HomeMy WebLinkAbout07. Award construction contract for Lafayette Sewer Renovations, Phase 14, DP 8459 Page 1 of 7
Item 7.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
MEETING DATE: JULY 2, 2020
SUBJECT: AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $2,718,025
TOANDES CONSTRUCTION, INC., THE LOWEST RESPONSIVE BIDDER
FOR THE LAFAYETTE SEWER RENOVATIONS, PHASE 14, DISTRICT
PROJECT 8459; CONSIDER EXEMPTION FROM THE CALIFORNIA
ENVIRONMENTAL QUALITYACT (CEQA); AND AUTHORIZE UP TO A 15-
PERCENT CONTINGENCY
SUBMITTED BY: INITIATING DEPARTMENT:
DAMASI0 ZEPEDA ARAGON, ASSOCIATE ENGINEERING AND TECHNICAL SERVICES-
ENGINEER 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 COVI D-19 1 mpact: The Lafayette Sewer Renovations, Phase 14, District Project 8459
(Project) is expected to start late July of 2020 and be completed by February of 2021. The construction
contract for this Project includes provisions and costs to mitigate the spread of COVI D-19 such as
handwash stations, personal protective equipment, and other safety items or practices recommended by
July 2, 2020 Regular Board Meeting Agenda Packet- Page 36 of 69
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the Occupational Safety and Health Administration and guidelines from the Contra Costa County Health
Services. Staff has sequenced and continue to coordinate the work with the City of Lafayette with the
understanding that many businesses and communities have begun to re-open. Work on private property
will also continue with strict and full-time inspection to ensure that contractor activities meet COVI D-19
measures specified under 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 includes replacement or rehabilitation of approximately 12,100 feet of small diameter sewers
(6-inch to 8-inch), manholes, and other related work within public rights-of-way and private easements. Staff
prepared the plans and specifications for the Project. Construction methods primarily include open trench,
pipe bursting, and cured-in-place pipe.An overview map of all site locations is shown in Attachment 1.
The Engineer's estimate for construction was $3,650,000. This Project was advertised on May 27 and
June 3, 2020. Five bids ranging from $2,718,025 to $4,190,595 were received and publicly opened on
June 18, 2020. The Capital Projects Division conducted a technical and commercial review of the bids
and determined that Andes Construction, Inc. (Andes) is the lowest responsive and responsible bidder
with a corrected total bid amount of$2,718,025.A summary of bids received is shown in Attachment 2.
This conclusion came after staff evaluated and recalculated the total bid due to minor arithmetic
discrepancies in Andes' bid schedule. The contractor miscalculated the sum of the extended prices and
miswrote the unit price in figures from the unit price in words for a bid item, resulting in a difference
of$45,500. Per the Project bid specifications, Central San is allowed to recalculate the total bid based on
the resolution of this type of arithmetic discrepancy and conflict. Therefore, their total bid was recalculated
from $2,672,525 to a corrected total bid of$2,718,025.Andes has completed work for Central San, most
recently in 2004, on the 2003 Cured-in-Place Pipe Project in Orinda. Since then,Andes has continued to
perform sewer renovation projects in Berkeley and other parts of the San Francisco Bay Area.
Central San will administer the construction contract and provide construction management, resident
engineering, survey, administration, and submittal review. Consultant surveying and inspection services will
be used on an as-needed basis to support construction work.
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.
July 2, 2020 Regular Board Meeting Agenda Packet- Page 37 of 69
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ALTERNATIVES/CONSIDERATIONS
Central San has coordinated the Project work with private property owners, the public, and cities. 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 $4.2 million which includes planning, design, bid price, contingency,
construction management, and consultant costs as detailed in Attachment 3.
The Project budget is shown on page 198 of Central San's Fiscal Year 2020-21 Budget, with a total
amount of$5.2 million.As stated above, $4.2 million is needed for this Project; therefore, the remaining $1
million budget will be transferred to the Collection System Sewer Renovation-Phase 1, District Project
(DP) 8451. DP 8451 is a program project aimed to plan, design, and fund construction of sewer
renovation projects throughout the service area.
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 impacts 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. I nitial 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 at several easement sites.
