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Home My WebLink About03.d. Review draft Position Paper to award a construction contract in the amount of $ ________ to [Contractor], the lowest responsive bidder for the South Orinda Sewer Renovations, Phase 7, District Project 8454; consider exemption from the California E Page 1 of 6 Item 3.d. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER DRAFT MEETING DATE: MARCH 28, 2019 SUBJECT: REVIEW DRAFT POSITION PAPER TO AWARD A CONSTRUCTION CONTRACT I N THE AMOUNT OF $ TO [CONTRACTOR], THE LOWEST RESPONSIVE BIDDER FOR THE SOUTH ORI NDA SEWER RENOVATIONS, PHASE 7, DISTRICT PROJECT 8454; CONSIDER EXEMPTION FROM THE CALI FORNIA ENVI RONMENTAL QUALITYACT (CEQA); AND AUTHORIZE UP TO A_-PERCENT CONTINGENCY(BID OPENING SCHEDULED FOR MARCH 26, 2019) SUBMITTED BY: INITIATING DEPARTMENT: WILLIAM GRANT, ASSOCIATE ENGINEER ENGINEERING AND TECHNICAL SERVICES- CAPITAL PROJECTS REVIEWED BY: SASHA MESTETSKY, SENIOR ENGINEER EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES ISSUE 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_-percent contingency. BACKGROUND The South Orinda Sewer Renovations, Phase 7, District Project 8454 (Project) is part of the ongoing sewer renovation within the Collection System Program of the Capital Improvement Budget (CI B)to replace or rehabilitate deteriorated sewer infrastructure that is at the end of its useful life and in poor condition. The construction work is coordinated with local jurisdictions, cities, utilities, and private property owners and tenants. The Project will replace or rehabilitate approximately 8,900 feet of sewer mains, primarily 6-inch clay sewers, of which 6,000 feet is related to the City of Orinda's (City) paving program this year. A majority of the Project is in public rights-of-way; however, several easements are included. The Project is located throughout the City in various neighborhoods south of Highway 24, as identified in Attachment 1. Central San staff prepared the plans and specifications for the Project. These plans and specifications March 28, 2019 Special EOPS Committee Meeting Agenda Packet- Page 20 of 36 Page 2 of 6 were reviewed and coordinated with the City. The Engineer's estimate for construction was $3,300,000. This Project was advertised on March 4 and 11, 2019. —sealed bids ranging from $ to $ were received and publicly opened on March 26, 2019. The Capital Projects Division conducted a technical and commercial review of the bids and determined that [Contractor] is the lowest responsive and responsible bidder.A summary of bids received is shown in Attachment 2. Central San will administer the construction contract and provide construction management, resident engineering, inspection, survey, administration, and submittal review. Consultant inspection will be performed by one of Central San's consultant inspection service contracts. CEQA: Staff has concluded that this Project is exempt from CEQA under Central San CEQA Guidelines Section 15302, because it involves replacement of existing facilities at substantially the same locations and with the same purpose and level of activity as the facilities being replaced.Any capacity increases are for non- growth inducing, wet weather purposes. The Project also is exempt under Central San CEQA 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 effect on the environment. This certainty is based on Central San's experience with numerous sewer construction projects of this nature, the relatively short distance involved, and Central San's mitigating construction specifications. These specifications 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 Board's independent finding that this Project is exempt from CEQA. ALTERNATIVES/CONSIDERATIONS Delaying or postponing the sewer replacement work is not recommended since several sites have been coordinated with the public and the City's upcoming 2019 paving plan. An alternative would be to reject all bids, which is not recommended. FINANCIAL IMPACTS The total estimated Project cost is $ , including planning, design, bid price, contingency, construction management, and consultant costs as detailed in Attachment 3. This Project will span into next Fiscal Year(FY) 2019-20 and is being funded by the Collection System Sewer Renovation-Phase 1, District Project 8451 (DP 8451), included in the FY 2018-19 CI B on page 165. There is adequate funding in DP 8451 for this Project. Upon award, the budget modifications will be reflected in the upcoming FY 2019-20 C I B. (A graph representing the project budget commitments is not included in this draft Position Paper pending bid opening results.) COMMUNITY OUTREACH Central San held a public meeting on January 27, 2019 at the Orinda Community Center to assist with any questions or concerns by the residents along the proposed construction alignments. I n addition, staff has notified and met with several easement homeowners or tenants directly to discuss the upcoming sewer work, construction impacts, project schedule, and to receive input. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this Project at the meeting on March 28, 2019 and recommended March 28, 2019 Special EOPS Committee Meeting Agenda Packet- Page 21 of 36 Page 3 of 6 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$ for the construction of the South Orinda Sewer Renovations, Phase 7, District Project 8454, to [Contractor], the lowest responsive bidder; and 3. Authorize the General Manager to execute the Contract Documents subject to submittal requirements and include up to a_-percent contingency. Strategic Plan Tie-In GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Build external customer relationships and awareness, Strategy 3- Maintain a strong reputation in the community 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 FIVE: Maintain a Reliable Infrastructure Strategy 2- Facilitate long-term capital renewal and replacement ATTACHMENTS: 1. Project Location Map 2. Summary of Bids (Placeholder) 3. Post Bid/P reconstruction Estimate (Placeholder) March 28, 2019 Special EOPS Committee Meeting Agenda Packet- Page 22 of 36 Page 4 of 6 24 ® Project Area Q P Lafayette Reservoir O J e ,410 M [ G 4 c� 0 2,000 o. Feet+ , South Orinda Sewer Renovations Phase 7 Attachment CENTRAL SAN District Project 8454 1 • Project Location March 28, 2019 Special EOPS Committee Meeting Agenda Packet- Page 23 of 36 Page 5 of 6 ATTACHMENT 2 SOUTH ORINDA SEWER RENOVATIONS, PHASE 7 DISTRICT PROJECT 8454 SUMMARY OF BIDS PROJECT NO.: 8454 NO. OF ADDENDA: 0 DATE/TIME: MARCH 26, 2019/2:00 PM PROJECT NAME: SOUTH ORINDA SEWER RENOVATIONS, PHASE 7 PROJECT MANAGER: WILLIAM GRANT PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S ESTIMATE: $3,300,000 On March 26, 2019, bids will be opened. Staff will provide an update at the Engineering & Operations Committee meeting on March 28, 2019. NO. BIDDER BID PRICE 1 2 3 4 5 6 BIDS OPENED BY DATE: March 28, 2019 Special EOPS Committee Meeting Agenda Packet- Page 24 of 36 Page 6 of 6 ATTACHMENT 3 SOUTH ORINDA SEWER RENOVATIONS, PHASE 7 DISTRICT PROJECT 8454 POST-BID/PRECONSTRUCTION ESTIMATE On March 26, 2019, bids will be opened. Staff will provide an update at the Engineering & Operations Committee meeting on March 28, 2019. % of Item Description Amounts Construction No. Cost 1. CONSTRUCTION a. Construction Contract $ b. _% Contingency $_ c. Permits (CalTrans, Bart, etc.) $_ SUBTOTAL - CONSTRUCTION COST $ 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management (Engineering, Survey) $ - Public Relations/Right-of-Way $ - Operations (CSO) $_ b. Consultants - Inspection $_ - Material Testing/Arborist/Others $_ SUBTOTAL - CONSTRUCTION MANAGEMENT $ 3. PREBID EXPENDITURES a. Engineering (Design, Survey, Drafting) $_ SUBTOTAL - PREBID EXPENDITURES $ 4. TOTAL ESTIMATED PROJECT COST March 28, 2019 Special EOPS Committee Meeting Agenda Packet- Page 25 of 36