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HomeMy WebLinkAbout10. Award contract to C. Overaa for Mechanical and Concrete Renovations, DP 7351; increase cost ceiling for agreement for construction support services; approve project for Concord Main Metering Station Page 1 of 9 Item 10. CENTRAL SAN CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: NOVEMBER 15, 2018 SUBJECT: AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $10,064,000 TO C. OVERAA & COMPANY, THE LOWEST RESPONSIVE BIDDER FOR THE MECHANICALAND CONCRETE RENOVATIONS, DISTRICT PROJECT 7351; CONSIDER EXEMPTION FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT (CEQA); AUTHORIZE UP TO A 10-PERCENT CONTINGENCY; 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; APPROVE A$650,000 PROJECT FOR THE CONCORD MAIN METERING STATION, DISTRICT PROJECT 7367; AND AUTHORIZE THE TRANSFER OF PROJECT FUNDS TO DISTRICT PROJECTS 7351 AND 7367 SUBMITTED BY: INITIATING DEPARTMENT: NANCY MOLINA, ASSOCIATE ENGINEER ENGINEERINGAND TECHNICAL SERVICES- 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 Roger S. Bailey General Manager 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 November 15, 2018 Regular Board Meeting Agenda Packet- Page 62 of 254 Page 2 of 9 (Board) must award the contract or reject bids within 50 days of the bid opening.Authorization is required for the General Manager to execute the Contract Documents subject to submittal requirements and include up to a 10-percent contract contingency; and to execute an agreement amendment with Carollo Engineers, Inc. (Carollo). Board authorization is also required to include a new project in an amount that exceeds $175,000 in the Capital Improvement Budget (CI B) and transfer project budgets above $500,000. 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 project design. This included detailed condition assessments of the following concrete structures: Influent Pump Station, Pre-Aeration tanks, Primary treatment tanks, associated underground structures and tunnels, and mechanical systems for this Project. Staff and Carollo have spent the summer coordinating and conducting tank shutdowns to facilitate inspection of these critical facilities, including assessment of the related odor control systems. The total findings from the assessments found an estimated $12 million of renovation work in concrete structures and mechanical improvements. Several structures and concrete surfaces have significant degradation such as spalling concrete, corroded and exposed reinforcing bars, cracking and/or are leaking. Numerous gates were inspected and are recommended for replacement due to their deteriorated condition and inability to seal. 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 in the Primary Sedimentation Tanks (PST) during the spring and summer of 2017, staff requested on August 3, 2017 that the Board authorize an emergency 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. The change order was charged to the Project. 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 • 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 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 Influent 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 gate replacement approach, since the bypass pumping is very complicated and can add significant costs to the Project if used for prolonged periods. November 15, 2018 Regular Board Meeting Agenda Packet- Page 63 of 254 Page 3 of 9 Odor Control Upgrades - Phase 1, DP 7355: As part of this project, Carollo was assigned to inspect the odor control units, ductwork, panels, and piping related to the Odor Control Upgrades - Phase 1 project, specifically the Pre-Aeration and Headworks facilities. This task was added based on the proximity of the proposed work, feedback provided by Operations, and Carollo's availability and experts already under contract. The inspections revealed that some of the Odor Control Upgrades project elements needed to be designed and included for construction immediately, therefore, added to the construction contract for the Mechanical and Concrete Renovations. These elements include: • Repair of three odor control towers • Repair of two control panels and wiring upgrades • Ductwork and concrete repairs • Foundation repair of one odor control unit Odor control is critical at the treatment plant. Failure of this equipment and odor complaints would likely result in air permits violation. The remaining elements from the Odor Control Upgrades, such as the Solids Conditioning Building odor control system will be addressed in Phase 2 at a later date. Outfall Improvements - Phase 7, DP 7353: During the design phase of this project, it was determined that the Outfall Improvements - Phase 7 (Outfall Phase 7) could not be completely constructed in Fiscal Year(FY) 2019-20 due to work in repairing the PSTs and the Influent Structure because of operational concerns and the repairs are considered higher priority. Permitting and final design of the Outfall Phase 7 project will be completed next FY as planned, but the construction will now be completed in FY 2020-21 to comply with our permit requirement. A part of Outfall Phase 7 included rehabilitation of several structures (Structure 9000 and otherjunctions structures). Staff included several of these structures to be constructed under this Project as an additive bid option. 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 requires less maintenance than the existing flowmeter. Other improvements will be implemented, such as relocation of 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 Pump Station Upgrades Project- Phase 1, DP 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 The Engineer's estimate for construction of the Mechanical and Concrete Renovations (including the Odor Control Upgrades - Phase 1) is $9.52 million. A project location map is shown in Attachment 1. 