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Home My WebLink About03.a. Review draft Position Paper to award contract for the construction of the Walnut Creek Sewer Renovations, Ph 12, DP 8435 Page 1 of 6 Item 3.a. CENTRAL SAN BOARD OF DIRECTORS ' POSITION PAPER DRAFT MEETING DATE: FEBRUARY2, 2018 SUBJECT: REVIEW DRAFT POSITION PAPER TO AWARD A CONSTRUCTION CONTRACTAND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH [COMPANY NAME] FOR THE CONSTRUCTION OF THE WALNUT CREEK SEWER RENOVATIONS, PHASE 12, DISTRICT PROJECT 8435 SUBMITTED BY: INITIATING DEPARTMENT: DAMASI0 ZEPEDA ARAGON, ASSOCIATE ENGINEERING AND TECHNICAL SERVICES- ENGINEER CAPITAL PROJECTS REVIEWED BY: SASHA MESTETSKY SENIOR ENGINEER EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES ISSUE On February 1, 2018, bids were received for the construction of the Walnut Creek Sewer Renovations, Phase 12, District Project 8435 (Project). The Board of Directors (Board) must award the contract or reject bids within 50 days of the bid opening. BACKGROUND The Project is part of the ongoing sewer renovation within the Collection System Program of the Capital Improvement Budget (CI B)to replace or rehabilitate deteriorated sewer infrastructure that is in poor condition. This work is coordinated with local jurisdictions, cities, utilities, and private property owners and tenants. The scope of work for the Project consists of replacement or rehabilitation of approximately 9,000 feet of sewer mains, primarily 6-inch clay sewers, construction of manholes, and other related work within public rights-of-way and easements. The Project is located within the Saranap area of unincorporated Walnut Creek, as identified in Attachment 1. Central San staff prepared the plans and specifications for the Project. The Engineer's estimate for construction is $3,200,000. This Project was advertised on January 19, and 24, 2018. sealed bids February 2, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 3 of 12 Page 2 of 6 ranging from $x,xxx,xxx to $z,777,777were received and publicly opened on February 1, 2018. 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. References were provided for[Company Name] and staff received satisfactory feedback.A summary of bids received is shown in Attachment 2. Central San will administer the construction contract and provide construction management, resident engineering, inspection, survey, administration and submittal review. Consultant inspection will be used to supplement staff on an as-needed basis. CEQA: Staff has concluded that this Project is exempt from California Environmental Quality Act(CEQA) under Central San CEQA Guidelines Section 15302, because it involves replacement of existing 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. The Project also is exempt under Central San 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 distance 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 CEQA. ALTERNATIVES/CONSIDERATIONS Reject all bids, which is not recommended. Delaying or postponing the sewer replacement work may not produce cost savings, especially in the current bid climate which has seen a significant rise.Additionally, several sites have been coordinated with the public and Contra Costa County's upcoming 2018 paving plan. FINANCIAL IMPACTS The total estimated Project cost is $4,310,000, including planning, design, bid price, contingency, construction management, and consultant costs as detailed in Attachment 3. This Project is included in Fiscal Year(FY) 2017-2018 Cl B on page 130 with a total estimated project budget of$4,100,000. The additional budget required, $210,000, will be included in the proposed FY 2018-2019 Cl B. Amount ❑D Funds budgeted this FY 2017-18 for this project $4,100,000 ❑ Funds taken from current FY 2017-18 Cl B 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 ❑ (May be mitigated through (1) savings from close-outs of current $ 0 year projects; (2) reprioritizing future year projects; (3) cost savings on future year projects) Total Current Year Cost $ 4,100,000 COMMUNITY OUTREACH Central San held a public meeting on January 11, 2018, at the Collection System Operations Department building in Walnut Creek to assist with any questions or concerns by the residents along the proposed February 2, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 4 of 12 Page 3 of 6 construction alignments. In addition, staff has notified and met with several easement homeowners directly to discuss the upcoming sewer work, construction impacts, project schedule, and to receive input. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this Project at the meeting on February 2, 2018, 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$x,xxx,xxx for the construction of the Walnut Creek Sewer Renovations, Phase 12, District Project 8435, to [Company Name], 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 five-percent contingency. Strategic Plan Tie-In GOAL ONE:Provide Exceptional Customer Service Strategy 1 - Foster Customer Engagement and Awareness GOAL TWO: Strive to Meet Regulatory Requirements Strategy 2- Strive to Minimize the Number of Sanitary Sewer Overflows GOAL FIVE: Maintain a Reliable Infrastructure Strategy 1 - Manage Assets Optimally Throughout Their Lifecycle ATTACHMENTS: 1. Project Location Map 2. Summary of Bids (Draft) 3. Post-Bid/P reconstruction Estimate (Draft) February 2, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 5 of 12 Page 4 of 6 � ••� � ® Project Areas b S w V �N 24 RF��F�k I� r-rte � 44 qW �,�+ . pIRD PA N 0 3,600 . {3NER L-L Feet LICENTRAL SAN Walnut Creek Sewer Renovations Phase 12 Attachment District Project 8435 1 • EM Project Location February 2, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 6 of 12 Page 5 of 6 ATTACHMENT 2 WALNUT CREEK SEWER RENOVATIONS, PHASE 12 DISTRICT PROJECT 8435 SUMMARY OF BIDS PROJECT NO.: 8435 NO. OF ADDENDA: 1 DATE/TIME: FEBRUARY 1, 2018 /11 AM PROJECT NAME: WALNUT CREEK SEWER RENOVATIONS, PHASE 12 PROJECT MANAGER: DAMASIO ZEPEDA ARAGON PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S ESTIMATE: $3,200,000 NO. BIDDER BID PRICE TBD 1 City, California $x,xxx,xxx 2 TBD y City, California 'yyy'yyy TBD 3 City, California $Z,ZZZ,ZZZ BIDS OPENED BY: Donna M. Anderson DATE: February 1, 2018 February 2, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 7 of 12 Page 6 of 6 ATTACHMENT 3 WALNUT CREEK SEWER RENOVATIONS, PHASE 12 DISTRICT PROJECT 8435 POST-BID/PRECONSTRUCTION ESTIMATE % of No. Item Description Amounts Construction Cost 1. CONSTRUCTION a. Construction Contract $3,200,000 b. 5% Contingency $160,000 c. Permits $40,000 SUBTOTAL— CONSTRUCTION COST $3,400,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management $145,000 (Engineering, Survey) - Public Relations/Right of Way $15,000 b. Consultants - Material Testing/Geotechnical/Others $40,000 - Inspection $160,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $360,000 10.6% 3. PREBID EXPENDITURES a. Engineering (Design, Survey, Drafting) $550,000 SUBTOTAL - PREBID EXPENDITURES $550,000 16.2% 4. TOTAL ESTIMATED PROJECT COST $4,310,000 February 2, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 8 of 12