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Home My WebLink About04. Award construction contract for Solids Conditioning Building Chiller Replacement, DP 7326A Page 1 of 9 Item 4. CENTRAL SAN CENTRAL SAN BOARD OF DIRECTORS -- POSITION PAPER CENTRAL CONTRA COSTA SANITARY DISTRICT MEETING DATE: AUGUST 2, 2018 SUBJECT: CONSIDER AWARDING A CONSTRUCTION CONTRACT IN THE AMOUNT OF $248,890 TO AZTEC CONSULTANTS, INC., THE LOWEST RESPONSIVE BIDDER FOR THE SOLIDS CONDITIONING BUILDING CHILLER REPLACEMENT, DISTRICT PROJECT 7326A; AND CONSIDER EXEMPTION FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT (CEQA) SUBMITTED BY: INITIATING DEPARTMENT: CLINT SHIMA, SENIOR ENGINEER ENGINEERING AND TECHNICAL SERVICES- CAPITAL PROJECTS REVIEWED BY: EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER JEAN-MARC PETIT, DIRECTOR OF ENGINEERING &TECHNICAL SERVICES Deputy General Mgr.Ann Sasaki for General Manager Roger S. Bailey ISSUE On July 24, 2018, two sealed bids were received and opened for the construction of the Solids Conditioning Building (SCB) Chiller Replacement, District Project 7326A(Project). The Board of Directors must award the contract or reject all 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 15-percent contingency. August 2, 2018 Regular Board Meeting Agenda Packet- Page 20 of 253 Page 2 of 9 BACKGROUND The existing SCB chiller is a 50-ton water-cooled chiller installed in 2006 that provides cooling to a majority of the electrical and control equipment in the SCB. Air conditioning is needed to prevent electronic and control circuitry from overheating and malfunctioning, especially during the hot summer months. The existing SCB chiller is inoperable and the building is currently depending on a temporary rental chiller. A project has been designed and bid that will replace the existing chiller and include piping, electrical, and controls modifications associated with the installation. This Project is a subset of the Treatment Plant Equipment Replacement Project, District Project 7326, which is aimed to replace mechanical equipment throughout the wastewater treatment plant. The Operations Plant Maintenance Division thoroughly investigated and reviewed the repair alternatives and ultimately recommended not repairing the chiller due to the cost and uncertainty of the reliability of the repairs. The repair work includes replacing two scroll compressors, converting refrigerant, and trying to locate and fix multiple leaks in the chiller. The cost to repair the chiller approached the cost of a replacement chiller, and the repairs could not be guaranteed long term by the vendor or service company. The new chiller will have improved control features, a new refrigerant leak detection system, and modernize the refrigerant to a non-ozone depleting agent. The new condenser will use stainless steel tubes instead of copper, which is more compatible with the cooling water, and should increase the lifespan of the equipment. Central San staff prepared the plans and specifications for the Project. The Engineer's estimate is $250,000. This Project was advertised on July 10 and 16, 2018. Two sealed bids ranging from$248,890 to $278,478 were received and publicly opened on July 24, 2018. The Capital Projects Division conducted a technical and commercial review of the bids and determined that Aztec Consultants, Inc. is the lowest responsive and responsible bidder. A summary of bids is shown in Attachment 2. Central San will administer the construction contract and provide contract administration, inspection, office engineering, and submittal review. CE A Staff has concluded that this Project is exempt from CEQA under Central San 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. ALT ERNAT IVES/CONSIDERATIONS Other chillers, such as air-cooled, steam driven, and similar systems were considered; however, it was not recommended due to the significant cost to convert the system. For example, an air-cooled chiller would require additional electrical power requirements and the conversion would have added substantial electrical work to install new conduits, wiring, and other components from the motor control center to the chiller location. The existing chiller failed in February of this year. This Project was deemed a District project in April, a temporary rental chiller was installed in May, and the current completion of the Project is expected by December 2018. The estimated lead time for the new chiller is approximately three months. FINANCIAL IMPACTS The total estimated cost for this Project is approximately$331,000, which includes design, bid, contingency, inspection, and construction management. This Project is funded under the Equipment August 2, 2018 Regular Board Meeting Agenda Packet- Page 21 of 253 Page 3of9 Replacement Project, which is included in the Fiscal Year 2018-19 Capital