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HomeMy WebLinkAbout05. (Handout) Backup Material for Fire Protection Systems Project.pdf Central San 5' 1 BOARD OF DIRECTORS (Handout) POSITION PAPER Board Meeting Date: December 21, 2017 Subject: AWARD A CONSTRUCTION CONTRACT WITH BOCKMON & WOODY ELECTRIC COMPANY, INC.; AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS; AND AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH DTN ENGINEERS, INC. FOR THE FIRE PROTECTION SYSTEMS - PHASE 2 REVISED, DISTRICT PROJECT 7322 Submitted By: Initiating Dept./Div.: Jay Lin, Associate Engineer Engineering and Technical Services — Capital Project REVIEWED AND RECOMMENDED FOR BOARD ACTION: Craig Mizutani, Senior Engineer .w�n"f�• Edgar J. Lopez, Capital Projects Division Manager Roger S. s ley Jean-Marc Petit, Director of Engineering and Technical Services General Manager ISSUE: On December 15, 2017, three bids were received an d for the construction of the Fire Protection System — Phase 2 Revised, District Project 7322 (Project). The Board of Directors (Board) must award the contract or reject bids within 50 days of the bid opening. Board authorization is also required to revise the existing professional engineering services agreement with DTN Engineers, Inc. (DTN). BACKGROUND: Existing fire protection systems at the treatment plant have been installed over a 45-year period and have 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. In 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, staff hired 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 Phase 1 of the project, completed in 2013, replaced the outdated Headquarters Office Building fire system and corrected limited treatment plant deficiencies.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 Page 1 of 4 POSITION PAPER Board Meeting Date: December 21, 2017 Subject: AWARD A CONSTRUCTION CONTRACT WITH BOCKMON & WOODY ELECTRIC COMPANY, INC.; AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS; AND AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH DTN ENGINEERS, INC. FOR THE FIRE PROTECTION SYSTEMS - PHASE 2 REVISED, DISTRICT PROJECT 7322 (public and staff) areas. As a result, the 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. Three sealed bids ranging from $730,500 to $980,250 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 Bockmon & Woody Electric Company, Inc. (Bockmon & Woody) is the lowest responsive and responsible bidder with a total bid amount of$730,500. 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$90,000 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's independent finding that this Project is exempt from CEQA. ALTERNATIVES/CONSIDERATIONS: 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 Page 2 of 4 POSITION PAPER Board Meeting Date: December 21, 2017 subject: AWARD A CONSTRUCTION CONTRACT WITH BOCKMON & WOODY ELECTRIC COMPANY, INC.; AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS; AND AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH DTN ENGINEERS, INC. FOR THE FIRE PROTECTION SYSTEMS - PHASE 2 REVISED, DISTRICT PROJECT 7322 systems are permitted by and under the jurisdiction of the Contra Costa County Fire Protection District. FINANCIAL IMPACTS: The total estimated project cost is $1,406,000, which includes planning, design, bid (rebid), construction contract, contingency, and construction management costs as shown in Attachment 3. The Project, 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 $206,000 is required for this Project and will be transferred from District Project 7355, Odor Control Upgrades, and District Project 7364, Treatment Plant Safety 5, 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, including the $90,000 amendment for construction services, will be $262,500. Financial Impacts Table: Amount 0 Funds budgeted, including this FY 2017-18 for this project $ 1,200,000 ❑ Funds taken from current FY 2017-18 CIB contingency $ 0 Funds transferred from current FY 2017-18 projects: ❑ a. Updated forecast; estimated savings from project available $ 0 ❑ b. Acceleration of funds for project that is budgeted in future year $ 0 c. Potential future year budget impact El (May be mitigated through (1) savings from close-outs of current $ 206,000 year projects; (2) reprioritizing future year projects; (3) cost savings