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Home My WebLink About08. Award a construction contract for North Orinda Sewer Renovations-Phase 8, DP 8463 Page 1 of 7 Item 8. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: AUGUST 19, 2021 SUBJECT: AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $2,838,000 TO K.J. WOODS CONSTRUCTION, INC., THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR THE NORTH ORINDA SEWER RENOVATIONS, PHASE 8, DISTRICT PROJECT 8463; FIND THAT THE PROJECT IS EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT; AND AUTHORIZE UP TO A 15-PERCENT CONTINGENCY 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 General Manager ISSUE The Board of Directors (Board) must award the contract or reject bids within 50 days of the bid opening. The General Manager also needs authorization to execute the Contract Documents subject to submittal requirements and include up to a 15-percent contingency for the project. BACKGROUND Novel Coronavirus (COVID-19) Impact: In the midst of COVI D-19, Central San continues construction activities as an essential service and infrastructure provider under guidelines provided by 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 August 19, 2021 Special Board Meeting Agenda Packet- Page 40 of 77 Page 2 of 7 includes strict provisions to mitigate the spread of COVI D-19, such as personal protective equipment, handwashing stations, and other safety items, practices, and procedures as guidelines become more restrictive or lessen. The North Orinda Sewer Renovations, Phase 8, District Project 8463 (Project) is part of the Collection System Program of the Capital Improvement Budget (CI B). Its aim is to replace or rehabilitate deteriorated sewer infrastructure 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. This Project will replace or rehabilitate approximately 9,900 feet of small 6-to 8-inch diameter sewer mains, utility access holes, and other work within public rights-of-way and private easements. Staff prepared the plans and specifications for the Project. Construction methods primarily include open trench and pipe bursting. Attachment 1 provides an overview map of all the site locations. The Engineer's estimate for construction was $3,800,000. The Project was advertised on July 19 and 26, 2021. Seven bids ranging from $2,838,000 to $4,185,210 were received and publicly opened on August 5, 2021. The Capital Projects Division conducted a technical and commercial review of the bids and determined that K.J. Woods Construction, Inc. (K.J. Woods) is the lowest responsive and responsible bidder with a total bid amount of $2,838,000. The bid submitted by K.J. Woods did contain a discrepancy in providing all wet signatures; however, staff considers this discrepancy as immaterial as K.J. Woods clarified that this was a clerical error. Attachment 2 provides a summary of the bids received. Central San will administer the construction contract and provide construction management, resident engineering, survey, administration, and submittal review. Central San has engaged a consultant under an existing agreement to provide inspection services. California Environmental Quality Act (CEQA) Staff has concluded that this Project is exempt from CEQA under Central San CEQA Guidelines Section 15302. It involves the replacement of existing facilities at 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 there is no possibility that the Project 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 distances involved, and Central San's mitigating construction specifications. These specifications are standardized general and special conditions in the Project bid documents to address environmental considerations, such as protecting trees and riparian areas. They comply 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. FINANCIAL IMPACTS The total estimated Project cost is $4,304,000. The cost includes planning, design, bid price, contingency, construction management, staff, and consultant costs as detailed in Attachment 3. The Project budget of $5.3 million is shown on page 217 of Central San's Fiscal Year 2021-22 Budget. Staff will transfer the approximate $1 million savings for the Project to the Cl B Contingency account. August 19, 2021 Special Board Meeting Agenda Packet- Page 41 of 77 Page 3 of 7 Staff recommends a 15-percent contract contingency on this Project. The contingency would cover additional urgently needed repairs or replacement of nearby sewers and for any unforeseen conditions that may be encountered during the renovation work. 