HomeMy WebLinkAbout03.b. Review draft Position Paper to award a construction contract in the amount of $10,064,000 to C. Overaa & Company, the lowest responsive bidder for the Mechanical and Concrete Renovations, District Project 7351; consider exemption from the Californi Page 1 of 14
Item 3.b.
,,eJkCENTRAL SAN CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
CENTRAL CONTRA COSTA SANITARY DISTRICT DRAFT
MEETING DATE: NOVEMBER 5, 2018
SUBJECT: REVIEW DRAFT POSITION PAPER TO AWARD A CONSTRUCTION
CONTRACT IN THE AMOUNT OF $10,064,000 TO C. OVERAA& COMPANY,
THE LOWEST RESPONSIVE BIDDER FOR THE MECHANICAL AND
CONCRETE RENOVATIONS, DISTRICT PROJECT 7351; CONSIDER
EXEMPTION FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT
(CEQA);AUTHORIZE UP TO A 10-PERCENT CONTI NGENCY;AND
AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING
AGREEMENT WITH CAROLLO ENGINEERS, INC. TO INCREASE THE
ORIGINAL $850,000 COST CEILING BY$725,000 FOR CONSTRUCTION
SUPPORT SERVICES
SUBMITTED BY: INITIATING DEPARTMENT:
NANCY MOLI NA, ASSOCIATE ENGI NEER ENGI NEERI NG AND TECHNI CAL SERVI CES-
CAPITAL PROJECTS
REVIEWED BY: CRAIG H. MIZUTANI, SENIOR ENGINEER
EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER
JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL
SERVICES
ISSUE
On October 30, 2018, three (3) sealed bids were received and opened for the construction of the
Mechanical and Concrete Renovations, District Project (DP) 7351 (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; and to execute an agreement amendment with Carollo
Engineers, Inc. (Carollo)for an amount above the General Manager authority.
BACKGROUND
Mechanical and Concrete Renovations
On March 1, 2018, the Board authorized staff to enter into an agreement with Carollo in an amount not to
exceed $850,000 for design of this Project and for planning for the Influent Pump Electrical
Improvements, DP 7328. This included detailed condition assessments of the following concrete
structures: Influent Pump Station, Pre-Aeration tanks, Primary treatment tanks, associated underground
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structures and tunnels, and mechanical systems for this Project. Staff and Carollo have spent the summer
months coordinating and conducting tank shutdowns to facilitate inspection of these critical facilities,
including assessment of the related odor control equipment and planning efforts for the replacement of the
Influent Pumps variable frequency drives (VFDs).
The initial findings from the assessments included more than $12 million of renovation work and
included structures and concrete surfaces that have significant degradation such as spalling concrete,
corroded and exposed reinforcing bars, cracking and/or leaking. Numerous gates were inspected and do
not seal anymore and are recommended for replacement due to their deteriorated condition. Staff
prioritized the scope to include the most critical items to be constructed under this Project in the most cost
effective manner. Therefore, some of the deficiencies that were identified will be included in future capital
projects.
Having experienced repeated failures associated with the chain and flights on the Primary Sedimentation
Tanks (PST)during the spring and summer of 2017, staff requested on August 3, 2017 that the Board
authorize a construction contract change order to repair the PSTs. The work included replacement of the
embedded rails on PST Nos. 1 and 2 and new chains/flights for PST Nos. 2 and 3. This Project originally
included the scope of work performed under the repair; however, due to the failures, staff recommended
immediate repair of the tanks prior to the 2017 wet weather season. The remainder of the scope within the
PSTs will be addressed under this Project.
The final Project design generally includes the following elements:
• Structure rehabilitation by concrete and epoxy coatings
• Replacement of flight rails and supports in the PST Nos. 3 and 4
• Gate and piping replacements
• Odor control tower rehabilitation and panel repairs
• Grout injection to eliminate leaks in the Primary tunnels at the West Gallery and other facilities
• Safety improvements related to concrete repairs and equipment replacement
A project location map is shown in Attachment 1.
