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HomeMy WebLinkAboutEngineering & Operations MINUTES 04-07-21 Page 2 of 10 CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-A392 SPECIAL MEETING OF THE BOARD OF TADJPI ECK TAD J PILECKI CENTRAL CONTRA COSTA President SANITARY DISTRICT °A PresiID R.dent tPro em President Pro Tem ENGINEERING & OPERATIONS BARBARA D.HOCKETT COMMITTEE MARIAH N.LAURITZEN MICHAEL R.MCGILL MINUTES PHONE: (925)228-9500 FAX.- (925)372-0192 Wednesday, April 7, 2021 www.centralsan.org 11:30 a.m. (All attendees participated via videoconference) Committee: Chair David Williams Member Mariah Lauritzen Staff.- Roger S. Bailey, General Manager Kenton L. Alm, District Counsel Katie Young, Secretary of the District Steve McDonald, Director of Operations Edgar Lopez, Capital Projects Division Manager Amelia Berumen, Senior Administrative Technician 1. Notice This meeting was held in accordance with the Brown Act as in effect under the State Emergency Services Act, the Governor's Emergency Declaration related to COVID-19, and the Governor's Executive Order N-29-20 issued on March 17, 2020 that allowed attendance by Board Members, District staff, and the public to participate and conduct the meeting by teleconference, videoconference, or both. The agenda included instructions for options in which the public could participate in the meeting. 2. Call Meeting to Order Chair Williams called the meeting to order at 11:36 a.m. April 15, 2021 Regular Board Meeting Agenda Packet- Page 175 of 185 Page 3 of 10 Engineering & Operations Committee Minutes April 7, 2021 Page 2 3. Public Comments No public comments. 4. Agenda a.* Review draft Position Paper to find the apparent low bidder's bid to be non-responsive and reject protest by Carone & Company, Inc.; award a construction contract in the amount of$4,001,000 to McGuire & Hester, the lowest responsive and responsible bidder for the Contractor Staging Improvements, District Project 7375; include award of an additive bid item for the Recreational Vehicle (RV) Receiving Station in the amount of $9,300; find the project is exempt from the California Environmental Quality Act; authorize an agreement amendment with Woodard & Curran, Inc. in the amount of $50,000, increasing the cost ceiling to $367,000; and authorize a budget transfer of $800,000 The attached presentation was reviewed by Mr. Lopez to provide an overview of the various project components described within the draft Position Paper. Regarding discussion of the "soil cap"area, Chair Williams stated that the potential of encountering contaminated soils in the project area permeate throughout the discussion. He recollected an estimated cost in the Master Plan associated with disposing of Class I or 11 soils was near $20 million; the draft Position Paper provides an estimate of$650,000. Mr. Lopez responded that the project is not removing what is on the capped property, but rather "scratching the surface"of the area since staff projects encountering roughly 3,500 tons of material, which is what the $650,000 estimate is intended. The amount to remove the soil, as recollected in the Master Plan, is likely higher in today's dollars and would also depend on the removal means, which is not part of this project. This item was originally intended to be reviewed at the March 23 Committee meeting, of which the agenda materials in that packet depicted an engineer's estimate of$20,000 for the RV Receiving Station additive item. Chair Williams noted that this draft Position Paper shows a much more reasonable figure of$9,300 for the task. Mr. Lopez explained that when setting the overall estimated project budget, a lot of paving and civil work was planned, however, the same work was needed for the Contractor Staging Improvements project and, thus, resulted in a lower cost to add the RV Receiving Station to this project. Rather than lower the total budget, staff decided to stay the course pending final direction of the RV Receiving Station award and any additional security, access, or operational needs that may be later required. Furthermore, Mr. Lopez explained that should the RV Receiving Station be constructed as a April 15, 2021 Regular Board Meeting Agenda Packet- Page 176 of 185 Page 4 of 10 Engineering & Operations Committee Minutes April 7, 2021 Page 3 standalone project, the cost would be much higher. Therefore, staff recommends the inclusion of the station with this staging project award. As it pertains to the contractor bid discrepancy and the challenge of receiving two contractor bid protests, Mr. Alm and Mr. Lopez provided an overview of the outline of events and potential challenges that could be sought. The Board must make a determination before awarding the contract to any bidder, finding whether the bid was non-responsive or responsive, award to the second low bidder, reject all bids, and so forth. In response to a question from Member Lauritzen of whether the proposer could resubmit their proposal since they made an error, Mr. Alm replied no. He explained that both contractors cited the applicable law in their protests, which is very clear that once a bid is submitted it cannot be changed afterwards. A contract can be modified in some way after it has been let, if needed, however, it cannot be modified during the bid process. Chair Williams noted that since Carone admitted the errors, the issue seems to be of material. Mr. Lopez concurred and stated that past projects where an error was encountered, the contractor requested forgiveness and bid relief since their bid bond would be at stake. This has not occurred in this situation. In reviewing the Alternatives/Considerations section, staff does not recommend rejecting all the bids as the price may likely escalate. Moreover, the bids received were good submittals and a rebid would pose the risk of losing interested contractors. Mr. Alm inquired if the Committee had any recommendation of additional information it would like presented to the Board. The Committee stated the material and presentation were very clear and no further information was recommended. COMMITTEE ACTION: Received the information and forwarded to the Board for determination and approval. 