HomeMy WebLinkAbout10-16-18 EO&WR Committee PacketOTAY WATER DISTRICT
ENGINEERING, OPERATIONS & WATER RESOURCES COMMITTEE MEETING
and
SPECIAL MEETING OF THE BOARD OF DIRECTORS
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY, CALIFORNIA
Board Room
TUESDAY
October 16, 2018
12:00 P.M.
This is a District Committee meeting. This meeting is being posted as a special meeting
in order to comply with the Brown Act (Government Code Section §54954.2) in the event that
a quorum of the Board is present. Items will be deliberated, however, no formal board actions
will be taken at this meeting. The committee makes recommendations
to the full board for its consideration and formal action.
AGENDA
1. ROLL CALL
2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JU-
RISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
DISCUSSION ITEMS
3. AWARD A CONTRACT TO ERS INDUSTRIAL SERVICES, INC. FOR THE RALPH W.
CHAPMAN WATER RECLAMATION FACILITY FILTER MEDIA AND NOZZLES RE-
PLACEMENT PROJECT (CIP R2145) IN AN AMOUNT NOT-TO-EXCEED
$115,765.58 (BEPPLER) [5 minutes]
4. APPROVE A $25,000 (FROM $150,000 TO $175,000) INCREASE TO THE CIP
R2118 BUDGET AND AWARD A CONSTRUCTION CONTRACT TO THARSOS, INC.
FOR THE RALPH W. CHAPMAN WATER RECLAMATION FACILITY HEADWORKS
IMPROVEMENTS (CIP S2051) AND STEELE BRIDGE SEWAGE PUMP STATION
WET WELL IMPROVEMENTS (CIP R2118) PROJECT IN AN AMOUNT NOT-TO-
EXCEED $223,490 (BEPPLER) [5 minutes]
5. APPROVE DECREASING THE CIP P2574 BUDGET IN THE AMOUNT OF $360,000
(FROM $2,000,000 TO $1,640,000), INCREASING THE CIP P2625 BUDGET IN THE
AMOUNT OF $710,000 (FROM $1,500,000 TO $2,210,000), AND AWARD A CON-
STRUCTION CONTRACT TO CASS ARRIETA FOR THE VISTA VEREDA (CIP
P2574) AND HIDDEN MESA ROAD (CIP P2625) WATER LINE REPLACEMENT
PROJECT IN AN AMOUNT NOT-TO-EXCEED $2,848,364 (BEPPLER) [5 minutes]
2
6. APPROVE INCREASING THE OVERALL BUDGET FOR CIP S2024, CAMPO ROAD
SEWER REPLACEMENT PROJECT, IN THE AMOUNT OF $230,000 (FROM
$10,300,000 TO $10,530,000) AND APPROVE CHANGE ORDER NO. 3 TO THE
PROJECT’S EXISTING CONSTRUCTION CONTRACT WITH WIER CONSTRUC-
TION CORPORATION IN THE AMOUNT OF $156,192.12 (MARTIN) [5 min]
7. APPROVE INCREASING THE CIP P2565 BUDGET IN THE AMOUNT OF $200,000
(FROM $1,000,000 TO $1,200,000) AND AWARD A CONSTRUCTION CONTRACT
TO ADVANCED INDUSTRIAL SERVICES, INC. FOR THE 803-2 RESERVOIR INTE-
RIOR/EXTERIOR COATINGS AND UPGRADES PROJECT IN AN AMOUNT NOT-
TO-EXCEED $951,690 (CAMERON) [5 minutes]
8. UPDATE ON RECENT CONSTRUCTION BIDS THE DISTRICT HAS RECEIVED,
GRANT FUNDING AVAILABLE ON DISTRICT PROJECTS, AND UTILIZATION OF
AS-NEEDED CONSTRUCTION MANAGEMENT SERVICES (KENNEDY) [5 MIN]
9. ADJOURNMENT
BOARD MEMBERS ATTENDING:
Tim Smith, Chair
Gary Croucher
All items appearing on this agenda, whether or not expressly listed for action, may be delib-
erated and may be subject to action by the Board.
The Agenda, and any attachments containing written information, are available at the Dis-
trict’s website at www.otaywater.gov. Written changes to any items to be considered at the
open meeting, or to any attachments, will be posted on the District’s website. Copies of the
Agenda and all attachments are also available through the District Secretary by contacting
her at (619) 670-2280.
If you have any disability that would require accommodation in order to enable you to partici-
pate in this meeting, please call the District Secretary at 670-2280 at least 24 hours prior to
the meeting.
Certification of Posting
I certify that on October 12, 2018 I posted a copy of the foregoing agenda near the
regular meeting place of the Board of Directors of Otay Water District, said time being at least
24 hours in advance of the meeting of the Board of Directors (Government Code Section
§54954.2).
Executed at Spring Valley, California on October 12, 2018.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: November 7, 2018
SUBMITTED BY:
Stephen Beppler
Senior Civil Engineer
PROJECT: R2145-001103 DIV. NO.: 3
APPROVED BY:
Bob Kennedy, Engineering Manager
Dan Martin, Assistant Chief of Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Award of a Contract to ERS Industrial Services, Inc. for the
Ralph W. Chapman Water Reclamation Facility (RWCWRF) Filter
Media and Nozzles Replacement Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award a contract to ERS Industrial Services, Inc. (ERS) and to
authorize the General Manager to execute an agreement with ERS for
the Ralph W. Chapman Water Reclamation Facility (RWCWRF) Filter Media
and Nozzles Replacement Project (CIP R2145) in an amount not-to-
exceed $115,765.58 (see Exhibit A for Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into a
contract with ERS in an amount not-to-exceed $115,765.58 for the
RWCWRF Filter Media and Nozzles Replacement Project (CIP R2145).
2
ANALYSIS:
The RWCWRF produces Title 22 recycled water from the District’s
sanitary sewer collection system in the Jamacha drainage basin
located in the northern area of the District. A key part of the
treatment process at the plant is the filtration of the water through
two (2) parallel filters prior to disinfection and the flow entering
the recycled water system. Filter media consists of sand and
anthracite layers, with media retention nozzles to prevent the
material from escaping the filter with the process flow. The typical
cycle for media replacement is every five (5) years on average, with
the current media installed in 2011. Testing of the media is
performed every year after the first three (3) years of service to
determine when to replace the media based upon material degradation.
The existing media retention nozzles are constructed of PVC and were
installed in 1992. Their age and exposure to high chlorine dosages
during backwashing make them vulnerable to breakage. The Project
involves removing and replacing the filter media and the 1,300
nozzles in the two (2) filters.
The Project was solicited for quotations on August 15, 2018 using
BidSync, an online bid solicitation website. A Pre-Bid Meeting was
held on August 29, 2018, which was attended by two (2) prospective
contractors. Quotes were received as of the deadline of September
19, 2018, with the following result:
CONTRACTOR TOTAL BID
AMOUNT
1 ERS Industrial Services, Inc., Fremont, CA $115,765.58
2 Carbon Activated Corporation, Compton, CA $142,000.00
The Engineer’s Estimate is $130,000. There are limited companies
that can provide the materials and services for replacement of the
filter media, resulting in the number of quotes received for the
Project.
A review of the quotes was performed by District staff for
conformance with the solicitation requirements and determined that
ERS was the lowest responsive and responsible bidder. ERS holds a
Class A, General Engineering, Contractor’s License in the State of
California, which meets the solicitation document’s requirements, and
is valid through June 30, 2020. The reference checks indicated a
very good to excellent performance record on similar projects
completed for the Elsinore Valley Municipal Water District, the City
of Redding Water Treatment Department, and the City of Oceanside
Water Treatment Plant. An internet background search of the company
was performed and revealed no outstanding issues with this company.
ERS previously replaced the filter media for the District in 2011 and
their work was very good.
3
Staff verified that the bid bond provided by ERS is valid. Staff
will also verify that ERS’s Performance Bond and Labor and Materials
Bond are valid prior to execution of the contract.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP R2145, as approved in the FY 2019 budget, is
$130,000. Total expenditures, plus outstanding commitments and
forecast including this contract, are $125,396.00. See Attachment B
for budget detail.
Based on a review of the financial budget, the Project Manager
anticipates that the budget for CIP R2145 is sufficient to support
the Project.
