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HomeMy WebLinkAbout20. Approve contingency project for El Toyonal Sewer Replacement and authorize construction contract change order Page 1 of 11 Item 20. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: FEBRUARY 18, 2021 SUBJECT: APPROVE A CONTINGENCY PROJECT IN THE AMOUNT OF $450,000 FOR THE EL TOYONAL SEWER REPLACEMENT PROJECT; ADOPT RESOLUTION NO. 2021-014 MAKING FINDINGS AND AUTHORIZING THE GENERAL MANAGER UNDER PUBLIC CONTRACT CODE SECTION 22050 (B) 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 Roger S. Bailey Kenton L. Alm General Manager District Counsel 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. Board authorization is also required under Public Contract Code Section 22050, Emergency Contracting Procedures, to replace public facilities without given public notice of bids. February 18, 2021 Regular Board Meeting Agenda Packet- Page 137 of 147 Page 2 of 11 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, a 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 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 Central San. 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 February 18, 2021 Regular Board Meeting Agenda Packet- Page 138 of 147 Page 3 of 11 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. 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 Improvement 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 approval. 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. Adopt Resolution No. 2021-014 making findings and authorizing the General Manager under Public Contract Code Section 22050 (b)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 CI B Contingency to fund the project. February 18, 2021 Regular Board Meeting Agenda Packet- Page 139 of 147 Page 4 of 11 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 Adaptability Strategy 1—Maintain a safe working environment for employees and the public during the COVID-19 pandemic ATTACHMENTS: 1. Location Map 2. Post-Bid/P reconstruction Estimate 3. Proposed Resolution 4. Presentation February 18, 2021 Regular Board Meeting Agenda Packet- Page 140 of 147 Page 5 of 11 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 r o L-aV F o OO~ L• 'Poo 4bD o W °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 18, 2021 Regular Board Meeting Agenda Packet- Page 141 of 147 Page 6 of 11 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 18, 2021 Regular Board Meeting Agenda Packet- Page 142 of 147 Page 7 of 11 ATTACHMENT 3 RESOLUTION NO. 2021-014 A RESOLUTION OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT AUTHORIZING ENTERING INTO A CONSTRUCTION CONTRACT CHANGE ORDER FOR SEWER REPLACEMENT AT EL TOYONAL IN ORINDA WHEREAS, a capital improvements project, EI Toyonal Sewer Replacement, District Project No. (TBD), was identified in the Collection System Sewer Renovation Phase 1 , District Project 8451 and included in the Fiscal Year (FY) 2020-21 budget for design and construction to occur during the FY 2021-22 period; WHEREAS, the EI Toyonal Sewer Replacement project is intended to renovate and or replace the sewer along EI Toyonal due to the deficiencies with the pipeline and the assets nearing the end of their useful life; WHEREAS, in January of 2021 , the District was notified of construction activities on EI Toyonal and had to opportunity to inspect several sections of the sewer to determine that immediate repair is needed; WHEREAS, the District's Capital Projects in-house design team determined that full replacement of approximately 1 ,400 feet of existing sewers and sewer structures need to be rehabilitated; WHEREAS, the EI Toyonal project site is already under construction by another utility and final paving of the entire roadway is expected in April of this year; WHEREAS, the standard design-bid-build process, coupled with the anticipated paving, does not allow sufficient time to perform the project prior to April; and WHEREAS, bids were requested from four sewer contractors and two bids were received, with both bids being competitive and below the Engineer's estimate; NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Central Contra Costa Sanitary District (Board) as follows: THAT, substantial evidence exists of the need for the replacement of the EI Toyonal project sewers and structures; THAT, insufficient time is available to undertake the sewer replacement work through the normal design-bid-build procurement process to perform the construction by April; THAT the Board finds that the public interest is best served by replacing the sewer facilities immediately to avoid negative construction impacts to the EI Toyonal community and Public; and THAT, the General Manager is authorized to enter into a contract under a change order with Pacific Trenchless Inc. to be funded out of the Capital Improvements Budget contingency account for FY 2020-21. February 18, 2021 Regular Board Meeting Agenda Packet- Page 143 of 147 Page 8 of 11 Central Contra Costa Sanitary District Resolution No. 2021-014 Page 2of2 PASSED AND ADOPTED this 18th day of February 2021, by the Board of Directors of the Central Contra Costa Sanitary District by the following vote: AYES: Members: NOES: Members: ABSTAIN: Members: Tad J. Pilecki President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Katie Young, Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California Approved as to form: Kenton L. Alm, Esq. Counsel for the District February 18, 2021 Regular Board Meeting Agenda Packet- Page 144 of 147 Page 9 of 11 ATTACHMENT 4 EL TOYONAL SEWER REPLACEMENT CONTINGENCY PROJECT Board Meeting February 18, 2021 Edgar J. Lopez, P.E. Capital Projects Division Manager LOCATION MAP EI Toyonal Sewer Replacement 1 �rrrwrr \,' 1 February 18, 2021 Regular Board Meeting Agenda Packet- Page 145 of 147 Page 10 of 11 IMMEDIATE NEED FOR THE PROJECT EI Toyonal is a narrow, highly residential neighborhood and difficult to perform roadwork; The project site is already under construction by East Bay Municipal Utility District (EBMUD) and final paving is scheduled for April of this year; The sewer was exposed and inspected by staff and immediate replacement is required; Competitive pricing was received and below the Engineer's estimate; and It's in the public best interest to perform the work immediately to avoid negative impacts to the EI Toyonal community and others. SCOPE OF WORK 6-inch clay sewers at location are deficient and at the end of their useful life. Install the sewers to Central San's minimum standard of 8-inch sewers and modify or replace manhole structures. Coordinate with EBMUD contractor activities and the City of Orinda. Notify the public and nearby residents prior to the work. Complete the new installation in April of this year. 4 CENTRALSAN 2 February 18, 2021 Regular Board Meeting Agenda Packet- Page 146 of 147 Page 11 of 11 RECOMMENDED BOARD ACTION Staff recommends the following: 1 . Find the project exempt from CEQA; 2. Approve a contingency project in the amount of $450,000 for the EI Toyonal Sewer Replacement; 3. Adopt Resolution 2021-014 making findings and authorizing the General Manager under Public Contract Code 22050 (b) to execute a construction contract change order with Pacific Trenchless, Inc. in the amount of $338,000; and 4. Authorize a transfer of $450,000 from the Fiscal Year 2020-21 Capital Improvement Budget Contingency to fund the project. CENTRALSAN QUESTIONS? h' e CENTRALSAN 3 February 18, 2021 Regular Board Meeting Agenda Packet- Page 147 of 147