HomeMy WebLinkAbout03.c. Review draft Position Paper to award a construction contract in the amount of $2,742,234 to Precision Engineering, Inc., the lowest responsive bidder for the Lafayette Sewer Renovations, Phase 12, District Project 8446Item 3.c.
CENTRAL SAN BOARD OF DI RECTORS
POSIT ION PA PER
DRAFT
M E E T ING D AT E:MA R C H 13, 2018
S UB J E C T: R E V I E W D R A F T P O S I T I O N PA P E R TO AWA 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 $2,742,234 TO P R E C I S I O N
E NG I NE E R I NG, I NC., T HE L O W E S T R E S P O NS I V E B I D D E R F O R T HE
L A FAYE T T E S E W E R R E NO VAT I O NS, P HA S E 12, D I S T R I C T P R O J E C T
8446, C O NS I D E R E X E MP T I O N F R O M T HE 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 UP TO A 15-P E R C E NT
C O NT I NG E NC Y.
S UB M I T T E D B Y:
A MA ND A S C HMI D T, A S S O C I AT E E NG I NE E 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 IE 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 J . 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
IS S UE
On March 8, 2018, three bids were received for the construction of the L af ayette S ewer Renovations,
Phase 12, D istrict Project 8446 (P roject). T he B oard of D irectors (B oard) must award the contract or
reject bids within 50 days of the bid opening.
B AC K G RO UND
T he P roject is part of the ongoing sewer renovation within the Collection S ystem P rogram of the Capital
I mprovement Budget (C I B ) to replace or rehabilitate deteriorated sewer infrastructure that is in poor
condition. T his work is coordinated with local jurisdictions, cities, utilities, and private property owners and
tenants.
T he P roject consists of 8,800 feet of sewer replacement using open trench construction, pipe-bursting,
and other trenchless methods. T he majority of this P roject is located within the City of L af ayette and
several sites in the Town of Moraga, as shown in Attachment 1.
C entral San staff prepared the plans and specifications f or the Project. T he Engineer's estimate f or
construction is $3,200,000. T his Project was advertised on F ebruary 22 and 27, 2018. T hree sealed bids
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ranging f rom $2,742,234 to $3,288,000 were received and publicly opened on March 8, 2018. T he
Engineering and Technical Services D epartment conducted a technical and commercial review of the bids
and determined that Precision E ngineering, I nc. (Precision) is the lowest responsive and responsible
bidder. Ref erences were provided for Precision and staff received satisfactory feedback. A summary of
bids received is shown in A ttachment 2. Central S an will administer the construction contract and provide
construction management, resident engineering, inspection, survey, administration and submittal review.
C onsultant inspection will be used to supplement staff on an as-needed basis.
C E Q A:
Staf f has concluded that this P roject is exempt from C E Q A under C entral San C E Q A Guidelines Section
15302, because it involves replacement of existing f acilities at substantially the same locations and with the
same purpose and level of activity as the facilities being replaced. Any capacity increases are f or non-
growth inducing, wet weather purposes. T he P roject also is exempt under Central S an C E Q A 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 ef f ect on the environment. T his certainty is based on C entral San's
experience with numerous sewer construction projects of this nature, the relatively short distance involved,
and C entral San's mitigating construction specif ications. T hese specif ications 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 B oard's independent finding 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 IO NS
D elaying or postponing the sewer replacement work is not recommended since several sites have been
coordinated with the public, the C ity of L afayette’s upcoming paving plan, and sites based on the
R iverwatch agreement.
Another alternative would be to reject all bids, which is not recommended.
F I NANC IAL I M PAC T S
T he total estimated P roject cost is $4,033,600, including planning, design, bid price, contingency,
construction management, and consultant costs as detailed in A ttachment 3. T his P roject is included in
F iscal Year (F Y) 2017-2018 C I B on page 139 with a total estimated project budget of $4,111,000.
F inancial Impact Table:Amount
x F unds budgeted this F Y 2017-18 for this project $ 4,111,000
o F unds taken f rom current F Y 2017-18 C I B contingency $ 0
F unds transferred from current F Y 2017-18 projects :
o a. Updated forecast; estimated savings from project available $ 0
o b. Acceleration of f unds f or project that is budgeted in f uture year $ 0
o c. C ombined project scope f or bidding purposes $0
o
d. P otential future year budget impact
(May be mitigated through (1) savings from close-outs of current
year projects; (2) reprioritizing future year projects; (3) cost
savings on f uture year projects)
$ 0
Total C urrent Year Cost $4,111,000
C O M M UNI T Y O UT RE AC H
C entral San held a public meeting on F ebruary 6, 2018, at the C ollection System Operations Department
building in Walnut C reek to assist with any questions or concerns by the residents along the proposed
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construction alignments. I n addition, staf f has notif ied and met with several easement homeowners directly
to discuss the upcoming sewer work, construction impacts, project schedule, and to receive input.
C O M M I T T E E RE C O M M E ND AT IO N
T he E ngineering and Operations Committee reviewed this P roject at the meeting on March 13, 2018, and
recommended approval of the P roject.
RE C O M M E ND E D B O ARD AC T I O N
Staf f recommends the following:
1. F ind that the P roject is exempt from C E Q A ;
2. Award a construction contract in the amount of $2,742,234 for the construction of the L af ayette
Sewer R enovations, Phase 12, D istrict Project 8446, to P recision Engineering, I nc., the lowest
responsive and responsible bidder; and
3. Authorize the General Manager to execute the C ontract Documents subject to submittal
requirements and include up to a 15-percent contingency.