The Finance Department has determined that, under the current rate
models, 100% of the funding is available from the Replacement Fund.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsive
manner” and the District’s Vision, “To be a model water agency by
providing stellar service, achieving measurable results, and
continuously improving operational practices.”
LEGAL IMPACT:
None.
Attachments: Attachment A – Committee Action
Attachment B – Budget Detail
Exhibit A – Location Map
ATTACHMENT A
SUBJECT/PROJECT:
R2145-001103
Award of a Contract to ERS Industrial Services, Inc. for
the Ralph W. Chapman Water Reclamation Facility (RWCWRF)
Filter Media and Nozzles Replacement Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 16, 2018.
The Committee supported Staff's recommendation.
NOTE:
The “Committee Action” is written in anticipation of the Committee
moving the item forward for Board approval. This report will be sent
to the Board as a Committee approved item, or modified to reflect any
discussion or changes as directed from the Committee prior to
presentation to the full Board.
ATTACHMENT B – Budget Detail
SUBJECT/PROJECT:
R2145-001103
Award of a Contract to ERS Industrial Services, Inc. for
the Ralph W. Chapman Water Reclamation Facility (RWCWRF)
Filter Media and Nozzles Replacement Project
OTAY WATER DISTRICTRALPH W. CHAPMAN WATER RECLAMATION FACILITY (RWCWRF) FILTER MEDIA & NOZZLES REPLACEMENT CIP R2145P:
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EXHIBIT A
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1
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: November 7, 2018
SUBMITTED BY:
Stephen Beppler
Senior Civil Engineer
PROJECT: R2118-001103
& S2051-001103
DIV. NO.: 3
APPROVED BY:
Bob Kennedy, Engineering Manager
Dan Martin, Assistant Chief of Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Approval to Increase the CIP R2118 Budget in an Amount of
$25,000 and Award of a Construction Contract to Tharsos, Inc.
for the Ralph W. Chapman Water Reclamation Facility Headworks
Improvements and Steele Bridge SPS Wet Well Improvements
Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board):
1. Approve to increase the CIP R2118 budget by $25,000 (from
$150,000 to $175,000);
2. Award a construction contract to Tharsos, Inc. (Tharsos) and
Authorize the General Manager to execute an agreement with
Tharsos for the Ralph W. Chapman Water Reclamation Facility
(RWCWRF) Headworks Improvements (CIP S2051) and Steele Bridge
Sewage Pump Station (Steele Bridge SPS) Wet Well Improvements
(CIP R2118) Project in an amount not-to-exceed $223,490.00 (see
Exhibit A for Project location).
COMMITTEE ACTION:
Please see Attachment A.
2
PURPOSE:
To increase the overall CIP R2118 budget in the amount of $25,000
(from $150,000 to $175,000) and to obtain Board authorization for the
General Manager to enter into a construction contract with Tharsos
for the RWCWRF Headworks Improvements (CIP S2051) and Steele Bridge
SPS Wet Well Improvements (CIP R2118) Project in an not-to-exceed
$223,490.00.
ANALYSIS:
The District provides sanitary sewer collection service in the
Jamacha drainage basin located in the northern area of the District.
The Project involves improvements at both the Steele Bridge SPS,
which sends wastewater to RWCWRF, and at the treatment plant
headworks.
At the Steele Bridge SPS, clogging of the sewage suction lift
wastewater pumps is a frequent occurrence and requires significant
maintenance staff time to clear debris. The addition of a bar screen
within the wet well is expected to reduce the number of pump service
calls by staff. To adequately access the wet well after the screen
addition, a new top slab with access hatches on either side of the
screen is required. Additional top slab openings for instrumentation
and pump piping are also needed. The construction contract’s scope
of work at the station generally consists of removal and disposal of
the existing wet well top slab, construction of a replacement
concrete top slab with access hatches and hand holes, furnishing and
installing of a new stainless steel wastewater bar screen with
grouting, and all other appurtenant work as required by the Contract
Documents. This portion of the Project had been previously bid and
all bids were rejected in FY 2018 due to budgetary issues.
At the RWCWRF, the channel wall supporting the rotary screen at the
headworks of the plant is deteriorating from exposure to the raw
wastewater being discharged from the screen. The concrete wall has a
protective coating on the channel interior, but the screen discharge
contacts the top of the wall, which is unprotected and now
deteriorating. Adjacent to this is the metering flume channel where
several sections of the concrete wall have spalled and the grating
support channels have become unanchored creating a safety tripping
hazard. Additionally, the drain at the screening containment area is
corroded and clogged. The construction contract’s scope of work for
the RWCWRF headworks generally consists of demolition and replacement
of a section of the screening channel wall with protective coating
inside and outside of the channel, repair of the meter flume channel
with grating support channel replacement, installation of a new
screening containment drain and piping, and all other appurtenant
work as required by the Contract Documents.
3
The Project was advertised for bid on August 14, 2018 using BidSync,
an online bid solicitation website. The Project was also advertised
in the Daily Transcript. During the Project advertisement period, a
copy of the Project advertisement was e-mailed directly to
contractors that had either performed work for the District or
submitted a bid on a previous project. This is in addition to the
notifications provided by BidSync to contractors in the Southern
California area, with over several hundred identified for the project
classifications checked for this Project. BidSync provided
electronic distribution of the Bid Documents, including
specifications, plans, and addenda. One (1) addendum was posted to
BidSync to distribute the Pre-Bid Meeting minutes and address
questions and clarifications to the contract documents during the
bidding period. Bids were publicly opened on September 13, 2018,
with the following result:
CONTRACTOR TOTAL BID
AMOUNT
1 Tharsos, Inc., La Mesa, CA $223,490.00
The Engineer’s Estimate is $200,000. Staff followed up with several
of the contractors that had viewed the project to understand the
various reasons that prevented them from bidding. The explanations
varied by contractor, including citing the Project was not a good fit
for their construction abilities, noting that they had other projects
to bid and did not have time to consider this Project, or stating
that it was not a large enough Project to pursue.
A review of the bids was performed by District staff for conformance
with the contract requirements and determined that Tharsos, the sole
bidder on the Project, was a responsive and responsible bidder.
Tharsos holds a Class A, General Engineering, Contractor’s License in
the State of California, which meets the contract document’s
requirements, and is valid through January 31, 2019. The reference
checks indicated a very good to excellent performance record on
similar projects. An internet background search of the company was
performed and revealed no outstanding issues with this company.
Tharsos has not previously worked for the District, but has recently
performed similar work for Los Angeles County Sanitation District,
City of San Juan Capistrano, and Lakeside Water District and their
performance was good.
Staff verified that the bid bond provided by Tharsos is valid. Staff
will also verify that Tharsos’ Performance Bond and Labor and
Materials Bond are valid prior to execution of the contract.
Tharsos was the apparent low bidder for the Steele Bridge SPS project
when the first bid was opened on January 23, 2018 and the bids were
rejected at the March 7, 2018 Board meeting. Staff compared the
4
January 2018 bid from Tharsos and found the line item for the
concrete wet well top slab is $20,000 higher on Tharsos’ current bid
price. The contractor indicated that numerous factors contributed to
this increase including current and further potential jumps in
material costs by the time his purchase would be made.
The Capital Improvement Program budget approved by the Board on
May 21, 2018 for the RWCWRF Headworks Improvements (CIP S2051) is
$250,000 and Steele Bridge SPS Wet Well Improvements (CIP R2118) is
$150,000. Approximately $36,000 on CIP R2118 and $86,000 on CIP
S2051 have been expended to date on the planning and design phases of
the Projects, as shown in Attachments B-1 and B-2 of this staff
report.
With the award of the construction contract, staff has estimated that
the Project budget of $250,000 for CIP S2051 will be adequate to
complete the Project, but for CIP R2118, the Project budget of
$150,000 is expected to be exceeded by $25,000. The approved Project
budget of $175,000 for CIP R2118 will support the completion of the
Project.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP R2118, as approved in the FY 2019 budget, is
$150,000. Total expenditures, plus outstanding commitments and
forecast including this contract, are $172,179.00. See Attachment B-
1 for budget detail. Based on a review of the financial budget, the
Project Manager anticipates that with a budget increase of $25,000,
CIP R2118 will be completed within the new budget amount of $175,000.
The total budget for CIP S2051, as approved in the FY 2019 budget, is
$250,000. Total expenditures, plus outstanding commitments and
forecast including this contract, are $248,807.00. See Attachment B-
2 for budget detail. Based on a review of the financial budget, the
Project Manager anticipates that the budget for CIP S2051 is
sufficient to support the Project.
