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Home My WebLink About07. Award construction contract for Lower Orinda Pump Station Adjustable Speed Drive Replacements, DP 8442 Page 1 of 6 Item 7. CENTRAL SAN BOARD OF DIRECTORS vie . , Hill. , , . . POSITION PAPER MEETING DATE: MAY 21, 2020 SUBJECT: AWARD A CONSTRUCTION CONTRACT I N THE AMOUNT OF $77,700 TO D.W. NICHOLSON CORPORATION, THE LOWEST RESPONSIVE BIDDER FOR THE LOWER ORINDA PUMP STATION ADJUSTABLE SPEED DRIVE (ASD) REPLACEMENTS, DISTRICT PROJECT 8442; CONSIDER EXEMPTION FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT (CEQA); AND AUTHORIZE UP TO A 30-PERCENT CONTINGENCY SUBMITTED BY: INITIATING DEPARTMENT: KEITH GELLERMAN, 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. BACKGROUND Coronavirus COVI D-19 Impact: The Lower Orinda Pump Station ASD Replacements, District Project 8442 (Project) is projected to start in July with an administrative Notice to Proceed to coordinate submittals and procure necessary materials for the work. The Project is expected to be completed by October of this year with the majority of construction work commencing in August. Staff included conditions in the Contract Documents that account for the latest health guidelines provided by the Contra May 21, 2020 Regular Board Meeting Agenda Packet- Page 56 of 505 Page 2 of 6 Costa Health Services in late April for essential infrastructure and small or large construction projects. On January 16, 2020, the Board declared an emergency to repair or replace two failed variable frequency drives (VFDs) at the Lower Orinda Pump Station located in Orinda. The VFDs are critical to the operation of the pump station to manage wet weather flows. Staff was able to contract with a company to repair and make the existing VFDs operational using refurbished spare parts without repair work guarantee. Under the emergency declaration, staff also pre-purchased three replacement VFDs and one spare unit, for a total of four VFDs or ASDs, that should arrive by the end of July. The emergency was ended on March 5, 2020 with the expectation that staff would publicly bid the installation of the AS Ds and complete the work by fall 2020. The Project will replace the three existing AS Ds with the equipment pre-purchased by Central San and complete necessary electrical modifications to accommodate the new equipment. A project location map is shown in Attachment 1. Central San staff and ArcSine Engineering (ArcSine) prepared the plans and specifications for the Project. The Engineer's estimate for construction was $300,000. This Project was advertised on April 16, 2020. Six sealed bids ranging from $77,700 to $310,000 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 D.W. Nicholson Corporation (D.W.) is the lowest responsive and responsible bidder. Staff contacted D.W. to discuss the low bid price and confirmed there was no bid calculation error and the contractor is comfortable with the price provided. D.W. has vast experience replacing similar drives and has successfully completed this type of work at Central San. A summary of bids received is shown in Attachment 2. Central San will administer the construction contract and provide construction management, resident engineering, administration, and submittal review with support from ArcSine. Construction inspection will be performed by Central San's staff and supplemented by consultant inspection, if needed. CEQA Staff has concluded that this Project is exempt from CEQA under Central San CEQA Guidelines Section 15301 because it involves minor alterations to existing public facilities involving no expansion of use and 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.Approval of this Project will establish the Board's independent finding that this Project is exempt from CEQA. ALT ERNAT IVES/CONSIDERAT IONS Delaying or postponing this