Due to COVI D-19, the public meeting could no longer take place at Central San facilities. Staff continued
notifying the impacted parties and nearby residents that the public meeting would be done by video and
made available on Central San's website and encouraged questions or Project concerns. To date, no
further questions or concerns have been received and staff plans to continue providing written and phone
notifications.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee reviewed this Project at the meeting on June 22, 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$2,718,025 for the construction of the Lafayette
Sewer Renovations, Phase 14, District Project 8459, to Andes Construction, 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.
July 2, 2020 Regular Board Meeting Agenda Packet- Page 38 of 69
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Strategic Plan Tie-In
GOAL ONE: Customer and Community
Strategy 2—Maintain a positive reputation
GOAL TWO:Environmental Stewardship
Strategy 1—Achieve 100%compliance in all regulations
GOAL THREE:Fiscal Responsibility
Strategy 1—Maintain financial stability and sustainability
GOAL FOUR: Workforce Development
Strategy 4—Meet or exceed industry safety standards
GOAL FIVE:Infrastructure Reliability
Strategy 1—Manage assets optimally to prolong their useful life, Strategy 3—Protect personnel and assets from
threats and emergencies
ATTACHMENTS:
1. Project Location Map
2. Summary of Bids
3. Post Bid/P reconstruction Estimate
July 2, 2020 Regular Board Meeting Agenda Packet- Page 39 of 69
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Lafayette Sewer Renovations, Phase 14
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July 2, 2020 Regular Board Meeting Agenda Packet- Page 40 of 69
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ATTACHMENT 2
LAFAYETTE RENOVATIONS, PHASE 14
DISTRICT PROJECT 8459
SUMMARY OF BIDS
PROJECT NO.: 8459 NO. OF ADDENDA: 1 DATE/TIME: JUNE 18, 2020/11:00 AM
PROJECT NAME: LAFAYETTE SEWER RENOVATIONS, PHASE 14
PROJECT MANAGER: DAMASIO ZEPEDA ARAGON
PROJECT LOCATION: CENTRAL SAN SERVICE AREA
ENGINEER'S ESTIMATE: $3,650,000
NO. BIDDER BID PRICE
1 Andes Construction, Inc.
Oakland, California $2,718,025
2 Cratus, Inc. $2,784,285
San Francisco, California
3 K.J. Woods Construction, Inc. $2,870,000*
San Francisco, California
4 Darcy & Harty Construction, Inc. $3,380,858
San Francisco, California
5 California Trenchless, Inc. $4,190,595
Hayward, California
* Upon bid evaluation, staff corrected the bid provided by Andes Construction, Inc. from
$2,672,525 to $2,718,025 and the bid provided by K.J. Woods Construction, Inc. from
$2,878,000 to $2,870,000 based on arithmetic discrepancies. Per the project bid
specifications, Central San can recalculate the total bid based on the resolution of any
arithmetic discrepancy. The lowest bid is determined after any required recalculations.
BIDS OPENED BY: /s/ Katie Young
DATE: June 18, 2020 at 11:30 a.m. via livestream due to COVID-19
July 2, 2020 Regular Board Meeting Agenda Packet- Page 41 of 69
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ATTACHMENT 3
LAFAYETTE SEWER RENOVATIONS, PHASE 14
DISTRICT PROJECT 8459
POST-BID/PRECONSTRUCTION ESTIMATE
% Of
Item Description Amounts Construction
No. Cost
1. CONSTRUCTION
a. Construction Contract $2,718,025
b. 15% Contingency $407,975
c. Permits $64,000
SUBTOTAL - CONSTRUCTION COST $3,190,000 100%
2. CONSTRUCTION MANAGEMENT
a. District Forces
- Construction Management $170,000
- Public Relations/Right-of-Way $20,000
- Operations (CSO) $30,000
b. Consultants
- Inspection $150,000
- Material Testing/Arborist/Others $60,000
SUBTOTAL - CONSTRUCTION MANAGEMENT $430,000 13%
3. PREBID EXPENDITURES
a. Engineering (Design, Survey, Right-of-Way, Drafting) $580,000
SUBTOTAL - PREBID EXPENDITURES $580,000 18%
4. TOTAL ESTIMATED PROJECT COST $4,200,000
July 2, 2020 Regular Board Meeting Agenda Packet- Page 42 of 69