The Finance Department has determined that, under the current rate
model, and with the current bond sale, 100% of the funding for CIP
R2118 is available from the Betterment Fund and 100% of the funding
for CIP S2051 is available from the Replacement Fund.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsive
manner” and the District’s Vision, “To be a model water agency by
5
providing stellar service, achieving measurable results, and
continuously improving operational practices.”
LEGAL IMPACT:
None.
SB:jf
P:\WORKING\CIP S2051 RWCWRF Headworks Improvements\Staff Reports\BD 11-07-18 Staff Report RWCWRF
Headworks And Steele Bridge SPS Wet Well Award Construction Project.Docx
Attachments: Attachment A – Committee Action
Attachment B-1 – R2118 Budget Detail
Attachment B-2 – S2051 Budget Detail
Exhibit A – Location Map
ATTACHMENT A
SUBJECT/PROJECT:
R2118-001103
S2051-001103
Approval to Increase the CIP R2118 Budget in an Amount of
$25,000 and Award of a Construction Contract to Tharsos,
Inc. for the Ralph W. Chapman Water Reclamation Facility
Headworks Improvements and Steele Bridge SPS Wet Well
Improvements Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a meeting held on October 16, 2018. The
Committee supported Staff's recommendation.
NOTE:
The “Committee Action” is written in anticipation of the Committee
moving the item forward for Board approval. This report will be sent
to the Board as a Committee approved item, or modified to reflect any
discussion or changes as directed from the Committee prior to
presentation to the full Board.
ATTACHMENT B-1 – R2118 Budget Detail
SUBJECT/PROJECT:
R2118-001103
S2051-001103
Approval to Increase the CIP R2118 Budget in an Amount of
$25,000 and Award of a Construction Contract to Tharsos,
Inc. for the Ralph W. Chapman Water Reclamation Facility
Headworks Improvements and Steele Bridge SPS Wet Well
Improvements Project
Bud
Project Budget Details
R2118 – Steele Bridge SPS Wet Well Improvements
9/20/2018
Budget Committed Expenditures
Outstanding
Commitment
Projected
Final Cost Vendor/Comments
$150,000 & Forecast
Planning
Regulatory Agency
Fees
$50 $50 $0 $50 PETTY CASH CUSTODIAN
Standard Salaries $3,854 $3,854 $0 $3,854
Total Planning $3,904 $3,904 $0 $3,904
Design
Consultant Contracts $8,035 $8,035 $0 $8,035 RICK ENGINEERING
COMPANY
Standard Salaries $23,145 $23,145 $0 $23,145
Total Design $31,180 $31,180 $0 $31,180
Construction
Consultant Contracts $10,000 $0 $10,000 $10,000 Construction Management
Construction Contract $106,867 $0 $106,867 $106,867 THARSOS, INC.
$8,229 $0 $8,229 $8,229 Contingency @ 7.7% of
Construction Contract
Standard Salaries $12,000 $729 $11,271 $12,000
Total Construction $137,096 $729 $136,367 $137,096
Grand Total $172,179 $35,813 $136,367 $172,179
ATTACHMENT B-2 – S2051 Budget Detail
SUBJECT/PROJECT:
R2118-001103
S2051-001103
Approval to Increase the CIP R2118 Budget in an Amount of
$25,000 and Award of a Construction Contract to Tharsos,
Inc. for the Ralph W. Chapman Water Reclamation Facility
Headworks Improvements and Steele Bridge SPS Wet Well
Improvements Project
Bud
Project Budget Details
S2051 ‐ RWCWRF Headworks Improvements
9/20/2018
Budget Committed Expenditures
Outstanding
Commitment
Projected
Final Cost Vendor/Comments
$250,000 & Forecast
Planning
Standard Salaries $6,815 $6,815 $0 $6,815
Total Planning $6,815 $6,815 $0 $6,815
Design
Consultant Contracts $9,950 $9,950 $0 $9,950 HUNSAKER & ASSOCIATES
$41,918 $29,709 $12,209 $41,918 KEH & ASSOCIATES INC
Standard Salaries $37,568 $37,568 $0 $37,568
Total Design $89,436 $77,227 $12,209 $89,436
Construction
Consultant Contracts $10,000 $0 $10,000 $10,000 Construction Management
$6,953 $0 $6,953 $6,953 KEH & ASSOCIATES INC
Construction Contract $116,623 $0 $116,623 $116,623 THARSOS, INC.
$8,980 $0 $8,980 $8,980 Contingency @ 7.7% of
Construction Contract
Standard Salaries $10,000 $2,203 $7,797 $10,000
Total Construction $152,556 $2,203 $150,353 $152,556
Grand Total $248,807 $86,245 $162,562 $248,807
OTAY WATER DISTRICTRALPH W. CHAPMAN WATER RECLAMATION FACILITY(RWCWRF) HEADWORKS IMPROVEMENTS & STEELE BRIDGE SEWER PUMP STATION IMPROVEMENTS CIP S2051CIP R2118P:
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STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: November 7, 2018
SUBMITTED BY:
Stephen Beppler
Senior Civil Engineer
PROJECT: P2574-001103
P2625-001103
DIV. NO.
5
APPROVED BY:
Bob Kennedy, Engineering Manager
Dan Martin, Assistant Chief of Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Approval to Decrease the CIP P2574 Budget in an amount of
$360,000, Increase the CIP P2625 Budget in an Amount of
$710,000, and Award of a Construction Contract to Cass Arrieta
for the Vista Vereda (CIP P2574) and Hidden Mesa Road (CIP
P2625) Water Line Replacement Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board):
1. Decrease the budget for CIP P2574 by $360,000 (from $2,000,000
to $1,640,000);
2. Increase the budget for CIP P2625 by $710,000 (from $1,500,000
to $2,210,000);
3. Award a construction contract to Cass Construction, Inc. dba
Cass Arrieta (Cass Arrieta) and Authorize the General Manager
to execute an agreement with Cass Arrieta for the Vista Vereda
(CIP P2574) and Hidden Mesa Road (CIP P2625) Water Line
Replacement Project in an amount not-to-exceed $2,848,364.00
(see Exhibit A for Project location).
COMMITTEE ACTION:
Please see Attachment A.
2
PURPOSE:
To obtain Board authorization to decrease the CIP P2574 budget in the
amount of $360,000 (from $2,000,000 to $1,640,000), increase the CIP
P2625 budget in the amount of $710,000 (from $1,500,000 to
$2,210,000), and to obtain Board authorization for the General
Manager to enter into a construction contract with Cass Arrieta for
the Vista Vereda (CIP P2574) and Hidden Mesa Road (CIP P2625) Water
Line Replacement Project (Project) in an amount not-to-exceed
$2,848,364.00.
ANALYSIS:
The District provides water distribution service and sanitary sewer
collection service in the Jamacha drainage basin located in the
northern area of the District. The existing 12-inch Cement Mortar
Lined and Coated (CML&C) Steel pipe that serves as the distribution
main for the western portion of the 978 Pressure Zone along Vista
Vereda to Hidden Mesa Road was constructed in 1959. Several water
main breaks have occurred in the area that have led to a
determination that the pipeline has reached the end of its useful
life and should be replaced. The original pipeline was constructed
in easements prior to any development in the area. Over the years,
with the subdivision of properties and construction of homes, the
difficult to access easements are no longer a desirable location for
placing an important transmission water main. With a significant
segment of the water line in Hidden Mesa Road installed in the mid-
1960’s, the relocation of the transmission capabilities from Vista
Vereda to Hidden Mesa Road provided a long-term reliability and
maintenance solution. Following the preliminary design phase of the
Vista Vereda water line, CIP P2625 for the Hidden Mesa Road portion
of the Project was created and the Project’s budget was established
to cover only construction costs. Subsequently, it was decided to
allocate design and construction management costs to each of the
Project’s two (2) CIPs. This resulted in moving expenditures from
CIP P2574 to CIP P2625.
The scope of work generally consists of construction along Vista
Vereda and Hidden Mesa Road of approximately 3,700 linear feet of 12-
inch Polyvinyl chloride (PVC) water line and 400 linear feet of 8-
inch PVC water line, including appurtenances, restoration of
services, surface restoration, traffic control, and all testing and
inspection as required by the Contract Documents.