The existing primary facilities will operate continuously during the Project, with the majority of construction
activities limited to the dry weather season, scheduled for the summer of 2019 and 2020. Bypassing flows
will be required at the I nfluent Structure and the primary effluent channel to allow for gate replacements
and other rehabilitation work. Many of the gates are original and have been in service for over 40 years.
These gates are essential to isolate and redirect flows to allow employee safety, preventative
maintenance, and are also used during emergency or wet weather operating modes. Replacing the gates
during the bypass pumping is very cost effective compared to taking a multiphase approach since the
bypass pumping is very complicated and can add significant costs to the Project if used for prolonged
periods.
The Engineer's estimate for construction of the Mechanical and Concrete Renovations is $9.52 million.
City of Concord (Concord) Main Metering Station
The existing venturi meter was installed in 2010 and measures approximately 80 percent of the flow from
Concord and the Town of Clayton. Concord owns and operates its own sewer collection system. Central
San treats their flow by contract under a long-term agreement(Agreement). The flow contribution from
Concord is typically 33-34 percent of the total flow to the treatment plant and they pay the cost of treatment
(operations, maintenance, and capital costs)on a flow-proportional basis. Concord has, at times,
expressed concerns about the accuracy of the meter. Staff initiated a study on the existing metering
system, and the analysis indicates that a new magnetic flowmeter would be more accurate and require less
maintenance than the existing flowmeter. Other improvements will be implemented, such as relocation of
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the sump pump discharge piping to a new tap location for better operations access and some electrical
work, as well as an addition of intrusion alarm monitoring at the facility. Electrical and controls work will be
done to allow better communication with Central San. I n accordance with the Agreement, Concord will
reimburse half of the design and construction costs. The design was completed by V.W. Housen and
Associates under the Pumping Station Upgrades Project, D P 8436.
The Engineer's estimate for the Concord Main Metering Station is $850,000. This element was bid as an
alternative bid item to the Project to save overhead cost and to schedule the replacement for next spring.
Bid Phase
Central San staff and Carollo prepared the plans and specifications for the Project. The bid documents
included three bid schedules: 1)the base bid schedule, which is the basis for award and includes the
Mechanical and Concrete work, 2)an additive bid schedule for the Concord Main Metering Station, and 3)
an additive bid schedule for several structures at the primary area such as junction structures D, E, I nfluent
Pump Station, and other structures. These structures were part of other projects (influent Pump Station
and Outfall Improvements)and are within the primary process areas. Having additive bid schedules allows
some flexibility regarding adding scope elements to the contract and, if prices are cost effective, it allows
the Project to stay within budget.
This Project was advertised on October 8 and 12, 2018. Three (3)sealed bids ranging from $8,741,000
to $9,841,425 were received and publicly opened on October 30, 2018. The Capital Projects Division
conducted a technical and commercial review of the bids and determined that C. Overaa & Company
(Overaa) is the lowest responsive and responsible bidder.A summary of bids is shown in Attachment 2.
Staff recommends including the additive bid prices submitted by Overaa, which includes $404,000 for the
Concord Main Metering Station and $919,000 for the junction structures and Influent Pump Station. The
additive bid price for the Concord Main Metering Station is dependent on the approval by the City of
Concord and the Board. The total amount of the award would be $10,064,000.
Central San will administer the construction contract and provide contract management, administration,
survey, office engineering, and construction coordination. Construction inspection will be provided under
Central San's existing as-needed agreement with Harvest Technical Services, I nc., J N Engineering, and
staff when needed. Staff is recommending to retain Carollo under an agreement amendment to include
engineering services during construction such as submittal and design responses, field and progress
meetings, specialty inspection for coatings, resident engineering, and records documentation.
