HomeMy WebLinkAboutStaff Report 3.B 12/15/2014DATE: December 15, 2014
Agenda Item #3.,S
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St' Jo .ASCE — Director, Public Works and Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Authorizing Award of Contract for the Victoria Lift Station Upgrade
Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the Award of
Contract for the Victoria Lift Station Upgrade Project.
The Victoria Pump Station, built in 1991, is located along Windsor Drive at the intersection of
West Haven Way in western Petaluma as shown on attached location map. The station pumps
wastewater from the Rock Ridge and Victoria subdivisions east into the City sewer system,
which ultimately flows to the City's Ellis Creek Water Recycling Facility. Victoria Pump Station
is a critical pump station that does not currently operate at an acceptable level of service. The
Council approved the CIP project (C66501002) in FY 14/15 to address improvements needed for
security, motor control, and electrical components necessary to meet reliability, safety, and
maintenance requirements.
The station experiences repeated failures involving electrical service 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, and instrumentation for control of the pump
station. 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. This project was previously bid in late 2013 but included a new portable generator
capable of operating the pump station and resulted in bids coming in higher than the project
budget. Staff re-evaluated use of portable generators and determined that they are sufficient to
support the temporary needs of the utility. Bids were rejected in January 2014. The project was
repackaged without the generator and re -bid.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
Staff prepared the project design documents and issued a Notice Inviting Bids on September 30,
2014. On November 12, 2014, six bids were received as follows:
Name of Bidder
Bid Total
Clyde D. Steagall, Inc.
$ 395,095 Lowest Responsible Bidder
Koch & Koch, Inc.
$ 415,955
Pacific Infrastructure Corporation
$ 458,000
West Bay Builders
$ 479,000
Stiles Construction Company
$ 494,900
D.W. Nicholson Corporation
$ 548.144
Engineer's Estimate
$ 440,000
The lowest responsible bidder, Clyde G. Steagall, Inc., has performed similar projects for the
East Bay MUD, City of Clovis, Yuba City, and the City of Colusa. Staff verified that Contractor
possesses a valid Class A California Contractor's License, license number 389542, which expires
on May 31, 2016, that qualifies Contractor to perform the work.
Construction is scheduled to begin in February 2015 and to be completed in June 2015.
Construction management and inspection will be conducted by City staff and AreSine
Engineering.
FINANCIAL IMPACTS
The total project budget for the Victoria Lift Station Project (C66501002) is $700,000. The
following is a breakdown of the approved CIP budget:
The project is funded through the waste water capital fund. Two private Homeowners
Associations (HOAs) will contribute to the upgrade costs for the pump station at the conclusion
of the project. The West IIaven and Victoria HOAs both have recorded maintenance agreements
Approved
CIP Budget
Revised Budget
Construction Contract (low bid)
$440,000
$395,095
Design and Planning
$ 88,000
$104,905
Administration
$ 11,000
$ 11,000
Salaries and Benefits
$ 29,000
$ 55,000
Construction Management
$ 50,000
$ 0
Programming & Inspection
$ 30,000
$ 47,000
CIP Overheads
$ 7,000
$ 7,000
Contingency
$ 45,000
$ 80,000
TOTAL
$700,000
$700,000
The project is funded through the waste water capital fund. Two private Homeowners
Associations (HOAs) will contribute to the upgrade costs for the pump station at the conclusion
of the project. The West IIaven and Victoria HOAs 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. The 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 from that account is estimated at $48,000. Both
HOAs have been notified of the City's intent to access the available funds in accordance with the
existing maintenance agreements. Staff contacted both HOAs in late 2013 regarding the
agreement and project funding. Staff contacted the Victoria HOA by phone recently regarding
the project status and contributing amount of funds to be contributed at the project completion.
ATTACHMENTS
I. Resolution
2. Location Map
Attachment I
RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE
VICTORIA LIFT STATION UPGRADE PROJECT
WHEREAS, City staff has prepared construction bid documents and advertised for construction
the Victoria Lift Station Upgrade Project, Project Number C66501002, ("the Project"); and
WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California
Public Contract Code Section 20162 and other applicable law, City staff solicited bids for the
Project; and
WHEREAS, the Project was bid on September 30, 2014, and six bids were received and opened
on November 12, 2014 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by Clyde G. Steagall, Inc.
from Loomis, CA for $395,095; and
WHEREAS, staff has determined that the Contractor's bid satisfies the bidding requirements for
the Project; and
WHEREAS, staff has verified that Clyde G. Steagall, Inc. possesses a valid California
Contractor's License, Class A, number 389542 that qualifies Contractor to perform the Project;
and
WHEREAS, the Project is categorically exempt pursuant to California Environmental Quality
Act (CEQA) and Title 14, the California Code of Regulations ("CEQA" Guidelines"), Section
15302, because the Project consists of replacement and reconstruction of existing utility systems
and/or facilities involving negligible or no expansion of capacity; and
WHEREAS, the approved funds are available are in the 2014/2015 CIP wastewater system
budget.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma
hereby:
1. In accordance with the City of Petaluma Charter and Municipal Code, California Public
Contract Code Section 20162 and other applicable law, waives any and all non-
conformance in the bid of Contractor for the Victoria Lift Station Upgrade, Project
Number C66501002 and finds the bid of $395,095 to be the lowest, responsive bid and
further finds that Clyde G. Steagall, Inc. is the lowest responsible bidder.
2. Awards the contract for the Victoria Lift Station Upgrade Project, Project Number
066501002 to Clyde G. Steagall, Inc. in the amount of $395,095, the amount of the
lowest responsive bid, conditioned on Clyde G. Steagall, Inc. timely executing the project
contract and submitting all required documents, including but not limited to, executed
4
bonds, certificates of insurance, and endorsements, in accordance with the project bid
documents.
3. Directs staff to issue a notice of award to Clyde G. Steagall, Inc.
4. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by Clyde G. Steagall, Inc. of the signed project
contract and all other required documents, including but not limited to, executed bonds,
certificates of insurance, and endorsements, in accordance with the project bid documents.
Attachment 2
VICTORIA PUMP STATION
DESIGN PROJECT - 2011
PROJECT N O . C66501002
LOCATION MAP
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Project Site
CHAPMAN LANE
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WEST HAVEN WAY4
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