On August 23, 2018, the Project was formally advertised for bid using
BidSync, an online bid solicitation website. The Project was also
advertised in the Daily Transcript and the District’s website.
3
BidSync provided electronic distribution of the Bid Documents,
including specifications, plans, and addenda. A Pre-Bid Meeting was
held on September 6, 2018, which was attended by four (4) general
contractors and subconsultants. Four (4) addenda were sent out to
all bidders and plan houses to address questions and clarifications
to the contract documents during the bidding period and distribute
the County of San Diego Permits.
Bids were publicly opened on September 26, 2018, and the bid analysis
was completed with the following results:
CONTRACTOR TOTAL BID AMOUNT
1 Cass Arrieta (El Cajon, CA) $2,848,364.00
2 Bali Construction, Inc. (South El Monte, CA) $2,854,325.00
3 Palm Engineering Construction Company, Inc.
(San Diego, CA) $3,075,510.00
4 Burtech Pipeline, Inc. (Encinitas, CA) $3,211,270.00
The Engineer’s Estimate is $3,100,000.
A review of the bids was performed by District staff for conformance
with the contract requirements and determined that Cass Arrieta was
the lowest responsive and responsible bidder. Cass Arrieta holds a
Class A, General Engineering, Contractor’s License in the State of
California, which meets the contract document’s requirements, and is
valid through April 30, 2019. The reference checks indicated a very
good to excellent performance record on similar projects. An
internet background search of the company was performed and revealed
no outstanding issues. Cass Arrieta has previously worked for the
District successfully constructing the Calavo Basin Sewer
Rehabilitation – Phase 1 project in 2015 and is currently working
under a District Construction Agreement for water and recycled water
facilities for the Otay Ranch Village 3 North development. Other
recently performed similar work includes projects for Sweetwater
Authority and Helix Water District with good performance.
Staff verified that the bid bond provided by Cass Arrieta is valid.
Staff will also verify that Cass Arrieta’s Performance Bond and Labor
and Materials Bond are valid prior to execution of the contract.
Reviewing the low bidder’s bid items and their distribution of cost
between the two (2) CIPs has approximately $1.038 million to be
expended towards CIP P2574 and $1.81 million to be assigned to CIP
P2625.
The Capital Improvement Program budget approved by the Board on
May 21, 2018 for the Vista Vereda Water Line Replacement (CIP P2574)
4
is $2,000,000 and Hidden Mesa Road Water Line Replacement (CIP P2625)
is $1,500,000. Approximately $379,000 on CIP P2574 and $158,000 on
CIP P2625 have been expended to date on the planning and design
phases of the Projects as shown in Attachments B-1 and B-2 of this
staff report.
With the award of the construction contract, staff has estimated that
a Project budget of $1,640,000 for CIP P2574 will be adequate to
complete the Project and for CIP P2625 a Project budget of $2,210,000
is necessary. The adjustments of reducing CIP P2574 by $360,000 and
increasing CIP P2626 by $710,000 will support the completion of the
Project. The net increase to the overall CIP budget is $350,000, a
10% increase over the previous $3.5 million combined budgets.
At the 60% design in March 2018, the construction costs for the
overall Project were estimated at $2.32 million, within the combined
budgets of the two (2) CIPs. As the Project approached the 100%
design in June 2018, the Project scope was refined and adjustments
for bidding climate of the local economy were incorporated, resulting
in an increase in the engineer’s cost opinion to $2.85 million.
Uncertainty in materials costs and scope of work revisions resulted
in the cost opinion to rise to $3.1 million for the final design as
initially advertised. During the Project bid, the District issued
addenda for additional bid items to incorporate lessons learned
during the recently completed construction of the Hillsdale Road
Water Line Replacement project.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2574, as approved in the FY 2019 budget, is
$2,000,000. Total expenditures, plus outstanding commitments and
forecast including this contract, are $1,622,350. See Attachment B1
for budget detail. Based on a review of the financial budgets, the
Project Manager anticipates that with a budget decrease of $360,000,
CIP P2574 will be completed within the new budget amount of
$1,640,000.
The total budget for CIP P2625, as approved in the FY 2019 budget, is
$1,500,000. Total expenditures, plus outstanding commitments and
forecast including this contract, are $2,205,756. See Attachment B2
for budget detail. Based on a review of the financial budget, the
Project Manager anticipates that with a budget increase of $710,000,
CIP P2625 will be completed within the new budget amount of
$2,210,000.
5
The Finance Department has determined that, with the debt issuance,
100% of the funding for CIP P2574 and CIP P2625 will be available in
the Replacement Reserve.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsive
manner” and the District’s Vision, “To be a model water agency by
providing stellar service, achieving measurable results, and
continuously improving operational practices.”
LEGAL IMPACT:
None.
SB/BK:jf
P:\WORKING\CIP P2574 12-Inch PL Replacement, 978 Zone, Vista Vereda\Staff Reports\Board 11-07-18\BD 11-
7-18 Staff Report Vista Vereda-Hidden Mesa WLs Award.docx
Attachments: Attachment A – Committee Action
Attachment B1 – P2574 Budget Detail
Attachment B2 – P2625 Budget Detail
Exhibit A – Location Map
ATTACHMENT A
SUBJECT/PROJECT:
P2574-001103
P2625-001103
Approval to Decrease the CIP P2574 Budget in an amount of
$360,000, Increase the CIP P2625 Budget in an Amount of
$710,000, and Award of a Construction Contract to Cass
Arrieta for the Vista Vereda (CIP P2574) and Hidden Mesa
Road (CIP P2625) Water Line Replacement Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 16, 2018.
The Committee supported Staff's recommendation.
NOTE:
The “Committee Action” is written in anticipation of the Committee
moving the item forward for Board approval. This report will be sent
to the Board as a Committee approved item, or modified to reflect any
discussion or changes as directed from the Committee prior to
presentation to the full Board.
ATTACHMENT B1 – P2574 Budget Detail
SUBJECT/PROJECT:
P2574-001103
P2625-001103
Approval to Decrease the CIP P2574 Budget in an amount of
$360,000, Increase the CIP P2625 Budget in an Amount of
$710,000, and Award of a Construction Contract to Cass
Arrieta for the Vista Vereda (CIP P2574) and Hidden Mesa
Road (CIP P2625) Water Line Replacement Project
ATTACHMENT B2 – P2625 Budget Detail
SUBJECT/PROJECT:
P2574-001103
P2625-001103
Approval to Decrease the CIP P2574 Budget in an amount of
$360,000, Increase the CIP P2625 Budget in an Amount of
$710,000, and Award of a Construction Contract to Cass
Arrieta for the Vista Vereda (CIP P2574) and Hidden Mesa
Road (CIP P2625) Water Line Replacement Project
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: November 7, 2018
SUBMITTED BY:
Dan Martin
Assistant Chief of Engineering
PROJECT: S2024-001103
DIV. NO. 5
APPROVED BY:
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Approval to Increase the Overall Budget for CIP S2024 in an
amount of $230,000.00 and Approve Change Order No. 3 to the
Construction Contract with Wier Construction Corporation for
the Campo Road Sewer Replacement Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board):
1. Approve to increase the CIP S2024 budget (Campo Road Sewer
Replacement Project) by $230,000.00 (from $10,300,000.00 to
$10,530,000.00).
2. Approve Change Order No. 3 to the existing construction
contract with Wier Construction Corporation (Wier Construction)
in the amount of $156,192.12 for the Campo Road Sewer
Replacement Project (see Exhibit A for Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To increase the overall CIP S2024 project budget in an amount of
$230,000.00 and to obtain Board authorization for the General Manager
to execute Change Order No. 3 in the amount of $156,192.12 to the
construction contract with Wier Construction for the Campo Road Sewer
Replacement Project.
2
ANALYSIS:
The District’s Campo Road Sewer Replacement project is replacing an
existing 10-inch sewer pipeline, located within and south of Campo
Road between Avocado Boulevard and Singer Lane, which is undersized
to handle current sewer flows. To accommodate current and future
flows, approximately 7,420 linear feet of 15-inch gravity sewer main
will be installed to replace the existing 9,225 feet of 10-inch sewer
main. The eastern terminus of the new 15-inch sewer main will be
located at the intersection of Avocado Boulevard/Rancho San Diego
Village Shopping Center driveway. The new main’s western terminus
will be located in the Rancho San Diego Towne Center where it will
connect to the existing 27-inch sewer main within the shopping
center’s parking lot. Sewer laterals stemming from the existing pipe
will be reconnected to the proposed new pipeline.
