable Infrastructure Strategy 3 - Protect District Personnel and Assets from Threats and Emergencies ATTACHMENTS: 1. Project Location Map 2. Summary of Bids (Draft) 3. Post-Bid/P reconstruction Estimate December 12, 2017 EOPS Regular Committee Meeting Agenda Packet - Page 8 of 43 Page 4 of 6 ATTACHMENT 1 FIRE PROTECTION SYSTEM - PHASE 2 REVISED DISTRICT PROJECT 7322 LOCATION MAP .L(;EQ N PROJECT SITE 5 pw Illi �� ------ ...... moo, . 'no FUEL OIL STORAOF 06REA SWUS OULN4C, STN"y POWM t K%Dw IN Central Contra Cost,'i Sanitary District FIRE PROTECTION SYSTEM -PHASE 2 1 r District Project 7322 Martinez, California December 12, 2017 EOPS Regular Committee Meeting Agenda Packet - Page 9 of 43 Annex .= r1Vt+AtIVN FUEL OIL STORAOF 06REA SWUS OULN4C, STN"y POWM t K%Dw IN Central Contra Cost,'i Sanitary District FIRE PROTECTION SYSTEM -PHASE 2 1 r District Project 7322 Martinez, California December 12, 2017 EOPS Regular Committee Meeting Agenda Packet - Page 9 of 43 Page 5 of 6 ATTACHMENT 2 FIRE PROTECTION SYSTEMS — PHASE 2 REVISED DISTRICT PROJECT 7322 SUMMARY OF BIDS PROJECT NO.: 7322 NO. OF ADDENDA: 0 DATE/TIME: DECEMBER 15. 2017/2PM PROJECT NAME: FIRE PROTECTION SYSTEMS — PHASE 2 REVISED PROJECT MANAGER: JAY LIN PROJECT LOCATION: 5019 IMHOFF PLACE. MARTINEZ. CALIFORNIA ENGINEER'S ESTIMATE: $700,000 NO. BIDDER BID PRICE 1 TBD $xxx,xxx City, California 2 TBD �YYY'YYY City, California 3 TBD $zzz,zzz City, California BIDS OPENED BY: Donna M. Anderson DATE: December 15, 2017 December 12, 2017 EOPS Regular Committee Meeting Agenda Packet - Page 10 of 43 Page 6 of 6 ATTACHMENT 3 FIRE PROTECTION SYSTEMS — PHASE 2 REVISED DISTRICT PROJECT 7322 POST-BID/PRECONSTRUCTION ESTIMATE No. Item Description Amounts % of Construction Costs 1. CONSTRUCTION a. Construction Contract $700,000 b. Contingency at 15% $105,000 c. Permits $5,000 SUBTOTAL - CONSTRUCTION $810,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management $30,000 - Operations Support $10,000 b. Consultants - DTN Support Services $80,000 - Inspection $35,000 SUBTOTAL - CONSTRUCTION $155,000 19.1% MANAGEMENT 3. PREBID EXPENDITURES a. Staff Engineering and Operations $178,650 b. Consultant Fees $172,500 c. Prior Expenditures $10,850 SUBTOTAL - PREBID EXPENDITURES $362,000 44.7% 4. TOTAL ESTIMATED PROJECT COST $1,327,000 * Cost includes prior expenditures and rebid. December 12, 2017 EOPS Regular Committee Meeting Agenda Packet - Page 11 of 43