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Home My WebLink About04.a. Review draft Position Paper to award a construction contract in the amount of $4,427,900 to Ranger Pipelines, Inc., the lowest responsive bidder for the South Orinda Sewer Renovations, Phase 8, District Project 8461; and find that the project is ex Page 1 of 7 Item 4.a. CENTRAL SAN BOARD OF DIRECTORS . , , . POSITION PAPER . , DRAFT MEETING DATE: FEBRUARY23, 2021 SUBJECT: REVIEW DRAFT POSITION PAPER TO AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $4,427,900 TO RANGER PIPELINES, INC., THE LOWEST RESPONSIVE BIDDER FOR THE SOUTH ORINDA SEWER RENOVATIONS, PHASE 8, DISTRICT PROJECT8461; AND FIND THATTHE 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 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 Novel Coronavirus (COVI D-19) 1 mpact: As the COVI D-19 pandemic restrictions continue to be applied throughout the county, Central San as an essential service and infrastructure provider can continue to conduct construction activities under the guidelines provided by the Contra Costa Health Services, Occupational Safety and Health Administration, state and federal agencies. Several sites in this project include work on private properties and public rights-of-way. The construction contract includes strict provisions to mitigate the spread of COVI D-19 such as personal protective equipment, handwashing stations, and other safety items or practices and procedures. The South Orinda Sewer Renovations, Phase 8, District Project 8461 (Project) is part of the ongoing sewer renovation within the Collection System Program of the Capital Improvement Budget (CI B)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, and private property February 23, 2021 Special EOPS Committee Meeting Agenda Packet- Page 3 of 25 Page 2 of 7 owners or tenants. The sewers for this Project were identified as part of the replacement program; however, due to challenging access to the project sites and construction of several aerial creek crossings, the construction methods proposed are not typical compared to other phases of the program. This Project will replace or rehabilitate approximately 5,100 feet of sewer mains, primarily 6-inch clay sewers, construction of manholes, and other related work within city rights-of-way and private easements. Three aerial sewer creek crossings will be replaced and work was coordinated with the California Department of Fish and Wildlife and California Water Boards. Some of the existing sewers are deep (greater than 10 feet) and with manholes that reach 20 feet in depth. To minimize disruption and impacts to the neighborhoods, staff designed the sewers, approximately half of which, to be replaced by a pilot tube guided boring (PTGB) method. The majority of the Project is located in the Lost Valley neighborhood in the City of Orinda, south of Highway 24, as identified in Attachment 1. Central San staff prepared the plans and specifications for the Project. The engineer's estimate for construction was $4,250,000. This Project was advertised on January 11 and 19, 2021. Two bids ($4,427,900 and $5,104,375)were received and publicly opened on February 10, 2021. The Capital Projects Division conducted a technical and commercial review of the bids and determined that Ranger Pipelines, Inc. is the lowest responsive and responsible bidder. Due to the specialty work for PTGB, and the limited number of contractors or subcontractors with the experience needed for the Project, many of the typical sewer contractors did not propose or bid. Staff was aware of the limited interest for the work, and issued changes and extended the bid opening by addendum to gain interest. The low bid is slightly over the engineer's estimate, with the cost difference being construction of the aerial crossings.A summary of bids received is shown in Attachment 2. Central San will administer the construction contract and provide construction management, resident engineering, inspection, survey, administration, and submittal review. Consultant inspection will be performed by one of Central San's consultant inspection service contracts. 