The majority of the pipeline will be installed with open trench
construction except in two (2) locations where horizontal auger
boring will be used for crossing Campo Road. These two (2) locations
are Campo Road east of Via Mercado, and at the intersection of Campo
Road/Jamacha Boulevard. The existing sewer will be abandoned in
place with the exception of a 210 feet long section of aboveground
pipeline and seven (7) supporting pillars that will be removed.
At the May 3, 2017 Board Meeting, the Board awarded a construction
contract in the amount of $7,816,645.95 to Wier Construction. Since
the award of the construction contract, there have been two (2)
change orders approved under the authority granted to the General
Manager.
Change Order No. 1, which totaled $74,266.00, compensated the
contractor for a realignment of the planned sewer main due to a
utility conflict. This Change Order also increased the quantity for
rock removal and disposal due to rock encountered on the Project and
provided for additional Class 2 base due to field conditions at the
Rancho San Diego Town Center parking lot. Lastly, this Change Order
issued a credit for modifications to traffic control requirements.
In total, Change Order No. 1 added 46 days to the contract as a
result of the added work.
Change Order No. 2 provided for modifications to the planned grade of
the jack and bore pipe at the Campo Road West Bore crossing, which is
located east of Via Mercado. This change also included the removal
of the internal beading, which is generated during the field
construction of the fusible pipe. This was a no-cost change and did
not include adjustments to contract time.
3
Change order No. 3 (Exhibit B), which is the subject of this staff
report, provides compensation for the following six (6) items:
1. Realignment of the East Bore launch pit due to a communications
utility conflict with the shoring limits indicated on the
contract plans.
2. Removal and disposal of an abandoned irrigation system located
along the north side of Jamacha Road/Campo Road.
3. Realignment of the planned sewer main due to an existing
electrical duct bank.
4. Removal of an unmarked abandoned slurry encased utility
determined to be in conflict with the planned sewer
construction.
5. Relocation of a planned manhole due to a conflict with unmarked
communication utilities.
6. Increased quantity for rock removal and disposal due to rock
encountered on the Project.
In total, the cost associated with the items in Change Order No. 3 is
$156,192.12. Time impacts associated with this change are also
provided in Exhibit B. In total, the twenty nine (29) additional
days added to the contract will result in a revised total contract
duration of 705 calendar days.
As presented in the May 3, 2017 Board report to award the Project’s
construction contract, a 2.2% project contingency was included in the
overall project budget. Change Order No. 3 will exhaust the
project’s contingency. Currently the construction project is
approximately 45% complete. It is anticipated that additional change
orders for unforeseen items may occur during the completion of the
remaining 55% of the construction contract work. A budget increase of
$230,000.00 is requested to reestablish a project contingency in
anticipation of unforeseen items. If additional unforeseen items are
encountered that result in a change order, staff will bring the
change order forward for Board approval.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The Fiscal Year 2019 budget for CIP S2024 is $10,300,000. Total
expenditures, plus outstanding commitments and forecast, including
this contract Change Order, are $10,530,000. See Attachment B for
budget detail.
Based on a review of the financial budget, the Project Manager
anticipates that if the budget increase is approved by $230,000.00
(from $10,300,000.00 to $10,530,000.00), the budget for CIP S2024 is
sufficient to support the Project.
4
The Finance Department has determined that, under the current rate
model, 50% of the funding is available from the Betterment ID 18 fund
and 50% of the funding is available from the Replacement Fund for CIP
S2024.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsible
manner” and the District’s Vision, “To be a model water agency by
providing stellar service, achieving measurable results, and
continuously improving operational practices.”
LEGAL IMPACT:
None.
DM:jf
P:\WORKING\CIP S2024 Campo Road Sewer Replacement\Staff Reports\BD 11-07-18\BD 11-07-18, Staff Report Campo Road Sewer
Replacement - CO No. 3.docx
Attachments: Attachment A – Committee Action
Attachment B – S2024 Budget Detail
Exhibit A – Project Location Map
Exhibit B – Change Order No. 3
ATTACHMENT A
SUBJECT/PROJECT:
S2024-001103
Approval to Increase the Overall Budget for CIP S2024 in an
amount of $230,000.00 and Approve Change Order No. 3 to the
Construction Contract with Wier Construction Corporation
for the Campo Road Sewer Replacement Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 16, 2018.
The Committee supported staff's recommendation.
NOTE:
The “Committee Action” is written in anticipation of the Committee
moving the item forward for Board approval. This report will be sent
to the Board as a Committee approved item, or modified to reflect any
discussion or changes as directed from the Committee prior to
presentation to the full Board.
ATTACHMENT B – S2024 Budget Detail
SUBJECT/PROJECT:
S2024-001103
Approval to Increase the Overall Budget for CIP S2024 in an
amount of $230,000.00 and Approve Change Order No. 3 to the
Construction Contract with Wier Construction Corporation
for the Campo Road Sewer Replacement Project
9/28/2018
Budget
10,300,000
Planning
Consultant Contracts 20,020 20,020 - 20,020 AEGIS ENGINEERING MGMT INC
2,119 2,119 - 2,119 HELIX ENVIRONMNTL PLANNING INC
Regulatory Agency Fees 2,260 2,260 - 2,260 COUNTY OF SAN DIEGO
200 200 - 200 STATE WATER RESOURCES
132 132 - 132 US BANK
Service Contracts 43 43 - 43 EAST COUNTY GAZETTE
162 162 - 162 SAN DIEGO DAILY TRANSCRIPT
Standard Salaries 146,838 146,838 - 146,838
Total Planning 171,773 171,773 - 171,773
Design 001102
Consultant Contracts 9,315 9,315 - 9,315 WATER SYSTEMS CONSULTING INC
4,025 4,025 - 4,025 MICHAEL D KEAGY REAL ESTATE
3,508 3,508 - 3,508 NINYO & MOORE GEOTECHNICAL AND
691,074 691,074 - 691,074 RICK ENGINEERING COMPANY
735 735 - 735 AIRX UTILITY SURVEYORS INC
Professional Legal Fees 182 182 - 182 STUTZ ARTIANO SHINOFF
1,910 1,910 - 1,910 ARTIANO SHINOFF
Regulatory Agency Fees 956 956 - 956 COUNTY OF SAN DIEGO
Service Contracts 158 158 - 158 SAN DIEGO DAILY TRANSCRIPT
62 62 - 62 DAILY JOURNAL CORPORATION
Settlements 190,000 190,000 - 190,000 VESTAR CALIFORNIA XVII LLC
144,950 144,950 - 144,950 GRI-REGENCY LLC
Standard Salaries 298,827 298,827 - 298,827
Total Design 1,345,703 1,345,703 - 1,345,703
Construction
Construction Contracts 394,546 168,265 226,281 394,546 WESTERN ALLIANCE BANK
7,496,366 3,197,036 4,299,330 7,496,366 WIER CONSTRUCTION CORP
156,192 - 156,192 156,192 Change Order No. 3
Consultant Contracts 8,444 8,444 - 8,444 AIRX UTILITY SURVEYORS INC
17,400 17,400 - 17,400 ALYSON CONSULTING
8,112 8,112 - 8,112 HUNSAKER & ASSOCIATES
116,461 75,519 40,941 116,461 RICK ENGINEERING COMPANY
12,258 12,258 - 12,258 NINYO & MOORE GEOTECHNICAL AND
350,000 265,865 84,135 350,000 VALLEY CONSTRUCTION MANAGEMENT
Regulatory Agency Fees 9,000 5,675 3,325 9,000 COUNTY OF SAN DIEGO
Service Contracts 3,270 3,270 - 3,270 MAYER REPROGRAPHICS INC
Standard Salaries 235,000 189,685 45,315 235,000
205,474 - 205,474 205,474 Contingency 2.6%
Total Construction 9,012,523 3,951,529 5,060,994 9,012,523
Grand Total 10,530,000 5,469,005 5,060,994 10,530,000
Vendor/Comments
Otay Water District
S2024-Campo Road Sewer Main Replacement
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
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OTAY WATER DISTRICTCAMPO ROAD SEWER MAIN REPLACEMENTLOCATION MAP
EXHIBIT A
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Proposed 15-Inch Sewer Main Alignment
Existing 10-inch Gravity Sewer to be Replaced
Existing Sewer Mains
CIP S2024 - Campo Road Sewer Replacement Project Project: S2024
Consultant/Contractor:Wier Construction Corporation Subproject: 001103
APPROVED
C.O.AMOUNT BY DATE DESCRIPTION TYPE C.O.
