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Home My WebLink About11. Award construction contract to Aztec Consultants for the Recycled Water Clearwell Repairs, DP 7365 Page 1 of 11 Item 11. CENTRAL SAN BOARD OF DIRECTORS ' POSITION PAPER MEETING DATE: APRIL 5, 2018 SUBJECT: CONSIDER AWARDING A CONSTRUCTION CONTRACT IN THE AMOUNT OF $1,378,180 TO AZTEC CONSULTANTS, THE LOWEST RESPONSIVE BIDDER FOR THE RECYCLED WATER CLEARWELL REPAIRS, DISTRICT PROJECT 7365; AND INCLUDE UP TO A 10-PERCENT CONTINGENCY SUBMITTED BY: INITIATING DEPARTMENT: CHATHURAABEYRATHNA, ASSOCIATE ENGINEERING AND TECHNICAL SERVICES- ENGINEER 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 March 30, 2018, two sealed bids were received and opened for the construction of the Recycled Water Clearwell Repairs, District Project 7365 (Project). The Board of Directors (Board) must award the contract or reject bids within 50 days of the bid opening. Authorization is also required for the General Manager to execute the Contract Documents subject to submittal requirements and include up to a 10- percent contingency. BACKGROUND The Clearwell structure, installed in 1975, provides storage and chlorine contact time for recycled water prior to delivery to the treatment plant and recycled water customers. The Clearwell is divided into two April 5, 2018 Regular Board Meeting Agenda Packet- Page 114 of 164 Page 2 of 11 sections, an east and west cell. The cover on the East Cell of the Clearwell is failing and poses a risk to delivering recycled water. The West Cell does not have a cover and has not been used in over 20 years. The Project will clean the West Cell and install a modular cover system. I n addition, the east cover will be evaluated further, and repairs are anticipated. On March 1, 2018, the Board approved a contingency project to proceed with a design and bid for the Project. Central San staff prepared the plans and specifications for the Project. The Engineer's estimate for construction was $1,000,000. This Project was advertised on March 20, 2018 and on March 26, 2018. Two sealed bids ranging from $1,378,180 to $1,461,500 were received and publicly opened on March 30, 2018. The bids exceeded the Engineer's estimate due to solids disposal required under the Project. Staff discussed these costs with the bidders and recommend proceeding since the costs of hauling and disposal is justified. The Engineering Department conducted a technical and commercial review of the bids and determined that Aztec Consultants is the lowest responsive and responsible bidder with a total bid amount of $1,378,180.A summary of bids received is shown in Attachment 2. Staff will administer the construction contract and provide construction management, resident engineering, and submittal review. Consultant inspection or engineering services will be used to supplement staff as needed under the Capital Projects As-Needed Consulting agreements. California Environmental Quality Act(CEQA): At its March 1, 2018 meeting, the Board found this Project is exempt from CEQA under Central San's CEQA Guidelines Section 15301, since it involves minor alterations to existing public facilities involving no expansion of use. ALTERNATIVES/CONSIDERATIONS Staff considered several options, including renting equipment, repairing the East Cell only, or alternate solutions to the recommended approach.All options have similar costs or higher than the recommended project; however, the current approach provides redundancy, less operational and customer impacts, and does not conflict with potential long-term improvements. FINANCIAL IMPACTS The total estimated cost for this Project is $1,700,000, which includes planning, design, bid, construction contract, contingency, and construction management costs as shown in Attachment 3. Staff is recommending a 10-percent contingency amount ($141,820) based on the uncertainty of repairing the existing East Cell cover. To fund this Project, staff will transfer or budget funds from the following two projects as stated at the March 1, 2018 Board Meeting: 1. Ultraviolet Disinfection Upgrades, District Project 7352 ($400,000 available). 2. Informational Technology Development, District Project 8240 ($1,000,000 available). 3. $300,000 will be budgeted to the proposed Fiscal Year(FY)2018-19 Capital Improvement Budget (CI B) by reprioritizing projects or possible savings from closing projects. Financial Impacts Table: Amount 0 Funds budgeted, including this FY 2017-18 for this project $1,400,000 ❑ Funds taken from current FY 2017-18 Cl B contingency $ 0 April 5, 2018 Regular Board Meeting Agenda Packet- Page 115 of 164 Page 3 of 11 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) d. Potential future year budget impact (FY 2018-19 Cl B) 0 (May be mitigated through (1) savings from close-outs of current $300,000 year projects; (2) reprioritizing future year projects; (3) cost savings on future year projects) Total Current Year Cost $1,700,000 COMMITTEE RECOMMENDATION This item was not taken to the Engineering and Operations Committee due to the urgent nature of completing the repairs by the summer season. RECOMMENDED BOARD ACTION Staff recommends the following: 1. Award a construction contract in the amount of $1,378,180 for the construction of the Recycled Water Clearwell Repairs, District Project 7365 to Aztec Consultants, the lowest responsible and responsive bidder; and 2. Authorize the General Manager to execute the Contract Documents subject to submittal requirements and include up to 10-percent contingency. GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Foster Customer Engagement and Awareness GOAL FIVE: Maintain a Reliable Infrastructure Strategy 1 - Manage Assets Optimally Throughout Their Lifecycle ATTACHMENTS: 1. Project Location Map 2. Summary of Bids 3. Post-Bid/P reconstruction Estimate 4. Presentation April 5, 2018 Regular Board Meeting Agenda Packet- Page 116 of 164 Page 4 of 11 Ie I Alum BasinBasin C Sludge Ponds 0 100 200 1 FEET O 000000 O Q, / / �/ ��• / / CONSTRUCTION - - - - - - - - - � STAGING AREA \ / CLEARWELL i j I I j I / I I / Filter Plant _ i PROJECT AREA j D i . Q Basin A North dubs ion IMHOFF DRIVE _. ._._._.