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 spent a significant amount of time coordinating the Project work with the private property owners, public, City of Orinda, California Department of Fish and Wildlife, and California Water Boards. Delaying or postponing the sewer work is not recommended. An alternative would be to reject all bids, which is also not recommended. February 23, 2021 Special EOPS Committee Meeting Agenda Packet- Page 4 of 25 Page 3 of 7 FINANCIAL IMPACTS The total estimated project cost is $6.1 million, including planning, design, bid price, contingency, construction management, and consultant costs as detailed in Attachment 3. This Project will span into Fiscal Year (FY) 2021-22 and is being funded by the Collection System Sewer Renovation - Phase 1, District Project 8451, included on page 175 in the FY 2020-21 Cl B. There is adequate funding for this Project; therefore, although the costs exceed the original engineer's estimate, staff recommends to proceed with the Project contract award. The budget modifications will be reflected in the upcoming FY 2021-22 C I B. COMMUNITY OUTREACH Central San staff did extensive homeowner outreach to prepare residents for the upcoming construction work. Initial project letters were sent in the summer of 2019 informing residents of the design work. Throughout the course of design, staff addressed email and phone inquiries regarding the Project and conducted in person outreach with all the easement sites. Due to COVI D-19, staff had to get creative in how they continued preparing residents for construction. The public meeting could no longer take place, so staff provided a video presentation and made it available to everyone on the Central San's website. Additionally, staff reached out through emails, phone calls, and letters to answer any questions the homeowners might have. To date, all questions and concerns received have been answered and addressed. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this item at its meeting on February 23, 2021 and recommended 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 $4,427,900 for the construction of the South Orinda Sewer Renovations, Phase 8, District Project 8461, to Ranger Pipelines, Inc. the lowest responsive bidder; and 3. Authorize the General Manager to execute the Contract Documents subject to submittal requirements. 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 FIVE:Infrastructure Reliability Strategy 2—Execute long-term capital renewal and replacement program February 23, 2021 Special EOPS Committee Meeting Agenda Packet- Page 5 of 25 Page 4 of 7 ATTACHMENTS: 1. Project Location Map 2. Summary of Bids 3. Post-Bid/P reconstruction Estimate February 23, 2021 Special EOPS Committee Meeting Agenda Packet- Page 6 of 25 Page 5 of 7 South Orinda Sewer Renovations Phase 8 District Project 8461 Map Date: 1/15/2021 c d6o�v�o Lafayette Reservoir Rh eem-Blvd MOra 9a wd Y r m� co O Walnut Creek Lafayette Orinda 0 Detail Area �2ay a9a Moraga 0 • QProject Location Note: 0 2,000 Map Displayed in North American Datum of 1983 Attachment Central San data as of January,2021. Feet California State Plane,Zone III FIPS 0403,US Feet 1 February 23, 2021 Special EOPS Committee Meeting Agenda Packet- Page 7 of 25 Page 6 of 7 ATTACHMENT 2 SOUTH ORINDA SEWER RENOVATIONS, PHASE 8 DISTRICT PROJECT 8461 SUMMARY OF BIDS PROJECT NO.: 8461 NO. OF ADDENDA: 2 DATE/TIME: FEBRUARY 10, 2021/2:00 PM PROJECT NAME: SOUTH ORINDA SEWER RENOVATIONS, PHASE 8 PROJECT MANAGER: JASON FITCH PROJECT LOCATION: CENTRAL SAN SERVICE AREA ENGINEER'S ESTIMATE: $4,250,000 NO. BIDDER BID PRICE 1 Ranger Pipelines, Inc. $4,427 900 San Francisco, California ' 2 Cratus, Inc. $5,104,375 San Francisco, California BIDS OPENED BY: /s/ Katie Young DATE: February 10, 2021 at 3:00 p.m. via livestream due to COVID-19 February 23, 2021 Special EOPS Committee Meeting Agenda Packet- Page 8 of 25 Page 7 of 7 ATTACHMENT 3 SOUTH ORINDA SEWER RENOVATIONS, PHASE 8 DISTRICT PROJECT 8461 POST-BID/PRECONSTRUCTION ESTIMATE % Of Item Description Amounts Construction No. Cost 1. CONSTRUCTION a. Construction Contract $4,427,900 b. 10% Contingency $442,100 c. Permits $50,000 SUBTOTAL - CONSTRUCTION COST $4,920,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management $190,000 - Public Relations/Right-of-Way $40,000 - Operations (Collection System Operations) $20,000 b. Consultants - Inspection (including geotechnical and structural) $200,000 - Material Testing/Arborist/Others $30,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $480,000 10% 3. PREBID EXPENDITURES a. Engineering (Design, Survey, Right-of-Way, Drafting) $700,000 SUBTOTAL - PREBID EXPENDITURES $700,000 14% 4. TOTAL ESTIMATED PROJECT COST $6,100,000 February 23, 2021 Special EOPS Committee Meeting Agenda Packet- Page 9 of 25