Strategic Plan Tie-I n
G O A L O N E: Provide Exceptional Customer Service
Strategy 1 - Foster Customer Engagement and Awareness
G O A L TW O: Strive to M eet Regulatory Requirements
Strategy 2 - Strive to Minimize the Number of Sanitary Sewer Overflows
G O A L FI VE: M aintain a Reliable I nfrastructure
Strategy 2 - Facilitate Long-term Capital Renewal and Replacement
AT TAC HM E NT S :
D escription
1. P roject L ocation Map
2. S ummary of B ids
3. P ost-B id/P reconstruction E stimate
4. P resentation
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ATTACHMENT 2
LAFAYETTE SEWER RENOVATIONS, PHASE 12
DISTRICT PROJECT 8446
SUMMARY OF BIDS
PROJECT NO.: 8446 NO. OF ADDENDA: 1 DATE/TIME: MARCH 8, 2018 / 11AM
PROJECT NAME: LAFAYETTE SEWER RENOVATIONS, PHASE 12
PROJECT MANAGER: AMANDA SCHMIDT
PROJECT LOCATION: LAFAYETTE, CALIFORNIA
ENGINEER'S ESTIMATE: $3,200,000
NO. BIDDER BID PRICE
1 Precision Engineering, Inc.
San Francisco, California $2,742,234
2 Cratus, Inc.
San Francisco, California $2,977,763
3 K.J. Woods Construction, Inc.
San Francisco, California $3,288,000
BIDS OPENED BY: /s/ Katie Young DATE: March 8, 2018
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ATTACHMENT 3
LAFAYETTE SEWER RENOVATIONS, PHASE 12
DISTRICT PROJECT 8446
POST-BID/PRECONSTRUCTION ESTIMATE
No. Item Description Amounts
% of
Construction
Cost
1. CONSTRUCTION
a. Construction Contract $2,742,234
b. 15% Contingency $411,366
c. Permits $20,000
SUBTOTAL – CONSTRUCTION COST $3,173,600 100%
2. CONSTRUCTION MANAGEMENT
a. District Forces
- Construction Management
(Engineering, Survey)
$150,000
- Public Relations/Right of Way $30,000
b. Consultants
- Material Testing/Arborist/Biologist $50,000
- Inspection $160,000
SUBTOTAL - CONSTRUCTION MANAGEMENT $390,000 12%
3. PREBID EXPENDITURES
a. Engineering (Design, Survey, Drafting) $470,000
SUBTOTAL - PREBID EXPENDITURES $470,000 15%
4.
TOTAL ESTIMATED PROJECT COST
$4,033,600
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1
OUTSIDE COORDINATION EFFORTS
AND
LAFAYETTE SEWER RENOVATIONS,
PHASE 12, DISTRICT PROJECT 8446
Presented by
Edgar J. Lopez, PE
Capital Projects Division Manager
and
Amanda Schmidt, PE
Project Manager
Engineering & Operations Committee
March 13, 2018 Meeting
COORDINATION EFFORTS –
STARTS WITH CITY, COUNTY, AND UTILITY PLANNING
•Utility Coalition – Meetings with representatives from
Cities, County, and Utility Agencies
•Share future project and paving plans
•Share specific requirements and coordinate/discuss
standards
•Share survey and utility information (i.e., City of
Lafayette provided survey data)
•Central San “Z” Projects review (Outside Public Works
projects)
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2
COORDINATION EFFORTS DURING DESIGN
•Collaborative efforts during the 50%, 95% and Final
design phases; review sets provided for comment
•Meetings and site visits as necessary
•City/County provides permit conditions for restoration,
pavement requirements, traffic control, work hours, etc.
•City/County invited to public meeting, typically held
within jurisdiction for convenience of residents
•Coordination benefits:
•Minimize public impact
•Potential cost savings; i.e. less restoration during
construction, such as temporary pavement vs.
standard restoration
•City/County invited and attends preconstruction meeting
•Emergency information and notifications exchanged
•Schedule shared, milestones discussed
•Construction and permit details reviewed
•Contractor registers with the City/County and obtains
permits
•Central San manages the overall public outreach
•City/County invited to all progress meetings (typically bi-
monthly); share meeting notes with updated schedules
•Central San provides full time inspection; City/County
typically provides minimal inspection
•Work together to resolve various issues
COORDINATION EFFORTS DURING CONSTRUCTION
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3
LAFAYETTE PHASE 12 PROJECT MAP
Filter Plant
LAFAYETTE, PHASE 12 COORDINATION
•City of Lafayette and Town of Moraga
•Approximately 1,200 Lineal Feet (LF) of sewer
replacement on streets to be paved
•Department of Fish and Wildlife
•Slipline of a sewer creek crossing
•Notified approximately 420 residents of upcoming design
and construction work
•Public Meeting held on February 6, 2018; approximately
10 residents attended
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4
PROJECT SCOPE OF WORK
Sewers replacement/
rehabilitation methods
•Open-Cut: 3,209 LF
•Pipe-Burst: 2,896 LF
•Cured-in-Place Pipe: 1,757 LF
•Slipline: 919 LF
Total: 8,781 LF
PROJECT BUDGET AND SCHEDULE
•Total Anticipated Project Budget $4,033,600
•FY 2017-18 CIB Estimate $4,111,000
Schedule:
•Anticipated to Start Construction: May 2018
•Estimated Completion: November 2018
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5
STAFF RECOMMENDATION
•Staff recommends the following:
•Award a construction contract in the amount
of $2,742,234 for the construction of the Lafayette
Sewer Renovations, Phase 12, District Project 8446,
to Precision Engineering, Inc., the lowest responsive
and responsible bidder;
•Find that the Project is exempt from CEQA; and
•Authorize the General Manager to execute the Contract
Documents subject to submittal requirements and
include up to a 15-percent contingency.
QUESTIONS?
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