5. Announcements Mr. Lopez announced a new development in the Pump Station Upgrades, Phase 1 project. At the March 23, 2021 Committee meeting, staff presented a recent change in the Bay Area Air Quality Management District (BAAQMD) requirements for Tier 4 emission controls for 1,000 horsepower diesel driven emergency standby generators for the subject project. April 15, 2021 Regular Board Meeting Agenda Packet- Page 177 of 185 Page 5 of 10 Engineering & Operations Committee Minutes April 7, 2021 Page 4 Although staff is actively pursuing resolution with BAAQMD, the project is under construction and time is of the essence for various aspects. Staff recommends purchasing the necessary Tier 4 compliance equipment to meet the construction schedule and avoid any major delays or impacts to the project. The driver to purchase the equipment in parallel with BAAQMD reconciliation is due to wet weather season preparation that would require standby generator backup. The generator equipment needs to be received no later than September for installation and to commission the equipment prior to December rains. If this is not remedied in short order, expensive equipment rental may be required. Board authorization is required for any construction change order exceeding $200,000. The estimated value of the compliance equipment is valued at $419,500; therefore, staff will present a draft Position Paper to the Committee at the April 20 meeting seeking Committee recommendation of Board approval to authorize a change order for the standby generator upgrades. 6. Suggestions for Future Agenda Items None. 7. Future Scheduled Meetings a. Tuesday, April 20, 2021 at 11:00 a.m. Tuesday, May 11, 2021 at 11:00 a.m. Tuesday, June 1, 2021 at 11:00 a.m. b. Ms. Young stated that, due to the one-hour time duration allotted for these meetings, staff is requesting additional meetings to meet project schedules. Three additional special meetings were presented; the Committee confirmed these dates were acceptable. Tuesday, March 25, 2021 at 11:00 a.m. Tuesday, June 22, 2021 at 11:00 a.m. Tuesday, July 27, 2021 at 11:00 a.m. 8. Adjournment— at 12:13 p.m. * Attachment April 15, 2021 Regular Board Meeting Agenda Packet- Page 178 of 185 Page 6 of 10 Item 4.a. (Handout) BIDDING OF THE CONTRACTOR STAGING IMPROVEMENTS DISTRICT PROJECT 7375 Engineering & Operations Meeting April 7, 2021 �1 Edgar J. Lopez, P.E. Capital Projects Division Manager PROJECT LOCATION I TER ° 1 \ EONw r vfJ\MAL$MAN GORiRAGNRSTn&RG iYPRpv[LERTS PROJECT OE4iMCVROJECT I]i5 2 CENTRALSAN 1 April 15, 2021 Regular Board Meeting Agenda Packet- Page 179 of 185 Page 7 of 10 CAPPED PROPERTY PLAW RaWf DR 0 4r 8 a LJt' newnon TANK t ` IEGM �TCOUR LUN CAPPED PPOPOM 7 r 3 CENTRALSAN PROPOSED IMPROVEMENTS Staging area utilities, access, trailers, and restrooms; Contractor receiving, storage, and parking areas; New entrance from Imhoff Drive, emergency access, and new security guard facility; Improved roadways, fencing, and automated gates; Separate construction from daily District operations; Recreational Vehicle (RV) Receiving Station, if approved; and Security and Safety Improvements: Site lighting Fencing and signage Security cameras and badging system 5 .. 4 WMW�fflff-M, 2 April 15, 2021 Regular Board Meeting Agenda Packet- Page 180 of 185 Page 8 of 10 BID SUMMARY ENGINEER'S ESTIMATE: $4.000.000 NO. BIDDER BID PRICE 1 Carone&Company, Inc. $3,819,700- 2 McGuire&Hester $4,001,000 I 3 O.C.Jones&Sans,Inc. $4,249,500 4 NTK Construction,Inc. $4,506,700 5 Aztec Consultants,Inc. $4,731,390 Bid non-responsive. s BID ITEM 5 AND 6 COMPARISON Bid Item 5 Bid Item 6 Extended Cost Extended Cost Aztec Consultants,Inc. $458,000 $56,000 McGuire&Hester $285,000 $12,000 NTK Construction,Inc. $325,000 $44,000 O.C.Jones 9 Sons.Inc. $270.000 320,000 AVERAGE From Bids $334,750 $33,000 Engineers Eshmate $325,000 $35,000 Ca ro ne&Company,Inc. $112,500 $137,000 • These items are for disposal of contaminated soils in the "Capped Property" and pose the most significant risks to the cost of the project. 6 CENTRAILSAN 3 April 15, 2021 Regular Board Meeting Agenda Packet- Page 181 of 185 Page 9 of 10 PROTEST Carone & Company (Carone), the apparent low bidder, made significant errors in their bid and has acknowledged the mistakes. Staff can not recommend waiving the errors and therefore, determined Carone's bid to be non- responsive. Carone has protested McGuire & Hester's (M&H) bid, claiming the bid as unbalanced and would honor the original Carone bid total. Staff evaluated Carone's bid protest and does not find the M&H bid to be so unbalanced as to cause it to be non-responsive. Therefore, staff recommends that M&H bid is responsive. ll CENTRALSAN BOARD ALTERNATIVES The following alternatives are not recommended by staff: Reconsider Carone's bid and/or declare them a responsive bidder. Reject all bids, postpone, and/or rebid the project. Reject the additive bid item for the RV Receiving Station. � 8 4 April 15, 2021 Regular Board Meeting Agenda Packet- Page 182 of 185 Page 10 of 10 RECOMMENDED COMMITTEE ACTIONS • Receive the information and forward it to the Board for determination and award at the April 15, 2021 Board Meeting. ZIA 9 CENTRALSAN QUESTIONS? CENTRALSAN 110 5 April 15, 2021 Regular Board Meeting Agenda Packet- Page 183 of 185