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Home My WebLink About04.a. Review draft Position Paper to approve a contingency project in the amount of $450,000 for the El Toyonal Sewer Replacement Project; authorize the General Manager to execute a construction contract change order in the amount of $338,000 with Pacifi Page 1 of 6 Item 4.a. Algi CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER DRAFT MEETING DATE: FEBRUARY9, 2021 SUBJECT: REVIEW DRAFT POSITION PAPER TO APPROVE A CONTINGENCY PROJECT IN THE AMOUNT OF $450,000 FOR THE EL TOYONAL SEWER REPLACEMENT PROJECT; AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER IN THE AMOUNT OF $338,000 WITH PACIFIC TRENCHLESS, INC.; AND FIND THAT THE PROJECT IS EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT (CEQA) SUBMITTED BY: INITIATING DEPARTMENT: JASON FITCH, 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 Authorization from the Board of Directors (Board) is required to include a contingency project in the Capital Improvement Program or execute a construction contract change order for an amount greater than $200,000. BACKGROUND The existing sewer located within the public right-of-way along EI Toyonal in the City of Orinda (City) requires replacement (location shown in Attachment 1). This sewer, originally installed in 1950, is approximately 1,400 lineal feet, 6-inch diameter clay pipe, and was identified for replacement under a future North Orinda sewer renovation project and phase within the next two years. The Collection System Operations Department (CSOD) and Capital Projects Division were recently informed that East Bay Municipal Utility District (EBMUD) hired a contractor, Teichert Construction (Teichert), to install two water mains on EI Toyonal and construction is ongoing. EBMUD's project also includes plans to repave portions of EI Toyonal this April. Staff routinely coordinates projects within the service area with EBMUD. Historically, EBMUD uses their February 9, 2021 EOPS Regular Committee Meeting Agenda Packet- Page 4 of 25 Page 2 of 6 in-house staff to construct water mains similar to the project Teichert is performing. I n this case, staff was unaware of the project since it was work being coordinated by a contractor rather than EBMUD staff that normally notifies the District. Staff will contact EBMUD to discuss the planning and coordination of future third-party construction projects to avoid this from happening again. As Teichert's construction progressed, CSOD was able to inspect several sections of Central San's sewer that were exposed during Teichert's work. The condition of the sewer was found to be deficient in many areas and, therefore, it is highly recommended to address this sewer sooner than planned and prior to EBMUD's completion of the final paving of the roadway. The Capital Projects Division confirmed that the sewer requires full replacement and, due to the urgency of the work, provided a design to obtain change order bids from available Central San sewer contractors. Replacement of the sewer will consist of a combination of pipe-bursting and open-trench methods to install a new 8-inch sanitary sewer and manholes. The engineer's estimate for the sewer replacement is $385,000; two bids were received. The lowest cost was $338,000 from Pacific Trenchless, Inc., which is the general contractor working on the Martinez Sewer Renovations - Phase 6, District Project 8458. The second bid was approximately$354,600. The work is expected to begin as soon as possible and will be completed by April 1, 2021, prior to EBMUD repaving the road. 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 The Board could consider the following alternatives or provide other direction: Alternative 1 — Do not approve a contingency project or construction contract change order to perform the work under the EBMUD scheduled timeline or perform the work later under another sewer renovation project and bid. This is not recommended for several reasons, which includes additional traffic and residential impacts to the EI Toyonal neighborhood, and a project cost increase for paving restoration due to the City's paving moratorium after EBMUD's project. Central San also does not currently have any bidding contracts that can perform the work by April. Alternative 2 — Discuss postponing the paving with EBMUD so that Central San can conduct a traditional design, public bid, and award