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 2021 informing residents of the design work. Throughout the course of design, staff addressed email and phone inquiries about the Project and conducted face-to-face outreach with several easement homeowners. Due to COVI D-19, staff was creative in preparing residents for construction. I n place of a public meeting, staff supplied a video presentation on the Central San website. Additionally, the public was encouraged to reach out with any other questions or concerns. To date, all questions and concerns received have been answered and addressed. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this matter at its meeting on August 10, 2021 and recommended 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 $2,838,000 to K.J. Woods Construction, Inc., the lowest responsive and responsible bidder for the North Sewer Renovations, Phase 8, District Project 8463; and 3. Authorize the General Manager to execute the Contract Documents subject to submittal requirements and include up to a 15-percent contingency. Strategic Plan re-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service 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, Strategy 3—Protect personnel and assets from threats and emergencies GOAL SEVEN:Agility andAdaptability Strategy 1—Maintain a safe working environment for employees and the public during the COVID-19 pandemic August 19, 2021 Special Board Meeting Agenda Packet- Page 42 of 77 Page 4 of 7 ATTACHMENTS: 1. Project Location Map 2. Summary of Bids 3. Post Bid/P reconstruction Estimate August 19, 2021 Special Board Meeting Agenda Packet- Page 43 of 77 Page 5 of 7 North Orinda Sewer Renovations Phase 8 District Project 8463 Map Date:7/22/2021 t Br/o'�eS Rosen oir Martinez .� Illllllllll� I 5° c �i�° • Pleasant Hill Detail Area qu Walnut �aCreek Orinda Lafayette 8463 Lombardy, Miner-Rd m` U � �Espiral o� do m � 8463 8463CD N 8463 C 8463 Canon c:U �T �a 8463 0� 8463 �aties 6� ay �c d Project Location and Number Note: 0 1,000 2,000 Map Displayed in North American Datum of 1983 Attachment Central San data as of July 2021. Feet California State Plane,Zone III FIPS 0403,US Feet 1 August 19, 2021 Special Board Meeting Agenda Packet- Page 44 of 77 Page 6 of 7 ATTACHMENT 2 NORTH ORINDA SEWER RENOVATIONS, PHASE 8 DISTRICT PROJECT 8463 SUMMARY OF BIDS PROJECT NO.: 8463 NO. OF ADDENDA: 1 DATE/TIME: AUGUST 5, 2021/12:00 PM PROJECT NAME: NORTH ORINDA SEWER RENOVATIONS, PHASE 8 PROJECT MANAGER: JASON FITCH PROJECT LOCATION: CENTRAL SAN SERVICE AREA ENGINEER'S ESTIMATE: $3,800,000 NO. BIDDER BID PRICE K.J. Woods Construction, Inc. $2,838,000 San Francisco, California ' Cratus, Inc. 2 San Francisco, California $3,182,625 3 D'Arcy and Harty Construction, Inc. $3,257 426 San Francisco, California ' 4 California Trenchless, Inc. $3,637,730 Hayward, California 5 Bay Pacific Pipelines, Inc. $3,959,576 Novato, California Ranger Pipelines, Inc. 6 San Francisco, California $4,093,101 Precision Engineering, Inc. 7 San Francisco, California $4,185,210 BIDS OPENED BY: /s/Katie Young DATE: August 5, 2021 August 19, 2021 Special Board Meeting Agenda Packet- Page 45 of 77 Page 7 of 7 ATTACHMENT 3 NORTH ORINDA SEWER RENOVATIONS, PHASE 8 DISTRICT PROJECT 8463 POST-BID/PRECONSTRUCTION ESTIMATE % Of Item Description Amounts Construction No. Cost 1. CONSTRUCTION a. Construction Contract $2,838,000 b. 15% Contingency $426,000 c. Permits $50,000 SUBTOTAL - CONSTRUCTION COST $3,314,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Construction Management $190,000 - Public Relations/Right-of-Way $30,000 - Operations (Collection System Operations) $30,000 b. Consultants - Inspection (including geotechnical and structural) $190,000 - Material Testing/Arborist/Others $40,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $480,000 14% 3. PREBID EXPENDITURES a. Engineering (Design, Survey, Right-of-Way, Drafting) $510,000 SUBTOTAL - PREBID EXPENDITURES $510,000 15% 4. TOTAL ESTIMATED PROJECT COST $4,304,000 August 19, 2021 Special Board Meeting Agenda Packet- Page 46 of 77