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DATE: January 6,2014'
TO: Honorable Mayor and Members ofthe:CityCouncil through City Manager
FROM: Dan St.. 7
4 - Director, Public Works,& Utilities
LarryZinuriei-, '.E. Capital Projects Manager
SUBJECT: Resolution Rejecting:all Bids for the Victoria Pump Station.Upgrade Project
RECOMMENDATION
It is#ecornmended thafthe City Council reject all bids for the awardof contract for the Victoria
Pump Station Upgrade Project.
BACKGROUND
The Victoria Pump Station, built in:1991, is located_along Windsor Drive at the intersection of
West Haven Way in western Petaluma:(see attached location map): The;station pumps
wastewater from the Rock Ridge and Victoria subdivisions'east to a gravity line which flows to
the:C Street Pump'Station C,Street pumpstation pumps to the City's-Primary Influent.Pump
Station at Hopper Street where.it'is repumped to the EllisCreek Water Recycling Facility.
Victoria Pump Station is a critical pump station that does not operate at an acceptable level of
service. Improvements in security, motor control, and electrical components are necessary to
meet flow, reliability,safety, and'maintenance requirements.
The station is experiencing repeated,failures involving electrical feed lines to pump motors and
the automatic pump controls'which have reached the end of their service life.
The Victoria,Pump Station improvement project includes'replacement of pumps,and other
mechanical:equipment, electrical.equipment, site security alarms, lighting, instrumentation for
control of the'pump station, anctan:emergency backup enerator. The project-also includes
Supervisory.Control and Data Analysis (SCADA) programming;and radio repeater design to
integrate the pump station with the City's'overall wastewater SCADA system.,SCADA is being
incorporated into all pump stations,to allow remote monitoring and control as,a means to
improve the,reliability'of the sewer collection system. The originally bid project also included a
new portable generator of sufficient capacity to operate-the pump station, but it has been
determined that the portable'generator currently in use can function-indefinitely, and to be
available to support other temporary needs'ofthe utility.
The proposed action meets Council,Goal `Plan for and implement priority capital projects as
funding permits:"
Agenda Review'
City Attorney. _ - Finance Director City Math 1
DISCUSSION
The Notice Inviting Bids was,issued'on Sep tember 16, 2013. On October 23, 2013, three bids
were received as follows:
Name of Bidder Bid Total
Bartley Pump, Mc. $491,000
Pacific Infrastructure Corp. $492,000
Team Ghilotti, Inc: $589,849
Engineer's Estimate $355,000
City staff has found that the cost for the;portable generator and electrical equipment has
increased significantly since design development and the projectuhas exceeded the budgeted
amount for such a small.pump station.
Staff has reevaluated the benefit versus the cost of a permanent.generator'at'this location. The
higher than expected cost ofthisrproject prompted a discussion ofgenerator use throughout this
City. Staff believes the'portable'generator in use can remain at the pump station and be removed
on an as needed basis to support other,generator needs through the City. With Council consent
the project plans and specifications will be modified and the budget amended to remove purchase
of a new generator and the projectwtll be rebid.
FINANCIAL IMPACTS
It is?anticipated that removal of the generator from the plans will reduce the overall cost of this
project, by$50,000 to $70,000. The-CIP budget will be amended as necessary at the future award
after rebidding.
The approved CIP budget is $491,000 and approximately $150,000 has been expended to date
for planning, pre-engineering, assessments, and design.
Two privates Homeowners Associations (HOA's) will contribute to the upgrade costs for the
pump station. The West Haven and Victoria HOA's'both have recorded maintenance agreements
for the ongoing maintenance of the pump station. The West Haven impound.account, is
estimated to.have available project funds totaling $14;500. Victoria HOA, which was established
before west haven and includes;more parcels, will contribute,at the same monthly-impound rate
as West Haven, and available project funding froth that account is estimated at$46,800.
ATTACHMENTS
1. Resolution
2. Location Map,
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1 Attachment 1
RESOLUTION REJECTING ALL;BIDS FOR,THE
VICTORIA=PUMP'STATIONSUPGRADE PROJECT'
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WHEREAS, city staff.has•prepated.construction bid.docuinent •and`advertised for construction
of the Victoria Pump Station Upgrades, Project Number C66501002; and
WHEREAS,'in,accordance with the City of Petaluma Charter.and Municipal Code, California
Public Contract Code Section 20162 and other applicable law,.City sfaffsolicited bids for the
Project; and
WHEREAS,the project was bid on;September 16, 2013, and three (3)bids were received and
opened on October 23, 2013:(in accordance with applicable law; and
WHEREAS, All bids received for the project exceeded the budgeted amounts and bids; and
WHEREAS, staff has determined that rather than requiring the contractor to supply a new
generator, the existing portable generator can continue to be used; and
WHEREAS, removal of the,generator'froni the contract will significant,reduce the project costs;
and
NOW, THEREFORE,,BE IT RESOLVED that the City Council of the City hereby:
1. Rejectsallbids for the Victoria Pump Station Upgrade;.Project.
2: Directs staff to modify the plans and specification to_remove the requirementto purchase
and place a new generator and rebid the project.
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Attachment2
VICTORIA PUMP' STATION
DESIGN PROJECT - 2011
PROJECT NO .. C66501002
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LOCATION MAP
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