Improvement Budget on page 176, and has a total budget of$1,416,000. COMMITTEE RECOMMENDATION This item was not taken to the Engineering and Operations Committee. The Project was designed in- house and staff recommends expediting the award process to save costs associated with the monthly rental of the temporary chiller. RECOMMENDED BOARD ACTION Staff recommends the following: 1. Award a construction contract in the amount of$248,890 for the Solids Conditioning Building Chiller Replacement, District Project 7326A, to Aztec Consultants, Inc., the lowest responsible bidder; 2. Find that the Project is exempt from CEQA; and 3. Authorize the General Manager to execute the Contract Documents subject to submittal requirements and include up to a 15-percent contingency. Strategic Plan Tie-In GOAL TWO: Strive to Meet Regulatory Requirements Strategy 1 - Strive to achieve 100%permit compliance in air, water, land, and other regulations ATTACHMENTS: 1. Project Location Map 2. Summary of Bids 3. Post-Bid / Preconstruction Estimate 4. Presentation August 2, 2018 Regular Board Meeting Agenda Packet- Page 22 of 253 Page 4 of 9 \\ +\ \ x �+ \+ \\ x � \ DI \ \ x \+ x 0 200 400 \+\ \+ FEET rein A South \ �s Q �\ o \ CONSTRUCTION AREA SOLIDb \+ NDITIONI 00 BUILDIN \\ d PROJECT AREA I SOLIDS CONDITIONING BUILDING i x CM a x Aeration Tanks C LA I I E RS x (SOUT UAD) x o PRIMARY SEDIMENTATION TANKS x Ex U IO Q IQ Q N I 13 x U e I O x PUMP AND BLOWER x x x X —X—x BUILDING � � } U D } Q � a \, POD HOB +� I 111111111111111111111111111111 M U +� PG I M H O F F PLACE Central Contra Costa Solids Conditioning Building Attachment Y Sanitary District Chiller Replacement C) 1 N District Project 7326A I 1 71 Location Map ,�:l August 2, 2018 Regular Board Meeting Agenda Packet- Page 23 of 253 Page 5of9 ATTACHMENT 2 SOLIDS CONDITIONING BUILDING CHILLER REPLACEMENT DISTRICT PROJECT 7326A SUMMARY OF BIDS PROJECT NO.: 7326A NO. OF ADDENDA: 1 DATE/TIME: JULY 24, 2018/2 PM PROJECT NAME: SOLIDS CONDITIONING BUILDING CHILLER REPLACEMENT PROJECT MANAGER: CLINT SHIMA PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S ESTIMATE: $250,000 NO. BIDDER BID PRICE Aztec Consultants, Inc. 1 $248,890 San Ramon, California Bell Products, Inc. 2 $278,478 Napa, California BIDS OPENED BY: /s/Katie Young DATE: July 24, 2018 August 2, 2018 Regular Board Meeting Agenda Packet- Page 24 of 253 Page 6 of 9 ATTACHMENT 3 SOLIDS CONDITIONING BUILDING CHILLER REPLACEMENT DISTRICT PROJECT 7326A POST-BID / PRECONSTRUCTION ESTIMATE % of No. Item Description Amounts Construction Cost 1. CONSTRUCTION a. Construction Contract $2481890 b. Contingency at 15% $37,110 SUBTOTAL - CONSTRUCTION COST $2861000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management, Engineering, $201000 Inspection, As-Builts - Plant Operation Division (POD) Coordination $5,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $251000 9% 3. PREBID EXPENDITURES a. Engineering (Planning, Design, Drafting, POD Coordination) $20,000 SUBTOTAL - PREBID EXPENDITURES $20,000 7% 4. TOTAL ESTIMATED PROJECT COST $3313000 August 2, 2018 Regular Board Meeting Agenda Packet- Page 25 of 253 Page 7 of 9 SOLIDS CONDITIONING BUILDING (SCB) CHILLER REPLACEMENT, DISTRICT PROJECT 7326A Board Meeting August 2, 2018 Presented by Edgar J. Lopez, PE Capital Projects Division Manager and Clint Shima, PE Senior Engineer CENTRALSAN EXISTING SCB CHILLER • Installed in 2006 ,� ,�{� �• • 50-ton water-cooled Chiller that uses treatment plant ►� � r, process water • These units typically last 15- 18 years • Early failure and repairs not recommended • Root cause of failure is internal chiller piping not compatible with process water and contaminated compressors and other components L2 CENTRALSAN 1 August 2, 2018 Regular Board Meeting Agenda Packet- Page 26 of 253 Page 8of9 TEMPORARY RENTAL CHILLER INSTALLED .L Installed in May ! h 50-ton air-cooled chiller "" Monthly costs of .r�T approximately $5,800 -�- Y CENTRALSAN PROJECT DETAILS Work includes: Replacing the Chiller with same sized system with stainless steel tubing for compatibility with process water Electrical, piping, and controls work to reconnect the Chiller to the existing system Engineers estimate is $250,000 Work expected to be completed by December 2018 z L'4 _:- CENTRAL SAN 2 August 2, 2018 Regular Board Meeting Agenda Packet- Page 27 of 253 Page 9of9 STAFF RECOMMENDATION Staff recommends the following: Find that the Project is exempt from CEQA; Award a construction contract in the amount of$248,890 for the construction of the Project, to Aztec Consultants, Inc. the lowest responsive bidder; and Authorize the General Manager to execute the Contract Documents subject to submittal requirements and include up to a 15-percent contingency. J5V OWN, CENTRALSAN QUESTIONS? _:- CENTRAL 3 August 2, 2018 Regular Board Meeting Agenda Packet- Page 28 of 253