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 November 15, 2018 Regular Board Meeting Agenda Packet- Page 64 of 254 Page 4 of 9 bid schedule for several structures at the primary area such as junction structures D, E, Influent 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 I nfluent Pump Station. The additive bid price for the Concord Main Metering Station is dependent on the approval by 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, Inc., 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. CEQA 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. ALTERNATIVES/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 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$650,000, including design, construction, staff and consultant time, and contingency. Central San and Concord are expected to pay approximately$325,000 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 similar in scope and require the same builder trades and skills as the Mechanical and Concrete Project, and due to the size of rehab work, November 15, 2018 Regular Board Meeting Agenda Packet- Page 65 of 254 Page 5 of 9 staff was able to receive competitive prices by including this alternate in the bid. Furthermore, some of the scope will provide a head start on the Outfall Phase 7 project and enable the use of these renovated structures to facilitate bypassing of flow that will be required under the Outfall Phase 7 project. FINANCIAL IMPACTS The total estimated project cost is $14,697,000, including past expenditures for the emergency change order work(replacement of the embedded rails on PST Nos. 1 and 2 and new chains/flights for PST Nos. 2 and 3 totaling $797,000), planning, design, construction contract, contingency, construction management, and consultant costs as detailed in Attachment 3. 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 Carollo total cost ceiling to $1,575,000. This Project will span three fiscal years (2018-2020) and is being funded by the projects in the following table: FY 2018-19 FY 2019-20 FY 2020-21 Total DP Project Name Budget* Budget Budget Estimated Budget 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 7367 Concord Main Metering Station $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 totaling $1,908,000 already expended. Odor Control Upgrades - Phase 1 - DP 7355: The Odor Control project has a total estimated project budget of$4,003,000. Phase 1 will include the repairs at the Pre-Aeration and Headworks facilities at a cost of$2,568,000, which will leave a remaining $1,435,000 for Phase 2. The changes to the project budgets will be reflected in next year's C I B. Outfall Improvements - Phase 7 - DP 7353: The Outfall Phase 7 project is critical for operational reliability and for regulatory compliance. The design and permitting efforts will start this FY and some of the construction and renovation of structures associated with the Outfall Phase 7 project are included with the Mechanical and Concrete Project. However, due to the complexity of the construction sequencing, the remaining elements of the Outfall Phase 7 project will be postponed one year and will be completed in 2021 in time to meet permit compliance. The total estimated budget for this Outfall Phase 7 project is $4,452,000. Using $3,179,000 for this project will leave a remaining of$1,273,000 which is not enough to complete the Outfall Phase 7. Therefore, future changes in the Capital Plan are anticipated to fund the project in later years. This may be done through a combination of cost savings from other projects, fund balance from closeouts, or possible changes to other project schedules in the CI B. Concord Main Metering Station - DP 7367: The total estimated cost for the Concord Main Metering Station project is approximately$650,000, including design, construction, staff and consultant time, and contingency. Central San and Concord are expected to pay approximately$325,000 each. This work was budgeted under the Pump Station Upgrades - Phase 1 and funds will be transferred to the Concord Main Metering Station. Concord has agreed to paying their share of the cost. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed the subject at the meeting on November 5, 2018, and recommended approval of the Projects. November 15, 2018 Regular Board Meeting Agenda Packet- Page 66 of 254 Page 6 of 9 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. 5. Approve a $650,000 project for the Concord Main Metering Station, District Project 7367. 6. Authorize the General Manager to consolidate and transfer the project funds to District Projects 7351 and 7367. Strategic Plan re-In GOAL TWO: Strive to Meet Regulatory Requirements Strategy 1 - Strive to achieve 100%permit compliance in air, water, land, and other regulations, Strategy 2- Strive to minimize the number of sanitary sewer overflows GOAL THREE: Be a Fiscally Sound and Effective Water Sector Utility Strategy 2- Manage costs 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 November 15, 2018 Regular Board Meeting Agenda Packet- Page 67 of 254 Page 7 of 9 0 N o � 0 250 FEET South Clarifiers dd 0 0 0❑ 00 POD ❑ 000 Solids 0 Conditioning ❑0 Building SI du Sr---1 Control Bldg HOB it I � II I ❑ p EM Do Primary Influent Sedimentation Structur o Tanks Headworks Ll a � D 3 a d 0 O d y 24 0 0 �i PROJECT AREA o J 0 AREA MAP U Central Contra Costa Attachment Sanitary District MECHANICAL AND CONCRETE RENOVATIONS - SITE PLAN 1 o District Project 7351 November 15, 2018 Regular Board Meeting Agenda Packet- Page 68 of 254 Page 8 of 9 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 MOLINA PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S EST.: $9,520,000 NO. BIDDER BID PRICE 1 C. Overaa & Company $8,741 000 Richmond, California ' 2 W.M. Lyles Co. $9,420,000 Fresno, California 3 Myers & Sons Construction, LLC $9,841 425 Sacramento, California ' BIDS OPENED BY: /s/ Katie Young DATE: October 30, 2018 November 15, 2018 Regular Board Meeting Agenda Packet- Page 69 of 254 Page 9 of 9 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 $8,741,000 b. Additive Bid 1* (Concord Metering Station) $404,000 c. Additive Bid 2 (Structures) $919,000 b. 10% Contingency $1,000,000 SUBTOTAL - CONSTRUCTION $11,064,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces -Construction Management, Engineering $400,000 -Plant Operations Division Support $150,000 -Engineering Coordination $140,000 -Record Documentation $50,000 b. Consultants -Carollo Engineers, Inc. Construction Support $725,000 and Specialtv Inspection -Construction Inspection (Existing Agreement) $225,000 -V.W. Housen $35,000 SUBTOTAL- CONSTRUCTION MANAGEMENT $1,725,000 16% 3. PREBID EXPENDITURES a. Construction Repair Costs $797,000 b. Consultant Fees $850,000 c. Central San Engineering and Operations Costs $261,000 SUBTOTAL - PREBID EXPENDITURES $1,908,000 17% 4. TOTAL ESTIMATED PROJECT COST $14,697,000 *City of Concord to reimburse 50% November 15, 2018 Regular Board Meeting Agenda Packet- Page 70 of 254