To: Board of Directors, Sonoma Valley County Sanitation District
Department or Agency Name(s): Sonoma Valley County Sanitation District
Staff Name and Phone Number: Anjenette Hayre 521-1830
Vote Requirement: 2/3rd
Supervisorial District(s): First
Title:
Title
Sonoma Valley County Sanitation District Treatment Plant Electrical Resiliency
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Recommended Action:
Recommended action
A) Adopt and approve the Project Manual land Drawings (“plans and specifications”) entitled “Sonoma Valley County Sanitation District Treatment Plant Electrical Resiliency,” Award the contract to Royal Electric Company, for the amount of $1,811,118, and authorize the Chair of the Board to execute the contract;
B) Authorize the General Manager of the Water Agency acting on behalf of (District) to sign Agreement and Release of Any and All Claims (Document 00650), with County Counsel review, if any unresolved claims are listed by the contractor; and Delegate to the General Manager of the Water Agency or his designee the authority to approve design changes of up to $50,000 each 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.
C) Adopt a resolution authorizing budgetary adjustments to the Board Adopted Budget for Fiscal Year 2019/2020 for the Sonoma Valley County Sanitation District Construction Fund in the amount of $2,000,000, and in the Sonoma Valley County Sanitation District Operations Fund in the amount of $447,274.
(2/3rd Vote Required)(First District)
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Executive Summary:
This item requests approval of a contract with Royal Electric Company for $1,811,118 for construction of the Sonoma Valley County Sanitation District Treatment Plant Electrical Resiliency Project (Project). The Project consists of replacing electrical switchgear and removing an obsolete switchboard; simplifying the generators transfer scheme and generator connection boxes adding protective relays, power monitors, conduits, and cables as required for a complete and working system; and renting and maintaining portable generators during construction to maintain critical processes. The Project will reduce Plant exposure to electrical power outages and provide a safe, reliable electrical system.
Discussion:
HISTORY OF ITEM/BACKGROUND:
The Sonoma Valley County Sanitation District (District) Treatment Plant (Plant) provides wastewater treatment for communities in the Sonoma Valley. The Plant is located at 22675 8th Street East, in the unincorporated area of Schellville in Sonoma County, California, outside the limits of the City of Sonoma. The Plant has a history of intermittent power outages inside the Plant. Due to current transformer configuration, the Plant main breakers can trip even when there are no electrical problems in the Plant. The existing wiring makes the breakers sensitive to problems which exist in the PG&E system outside of the Plant.
This flaw often presents itself after power outages. When PG&E power is restored, the Plant is unable to switch from generator power back to utility power. As a result, the Plant must continue to use generator power, with staff on site to monitor Plant processes, until problems in the PG&E system subside.
The Sonoma Valley Treatment Plant Electrical Upgrade/Resiliency Project (Project) is designed to correct the flaw, reduce Plant exposure to outages and provide a safe, reliable electrical system. Work shall be completed within 270 Days from the date when Contract Time commences to run. Bidding Documents contain the full description of the Work.
A Notice of Exemption, pursuant to the California Environmental Quality Act, was posted at the County Clerk’s Office for public review from July 24 to August 25, 2019. The Notice indicated that no significant environmental impacts were anticipated to occur from the proposed project. No comments on the proposed project were received.
Competitive process, selection & cost detail
The Project was advertised for bids : 08/29/2019
Bids were opened: 10/01/2019
Bids for construction of said Project were received on October 1, 2019, as follows:
Cal Electro, Inc., Redding, California $1,878,000
Mike Brown Electric Co., Cotati, California $2,138,000
Royal Electric Company, Sacramento, California $1,811,118
The Engineer’s Estimate was $1,850,000.
The lowest responsive and responsible bid is from Royal Electric Company and is $38,882 below the Engineer’s Estimate. Royal Electric Company is experienced in this type of construction and met the experience requirements.
Pursuant to Resolution No. 04-0547, the General Manager maintains authority to approve change orders to construction contracts approved by the Board 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 on the Project is scheduled to begin approximately December 30, 2019, with an estimated completion date of September 24, 2020.
In Fiscal Year 2018/2019, the District budgeted $500,000 and expended $52,726 with $447,274 remaining in unspent funds for project design. In Fiscal Year 2019/2020, the District budgeted $1,100,000 for construction and construction inspection services. Due to increased project scope for replacement of cables, additional portable generator, and required construction phasing, the District is proposing to roll forward $447,274 in unspent Fiscal Year 2018/2019 funds, and request additional appropriations of $452,726 for a new project total of $2,000,000. Because Fiscal Year 2018/2019 funds of $447,274 and 2019/2020 funds of $1,100,000 were budgeted in the District’s Operations fund, the District is requesting that these funds be transferred from the District’s Operations Fund to the Construction Fund.
The Water Agency (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 Treatment Plant Electrical Resiliency”.
2. Authorize the General Manager of the Water Agency 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 Royal Electric Company, for the amount of $1,811,118, and authorize the Chair of the Board to execute the contract.
4. Delegate to the General Manager of the Water Agency 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.
5. Adopt a resolution authorizing budgetary adjustments to the Board Adopted Budget for Fiscal Year 2019/2020 for the Sonoma Valley County Sanitation District Construction Fund in the amount of $2,000,000.
Prior Board Actions:
1/23/18 - Board authorized an Amendment to Sonoma Valley Treatment Plant Electrical Upgrade Project Design agreement.
3/21/17 - Board authorized Sonoma County Water Agency’s General Manager to enter into an agreement for Sonoma Valley Treatment Plant Electrical Upgrade Project design (not to exceed $100,000)
Fiscal Summary
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Expenditures |
FY 19-20 Adopted |
FY20-21 Projected |
FY 21-22 Projected |
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Budgeted Expenses |
$1,100,000 |
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Additional Appropriation Requested |
900,000 |
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Total Expenditures |
$2,000,000 |
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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 |
$1,100,000 |
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Use of Fund Balance |
$900,000 |
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Contingencies |
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Total Sources |
$2,000,000 |
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Narrative Explanation of Fiscal Impacts:
Fiscal Year 2019/2020 project costs are $1,811,118 for construction, and $188,882 for construction inspection for a total of $2,000,000. With Board approval, Fiscal Year 2018/2019 unspent appropriations of $447,274 in the Operations Fund will be rolled forward to the Fiscal Year 2019/2020 Construction Fund budget, and additional appropriations of $452,726 will be made from the District’s Construction Fund balance pursuant to the attached budgetary resolution.
With Board approval of the requested additional appropriations, the District’s projected ending Construction Fund balance at the end of Fiscal Year 2019/2020 is expected to be consistent with prior years and will not be negatively impacted by this board item.
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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
Related Items “On File” with the Clerk of the Board:
None