HomeMy WebLinkAboutStaff Report Agenda Item #3.C 02/23/2015DATE:
TO:
FROM:
SUBJECT:
February 23, 2015
Honorable Mayor and Members of the City Council through City Manager
Dan St. John, F.ASCE — Director, Public Works and Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works and Utilities . L
Resolution Authorizing Award of Contract for the Ellis Creels Headworks Screen
Upgrade Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the Award of
Contract for the Ellis Creek Headworks Screen Upgrade Project.
BACKGROUND
This construction project will upgrade the screening process within the headworks of the City's
Ellis Creek Water Recycling Facility (ECWRF), located at 3890 Cypress Drive in Petaluma. The
plant, in operation since early 2009, was designed in accordance with industry standards in effect
at the time to remove debris, including rags. However, the ECWRF and many other sewage
treatment systems in America, has been significantly impacted by the introduction and rapid
popularity of the disposable wipe products (e.g. hand wipe). Disposable wipes are routinely
placed in the toilet and cause major problems in sewer pumps because they tend to shred and
bind within the pump volute. Frequent maintenance to clear the pump is required.
The preliminary step in the treatment process is the influent headworks screens where coarse
materials, such as rocks, rags, branches, bottles and plastics, are removed. The existing screening
system includes one manual bar screen and two mechanical bar screens installed in three separate
concrete channels. Each mechanical bar screen is equipped with a dedicated washer and debris
compactor. The existing headworks screens allow certain materials, particularly non -woven
disposable wipes such as "handiwipes", to pass through and negatively impacts downstream
pumps and basins.
The impact of these products to the wastewater industry is well documented in the literature and
is reflected in the significant mechanical hardships and maintenance time required to "de -rag"
pumps and remove tightly wound clumps of rags downstream of the headworks within the liquid
and solid stream processes. ECWRF staff manually de -rags sludge pumps up to three times each
week. The growing popularity of baby, personal and disinfectant wipes and the improper
disposal of these items in the toilet causes serious problems because the wipes do not break down
like toilet paper, thus creating solids build up in tankage and disruptions to the solids handing
system. The existing headworks screens were designed before these products rose in popularity.
City Council approved the procurement of the two Huber Screens for $470,923 on July 21, 2014.
Based on the design consultant's recommendation, it was decided to purchase the head works
screens outside of the construction contract. While this added a small amount to consultant and
staff costs, it greatly reduced construction costs by eliminating the contractor mark up, overhead
costs, equipment handling and storage. The benefit of this decision can be seen in the lower than
expected construction bids.
This construction project is for the removal of the existing screens and washers, installation and
start-up of the two new step screens with new washers.
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 November 24,
2014. On January 14, 2015, eight bids were received as follows:
Name of Bidder
Bid Total
C. Overaa & Co.
$ 416,500
Pacific Infrastructure Corporation
S 503,000
NMI Industrial
$ 521,007
Valentine Corporation
$ 598,369
West Bay Builders
$ 628,000
Myers & Sons Construction
$ 640,000
D.W. Nicholson Corporation
$ 661,125
Western Water Constructors, Inc.
$ 790,000
Engineer's Estimate
$ 1,100,000
Lowest Responsible Bidder
The lowest responsible bidder, C. Overaa & Co., has performed similar projects for the Cities of
Merced, Lodi, Willits, and Atwater. Staff verified that Contractor possesses a valid Class A
California Contractor's License, license number 106793, which expires on May 31, 2015, that
qualifies Contractor to perform the work.
Construction is scheduled to begin in March 2015 and to be completed in November 2015.
Construction management and inspection will be conducted by City staff, Kennedy/Jenks
Consultants, and AreSine Engineering.
FINANCIAL IMPACTS
The total approved Cl project budget for the Ellis Creek Headworks Screen Upgrade Project
(C66501306) was $2,322,000. The revised estimate is $1,948,240. The following is a
breakdown of the approved and revised CIP budgets:
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The project is funded through the wastewater capital fund. Any unused funds will be returned to
the wastewater CIP after completion of the project.
ATTACHMENTS
1. Resolution
2. Location Map
Approved
CIP Budget
Revised Estimate
Construction Contract (low bid)
$ 1,079,077
$ 416,500
Screen Procurement
$ 470,923
$ 470,923
Design
$ 40,000
$ 242,135
Salaries and Benefits
$ 32,000
Construction Management
(City)
$ 150,000
$ 68,000
Consultant Services during
Construction, Inspection, and
Programming
$ 0
$ 200,682
CIP Overheads
$ 50,000
$ 50,000
Contingency (Remaining
Budget)
$ 500,000
$ 500,000
TOTAL
$ 2,322,000
$ 1,948,240
The project is funded through the wastewater capital fund. Any unused funds will be returned to
the wastewater CIP after completion of the project.
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE
ELLIS CREEK HEADWORKS SCREEN UPGRADE PROJECT
WHEREAS, City staff has prepared construction bid documents and advertised for
construction the Ellis Creels Headworks Screen Upgrade Project, Project Number C66501306,
("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 November 24, 2014, and eight bids were received
and opened on January 14, 2015 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by C. Overaa &
Co. from Richmond, CA for $416,500; and
WHEREAS, staff has determined that the Contractor's bid satisfies the bidding
requirements for the Project; and
WHEREAS, staff has verified that C. Overaa & Co. possesses a valid California
Contractor's License, Class A, number 106793 that qualifies Contractor to perform the Project;
and
WHEREAS, the approved funds are available are in the 2014/2015 CIP waste water
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 Ellis Creek Headworks Screen Upgrade,
Project Number C66501306 and finds the bid of $416,500 to be the lowest, responsive
bid and further finds that C. Overaa & Co. is the lowest responsible bidder.
2. Awards the contract for the Ellis Creek Headworks Screen Upgrade Project, Project
Number 066501306 to C. Overaa & Co. in the amount of $416,500, the amount of the
lowest responsive bid, conditioned on C. Overaa & Co. timely executing the project
contract and submitting all required documents, including but not limited to, executed
bonds, certificates of insurance, and endorsements, in accordance with the project bid
documents.
3. Directs staff to issue a notice of award to C. Overaa & Co.
4
4. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by C. Overaa & Co. 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.
ELLIS CREEK WATER RECYCLING FACILITY
HEADWORKS SCREEN REPLACEMENT
PROJECT NO. C66501306
LOCATION MAP
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