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Home My WebLink AboutEngineering & Operations MINUTES 02-02-18 Page 2 of 12 CENTRALSAN CONTRACENTRAL •STA SANITARY DISTRICT 5019 IMHOFFPLACE, REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA JAMES A.NEJEDLY SANITARY DISTRICT President ENGINEERING & OPERATIONS DAPrDRAMS PresideentntProrn Tem COMMITTEE PAUL H.CAUSEY MICHAEL R.MCGILL TAD J.PILECKI MINUTES PHONE: (925)228-9500 FAX: (925)372-0192 Friday, February 2, 2018 mm.centralsan.org 9:00 a.m. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Paul Causey Member Mike McGill Staff.• Roger S. Bailey, General Manager (arrived during Item 3.a.) Ann Sasaki, Deputy General Manager Jean-Marc Petit, Director of Engineering and Technical Services Edgar Lopez, Capital Projects Division Manager Neil Meyer, Plant Maintenance Division Manager Sasha Mestetsky, Senior Engineer Don Parker, Provisional Plant Maintenance Superintendent (left after item 3.b.) Damasio Zepeda-Aragon, Associate Engineer (left after Item 3.a.) Cindy Granzella, Senior Administrative Technician 1. Call Meeting to Order Chair Causey called the meeting to order at 9:00 a.m. 2. Public Comments None. 3. Items for Committee Recommendation to Board a.* Review draft Position Paper to award a construction contract and authorize the General Manager to execute contract documents subject to February 15, 2018 Regular Board Meeting Agenda Packet- Page 80 of 93 Page 3 of 12 Engineering &Operations Committee Minutes February 2, 2018 Page 2 submittal requirements with [Company Name] for the construction of the Walnut Creek Sewer Renovations, Phase 12, District Project 8435 Mr. Lopez stated that the bid opening took place on February 1, 2018, and he distributed a revised draft Position Paper(attached). He explained that there is a table in the Position Paper showing the financial impact, but he will update it to better show from where the funds for this project are being transferred. In response to a question from Chair Causey, Mr. Lopez explained that this project was combined with another project for efficiency and the scope has also changed, adding more linear feet of piping to be replaced under this project. Chair Causey asked that that information be included in the final Position Paper. Chair Causey requested a summary showing the movement of money from different projects, and combinations of projects. He also expressed his concern about future Capital budgeting and possible increases. COMMITTEE ACTION: Reviewed and recommended Board approval. b.* Review draft Position Paper to authorize the General Manager to amend a services agreement with J.T. Thorpe & Son, Inc. in an amount not to exceed $11,500, bringing the cost ceiling to $103,800, for repairs to the multiple hearth furnace refractory Mr. Meyer reviewed the information included in the agenda materials, showed pictures of the furnace needing repairs (attached), and responded to questions. COMMITTEE ACTION: Reviewed and recommended Board approval. 4. Other Items a. Receive list of Scheduled/Parking Lot items Mr. Petit stated that tours of the pump stations will be scheduled soon. He also stated that staff will present the Committee with information on the Fiscal Year 2018-19 Capital Improvement Budget(CIB) and Ten-Year Capital Improvement Plan (CIP) on February 20, 2018, in advance of the March 8 Board Financial Planning Workshop. COMMITTEE ACTION: Received the information. 5. Announcements a. Mr. Lopez announced that staff will bring a draft Position Paper to the Committee for the Clearwell project, at which time the Committee will be able to review the budget for repairs. February 15, 2018 Regular Board Meeting Agenda Packet- Page 81 of 93 Page 4 of 12 Engineering &Operations Committee Minutes February 2, 2018 Page 3 6. Future Scheduled Meetings a. Tuesday, February 20, 2018 at 9:00 a.m. Tuesday, March 13, 2018 at 9:00 a.m. Wednesday, April 25, 2018 at 9:00 a.m. 7. Suggestions for future agenda items None. 8. Adjournment— at 10:03 a.m. * Attachment February 15, 2018 Regular Board Meeting Agenda Packet- Page 82 of 93 Page 5 of 12 2/2/2018 Item Coversheet Item 3.a. (Committee Handout) p[ 9&[F7CENTRAL' SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: FEBRUARY 15,2018 SUBJECT: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH CALIFORNIA TRENCHLESS,INC.FOR THE CONSTRUCTION OF THE WALNUT CREEK SEWER RENOVATIONS, PHASE 12,DISTRICT PROJECT 8435 SUBMITTED BY: INITIATING DEPARTMENT: DAMASIO ZEPEDAARAGON,ASSOCIATE ENGINEER ENGINEERING AND TECHNICAL SERVICES-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,three 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(CIB)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 rehabllltation 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.Three sealed bids ranging from$3,380,975 to$3,658,455 were 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 California Trenchless,Inc.is the lowest responsive and responsible bidder.References were provided for California Trenchless, Inc.