on future year projects) Total Current Year Cost $ 1,406,000 Page 3 of 4 POSITION PAPER Board Meeting Date: December 21, 2017 Subject., AWARD A CONSTRUCTION CONTRACT WITH BOCKMON & WOODY ELECTRIC COMPANY, INC.; AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS; AND AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH DTN ENGINEERS, INC. FOR THE FIRE PROTECTION SYSTEMS - PHASE 2 REVISED, DISTRICT PROJECT 7322 COMMITTEE RECOMMENDATION: The Engineering and Operations Committee reviewed this matter at the meeting on December 12, 2017, and no recommendation was provided since the project had not bid. Staff requested to agendize this item for the Board meeting on December 21, 2017, to start the improvements as soon as possible. Timing of this project is critical to allow Central San the advantage of completing this work prior to the summer, which is a very busy construction time for fire alarm specialty contractors. 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 $730,500 for the construction of the Fire Protection Systems — Phase 2 Revised, District Project 7322 to Bockmon & Woody Electric Company, Inc., 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 $262,500 to provide as-needed construction support services for the Project. Attached Supporting Documents: 1. Location Map 2. Summary of Bids 3. Post-Bid/Pre-Construction Construction Estimate 4. PowerPoint Presentation Nage 4 of 4 ATTACHMENT 1 FIRE PROTECTION SYSTEM— PHASE 2 REVISED DISTRICT PROJECT 7322 LOCATION MAP r LEGEND N F-1 PROJECT sires ,an xo saga c�awmaprm sTNaov IKNWA GLOM to Ilk PLM aPEPA roar amtoa ti >r r Central Contra Costa Attachment s Sanitary District FIRE PROTECTION SYSTEM- PHASE 2 ' District Project 7322 1 Martinez, California ATTACHMENT 2 FIRE PROTECTION SYSTEM — PHASE 2 REVISED DISTRICT PROJECT 7322 SUMMARY OF BIDS PROJECT NO.: 7322 NO. OF ADDENDA: 1 DATE/TIME: DECEMBER 15, 2017/2PM PROJECT NAME: FIRE PROTECTION SYSTEM — PHASE 2 REVISED PROJECT MANAGER: JAY LIN PROJECT LOCATION: 5019 IMHOFF PLACE MARTINEZ, CALIFORNIA ENGINEER'S ESTIMATE: $700,000 NO. BIDDER BID PRICE 1 Bockmon &Woody Electric Co., Inc. $730,500 Stockton, California 2 D.W. Nicholson Corporation $879,000 Hayward, California 3 Contra Costa Electric, Inc. $980,250 Martinez, California BIDS OPENED BY: /s/ Donna M. Anderson DATE: December 15, 2017 ATTACHMENT 3 FIRE PROTECTION SYSTEM — PHASE 2 REVISED DISTRICT PROJECT 7322 POST-BID/PRE-CONSTRUCTION ESTIMATE % of No. Item Description Amounts Construction Cost 1. CONSTRUCTION a. Construction Contract $730,500 b. Contingency at 15% $109,000 c. Permits $4,500 SUBTOTAL- CONSTRUCTION $844,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management $40,000 - Operations Support $20,000 b. Consultants - DTN Support Services $90,000 - Inspection $50,000 SUBTOTAL- CONSTRUCTION $200,000 23.7% MANAGEMENT 3. PREBID EXPENDITURES a. Staff Engineering and Operations $178,650 b. Consultant Fees (Planning and Design) $172,500 c. Prior Expenditures $10,850 SUBTOTAL- PREBID EXPENDITURES $362,000 42.9% 4. TOTAL ESTIMATED PROJECT COST $1,406,000 Cost includes prior expenditures and rebid. 7b AUTHORIZE GENERAL MANAGER TO AWARD CONSTRUCTION CONTRACT TO BOCKMON & WOODY ELECTRIC COMPANY, INC. Edgar J. Lopez, P.E. Jay Lin, P.E. Board Meeting December 21, 2017 1 PROJECT BACKGROUND • Replacement and upgrading the treatment plant fire protection systems; improve reliability • Permits from the Contra Costa Fire _ . Protection District - - � • Project will address highest priority areas: 1 --- POB, SCB, Standby Power, and Fuel Oil ' Storage • Project was originally bid July 25, 2017, all bids were rejected • Project was revised and bid on December 15, 2017, three bids were received. Lowest bid was $730,500 by Bockmon & Woody Electric Company, Inc. 1 1 RECOMMENDED BOARD ACTION Staff recommends the following: • Find that the Project is exempt from i CEQA; • Award a construction contract in the amount of$730,500 to Bockmon & 0.,4 Woody Electric Company, Inc., the lowest responsible and responsive bidder; Authorize the General Manager to execute contract documents, subject to submittal requirements and include up to 15-percent contingency; and Authorize the General Manager to execute an amendment with DTN C:;6i Engineers, Inc. to provide as-needed construction support services. 1 i QUESTIONS?