To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Steve Koldis 547-1914
Vote Requirement: Majority
Supervisorial District(s): All
Title:
Title
Mirabel Inflatable Dam Fabric Replacement - Rejection of Bids
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Recommended Action:
Recommended action
Reject all bids received for the Mirabel Inflatable Dam Fabric Replacement Project.
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Executive Summary:
This item requests rejection of all bids for construction of the Mirabel Inflatable Dam Fabric Replacement Project.
Discussion:
HISTORY OF ITEM/BACKGROUND
The Mirabel Inflatable dam was originally constructed in 1976 as an element of the River Diversion System located along the Russian River at Sonoma Water’s Wohler-Mirabel pumping facilities, near Forestville. The dam fulfills a key role in helping to facilitate the recharge of groundwater in the area. The dam’s inflatable rubber fabric was replaced in 1995, nearly 20 years after the original construction. In 2005 the rubber dam, while still inflated, was submerged by an unexpected storm which caused the dam to lift off its foundation and causing damage to the dam body requiring repair. The repair was completed the following summer in 2006. In 2016 GEI Consultants completed a condition assessment of the dam and prepared a Replacement Alternatives feasibility Study for the Mirabel Inflatable Dam. According to their study, GEI found that the dam’s inflatable fabric was near the end of its useful life and should be replaced within the next 5 years.
The proposed Mirabel Inflatable Dam Fabric Replacement Project consists of rubber dam fabric replacement at Sonoma Water’s Mirabel Inflatable Dam located at 10290 Westside Road. The Work includes, but is not limited to, the removal of the existing rubber dam fabric and installation of approximately 180 lineal feet of Owner-furnished replacement rubber dam fabric approximately 11 feet high on the existing concrete foundation. The work also includes construction of a coffer dam upriver and downriver, in conjunction with a dewatering system, to facilitate the removal of river channel material, construction of vegetated rock slope stabilization, and installation of the rubber dam fabric. Work shall be completed within 130 Days from the date when Contract Time commences to run. Bidding Documents contain the full description of the Work.
The Project was advertised for bids : 02/28/2020
Bids were opened: April 1, 2020
Bids for construction of said Project were received on Tuesday, April 1, 2020, as follows:
Sierra Mountain Construction, Sonora, California $1,720,800
The Engineer’s Estimate was $762,530.00.
The one and only bid from Sierra Mountain Construction exceeded the Engineer’s Estimate by $958,270.
While this project is essential for maintaining an uninterrupted supply of water, the current environment with COVID-19 poses significant risk that the project may experience extended delay associated with the Owner-furnished dam fabric. Recent communication with the dam fabric supplier has led Sonoma Water to believe that the timely delivery of the previously purchased dam fabric to be installed under this contract is in question. The fabric is currently on order from China and is still being manufactured. Ocean freight shipping of the dam fabric is indicated to be at increased vulnerability to customs delay, and shipping frequency may be reduced or halted due to staffing issues. A significant delay in delivery could result in an unintended suspension of the installation contract for the winter, potentially at significant additional cost. Such a delay would also be coupled with the increased risks associated with managing the construction site along the river through the winter months.
In addition, the project also does not currently have all the permit approvals required to build the project. Permit applications have been submitted and are pending regulatory agency approvals. While Sonoma Water staff believes these permits will be ready by the time construction is planned to commence, there is increased uncertainty under the current pandemic that permit approvals will be timely.
The bid amount exceeds the budgeted funds for the project at this time. With only a single bid received for the project, it is uncertain how much, if any, the lack of other competitive bids may have influenced the bid price. Nonetheless, due to the impact of potential delays described above, staff plans to re-bid the Project in the 4th Quarter of 2020, postpone construction until 2021, and will seek to attract multiple bidders to ensure competitive bid pricing. A recommended award action is anticipated to be brought to the Board in the first quarter of 2021.
Document 00200 - provides that “Owner also reserves the right, in its discretion, to reject any or all Bids and to re-bid the Project.” Staff believes that by advertising and re-bidding the Project in a more favorable, non-COVID-19 environment, the construction-related risks associated with an unintended winter shutdown and costly delays will be reduced and multiple bids will be received, thereby providing a more competitive bid. For these reasons, Sonoma Water staff recommend rejecting the bid that was received.
ALTERNATIVES
Award the contract to the sole bidder for the Project at increased risk for delay-related impacts, costs, and claims.
Prior Board Actions:
06/28/2006 Resolution 06-0626 of the Board declaring an emergency need to repair the Agency’s Inflatable Dam.
03/28/1995 Resolution 95-0350 of the Board approving plans and specifications for the Mirabel inflatable dam fabric replacement project.
Fiscal Summary
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FY 19-20 Adopted |
FY20-21 Projected |
FY 21-22 Projected |
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Narrative Explanation of Fiscal Impacts:
No fiscal impacts at this time.
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
None
Related Items “On File” with the Clerk of the Board:
None