REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Sanitary Sewer Condition Assessment Repairs Project - Phase 2 (CE 18-19-09)
Report
BACKGROUND
The Water & Sewer Utilities Department manages the Sanitary Sewer Condition Assessment Program (Condition Assessment Program) using the National Association of Sewer Service Companies (NASSCO) Pipeline Assessment Certification Program (PACP) guidelines. The PACP guidelines are used to inspect the sanitary sewer collection system, evaluate defects, and prioritize repairs for approximately 270 miles of pipeline in the City’s sanitary sewer collection system. The defects are rated on a scale of 1 to 5 based on the significance of the defect, with 1 being minor and 5 being the most significant. Currently, the City is prioritizing the repair of defects that are rated 5.
While Water & Sewer Utilities Department crews perform spot repair work on sanitary sewer mains, significant repairs that are complex due to factors such as traffic control, repair length, pipe size, and pipe depth, are referred to the Department of Public Works (DPW) to develop design and construction documents for a public works contract.
There are approximately 38 sanitary pipeline segments that are identified for repairs. These segments have been packaged into two construction contracts, Phase 1 and Phase 2. The work was separated into phases to: 1) combine similar work in terms of scope, permitting and environmental impact, 2) obtain competitive pricing 3) and complete the work more quickly.
The Sanitary Sewer Condition Assessment Repairs Project - Phase 2 (Project) will repair defects in the sanitary sewer collection system identified through the Condition Assessment Program. The scope of work for Phase 2 of the Project involves replacing or rehabilitating sanitary sewer mains along 12 pipeline segments at various locations citywide. These sanitary sewer repairs are completed using an open cut trenching method, replacing approximately 1,100 linear feet of pipeline ranging in diameter size from 6-inches to 24-inches. A map of the repair locations is included in this report (Attachment 1). Ancillary work includes reinstating affected sanitary sewer laterals, traffic control, sanitary sewer flow bypassing, and other incidentals necessary to complete the project.
The March 21, 2013 settlement agreement between the City of Santa Clara and Northern California River Watch (NCRW) requires the City to repair any significant (PACP grade 5) defects on the sanitary sewer collection system located within 150 feet of waterways within three years of identification of the defect. Six pipeline segments in this construction contract fall within this category, with the timeframes for repairs to be completed ranging from December 7, 2019 to February 7, 2020 (based upon the individual pipeline segment and its date of being identified as significantly defective). Award of the construction contract will allow construction of these repairs to commence to comply with the timelines associated with the settlement agreement.
DISCUSSION
On July 24, 2019, bids were opened for construction of the Project. Seven bids were received ranging from $685,590 to $1,181,240 (Attachment 2). JMB Construction, Inc. (JMB) submitted the lowest bid in the amount of $685,590, which is 21.9 percent below the Engineer’s Estimate of $877,700.
JMB’s bid was reviewed for compliance with the terms and conditions of the Bid Documents and was determined to be the lowest responsive and responsible bidder. Staff recommends awarding the contract to JMB. Construction of the Project is estimated to start shortly after the contract is awarded and is anticipated to be completed by spring 2020.
ENVIRONMENTAL REVIEW
In fall 2018, the environmental consulting firm Redtail Consulting performed an environmental screening process in order to identify the appropriate level of environmental review for each of the current repairs to be completed by DPW. Each of the repairs was evaluated as a standalone project since each repair would address a separate, specific problem with a known extent, and each repair would be worth undertaking even if other nearby repairs could not be completed for some reason. All repair projects being considered in this construction contract are exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15301, “Existing Facilities,” as each 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 $685,590 plus approximately 15 percent contingency, or $102,840, for any potential change orders, for a total not-to-exceed contract amount of $788,430. Staff recognizes the potential unknowns and challenges of working with the existing underground infrastructure and hence recommends a 15 percent construction contingency for this Project. There is sufficient funding in the project budget (594-1912) 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 Water & Sewer Utilities Department, 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 Sanitary Sewer Condition Assessment
Repairs Project - Phase 2 (CE18-19-09) to the lowest responsive and responsible
bidder, JMB Construction, Inc., in the amount of $685,590 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 $102,840, for a total not-to-exceed amount of
$788,430.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Repair Location Map
2. Bid Summary