—._......._ jj N I j N %j North —1 % Clarifiers j i o j 3 p Basin A j South U j O ji Aeration % Tanks Central Contra Costa Attachment Y Sanitary District Recycled Water Clearwell Repairs District Project 7365 1 Location Map April 5, 2018 Regular Board Meeting Agenda Packet- Page 117 of 164 Page 5 of 11 ATTACHMENT 2 RECYCLED WATER CLEARWELL REPAIRS DISTRICT PROJECT 7365 SUMMARY OF BIDS PROJECT NO.: 7365 NO. OF ADDENDA: 1 DATE/TIME: MARCH 30, 2018/11 AM PROJECT NAME: RECYCLED WATER CLEARWELL REPAIRS PROJECT MANAGER: CHATHU ABEYRATHNA PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S ESTIMATE: $1,000,000 NO. BIDDER BID PRICE 1 Aztec Consultants $1,378,180 San Ramon, California 2 Manito Construction, Inc. $1,461500 Pleasanton, California ' BIDS OPENED BY: /s/ Katie Young DATE: March 30, 2018 April 5, 2018 Regular Board Meeting Agenda Packet- Page 118 of 164 Page 6 of 11 ATTACHMENT 3 RECYCLED WATER CLEARWELL REPAIRS DISTRICT PROJECT 7365 POST-BID/PRECONSTRUCTION ESTIMATE % of No. Item Description Amounts Construction Cost 1. CONSTRUCTION a. Construction Contract $1,378,180 b. 10% Contingency $141,820 SUBTOTAL— CONSTRUCTION COST $1,520,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management, Engineering $40,000 - Survey and As-Builts $10,000 - Plant Operation Division (POD) Coordination $20,000 b. Consultants - Inspection $50,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $120,000 8% 3. PREBID EXPENDITURES a. Engineering (Planning, Design and POD Coordination) $60,000 SUBTOTAL - PREBID EXPENDITURES $60,000 4% 4. TOTAL ESTIMATED PROJECT COST $1,700,000 April 5, 2018 Regular Board Meeting Agenda Packet- Page 119 of 164 Page 7 of 11 RECYCLED WATER CLEARWELL REPAIRS Board of Directors Meeting April 5, 2018 Presented by Chathura Abeyrathna, PE Associate Engineer and Edgar J. Lopez, PE Capital Projects Division Manager CLEARWELL COVER PICTURE JUNE 2014 f West Cell without cover East Cell -500 feet x 250 feet � with cover X�- 1 April 5, 2018 Regular Board Meeting Agenda Packet- Page 120 of 164 Page 8 of 11 CURRENT STATUS OF CLEARWELL Inspections (Staff and Divers) of the East Cell cover found several tears at the divider wall and the underside of the cover is deteriorating Operations and Maintenance Department has temporarily stabilized the cover The Board of Directors approved a contingency project on March 1, 2018, to commission the West Cell to ensure reliability of the recycled water system Designed and bid the Recycled Water Clearwell Repairs Completed Request for Proposal for consulting services (long term solutions), scheduled to present position paper to Engineering and Operations Committee on April 25, 2018 REPAIR OBJECTIVES Clearwell reliability by commissioning the West Cell. This will allow for minimum or no disruption of service during repairs and system redundancy Prevent potential East cover failure, sufficient repairs until the long term Clearwell project can be implemented Keep recycled water supply in service, needed for the treatment plant and all customers Complete the West Cell cleaning by summer and final repairs prior to the next wet weather season 2 April 5, 2018 Regular Board Meeting Agenda Packet- Page 121 of 164 Page 9 of 11 REPAIRS SCOPE OF WORK Dewater, clean, and dispose solids in West Cell Install a modular cover on the West Cell Continue evaluating East Cell cover and repair as necessary Minor mechanical work for gates and actuators to allow for operations of the West Cell Lily Pad Style Modular Cover REPAIRS PROJECT TIMELINE Estimated Construction: April — July 2018 Cleaning — Complete by May 31, 2018 Modular Cover — Complete by July 31, 2018 Final Repairs: Prior to next wet weather season 3 April 5, 2018 Regular Board Meeting Agenda Packet- Page 122 of 164 Page 10 of 11 REPAIRS PROJECT BUDGET %of No. Item Description Amounts Construction Cost 1. CONSTRUCTION a.Construction Contract $1,378,180 b.10%Contingency $141.820 SUBTOTAL—CONSTRUCTION COST $1,520,000 100% 2. CONSTRUCTION MANAGEMENT a.District Forces -Construction Management,Engineering $40,000 -Survey and As-Builts $10,000 -Plant Operation Division(POD)Coordination $20,000 b.Consultants -Inspection $50,000 SUBTOTAL-CONSTRUCTION MANAGEMENT $120,000 8/0 3. PREBID EXPENDITURES a.Engineering(Planning,Design and POD Coordination) $60,000 SUBTOTAL-PREBID EXPENDITURES $60,000 4% 4. TOTAL ESTIMATED PROJECT COST $1,700,000 STAFF RECOMMENDATIONS • Award a construction contract in the amount of $1,378,180 for the construction of the Recycled Water Clearwell Repairs, District Project 7365 to Aztec Consultants, the lowest responsive bidder; and • Authorize the General Manager to execute the Contract Documents subject to submittal requirements and include up to 10-percent contingency 4 April 5, 2018 Regular Board Meeting Agenda Packet- Page 123 of 164 Page 11 of 11 QUESTIONS? 5 LOS- April 5, 2018 Regular Board Meeting Agenda Packet- Page 124 of 164