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Home My WebLink About04. Award construction contract for Martinez Sewer Renovations, Phase 6, DP 8458 Page 1 of 7 Item 4. CENTRAL SAN BOARD OF DIRECTORS vie . , Hill. , , . . POSITION PAPER MEETING DATE: MAY 21, 2020 SUBJECT: AWARD A CONSTRUCTION CONTRACT I N THE AMOUNT OF $3,030,075 TO PACIFIC TRENCHLESS, INC., THE LOWEST RESPONSIVE BIDDER FOR THE MARTINEZ SEWER RENOVATIONS, PHASE 6, DISTRICT PROJECT 8458; CONSIDER EXEMPTION FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT (CEQA);AND AUTHORIZE UP TO A 15- PERCENT CONTINGENCY 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 Roger S. Bailey General Manager 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 15-percent contingency. BACKGROUND Coronavirus COVID-19 Impact: The Martinez Sewer Renovations, Phase 6, District Project (DP) 8458 (Project) is expected to start June of 2020 and be completed by January of 2011. Staff has included restrictions and other conditions in the Contract Documents that prohibit construction activities on private properties (backyard easements) until the Contra Costa County shelter-in-place has been revised or project deemed essential by Central San. Construction on public streets has been coordinated with the May 21, 2020 Regular Board Meeting Agenda Packet- Page 35 of 505 Page 2 of 7 local jurisdictions. The construction contract for this Project includes provisions and costs associated with the guidelines related to COVI D-19 such as handwash stations, personal protective equipment, and other safety items. Staff has sequenced the work and milestones to allow the contractor to complete the contract within the duration of the Project. This Project is part of the ongoing sewer renovation within the Collection System Program aimed 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, private property owners, and tenants. The Project focuses on critical and high priority sewers, which resulted in replacing or rehabilitating approximately 9,000 feet of sewers, primarily six-inch clay pipes, construction of manholes, and other related work within public right-of-way and private easements. Staff prepared the plans and specifications for the Project. Construction methods primarily includes open-trench and pipe-bursting. An overview map of all site locations is shown in Attachment 1. The Engineer's estimate for construction was $4,200,000. This Project was advertised on April 14 and 20, 2020. Seven bids ranging from $3,030,075 to $3,540,925 were received and publicly opened on May 6, 2020. The Capital Projects Division conducted a technical and commercial review of the bids and determined that Pacific Trenchless, Inc. 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, survey, administration, and submittal review. Consultant surveying services will be used to supplement staff on an as-needed basis and construction inspection will be performed by one of Central San's consultant inspectors. 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 Central San staff has coordinated the Project work with private property owners, public, and the City of Martinez. Delaying or postponing the sewer work is not recommended. Another alternative would be to reject all bids, which is also not recommended. FINANCIAL IMPACTS The total estimated project cost is $4,470,000 which includes planning, design, bid price, contingency, construction management, and consultant costs as detailed in Attachment 3. May 21, 2020 Regular Board Meeting Agenda Packet- Page 36 of 505 Page 3 of 7 This Project is being funded by the Collection System Sewer Renovation, Phase 1, DP 8451 as planned. There is adequate funding in DP 8451 for this Project as shown in Attachment 3. After award, the budget modifications will be reflected in the latest Capital Improvement Budget. DP 8451 is a program project that is aimed to plan, design, and fund construction of sewer replacement projects. Staff is recommending a 15-percent contract contingency on this Project since additional work may be added to the Project to urgently repair or replace nearby sewers and the risks associated with renovation work. At this time, staff does not foresee any additional financial impact on this Project due to COVI D-19. COMMUNITY OUTREACH During the Design phase, staff did extensive homeowner outreach to prepare residents for the proposed construction work. Initial project letters were mailed in the summer of 2019 informing residents of the design activities. Throughout the course of design, staff addressed email and phone inquiries regarding the Project and conducted face-to-face outreach with all the easement sites. Due to COVI D-19, the public meeting could no longer take place at the District's facilities. Staff continued notifying the impacted parties and nearby residents that the public meeting would be done by video and made available on the District's website and encouraged questions or project concerns.Additionally, staff reached out through emails, phone calls, and letters to answer any last questions that private property homeowners might have. To date, all questions and concerns received have been satisfactorily answered. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this Project at the meeting on May 12, 2020, and recommended Board approval. 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$3,030,075 for the construction of the Martinez Sewer Renovations, Phase 6, District Project 8458, to Pacific Trenchless, Inc. the lowest responsive bidder; 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 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 FOUR: Develop and retain a highly trained and innovative workforce Strategy 3- Meet or exceed industry safety standards May 21, 2020 Regular Board Meeting Agenda Packet- Page 37 of 505 Page 4 of 7 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 May 21, 2020 Regular Board Meeting Agenda Packet- Page 38 of 505 CENTRAL SAN � ' • • � • 680 NINE IIN Concord as n Detail Area �'�'. ��►IIIJ�1' III �� A � ��1 ��•�� E� 680 . • y tte . ... San Ramon Project Area 1 . , - - , ,. Page 6 of 7 ATTACHMENT 2 MARTINEZ SEWER RENOVATIONS, PHASE 6 DISTRICT PROJECT 8458 SUMMARY OF BIDS PROJECT NO.: 8458 NO. OF ADDENDA: 2 DATE/TIME: MAY 6, 2020/2:00 PM PROJECT NAME: MARTINEZ SEWER RENOVATIONS, PHASE 6 PROJECT MANAGER: WILLIAM GRANT PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S ESTIMATE: $4,200,000 NO. BIDDER BID PRICE 1 Pacific Trenchless Inc. $3,030,075 Oakland, CA 2 Precision Engineering, Inc. $3,112,640 San Francisco, CA 3 Westland Contractors, Inc. $3,114'110 Oakland, CA 4 D'Arcy & Harty Construction, Inc. $3,227'205 San Francisco, CA 5 Cratus, Inc. $3,227'325 San Francisco, CA 6 K.J. Woods Construction, Inc. $3,248,000 So. San Francisco, CA 7 Andes Construction, Inc. $3,540,925 Oakland, CA BIDS OPENED BY: /s/ Katie Young DATE: May 6, 2020 at 3:00 p.m. via livestream due to COVID-19 May 21, 2020 Regular Board Meeting Agenda Packet- Page 40 of 505 Page 7 of 7 ATTACHMENT 3 MARTINEZ SEWER RENOVATIONS, PHASE 6 DISTRICT PROJECT 8458 POST-BID/PRECONSTRUCTION ESTIMATE % Of Construction No. Item Description Amounts Cost 1. CONSTRUCTION a. Construction Contract $3,030,075 b. 15% Contingency $454,925 c. Permits $40,000 SUBTOTAL - CONSTRUCTION COST $3,525,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management $180,000 - Public Relations/Right-of-Way $40,000 - Operations (CSO) $15,000 b. Consultants - Inspection $160,000 - Material Testing/Arborist/Others $30,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $425,000 12% 3. PREBID EXPENDITURES a. Engineering (Design, Survey, Right-of-Way, Drafting) $520,000 SUBTOTAL - PREBID EXPENDITURES $520,000 15% 4. TOTAL ESTIMATED PROJECT COST $4,470,000 May 21, 2020 Regular Board Meeting Agenda Packet- Page 41 of 505