To: Board of Directors, Sonoma Valley County Sanitation District
Department or Agency Name(s): Sonoma Valley County Sanitation District
Staff Name and Phone Number: Jimmie Griggs 547-1924
Vote Requirement: 2/3rd
Supervisorial District(s): First
Title:
Title
SVCSD Sewer Trunk Main Replacement Phase 5A (Happy Lane to Johnson Avenue) Contract Award
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Recommended Action:
Recommended action
A) Adopt and approve the Project Manual and Drawings (“plans and specifications”) entitled "SVCSD Sewer Trunk Main Replacement Phase 5A (Happy Lane to Johnson Avenue).” Award the contract to Mountain Cascade, Inc. for $6,322,213 for Construction of the SVCSD Sewer Trunk Main Replacement Phase 5A (Happy Lane to Johnson Avenue) Contract Award.
B) Authorize the General Manager of Sonoma County Water Agency (Sonoma Water), on behalf of Sonoma Valley County Sanitation District, (District) acting on behalf of District to sign Section 00 65 23 (Agreement and Release of Any and All Claims), with County Counsel review, if any unresolved claims are listed by the contractor.
C) Adopt a Resolution authorizing adjustments to the Board Adopted Budget for Fiscal Year 2023-2024 for the Sonoma Valley County Sanitation District Construction Fund in the amount of $1,292,213. (First District)
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Executive Summary:
This item requests approval of a contract with Mountain Cascade, Inc. for $6,322,213 for construction of Sonoma Valley County Sanitation District Sewer Trunk Main Replacement Phase 5A (Happy Lane to Johnson Avenue). The project includes, but is not limited to, the replacement of approximately 3,100 linear feet of 21-inch and 18-inch diameter trunk sewer main with the installation of 24-inch diameter trunk sewer main, replacement of 6-inch side sewer main with 8-inch diameter side sewer main, trenchless installation of trunk sewer, associated manholes, and re-connection of existing connecting sewer lines. The work associated with this project is necessary to satisfy the terms of the Cease and Desist order issued by the San Francisco Regional Water Quality Control Board within the required timeline.
Discussion:
HISTORY OF ITEM/BACKGROUND:
During a 1995 restructuring of the county government, Sonoma Water assumed responsibility for managing the county sanitation zones and districts, which provide wastewater treatment, reclamation, and disposal for approximately 22,000 residences and businesses. Each sanitation zone and district operates under a unique, individual permit from the California Regional Water Quality Control Board (San Francisco and North Coast regions) that sets the requirements for operation. The Sonoma Valley County Sanitation District (District) operates under a National Pollutant Discharge Elimination System (NPDES) permit from the San Francisco Bay Regional Water Quality Control Board (RWQCB). The District serves the City of Sonoma and the unincorporated areas of Agua Caliente, Boyes Hot Springs, Eldridge, El Verano, Fetters Hot Springs, Glen Ellen, Schellville, Temelec, and Vineburg.
The District began operation in 1953, when much of the current collection system was installed. The original scale of the collection system was constructed for a service area that has since grown beyond the capacity for which it was originally designed, and with pipe that has since degraded substantially.
In April 1999, the San Francisco Bay Regional Water Quality Control Board issued a Notice of Violation to the District in response to wet weather overflows from the collection system. Accordingly, the District began the Collection System Replacement Project. The District’s Board approved the Collection System Replacement Project on June 9, 1999 which consists of replacing or repairing approximately 26 miles of the collection system. To date, the Collection System Replacement Project has replaced approximately 29,635 linear feet (5.6 miles) of trunk main and 133 manholes.
Despite the District’s ongoing efforts to upgrade its collection system, the terms of the NPDES permit were not met due to the occurrence of approximately 52 sanitary sewer overflows between the dates of August, 2010 and January, 2015. As a result of violations to the NPDES permit, RWQCB issued a Cease and Desist order (CDO) to the District on June 10, 2015 requiring the replacement of at least 15,353 feet of sewer trunk main to address structural deficiency and capacity limitations. The CDO required the District to replace 7,108 feet of sewer trunk main by October, 2022 and an additional 8,245 feet by October, 2024. The District completed the October 2022 replacement requirement with the completion of Phase 4A, 4B, and 4C projects.