work is not recommended since the equipment purchase under an emergency has been coordinated with Eaton and it is essential that these VFDs are installed as soon as possible. Another alternative would be to reject all bids, which is not recommended. FINANCIAL IMPACTS The total estimated project cost is $401,000, including repair costs, design, bid price, pre-purchased equipment, contingency, construction management, and consultant costs, as detailed in Attachment 3. In receiving a very competitive bid price, staff is including a 30-percent contract contingency since this Project is relatively small and additional work may be requested. COMMITTEE RECOMMENDATION May 21, 2020 Regular Board Meeting Agenda Packet- Page 57 of 505 Page 3 of 6 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$77,700 for the construction of the Lower Orinda Pump Station ASD Replacements, District Project 8442, to D.W. Nicholson Corporation, the lowest responsive bidder; and 3. Authorize the General Manager to execute the Contract Documents subject to submittal requirements and include up to a 30-percent contingency. Strategic Plan Tie-In GOAL ONE: Provide Exceptional Customer Service 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, Strategy 3- Protect District personnel and assets from threats and emergencies GOAL SIX: Embrace Technology, Innovation and Environmental Sustainability Strategy 3- Encourage the review and testing of technology to optimize and modernize business operations ATTACHMENTS: 1. Project Location Map 2. Summary of Bids 3. Post Bid/P reconstruction Estimate May 21, 2020 Regular Board Meeting Agenda Packet- Page 58 of 505 Page 4 of 6 Lower Orinda Pump Station ASD Replacements . . District Project 8442 Map Date:4/27/2020 4b OF a .:1 Waltinez �``J Concord Bear Detail Pleasant Hill Area Walntt Creek Lf yette j aga tr Danvile c ` a San Ramon MY DiaWOT Vd Lafayette oAdb Reservoir io e �i. L e�1�p —Griz2�y�\ L O- Y Q Project Area Note: ,r 0 2,00 0 Map Displayed in North American Datum of 1983 Attachment Central San data as of April,2020. 1 1 Feet California State Plane,Zone III RIPS 0403,US Feet May 21, 2020 Regular Board Meeting Agenda Packet- Page 59 of 505 Page 5 of 6 ATTACHMENT 2 LOWER ORINDA PUMP STATION ASD REPLACEMENTS DISTRICT PROJECT 8442 SUMMARY OF BIDS PROJECT NO.: 8442 NO. OF ADDENDA: 2 DATE/TIME: MAY 6, 2020/2:00 PM PROJECT NAME: LOWER ORINDA PUMP STATION ASD REPLACEMENTS PROJECT MANAGER: KEITH GELLERMAN PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S ESTIMATE: $300,000 NO. BIDDER BID PRICE 1 D.W. Nicholson Corporation $77,700 Hayward, California ' 2 Con J. Franke Electric, Inc. $119,770 Stockton, California ' 3 Blocka Construction, Inc. $149,800 Pleasanton, California ' 4 Telstar Instruments $234,810 Concord, California ' 5 Silao General Engineering, Inc. $264,000 San Francisco, California ' 6 Aria Electric & Construction $310,000 Orangevale, California BIDS OPENED BY /s/Katie Young DATE: May 6, 2020 at 3:00 p.m. via Iivestream due to COVID-19 May 21, 2020 Regular Board Meeting Agenda Packet- Page 60 of 505 Page 6 of 6 ATTACHMENT 3 LOWER ORINDA PUMP STATION ASD REPLACEMENTS DISTRICT PROJECT 8442 POST-BID/PRECONSTRUCTION ESTIMATE % of Construction No. Item Description Amounts Cost 1. CONSTRUCTION a. Construction Contract $77,700 b. 30% Contingency $23,300 c. Prepurchased VFDs $202,000 SUBTOTAL - CONSTRUCTION COST $303,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management (Engineering) $6,500 - Operations $3,500 - Inspection $6,500 b. Consultants -ArcSine Engineering $6,500 SUBTOTAL- CONSTRUCTION MANAGEMENT $23,000 8% 3. PREBID EXPENDITURES a. Engineering (Design, Drafting) $30,000 10% b. Emergency Repairs (Outside and staff time) $45,000 SUBTOTAL- PREBID EXPENDITURES $75,000 4. TOTAL ESTIMATED PROJECT COST $401,000 May 21, 2020 Regular Board Meeting Agenda Packet- Page 61 of 505