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Home My WebLink About04.b. Review draft Position Paper to authorize the General Manager to execute a construction change order in an amount up to $400,000 to include the Eccleston Avenue/Oak Park Blvd. Sewer Replacement adjacent to the new Pleasant Hill Library under the Col Page 1 of 4 Item 4.b. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER DRAFT MEETING DATE: MARCH 16, 2022 SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CHANGE ORDER I N AN AMOUNT UP TO $400,000 TO INCLUDE THE ECCLESTON AVENUE/OAK PARK BLVD. SEWER REPLACEMENT ADJACENT TO THE NEW PLEASANT HILL LIBRARY UNDER THE COLLECTION SYSTEM SEWER RENOVATION- PHASE 1, DISTRICT PROJECT 8451; AND FIND THE PROJECT IS EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT SUBMITTED BY: INITIATING DEPARTMENT: DAMASI0 ZEPEDA ARAGON, ASSOCIATE ENGINEERING AND TECHNICAL SERVICES- ENGINEER 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 execute a construction contract change order in an amount greater than $200,000. BACKGROUND Capital Projects staff has been meeting with the City of Pleasant Hill (City) and other utilities, such as the Contra Costa Water District, on a staff level to coordinate future construction activities and street paving plans. The efforts are aimed to coordinate utility work along with the City's plans for street rehabilitation and reduce the construction impacts to the public, neighborhoods, and residents. During a recent meeting, it was observed that one of Central San's sewers on Eccleston Avenue in Walnut Creek includes replacement that spans into Oak Park Blvd and the easement located at the Pleasant Hill Library project site, as shown in the attached map. These sewers were yet to be determined for replacement at the time Central San reviewed the City plans several years ago. Staff has deemed the sewers to be near the end of their useful life, and full replacement by open-trench method is required to properly install new sewers to current design standards. March 16, 2022 EOPS Regular Committee Meeting Agenda Packet- Page 8 of 20 Page 2 of 4 In total, approximately 700 feet of existing sewers are scheduled to be replaced due to the deficiencies on the Eccleston Avenue sewer. The scope of work also includes constructing sewer manholes, reconnecting side sewers, new sewer alignments, abandonment work, traffic control, permits, restoration of public right-of-way and private easements. The City plans to complete the Library project by the middle of this year and has requested that Central San minimize the construction impacts of the sewer work to its residents and patrons of the newly constructed library. Staff concurs and is recommending completing the work prior to the City's final paving and grand opening. To accomplish such an aggressive timeline, traditional bidding methods cannot be used and the work can be accomplished if contracted through one of Central San's current sewer construction contractors. Staff contacted three contractors and is obtaining quotes from two of them. The first is Andes Construction, I nc. (Andes)who recently completed the rehabilitation of 12,700 feet of sewer mains on the Lafayette Sewer Renovations, Phase 14 project. The second being K.J. Woods Construction (K.J.)who is currently working on the North Orinda Sewer Renovations, Phase 8 project. A third contractor was contacted but due to scheduling, a quote will not be obtained. Central San does not have a contractor focused in Pleasant Hill at this time. Andes and K.J. are experienced with District projects and are familiar with project area and jurisdiction requirements. The respective quotes will be finalized soon; staff is expecting the costs be under$400,000. For reference, the engineer's estimate is $360,000; however, staff is seeking additional authority as contingency since an increase in costs for fuel and materials is anticipated. The construction contracts issued for sewer renovation projects has provisions to allow Central San to include additional sites within the scope of the contract work for public sewers that may need to be replaced on an urgent timeline or in case of emergency. Avoiding construction impacts to the community has always been a Central San priority and, due to sewer replacement timing and coordinating with the City's project and requirements, the replacement of the sewer is considered urgent and can be added to an active construction contract. California Environmental Quality Act (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 the same locations and with the same purpose. Any capacity increases are for non-growth inducing, wet weather purposes. Approval of this project will establish the Board's independent finding that this project is exempt from CEQA. ALTERNATIVES/CONSIDERATIONS Consider or request working with the City's contractor to perform the work. The City and Central San entered into a Joint Powers Agreement early in the library project construction to relocate a Central San sewer on the City property; however, the underground contractor has since demobilized and the sewer work is beyond the jurisdiction of Pleasant Hill. The sewers require replacement; therefore, the Board has very limited alternatives, but could consider bidding the work as a stand-alone project or as part of an upcoming sewer renovation project. This would delay the work and yield a negative impact to the local neighborhood residents and library. Staff does not recommend any approach that adds time beyond the new library grand opening. The contractor performing the work is typically known and provided at the time the Board authorizes the General Manager for the change order. However, due to the uncertainty and long lead items, such as procuring the sewer pipes and manholes, staff is requesting the higher authority with contingency added as a budgetary amount and receive the final quotes from Andes and K.J. The lowest quote will be used for March 16, 2022 EOPS Regular Committee Meeting Agenda Packet- Page 9 of 20 Page 3 of 4 the sewer work and staff intends to update the final Position Paper prior to providing to the full Board for approval, if possible. FINANCIAL IMPACTS The total estimated budget for the work is approximately$475,000, which includes the change order costs with the contractor, permits, staff and consultant time, and contingency. To fund the work, staff will charge all costs to the Collection System Sewer Renovation, Phase 1, District Project 8451. This program project has adequate funding and has a budget of$5.6 million as shown on page 211 in the Fiscal Year 2021-22 Budget. COMMUNITY OUTREACH Staff has been in close coordination with the City of Pleasant Hill regarding this work throughout the design process. Both Central San and the City of Pleasant Hill agree that the impact to the community should be minimized by completing this work prior to the new library's grand opening. Staff has been in contact with the local and impacted residents and continue to do so. Construction notification will be issued and additional outreach will be conducted prior to any construction work. COMMITTEE RECOMMENDATION The Engineerinq and Operations Committee considered this matter at its March 16, 2022 meeting and recommended RECOMMENDED BOARD ACTION Staff recommends the following Board action: 1. Find the project is exempt from CEQA; and 2. Authorize the General Manager to execute a construction change order in an amount up to $400,000 to include the Eccleston Avenue/Oak Park Blvd. Sewer Replacement adjacent to the new Pleasant Hill Library under the Collection System Sewer Renovation- Phase 1, District Project 8451. Strategic Plan Tie-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service, Strategy 2—Maintain a positive reputation GOAL FIVE:Infrastructure Reliability Strategy 1—Manage assets optimally to prolong their useful life, Strategy 2—Execute long-term capital renewal and replacement program ATTACHMENTS: 1. Location Map March 16, 2022 EOPS Regular Committee Meeting Agenda Packet- Page 10 of 20 Page 4 of 4 Eccleston Ave / Oak Park Sewer Renovations Pleasant Hill / Walnut Creek Boundary Map Date:3/10/2022 Martinez •�� Concord Boyd-Rd Pleasant Hill Detail Q Area Beatrice-Rd Walnut Creek Roberta-Ave •�� ` Qa m` Pleasant Hill Library a Ifo L � Es Z Oak-Park-Blvd Rogers-Ave Hudson-Ave SSun-Valley-Dr un-Sun Eccleston-Ave En m Sunny vale- ve l I I I Geary-Rd Treat:Blvd Pioneer Ave - Project Location Q Pleasant Hill Q Walnut Creek Q Unincorporated Area Note: 0 1,000 Map Displayed in North American Datum of 1983 Attachment Central San data as of March 2022. Feet California State Plane,Zone III FIPS 0403,US Feet 1 March 16, 2022 EOPS Regular Committee Meeting Agenda Packet- Page 11 of 20