1 $74,266.00 GM 1/12/2018
Utility Conflict per RFI #10 and PCO #1A, Traffic
control credit per RFI #4 and PCO #2. Base
material at RSD Towne Center parking lot. Rock
removal and disposal increase in quantity. Add
46 days.
Contractor
2 $0.00 RP 4/5/2018
Revise sewer slope between MH #7 and MH# 8
to a minimum of 1%.Contractor
3 $156,192.12
East Bore Pit Realignment PCO #3, Cut and
Cap Irrigation PCO #5, Sewer Main Realignment
MH #18A to MH 17A PCO #7, Remove
abandoned utilities PCO #8, Repair Offset Pipe
at MH #20 PCO #9, and Increase Bid Item No.
43 Rock Removal and Disposal.
Contractor
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
2425
Total C.O.'s To Date: $230,458.12 2.9%
Original Contract Amount:$7,816,645.95
Current Contract Amount:$8,047,104.07
Month Net C.O.$ Limit Authorization Absolute C.O.$ C.O. %
9/18 $159,192.12 $2,000 Insp 0.0%
$10,000 PM/Sr. Engr. 0.0%
$20,000 DivM 0.0%
$25,000 Chief 0.0%
$75,000 GM 0.0%
>$75000 Board 0.0%
CHANGE ORDER LOG
P:\WORKING\CIP S2024 Campo Road Sewer Replacement\Construction\Change
Orders\S2024_COLOG_180919 1 9/19/2018
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: November 7, 2018
SUBMITTED BY:
Kevin Cameron
Associate Civil Engineer
PROJECT: P2565-001103 DIV. NO. 5
APPROVED BY:
Bob Kennedy, Engineering Manager
Dan Martin, Assistant Chief of Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Approval to Increase the CIP P2565 Budget in an Amount of
$200,000 and Award of a Construction Contract to Advanced
Industrial Services, Inc. for the 803-2 Reservoir Interior/
Exterior Coatings & Upgrades Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board):
1. Approve to increase the CIP P2565 budget by $200,000 (from
$1,000,000 to $1,200,000);
2. Award a construction contract to Advanced Industrial Services,
Inc. (AIS) and Authorize the General Manager to execute an
agreement with AIS for the 803-2 Reservoir Interior/Exterior
Coatings & Upgrades Project in an amount not-to-exceed
$951,690.00 (see Exhibit A for Project location).
COMMITTEE ACTION:
Please see Attachment A.
2
PURPOSE:
To increase the CIP P2565 budget in the amount of $200,000 (from
$1,000,000 to $1,200,000) and to obtain Board authorization for the
General Manager to enter into a construction contract with AIS for
the 803-2 Reservoir Interior/Exterior Coatings & Upgrades Project in
an amount not-to-exceed $951,690.00.
ANALYSIS:
The 803-2 Reservoir is a 2.0 million gallon potable water storage
facility that serves portions of Rancho San Diego. It is one of
three (3) steel tanks in the 803 pressure zone. The 803-2 Reservoir
was originally constructed in 1980, and was last recoated on both
interior and exterior in 2000.
The District’s corrosion consultant maintains a Corrosion Control
Program (CCP) that addresses the installation, maintenance, and
monitoring of corrosion protection systems for the District’s steel
reservoirs and buried metallic piping. The CCP included a reservoir
maintenance schedule that showed the 803-2 Reservoir was due to be
recoated on both the interior and exterior surfaces. An in-service
internal and external inspection was performed by CSI Services, Inc.,
which illustrated the interior roof coating was in fair to poor
condition, and there were areas of blistering on the shell and floor
beneath the waterline. Although the blistering paint is still
protecting the steel, blisters in the paint are the beginning signs
of failure. The external inspection showed the coating on the roof
was in poor condition and while the external shell coating was good,
it has exceeded its useful life. In addition to replacing the
coatings and structural upgrades, safety items will be installed to
comply with current safety and health requirements. During
construction, service in the 803 pressure zone will be provided by
the 803-3 and 803-4 Reservoirs.
In addition to the interior and exterior coating removal/replacement,
the recommended structural upgrades are as follows: replace the
existing level indicator, replace the existing interior ladder,
install new fall prevention devices on the exterior ladder, modify
anode access ports, replace all cathodic anodes, replace the roof
vent, install new safety cable lanyards for roof access, and add
multiple tank penetrations for chlorination and sampling. These
upgrades will ensure compliance with American Water Works Association
(AWWA) and the Occupational Safety and Health Administration
Standards for both Federal (OSHA) and State (Cal-OSHA) as well as
upgrade antiquated equipment on the tank.
3
The Project was advertised on September 4, 2018 using BidSync, the
District’s online bid solicitation website, on the Otay Water
District’s website, and in the Daily Transcript. A Pre-Bid Meeting
was held on September 13, 2018, which was attended by seven (7)
contractors and vendors. Two (2) addenda were sent out to all
bidders and plan houses to address questions and clarifications to
the contract documents during the bidding period. Bids were publicly
opened on September 25, 2018, with the following results:
CONTRACTOR TOTAL BID AMOUNT
1 Advanced Industrial Services, Inc.
Los Alamitos, CA $951,690.00
2 AMP United, LLC
Los Alamitos, CA
$1,264,502.00*
*Non-Responsive
See below
The Engineer's Estimate is $760,000.
A review of the bids was performed by District staff for conformance
with the contract requirements. During the review of the bids, staff
noted that unit pricing, as required by the contract documents, was
missing from AMP United, LLC’s (AMP) bid and only the extended total
amounts were provided. Staff determined that AMP’s bid is non-
responsive.
After analyzing the lowest bid submitted by AIS, staff noted that the
cost for the structural work was higher than expected. The
Engineer’s Estimate for the structural work, specifically the rafter
replacement, was taken from previous bids on this type of work. The
girder replacement has only been performed on one reservoir, which
was done as a change order. The girder replacement was added to the
bid as an allowance item in order to get bid price for this work,
however, it is unknown if this work will need to be performed until
the existing coating is removed. Staff contacted AIS to inquire
about the price differential in the structural bid items. AIS stated
that the higher prices are a result of steel prices going up 15%-25%
and also labor costs have increased in order to retain qualified
craftsman.
Staff believes that the increased cost for the structural items are a
combination of following: increased steel prices due to demand and
tariffs, increase in labor costs, and a result of the current bidding
climate. As for the wide variance in girder pricing, this was
estimated from a change order on the last reservoir recoating (980-1
Reservoir). This was the only reservoir that this type of work has
4
been performed on in the previous 10 years. Staff believes the sub-
contractor that performed the structural work on the 980-1 was more
efficient, which is why the price was significantly lower, however,
that contractor did not submit a bid on this work. AIS will be self-
performing this work, but only if required as described above.
After receiving only two (2) bids on this solicitation, staff reached
out to previous bidders to ask why some contractors elected not to
bid. Contractors stated they were too busy with their current
workload and did not have the resources to commit to this Project.
This unfortunately has been typical on other projects and reflects
the current bidding climate of the local economy. During the next
budget cycle, staff will re-evaluate the budgets for future projects
to be more representative of the current bidding climate.
It is unknown if rebidding the project will result in a lower bid
because of the uncertainty of future pricing of the structural items,
therefore, staff is recommending to award the Project to AIS.
Staff determined that AIS is the lowest responsive and responsible
bidder. AIS holds a Class A Contractor’s license, which expires on
January 31, 2020. AIS also holds a current QP-1 certification from
the Society for Protective Coatings, which was also a requirement.
Staff checked references, and the response from other agencies
indicated AIS has an excellent performance rating on similar
projects. The proposed Project Manager has experience in California
on similar projects and received excellent recommendations. AIS has
worked with the District on previous coating projects, including the
following reservoirs: 850-3, 832-2, 803-3, 624-2, 711-1, 711-2, and
980-1. These successful projects were completed on time and on
budget.
AIS submitted the Company Background and Company Safety
Questionnaires, as required by the Contract Documents. Staff
confirmed that AIS is registered with the Department of Industrial
Relations, as required by Senate Bill SB 854.