process. This is not recommended since any postponement would impact the City and its residents with longer construction activities or temporary paving conditions. Therefore, staff recommends a contingency project for the EI Toyonal sewer work and authorizing a contract change order since the pricing received is very competitive and below Central San's estimate for the work. February 9, 2021 EOPS Regular Committee Meeting Agenda Packet- Page 5 of 25 Page 3 of 6 FINANCIAL IMPACTS The total estimated cost for this contingency project is $450,000, which includes design, contractor construction costs, permits, construction management, and contingency as shown in Attachment 2. There is $2.1 million allocated in the Fiscal Year 2020-21 Capital I mprovement Budget (CI B) contingency account; therefore, adequate funding is available for this project. Upon Board approval, the required $450,000 will be transferred to the new project, resulting in a remaining balance of$1.65 million. COMMUNITY OUTREACH Staff has been in communication with the City during design and to coordinate the proposed construction work. Since there is currently construction in the area, and this work will be done prior to completion of EBMUD's project, the residents are aware of construction activities in the roadway. Staff will provide additional construction signs and notify the nearby residents or property owners of Central San's construction work to provide awareness and the opportunity to receive feedback or answer questions, as typically done under all sewer renovation projects. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this matter at the February 9, 2021 meeting and recommended RECOMMENDED BOARD ACTION Staff recommends the following: 1. Find that the project is exempt from CEQA: 2. Approve a contingency project in the amount of$450,000 for the EI Toyonal Sewer Replacement Project; 3. Authorize the General Manager to execute a construction contract change order with Pacific Trenchless, I nc. in the amount of $338,000; and 4. Authorize a transfer of $450,000 from the Fiscal Year 2020-21 C I B Contingency to fund the project. Strategic Plan Tie-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service, Strategy 2—Maintain a positive reputation GOAL TWO: Environmental Stewardship Strategy 1—Achieve 100% compliance in all regulations GOAL FOUR: Workforce Development Strategy 4—Meet or exceed industry safety standards GOAL FIVE:Infrastructure Reliability Strategy 2—Execute long-term capital renewal and replacement program, Strategy 3—Protect personnel and assets from threats and emergencies GOAL SEVEN:Agility and A daptability Strategy 1—Maintain a safe working environment for employees and the public during the COVID-19 pandemic February 9, 2021 EOPS Regular Committee Meeting Agenda Packet- Page 6 of 25 Page 4 of 6 ATTACHMENTS: 1. Location Map 2. Post-Bid/P reconstruction Estimate February 9, 2021 EOPS Regular Committee Meeting Agenda Packet- Page 7 of 25 Page 5 of 6 EI Toyonal Sewer Replacement Map Date: 1/26/2021 C,1-0 °rij� Stantonq,e- Walnut Creek Oil" y �0, Detail Area � o COrin d a r� CaT'no•p Lafayette ab/°. GCeS°er�V / Moraga Ardilla Rd Canon-Dr Valles/to�h Las Mesas / Path Path) Gler��\\o`N EI ToyOna/ n 3. G t' o L-aV F o OO~ L• 'Poo 4bD o 00 °d+ G o N G°N• � EI-TOYona/ Carnino•del-Cieto O�eQ� ear va-Madrora� � MaN° C South Trl--_ Mains to be Replaced Note: 0 500 Map Displayed in North American Datum of 1983 Attachment Central San data as of January,2021. Feet California State Plane,Zone III RIPS 0403,US Feet 1 February 9, 2021 EOPS Regular Committee Meeting Agenda Packet- Page 8 of 25 Page 6 of 6 ATTACHMENT 2 EL TOYONAL SEWER REPLACEMENT POST-BID/PRECONSTRUCTION ESTIMATE % of Item Description Amounts Construction No. Cost 1. CONSTRUCTION a. Construction Contract Change Order $338,000 b. 15% Contingency $50,000 c. Permits $5,000 SUBTOTAL - CONSTRUCTION COST $393,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management $10,000 - Public Relations/Right-of-Way $4,000 - Operations (CSO) $4,000 b. Consultants - Inspection $25,000 - Material Testing/Arborist/Others $4,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $47,000 12% 3. PREBID EXPENDITURES a. Engineering (Design, Survey, Right-of-Way, Drafting) $10,000 SUBTOTAL - PREBID EXPENDITURES $10,000 3% 4. TOTAL ESTIMATED PROJECT COST $450,000 February 9, 2021 EOPS Regular Committee Meeting Agenda Packet- Page 9 of 25