CE A
Staff has concluded that this Project is exempt from CEQA under Central San's CEQA Guidelines
Section 15302, because it involves replacement of existing sewer facilities at substantially the same
locations and with the same purpose and level of activity as the facilities being replaced. Approval of this
Project will establish the Boards' independent finding that this Project is exempt from CEQA.
ALT ERNAT IVES/CONSIDERATIONS
The Board could consider the following alternatives:
1. Reject all bids, which is not recommended. This Project will address the deficient and aging
infrastructure at the treatment plant primary structures and provide for long term reliability and operational
performance of the odor control and mechanical systems.
2. Several approaches were evaluated during the planning and pre-design of this Project. This included
evaluating multi-projects or phasing, rehabilitation alternatives, operational risks, construction sequencing,
constraints, and upgrades. Staff selected the most cost effective approach to the renovation of these
existing facilities. The work associated with this Project is scheduled to be constructed and has been
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budgeted to take place over three fiscal years.
3. Reject the bid alternative associated with the upgrades to the metering vault at Concord. Under the
Agreement, both parties will be sharing equal costs for the design and the construction of the metering
project. Rejection is not recommended as both parties agree on the beneficial improvements which will
yield more accurate data for billing purposes. The total estimated cost for the metering project is
approximately$610,000, including design, construction, staff and consultant time, and contingency. Central
San and Concord are expected to pay approximately$305,000 each.
4. Reject the bid alternate for the other structures, which includes the Influent Pump Station, Structure D,
and other locations. This is not recommended since this work is needed within the next two years and will
be part of other projects and most likely cost more. The type of repairs are the same as the Mechanical
and Concrete Project, and due to the size of rehab work, staff was able to receive competitive prices by
including this alternate in the bid.
FINANCIAL IMPACTS
The total estimated project cost is $14,697,000, including past expenditures for the emergency change
order work, planning, design, construction contract, contingency, construction management, and consultant
costs as detailed in Attachment 3. This Project will span three fiscal years (2018-2020)and is being
funded by the projects in the following table:
Pr FY 2018-19 FY 2019-20 FY 2020-21 Total
DP E Project Name a e Estimated
imated Bud et Budget Bu d et
7351 Mechanical and Concrete $4,300,000 $3,000,000 $0 $7,300,000
7355 Odor Control Upgrades - Phase 1 $244,000 $824,000 $1,500,000 $2,568,000
7353 Outfall Improvements - Phase 7** $100,000 $2,240,000 $839,000 $3,179,000
8436 Pump Station Upgrades, Phase 1 $150,000 $500,000 $0 $650,000
C I B Contingency $400,000 $600,000 $0 $1,000,000
Total $14,697,000
*Includes past budgets.
**This project is critical and for regulatory compliance; however, due to several ongoing projects, the
Outfall Improvements have been postponed one year and will need to be completed by 2021. The
budget will be in the next Fiscal Year 2019-2020 Capital I mprovement Budget.
n addition, the total estimated cost for the Concord Main Metering project is approximately$610,000,
including design, construction, staff and consultant time, and contingency. Central San and the City of
Concord are expected to pay approximately$305,000 each.
The original professional engineering services agreement with Carollo was for$850,000. Staff is
recommending to include $725,000 for construction support, which will bring the cost ceiling to $1,575,000
for the Project.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee reviewed the subject at the meeting on November 5, 2018,
and recommended approval of the recommended Board actions.
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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$10,064,000 for the construction of the Mechanical and
Concrete Renovations, District Project 7351, to C. Overaa & Company, the lowest responsive bidder;
3. Authorize the General Manager to execute the Contract Documents subject to submittal requirements
and include up to 10-percent contract contingency; and
4. Authorize the General Manager to amend an existing professional services agreement with Carollo
Engineers, Inc. by$725,000 to include construction support services.