Staff has verified that the bid bond provided by Travelers Casualty
and Surety Company of America is valid. Once AIS signs the contract,
they will furnish the performance bond and labor and materials bond.
Staff will verify both bonds prior to executing the contract.
5
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2565, as approved in the FY 2019 budget, is
$1,000,000. Total expenditures, plus outstanding commitments and
forecast, are $1,197,490. See Attachment B for the budget detail.
Based on a review of the financial budget, the Project Manager
anticipates that with a budget increase of $200,000, the Project will
be completed within the new budget amount of $1,200,000.
The Finance Department has determined that, under the current rate
model, 100% of the funding is available from the Replacement Fund.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water agency
by providing stellar service, achieving measurable results, and
continuously improving operational practices."
LEGAL IMPACT:
None.
KC/BK:jf
P:\WORKING\CIP P2565 803-2 Reservoir Int-Ext Coating & Upgrades\Staff Reports\11-7-18, Staff Report 803-
2 Reservoir Coating_kc.docx
Attachments: Attachment A – Committee Action
Attachment B – Budget Detail
Exhibit A – Project Location for 803-2 Reservoir
ATTACHMENT A
SUBJECT/PROJECT:
P2565-001103
Approval to Increase the CIP P2565 Budget in an Amount of
$200,000 and Award of a Construction Contract to Advanced
Industrial Services, Inc. for the 803-2 Reservoir Interior/
Exterior Coatings & Upgrades Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 16, 2018.
The Committee supported Staff's recommendation.
NOTE:
The “Committee Action” is written in anticipation of the Committee
moving the item forward for Board approval. This report will be sent
to the Board as a Committee approved item, or modified to reflect any
discussion or changes as directed from the Committee prior to
presentation to the full Board.
ATTACHMENT B – Budget Detail
SUBJECT/PROJECT:
P2565-001103
Approval to Increase the CIP P2565 Budget in an Amount of
$200,000 and Award of a Construction Contract to Advanced
Industrial Services, Inc. for the 803-2 Reservoir Interior/
Exterior Coatings & Upgrades Project
9/27/2018
Budget
1,000,000
(request additional $200,000)
Planning
Standard Salaries 7,500 7,368 132 7,500
Service Contracts 3,500 - 3,500 3,500 CSI SERVICES
Total Planning 11,000 7,368 3,632 11,000
Design
Standard Salaries 20,000 14,470 5,530 20,000
Service Contracts 150 - 150 150 DAILY JOURNAL CORP
Equipment Charge 250 88 162 250 EQUIPMENT CHARGE
Total Design 20,400 14,558 5,842 20,400
Construction
Standard Salaries 90,000 281 89,719 90,000
Construcion Contract 951,690 - 951,690 951,690 ADVANCED INDUSTRIAL SERVICES, INC.
Service Contracts 36,000 36,000 36,000 CONSTRUCTION MANAGEMENT
40,000 - 40,000 40,000 COATING INSPECTION
1,800 - 1,800 1,800 WELDING INSPECTION
7,500 7,500 7,500 WATCHLIGHT
1,000 1,000 1,000 MAYER REPROGRAPHICS
2,000 2,000 2,000 STRUCTURAL ENGINEER
2,000 - 2,000 2,000 CLARKSON LABORATORY
Equipment Charge 2,000 23 1,977 2,000 EQUIPMENT CHARGE
Standard Materials 500 - 500 500 STANDARD MATERIALS
Project Closeout 3,000 - 3,000 3,000 CLOSEOUT
Project Contingency 28,600 - 28,600 28,600 3% CONTINGENCY
Total Construction 1,166,090 304 1,165,786 1,166,090
Grand Total 1,197,490 22,230 1,175,260 1,197,490
Vendor/Comments
Otay Water District
P2565 - 803-2 Reservoir Interior/Exterior Coating
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
OTAY WATER DISTRICT803-2 Reservoir Interior/Exterior Coating & UpgradesLocation Map
EXHIBIT A
F
P:\\WORKING\CIP P2565 - 803-2 Reservoir Int-Ext Coating\Graphics\Exhibits-Figures\Location Map-803-2.mxd
CIP P2565
803-2 Reservoir
ACCESS RD
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W I L L O W G L E N D R I V E
ACCESS RDWILLOW GLEN DRIVE
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: November 7, 2018
SUBMITTED BY:
Bob Kennedy
Engineering Manager
Dan Martin
Assistant Chief of
Engineering
PROJECT: P2565, P2574,
P2625, R2118, & S2051
DIV. NO.
3 & 5
APPROVED BY:
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Informational Item - Summary of Recent Construction Bids the
District has Received, Grant Funding Potential on Projects,
and Utilization of As-Needed Construction Management Services
GENERAL MANAGER’S RECOMMENDATION:
No recommendation. This is an informational item only.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To update the Otay Water District (District) Board of Directors
(Board) on recent construction bids the District has received, grant
funding available on District projects, and Utilization of As-Needed
Construction Management (CM) services.
2
ANALYSIS:
RECENT CONSTRUCTION BIDS THE DISTRICT HAS RECEIVED
This report will provide an update on the impacts of federal tariffs,
construction market/cost trends that have impacted recent bids, and
some of the future trends that could impact projects in the next
couple of years.
On several recent staff reports, staff has noted that in the current
bidding climate, the number of bidding contractors has been reduced.
During calendar year 2017, the District’s average number of bidders
was 5.7 across seven (7) projects advertised for construction. The
average number of bidders across ten (10) projects advertised for
construction during calendar year 2018 has reduced to 2.6 as of
October 1, 2018. When the number of construction projects available
for bid grows regionally, the contractors can be selective on the
projects they choose to bid. The District has seen a notable
increase in the overall number of development projects under
construction within the District boundaries, including Village 3,
Village 2, Millenia, and the Otay Crossings.
All of the District’s construction projects are formally advertised
for bid using BidSync, an online bid solicitation website. An
advertisement is placed in the Daily Transcript and posted on the
District’s website. District staff also performs additional outreach
by sending emails to contractors who have in the past submitted bids
and by sending emails to several plan houses to increase awareness of
the projects out for bid. After the bids are received, District
staff performs outreach to contractors who did not submit a bid to
get feedback on why they did not submit a bid.
During recent feedback received by staff, contractors have responded
that they are being very selective on the projects they do bid on,
they are too busy, and/or they do not have enough resources to commit
to additional projects. One contractor noted that a particular
project was not a good fit, others provided feedback that they did
not have the time to consider this project, or the project was not
large enough to pursue. An overall comment received is that it has
been difficult to find qualified skilled labor, which limits the
amount of work they can take on.
Material costs have also gone up. On June 1, 2018, the federal
government imposed a 25% tariff on steel and a 10% tariff on aluminum
imports. The Metropolitan Water District recently reported material
costs have increased 5% to 10% since March 2018.
3
Other local agencies are reporting increases to their construction
costs as well. A recent bid by the San Diego County Water Authority
(Water Authority) for the San Diego 28 Flow Control and Alvarado
Hydroelectric Facilities was advertised for construction. The
construction cost estimate range was $7 million to $8 million. The
Water Authority received two (2) bids on August 30, 2018, ranging in
price from $13.7 million to $15.87 million. Due to the disparity
between the cost estimate and the bid price, staff rejected the bids
and are evaluating the reasons for the higher bids.
Several staff reports on the November Board agenda identify similar
cost impacts from higher material costs and the shortage of qualified
skilled labor to work on projects, the bidding climate as well as
other factors, such as changes in the scope of work that increased
the budgets for all three (3) projects by $575,000. The three
projects include the following bids:
Vista Vereda (P2574) and Hidden Mesa Road (P2625)
After the 60% design phase in March 2018, staff adjusted
several bid items in response to the recently completed
construction of the Hillsdale Road Waterline Replacement
project. As the design approached 100% in June 2018, the
engineer’s estimate was also increased to keep pace with
skilled labor and material costs. After receiving the bids,
staff is recommending a reallocation of funds to the
individual CIPs, including a budget decrease of $360,000 to
CIP P2574 and a budget increase of $710,000 to CIP P2625.
803-2 Reservoir Interior/ Exterior Coatings & Upgrades
Project (P2565)
Two (2) bids were received on September 25, 2018. The
structural steel line items on the lowest bid were higher
than expected. Staff believes that the increase in bid costs
for the structural steel items are a combination of the
following; increase in steel prices, increase in skilled
qualified labor costs, and the current bid climate. Staff is
recommending a budget increase of $200,000 to this CIP.
