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
Sonoma Valley County Sanitation District Sewer Trunk Replacement Phase 4A (6th Street West to Ramon Street) and Phase 4B.1 (Maxwell Farms Regional Park) - Contract Award.
End
Recommended Actions:
Recommended action
A) Adopt and approve the Project Manual and Drawings (“plans and specifications”) entitled Sonoma Valley County Sanitation District Sewer Truck Replacement Phase 4A (6th Street West to Ramon Street) and Phase 4B.1 (Maxwell Farms Regional Park)."
B) Authorize the General Manager of Sonoma Water acting on behalf of District to sign Document 00650 (Agreement and Release of Any and All Claims), with County Counsel review, if any unresolved claims are listed by the contractor.
C) Award the contract to Mountain Cascade Inc., for the amount of $5,975,922, and authorize the Chair of the Board to execute the contract.
D) Delegate to the General Manager of Sonoma Water or his designee the authority to approve design changes to the Project as may be necessary or appropriate in connection with change orders within the General Manager’s authority pursuant to Resolution No. 04-0547
(First District)(2/3rd Vote Required)
end
Executive Summary:
This item requests approval of a contract with Mountain Cascade Inc. for $5,975,922 for construction of Sonoma Valley County Sanitation District Sewer Trunk Main Replacement Phase 4A (6th Street West to Ramon Street) and Phase 4B.1 (Maxwell Farms Regional Park) (Project).
Discussion:
HISTORY OF ITEM/BACKGROUND:
During a 1995 restructuring of the county government, the Sonoma County Water Agency (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 District operates under a National Pollutant Discharge Elimination System (NPDES) permit from the California Regional Water Quality Control Board (San Francisco). The District serves the City of Sonoma and the unincorporated areas of Agua Caliente, Boyes Hot Springs, Eldridge, 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 an effort to mitigate these issues, the District has replaced approximately 20,500 linear feet of trunk main, and 90 manholes over the past 16 years.
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 52 sanitary sewer overflows between the dates of August 1, 2010 and January 31, 2015. As a result of violations to the NPDES permit, the San Francisco Regional Water Quality Control Board issued a Cease and Desist order to the District on June 10, 2015. The Cease and Desist Order requires the District to replace 7,108 linear feet of existing 21-inch reinforced concrete trunk main with 27-inch diameter trunk main, replace 31 manholes, and address the structural deficiencies and capacity restrictions in certain sections of the trunk main. The deadline to complete this work is October 31, 2022.
Sonoma Valley County Sanitation District Sewer Trunk Replacement Phase 4A (6th Street West to Ramon Street) and Phase 4B.1 (Maxwell Farms Regional Park) consists of replacing approximately 4,024 feet of existing 21-inch diameter reinforced concrete pipe with new 27-inch diameter polyvinyl chloride pipe, including 17 new manholes, and re-attaching existing connecting sewer lines within 6th Street West, State Highway 12, Ramon Street, and Maxwell Farms Regional Park. Work shall be completed within 250 Days from the date when Contract Time commences to run.
The Project was advertised for bids: March 14, 2019
Bids were opened: April 16, 2019
Bids for construction of said Project were received on April 16, 2019, as follows:
|
Ghilotti Construction Company, Santa Rosa, California……………………… |
$8,717,980 |
|
Mountain Cascade, Inc., Livermore, California |
$5,975,922 |
|
Sierra Mountain Construction, Inc., Sonora, California |
$7,113,100 |
|
TerraCon Constructors, Inc., Healdsburg, California |
$6,654,800 |
The Engineer’s Estimate was $6,105,950.
The lowest responsive and responsible bid is from Mountain Cascade Inc. and is $130,028 below the Engineer’s Estimate. Mountain Cascade Inc. is experienced in this type of construction and meets the experience requirements.
Pursuant to Resolution No. 04-0547, the General Manager maintains authority to approve change orders to construction contracts of up to $50,000 each, provided the change order doesn’t affect the material character of the work and the need for the change order results from unforeseen matters which are discovered after the contract was awarded and such modifications are necessary or advisable to complete the project in a timely and efficient manner. In the unlikely event that significant design-related changes are necessary to complete the Project, staff will return to the Board to approve such changes. However, staff request that the Board authorize the General Manager or his designee to approve design changes as may be necessary or appropriate in connection with change orders within the General Manager’s authority pursuant to Resolution No. 04-0547.
A contractor must execute a release of claims (Document 00650) 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 Document 00650 prior to General Manager approval.
Construction of the Project is scheduled to begin approximately July 15, 2019, with an estimated completion date of April 19, 2019.
Sonoma Water (on behalf of the District), recommends the Board take the following actions:
Actions
1. Adopt and approve the Project Manual and Drawings (“plans and specifications”) entitled Sonoma Valley County Sanitation District Sewer Truck Replacement Phase 4A (6th Street West to Ramon Street) and Phase 4B.1 (Maxwell Farms Regional Park)."
2. Authorize the General Manager of Sonoma Water acting on behalf of District to sign Document 00650 (Agreement and Release of Any and All Claims), with County Counsel review, if any unresolved claims are listed by the contractor.
3. Award the contract to Mountain Cascade Inc., for the amount of $5,975,922, and authorize the Chair of the Board to execute the contract.
4. Delegate to the General Manager of Sonoma Water or his designee the authority to approve design changes to the Project as may be necessary or appropriate in connection with change orders within the General Manager’s authority pursuant to Resolution No. 04-0547
ALTERNATIVES
If the Project is not awarded, the District will be unable to satisfy the terms of the Cease and Desist order issued by the San Francisco Regional Water Quality Control Board within the required timeline.
Prior Board Actions:
01/29/2019: Approved Resolution #19-0027 determining the District’s Sewer Trunk Main Replacement Project will not have an adverse effect on the environment, and adopting the Mitigation Monitoring and Reporting Plan/Program; making certain related findings; approving the Project; and authorizing the filing of a notice of determination (First District).
01/29/2019: Approved easement agreement for construction of a sanitary sewer main within Maxwell Farms Regional Park for the District’s Sewer Trunk Main Replacement Project, Reach 4B.
01/29/2019: Approved agreement between District and Tom Origer and Associates for implementation of an archaeological data recovery plan. Cost $550,000; term end December 31, 2020.
Fiscal Summary
|
Expenditures |
FY 18-19 Adopted |
FY19-20 Projected |
FY 20-21 Projected |
|
Budgeted Expenses |
5,975,922 |
|
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
5,975,922 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
5,975,922 |
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
5,975,922 |
|
|
Narrative Explanation of Fiscal Impacts:
Budgeted amount of $5,975,922 is available from FY 18-19 appropriations in the Sonoma Valley County Sanitation District Construction Fund. No additional appropriation is required.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A - I Step) |
Additions (number) |
Deletions (number) |
|
N/A |
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
N/A
Related Items “On File” with the Clerk of the Board:
Project Manuals found at: Manual Volume 1 <https://prod1.evo.cloud/scwa/dashboard/bid/download_bid_upload_file/1503/>
Manual Volume 2 <https://prod1.evo.cloud/scwa/dashboard/bid/download_bid_upload_file/1504/>