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
GOAL FOUR: Develop and retain a highly trained and innovative workforce
Strategy 3- Meet or exceed industry safety standards
GOAL FIVE:Maintain a Reliable Infrastructure
Strategy 2- Facilitate long-term capital renewal and replacement, Strategy 3- Protect District personnel and assets
from threats and emergencies
ATTACHMENTS:
1. Project Location Map
2. Summary of Bids
3. Post Bid/P reconstruction Estimate
4. Presentation
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ATTACHMENT 2
MECHANICAL AND CONCRETE RENOVATIONS
DISTRICT PROJECT 7351
SUMMARY OF BIDS
PROJECT NO.: 7351 NO. OF ADDENDA: 2 DATE/TIME: OCTOBER 30, 2018/2 PM
PROJECT NAME: MECHANICAL AND CONCRETE RENOVATIONS
PROJECT MANAGER: NANCY M O L I NA
PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA
ENGINEER'S EST.: $9,520,000
NO. BIDDER BID PRICE
C. Overaa & Company
1 $8,741,000
Richmond, California
W.M. Lyles Co.
2 $9,420,000
Fresno, California
Myers & Sons Construction, LLC
3 $9,841,425
Sacramento, California
BIDS OPENED BY: /s/ Katie Young DATE: October 30, 2018
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ATTACHMENT 3
MECHANICAL AND CONCRETE RENOVATIONS
DISTRICT PROJECT 7351
POST-BID/PRECONSTRUCTION ESTIMATE
% of
No Item Description Amounts Construction
Cost
1. CONSTRUCTION
a. Construction Contract- Base Bid $817415000
b. Additive Bid 1* (Concord Metering Station) $4045000
c. Additive Bid 2 (Structures) $9191000
b. 10% Contingency $1,000,000
SUBTOTAL -CONSTRUCTION $1150641000 100%
2. CONSTRUCTION MANAGEMENT
a. District Forces
-Construction Management, Engineering $4005000
-Plant Operations Division Support $1505000
-Engineering Coordination $1405000
-Record Documentation $505000
b. Consultants
-Carollo Engineers, Inc. Construction Support $7251000
and Specialty Inspection
-Construction Inspection (Existing Agreement) $2255000
-V.W. Housen $35,000
SUBTOTAL - CONSTRUCTION MANAGEMENT $117255000 16%
3. PREBID EXPENDITURES
a. Construction Repair Costs $7975000
b. Consultant Fees $8501000
c. Central San Engineering and Operations Costs $261,000
SUBTOTAL - PREBID EXPENDITURES $1,908,000 17%
4. TOTAL ESTIMATED PROJECT COST $14,6979000
*City of Concord to reimburse 50%
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Attachment 4
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MECHANICAL AND CONCRETE
RENOVATIONS, DISTRICT PROJECT 7351
Engineering and Operations Committee
- November 5, 2018
Nancy Molina
- Capital Projects Associate Engineer
r
Edgar J. Lopez
Capital Projects Division Manager
PROJECT OVERVIEW
The Project focuses on the rehabilitation and replacement
of concrete structures and mechanical equipment
associated with preliminary and primary treatment
process areas.
• General Summary of Scope of Work:
Structure rehabilitation by concrete and epoxy
coatings;
Replacement of flight rails and supports on the PSTs;
Gate and piping replacement;
Odor control tower rehabilitation;
Grout injection to eliminate leaks;
Safety improvements related to the structures and
equipment replacement; and
Concord Main Metering Station upgrades. � z
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LOCATION OF PROJECT ELEMENTS AT THE
MARTINEZ TREATMENT PLANT
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ENGINEER'S ESTIMATE
BASE AND ADDITIVE BID ITEMS
• Base Bid $ 9)5207000
• Additive Bid Items
• 1 - Concord Meter Station $ 850,000
• 2 - Other Structures $ 1 ,100,000
Total: $11 ,470,000
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BID RESULTS
ATTACHMENT 2
MECHANICAL AND CONCRETE RENOVATION
DISTRICT PROJECT 7351
SUMMARY OF BIDS
PROJECT NCS"- 7351 ND"OF ADDENDA= 2 DATE/TIME.OCTOBER 30,201012 PM
PROJECT NAME: MECHANICAL AND CONCRETE RENOVATIONS
PROJECT MANAGER= NANCY MOLINA
PROJECT LOCATION— 5010 IMHOFF PLACE.MARTINEZ,CALIFORNIA
ENGINEER'S EST": 50.520,000
NO. BIDDER BID PRICE
1 C.Overaa&Company $8,741000
Richmond,California '
"M"Lyles Co- $9420000
Fresno,California '
Myers&Sans Construction,LLC $95841425
Sacraments Califemia '
6
3
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C. OVERAA & COMPANY BID
BASE AND ADDITIVE BID ITEMS
Base Bid $ 87411000
Additive Bid Items:
1 - Concord Meter Station $ 4041000
2 - Other Structures $ 919,000
Total Contract Amount: $10,064,000
7.