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. https://centralsan.novusaganda.com/AgendaWeb/CoverShoet.aspx7itemiD=859 112 February 15, 2018 Regular Board Meeting Agenda Packet- Page 83 of 93 Page 6 of 12 2/2/2018 Item Coversheet ALTERNATIVES/CONSIDERATIONS Reject all bids,which is not recommended.Delaying or postponing the sewer replacement work is not recommended since 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$4,550,000,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 CIB on page 130 with a total estimated project budget of$4,100,000.The additional budget required,$450,000,will be included In the proposed FY 2018-2019 CIB and funded by the Collection System Sewer Renovation Program-Phase 1,District Project 8451. Amount ® Funds budgeted this FY 2017-18 for this project $4,100,000 ❑ Funds taken from current FY 2017-18 CIB contingency $0 Funds transferred from current FY 2017-18 projects: 0 a.Updated forecast;estimated savings from project available $450,000 ❑ 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 year $0 projects;(2)repdodUzing future year projects;(3)cost savings on future year projects) Total Current Year Cost $4,550,000 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 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$3,380,975 for the construction of the Walnut Creek Sewer Renovations,Phase 12, District Project 8435,to California Trenchless,Inc.,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 a seven and one-half percent contingency. ATTACHMENTS: C.e"CI Ir.tr., 1. Project Location Mao 2.Summary of Bids 3.Post-Bid/Preconstruction Estimate https://centralean.novusagenda.com/AgendaVVeb/CoverSheaLespx?ltemlo=859 2/2 February 15, 2018 Regular Board Meeting Agenda Packet- Page 84 of 93 Page 7 of 12 .0' '�A ETI ProjectAreas 24 t `� V S RU i R 0101 p FVA•L-L 0 3,600 � ` � Feet � \ Walnut Creek Sewer Renovations Phase 12 Attachment CENTRAL SAN District Project 8435 1 m-YADIME41AN Project Location February 15, 2018 Regular Board Meeting Agenda Packet- Page 85 of 93 Page 8 of 12 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. 2018111AM 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 1 California Trenchless, Inc. $3,380,975 Hayward, California 2 K.J. Woods Construction, Inc. $3,438,000 San Francisco, California 3 Cratus, Inc. $3,658,455 San Francisco, California BIDS OPENED BY: /s/ Donna M. Anderson DATE: February 1, 2018 February 15, 2018 Regular Board Meeting Agenda Packet- Page 86 of 93 Page 9 of 12 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 $3,380,975 b. 7.5% Contingency $253,525 c. Permits $35,000 SUBTOTAL—CONSTRUCTION COST $3,669,500 100% 2. CONSTRUCTION MANAGEMENT a. District Forces -Construction Management $145,000 (Engineering, Survey) -Public Relations/Right of Way $25,500 b. Consultants - Material Testing/Geotechnical/Others $40,000 - Inspection $120,000 SUBTOTAL-CONSTRUCTION MANAGEMENT $330,500 9% 3. PREBID EXPENDITURES a. Engineering (Design, Survey, Drafting) $550,000 SUBTOTAL- PREBID EXPENDITURES $550,000 15% 4. TOTAL ESTIMATED PROJECT COST $4,550,000 February 15, 2018 Regular Board Meeting Agenda Packet- Page 87 of 93 Page 10 of 12 Item 3A (Committee Handout) Ty FURNACE TURNAROUND 2017 E&O Committee February 2, 2018 Neil Meyer, Plant Maintenance Division Manager - -- 1 1 LOW BID: JT THORPE & SON, INC. ORIGINAL: $92,300 AWARD CONTRACT TO JT THORPE ON 11 /16/2017 ADDITIONAL: $11 ,500 FOR VOIDS FOUND LHE UND REFRACTORY BLOCKS AND STEEL LL 1 February 15, 2018 Regular Board Meeting Agenda Packet- Page 88 of 93 Page 11 of 12 2/6/2018 BURNER BLOCK REFRACTORY CRACKS AND VOIDS 4 r 04 r " r M _ 1 2 February 15, 2018 Regular Board Meeting Agenda Packet- Page 89 of 93 Page 12 of 12 2/6/2018 QUESTIONS? 3 February 15, 2018 Regular Board Meeting Agenda Packet- Page 90 of 93