REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Westside Retention Basin Pump Replacement Project
Report
BACKGROUND
The Westside Retention Basin Pump Station is located in the northern part of Santa Clara, bounded by Great America Parkway to the East and Old Mountain View-Alviso Road to the North (Attachment 2). The Pump Station has served a large water run-off catchment area for over 44 years and is considered one of the most critical stormwater infrastructures for the City. During construction of the Westside Retention Basin Desilting project, a condition assessment of the pump wet well and pumps was performed while the station wet well was drained. The condition assessment revealed that the existing pumps and motors are in a severely degraded condition. The efficiency of the existing pumps and motors is significantly reduced, and the various structural components have deteriorated. The current condition of the pumps requires immediate replacement.
The Westside Retention Basin Pump Replacement Project will replace all five pumps (three large pumps and two dry weather flow pumps), associated motors, appurtenances and structural components. The scope of work also includes the removal of electrical conduits and conductors between the motor control center and pump motors; furnishing and installing new electrical conduits and conductors for the new pumps; and modifying electrical controls.
DISCUSSION
On April 24, 2019, bids were opened for construction of the Project. Three bids were received ranging from $798,000 to $934,018 (Attachment 1). Anderson Pacific Engineering Construction, Inc. (APEC) submitted the lowest bid in the amount of $798,000, which is 25.5 percent below the Engineer’s Estimate (EE) of $1,071,500. The EE was prepared based on cost of materials, equipment, labor projections and previously completed projects of similar size and nature of work. The EE also considered the current bidding climate where contractors have abundant civil engineering work in the greater Bay Area. The difference between the EE and the lowest bid may be attributed to the fact that APEC is a local firm and has extensive experience in pump replacement work that can complete the project efficiently.
APEC’s bid was reviewed for compliance with the terms and conditions of the Bid Documents and has been determined to be the lowest responsive and responsible bidder. Staff recommends awarding the contract to APEC.
Construction of the Project is anticipated to start in the summer of 2019. Due to an extended lead time to size and order new pumps and motors, construction completion is scheduled for the fall of 2020.
ENVIRONMENTAL REVIEW
This Project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301, “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.
FISCAL IMPACT
The cost of the contract is $798,000 plus approximately 15 percent contingency, or $119,700, for any potential change orders for a total not-to-exceed contract amount of $917,700. Staff recognizes the potential unknowns and challenges working with the existing facility and hence recommends a 15 percent construction contingency for this Project. There is sufficient funding in the project (535-1842) that was previously approved in the FY 2018/19 and FY 2019/20 Adopted Capital Improvement Program Budget.
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Award the Public Works Contract for the Westside Retention Basin Pump Replacement Project (CE17-18-16) to the lowest responsive and responsible bidder, Anderson Pacific Engineering Construction, Inc., in the amount of $798,000 and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project; and
2. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $119,700, for a total not to exceed amount of $917,700.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary
2. Storm Drain Pump Station Map