—_
TOTAL ESTIMATED PROJECT BUDGET
ATTACHMENT 3
MECHANICAL AND CONCRETE RENOVATIONS
DISTRICT PROJECT 7351
POST-BID.+PRECONSTRUCTION ESTIMATE
%of
No Item Description AmOLIMS Construction
Cost
1.CONSTRUCTION
a.Construction Contract-Base Bid $8,741,0€10
b.Additive Bid 1*((Concord Metering Station) $4{14,000
c_Additive Bid 2(Structures) $919,000
b.10%Contingency 51,004,000
SUBTOTAL-CONSTRUCTION 3'11.--j-=CjC 100%
2-CONSTRUCTION MANAGEMENT
a.District Forces
-Construction Management,Engineering $444,040
-Plant Operations Division Support $154,000
-Engineering Coordination $144,040
-Record Documentation $54,040
b.Consultants
-Carollo Engineers,Inc.Construction Support $725;040
.and Specialty Inspection
-Construction Inspection(Existing Agreement) $225,040
-V-W-Hansen3 000
SUBTOTAL-CONSTRUCTION MANAGE F;I=NT 51,725.000
3-PREBID EXPENDITURES
a.Construction Repair Costs $797,000
b.Consultant Fees $854,000
c.Central San Engineering and Operatiorts Costs28$ 1,000
SUBTOTAL-PREBID EXPENDITURES S1,908.C.:Cl 17%
4 TOTAL ESTIMATED PROJECT COST X14.19;,[70i;
City of Concord-.o rei mburse 50%
*50%to be reimbursed by the City of Concord s
4
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FINANCIAL IMPACT
FY 2010-19 FY 2019-20 FY 2020-21 Total
QP#
-Project Name BudgCt Budget Budget Estimated
Budget
7351 Mechanical&Concrete S4,300,000 S 3.0 0 lr1 010 0 $0 87,300,000
7355 Odor ContrDI Upgrades-Phase 1 $244,000 $82-4..-10C, S 1.E,C,ru.G 0 0 82,568,000
7353 Outfall Improvements-Phase 7 $100:000 S2.2 49.000 $839:000 83;179;009
8436 Pump Station Upgrades. Phase 1 $150.000 $500.00c, $D $659,009
CIB Contingency $400,000 $6 0 C-1 C,C, $D S1.000.000
'Includes past budgets Total $145697p000
0
BOARD ACTIONS AND RECOMMENDATIONS
Staff recommends the following:
Find that the Project is exempt from CEQA-,
Award a construction contract in the amount of$10,064,000 for the
construction of the Mechanical and Concrete Renovation, DP 73517
to C. Overaa &Company, the lowest responsive bidder-,
Authorize the General Manager to execute Contract Documents
subject to submittal requirements and include up to a ten-percent
contract contingency-,
Authorize the General Manager to amend an existing professional
services agreement to increase the cost ceiling by $725,000 from
$8507000 to $1,575,000 with Carollo for construction support
services; and
Authorize the General Manager to consolidate and transfer the
project budgets to fund the construction of the project.
10
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QUESTIONS?
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