Ralph W. Chapman Water Reclamation Facility (RWCWRF)
Headworks Improvements and Steele Bridge Sewage Pump Station
(SPS) Wet Well Improvements (R2118/S2051)
One (1) bid was received on September 13, 2018 for the RWCWRF
Headworks Improvements and the Steele Bridge SPS Wet Well
Improvements projects. These two (2) projects, funded
through separate CIPs, were packaged together to try and
generate more interest from the bidding community. Staff had
received a prior bid for the Steele Bridge SPS Wet Well
4
Improvements project on January 23, 2018 from the same
contractor. As part of the bid received on September 13,
2018, one (1) line item for the concrete wet well top slab
was $20,000 higher than the January 23, 2018 bid price. The
contractor indicated that numerous factors contributed to
this increase including current and further potential jumps
in material costs by the time the purchases would be made.
Staff is recommending a budget increase of $25,000 to CIP
R2118. The second CIP for the Headworks Repair doesn’t
require a budget adjustment.
Future Construction Market/Cost Trends
It is anticipated that future construction market/cost trends will
increase construction costs since several very large regional
projects will be out for bid later this year with construction
scheduled to begin in 2019. The SR-11 freeway extension to the U.S
border with Mexico and the construction of a third border crossing
will be the largest project within the District and various agencies
have already committed roughly $370 million to the project. In
addition, the San Diego Pure Water project is estimated to spend $1.3
billion in the next three (3) years. That project has already
committed to increase small contractor participation, which will
impact competitive bidding during construction of these projects.
The landscape of the fabricated large diameter steel pipe market has
also changed recently with Vancouver based Northwest Pipe acquiring
Rancho Cucamonga based Ameron in July 2018. This consolidation, when
combined with the steel tariffs, is expected to have a significant
impact on the cost of steel pipe for the west coast. It is
anticipated that Mid America Pipe, a company based in Kansas that has
typically not bid on local projects, would provide competition in the
west coast steel pipe market.
During the next budget cycle, staff will re-evaluate the budgets for
future projects to address the impact construction markets/cost
trends will have on construction budgets. Budgets will be updated to
represent the current bidding climate, material escalation costs, and
the shortage of skilled labor costs.
FUNDING OPPORTUNITIES TO SUPPORT THE DISTRICT’S PROJECTS
Funding opportunities were analyzed to determine applicability to
these projects. Potable pipeline replacement and any recycled water
or sewer replacement projects that do not generate a new source of
water are not candidates for grant funding or low interest loans.
5
UTILIZATION OF AS-NEEDED CONSTRUCTION MANAGEMENT (CM) SERVICES
The District currently utilizes As-Needed CM services to provide
construction contract administration for the District’s construction
projects. The As-Needed CM services provide the expertise the
District requires while also providing flexibility during times when
the Capital Improvement Program is not at a level to support a full
time CM.
The role of the CM is to collaborate with and provide project
oversight to the District, the Engineering Designer/Architect, and
the General Contractor to administer and deliver the District’s
projects on time, at or under budget, and to the District’s specified
standard of quality. The services provided by the CM require a
specialized skill set. The CM’s role includes:
Leading the construction team through the duration of
construction, testing, and commissioning of the project;
Ensuring that established construction policies, procedures, and
safety practices are observed;
Providing issue resolution arising from the inspection process
or from contract administration;
Acting as the primary lead for construction project decisions
regarding technical approaches, cost, scheduling, value
engineering, and performance;
Providing expertise for constructability review on projects in
the development phase and documenting “lessons learned” on
completed projects;
Representing the District in negotiations with contractors on
fees and charges including any change requests associated with
the construction of the District’s facilities;
Evaluating contractor claims associated with construction
projects and providing recommendations on merit and cost;
Evaluating the contractor’s Critical Path Method schedules for
delivery of the District’s construction projects;
Ensuring that documentation of the construction project is
accurate, complete, and preserved as the District’s record of
the construction contract.
Assist the District’s Legal Counsel during mediation/arbitration
and lawsuits resulting from construction activities.
With these items in mind, the District seeks CMs that are experienced
and knowledgeable in the delivery of water and wastewater
infrastructure. The current CMs each have more than 20 years of
experience and are active members of the Construction Management
6
Association of America. The CMs also work together under a blended
team with District Inspection to deliver the District’s construction
projects.
As part of the District’s budgeting process, staff evaluates the
level of effort anticipated for CM services. A review of the Capital
Improvement Program is completed and projects that are scheduled to
go into construction are quantified for the purposes of estimating CM
services. These estimates are the basis for developing Requests for
Proposals for As-Needed CM services.
Staff manages the CM services on project specific task orders under
an awarded As-Needed CM and Inspection contract. The table below
shows the level of CM services expended from Fiscal Year 2014 through
Fiscal Year 2018. This table also shows the fiscal year Construction
Contract Expenditures and Net Change Order Rate for reference
purposes. The Construction Manager Expenditures and Level of Effort
shown for Fiscal Year 2018 include CM services provided by both the
As-Needed Construction Management and Inspection Contracts and
project specific CM services provided on the 870-2 Pump Station
Project.
Fiscal
Year
(FY)
Construction
Contract
Expenditures
($)
Construction
Manager
Expenditures
($)
Construction
Manager
Level of
Effort
(Hours)
Construction
Manager
Level of
Effort (Full
Time
Equivalent)
Net
Change
Order
Rate*
(%)
2014 $6,390,014 $158,400 1056 0.58 3.5
2015 $3,797,277 $112,962 753 0.42 1.9
2016 $6,473,043 $201,444 1342 0.74 1.8
2017 $4,566,138 $204,790 1365 0.75 1.5
2018 $15,101,970 $413,409 2394 1.32 1.3
* Net Change Order rate does not include allowance item credits and
represents a true change order percentage for the project.
During four (4) of the last five (5) fiscal years, the total level of
effort for CM services has not reached an annual level of effort
equivalent of one (1) Full Time Equivalent (FTE) in a Construction
Manager classification. In FY 2018, the District’s construction
delivery reached a peak and the effort for CM Services exceeded one
(1) FTE.
Under the As-Needed CM and Inspection contracts for Fiscal Years 2019
and 2020, the combined average hourly loaded rate for As-Needed CM
services is estimated to be $154.50. This loaded rate includes the
7
CM’s vehicle, equipment, and consumables. It is estimated that the
level of effort under the As-Needed CM and Inspection contracts
approved by the Board for FY 2019 and FY 2020 will be 0.60 FTE and
0.93 FTE, respectively.
Staff will continue to evaluate the annual level of effort for CM
services required to support the District’s CIP to see if a long-term
sustained need is realized. In FY 2019, it is estimated that the
rate of a District CM FTE would be approximately $138 per hour
including salary, benefits, vehicle, equipment, training, and
certifications. It is noted that current CIP projections and
staffing structure do not support the need for a District CM FTE.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
No fiscal impact as this is an informational item only.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsive
manner” and the District’s Vision, “To be a model water agency by
providing stellar service, achieving measurable results, and
continuously improving operational practices.”
LEGAL IMPACT:
None.
BK/DM:jf
P:\WORKING\CIP P2574 12-Inch PL Replacement, 978 Zone, Vista Vereda\Staff Reports\Board 11-07-18 Budget
Increase\BD 11-7-18 Staff Report Informational Item - Summary of Construction Bids, Grant Funding, CM
Svces FINAL.docx
Attachments: Attachment A – Committee Action
Exhibit A – Location Map
ATTACHMENT A
SUBJECT/PROJECT:
P2565, P2574,
P2625, R2118,
& S2051
Informational Item - Summary of Recent Construction Bids
the District has Received, Grant Funding Potential on
Projects, and Utilization of As-Needed Construction
Management Services
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a meeting held on October 16, 2018. The
Committee supported staff's recommendation.
NOTE:
The “Committee Action” is written in anticipation of the Committee
moving the item forward for Board approval. This report will be sent
to the Board as a Committee approved item, or modified to reflect any
discussion or changes as directed from the Committee prior to
presentation to the full Board.
OTAY WATER DISTRICT
CIP S2051
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HIDDEN MESA RDWATER PIPELINE
CIP R2118CIP P2565CIP P2574CIP P2625