In June 2021, the District requested an extension for the October 2024 trunk main replacement deadline to obtain necessary environmental permits, right-of-way, and funding. The RWQCB granted the extension request and set a revised deadline for completing the 8,245 feet of trunk main replacement by October, 2029. The Phase 5A project will replace 3,100 feet of trunk main and will partially fulfill the extended October 2029 CDO deadline.
Phase 5A work consists of construction of Owner's sewer trunk main replacement located between the north end of Happy Lane and the intersection of Lichtenberg Avenue and Johnson Avenue in the unincorporated area of Boyes Hot Springs, California. The work includes, but is not limited to, the replacement of approximately 3,100 linear feet of 21-inch and 18-inch diameter trunk sewer main with the installation of 24-inch diameter trunk sewer main, replacement of 6-inch side sewer main with 8-inch diameter side sewer main, trenchless installation of trunk sewer, associated manholes, and re-connection of existing connecting sewer lines. Work shall be completed within 230 Days from the date when Contract Time commences to run.
California Environmental Quality Act
The District determined the project exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15302(c), Replacement or Reconstruction. Following project approval by the District’s Board, the District filed a Notice of Exemption (NOE) with the Sonoma County Clerk on June 9, 1999. The NOE was posted for the required statutory period. Phase 5A project activities continue to be exempt pursuant to CEQA Guidelines section 15302(c) as determined in the 1999 NOE and the categorical exemption is not barred by one of the exceptions set forth in CEQA Guidelines section 15300.2 since the filing of the NOE.
Competitive Process, Selection & Cost Detail
The Project was advertised for bids : 02/09/2024
Bids were opened: 03/19/2024
Bids for construction of said Project were received on March 19, 2024, as follows:
Mountain Cascade, Inc. Livermore, CA $6,322,213
The Engineer’s Estimate was $5,091,506. The FY 2023/2024 budget for the construction contract was $5,030,000. The District’s construction fund has sufficient reserves to fund this project and the additional cost related to this proposed contract.
The lowest responsive and responsible bid is from Mountain Cascade, Inc. and is $1,230,707 higher than the Engineer’s Estimate. To better understand the lower-than-expected bidder turnout and higher-than-expected construction cost, Sonoma Water queried input from Contractors who acquired bidding documents for the project but then elected not to submit a bid. Contractors mentioned factors including limited availability due to other work and construction challenges associated with deep installation of pipe and constrained site access and narrow residential streets. Mountain Cascade, Inc. is experienced in this type of construction and met the experience requirements.
A contractor must execute a release of claims (Section 00 65 23) before final payment but may except any unresolved claims from the release. The requested action authorizes the General Manager to approve the release unless the contractor lists unresolved claims. In that case, County Counsel must review Section 00 65 23 prior to General Manager approval.
Construction on the Project is scheduled to begin approximately July 1, 2024 with an estimated completion date of February 15, 2025.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
Attached
Fiscal Summary
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Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
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Budgeted Expenses |
$5,030,000 |
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Additional Appropriation Requested |
$1,292,213 |
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Total Expenditures |
$6,322,213 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
$5,030,000 |
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Use of Fund Balance |
$1,292,213 |
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General Fund Contingencies |
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Total Sources |
$6,322,213 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $5,030,000 is available from FY 2023/2024 appropriations in the Sonoma Valley County Sanitation District Construction Fund. Additional appropriations in the amount of $1,292,213 are requested to process this expense. A budgetary resolution has been submitted with this item. The District has sufficient reserves to fund this project.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Resolution
Prior Board Actions
Related Items “On File” with the Clerk of the Board:
Project Manual and Drawings