To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency, Russian River County Sanitation District
Staff Name and Phone Number: Carlos Diaz (707) 547-1956
Vote Requirement: Majority
Supervisorial District(s): Fifth
Title:
Title
Russian River County Sanitation District Treatment Plant Seismic Retrofit of Secondary Clarifiers - Contract Award
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Recommended Action:
Recommended action
A) Adopt and approve the Project Manual and Drawings (“plans and specifications”) entitled "Russian River County Sanitation District Treatment Plant Seismic Retrofit of Secondary Clarifiers - Contract Award”.
B) Authorize the Chair to execute the contract with C. Overaa & Co. for $1,367,000 for construction of the Russian River County Sanitation District Treatment Plant Seismic Retrofit of Secondary Clarifiers - Contract Award, and delegate authority to the General Manager of the Water Agency on behalf of Russian River County Sanitation District (District), to execute Agreement and Release of Any and All Claims, if required.
(Fifth District)
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Executive Summary:
This item requests approval of a contract with C. Overaa & Co. for $1,367,000.00 for construction of Russian River County Sanitation District Treatment Plant Seismic Retrofit of Secondary Clarifiers.
Discussion:
The Russian River County Sanitation District (District) Treatment Plant is located in western Sonoma County just south of Guerneville, and receives and treats wastewater from a service area of approximately 2,700 acres covering the unincorporated areas of Rio Nido, Guerneville, Guernewood Park, and Vacation Beach. The Treatment Plant services about 3,200 equivalent single-family dwelling units and has the capacity to process up to 700,000 gallons per day.
In 2015, the District conducted a hazard assessment of its sanitation system that was published in the Russian River County Sanitation District Natural Hazard Reliability Assessment (NHRA). On September 13, 2016, District adopted its first Local Hazard Mitigation Plan (Plan) that was approved by the Federal Emergency Management Agency (FEMA) on April 16, 2018. The NHRA and Plan identified the Russian River County Sanitation District Treatment Plant Seismic Retrofit of Secondary Clarifiers (Project) as one of several mitigation projects that could be implemented to reduce the risk of damage to or failure of the sanitation system. The NHRA first identified a potential vulnerability of the clarifiers to seismic hazards. The facility has three circular reinforced concrete clarifier tanks: two 40-foot diameter clarifiers (Clarifiers 1 and 2) and a 60-foot diameter clarifier (Clarifier 3). While the tanks themselves are considered adequate to withstand a design earthquake, the NHRA identified the clarifiers’ internal mechanisms as being vulnerable to seismic inertial forces and resulting hydrodynamic loading.
In 2018, District applied for and was awarded a grant from FEMA to design and construct the Project. Total project costs were initially estimated at $2,984,536, with grant funds covering $2,238,402 (75% of costs) and District contributing the balance of $746,134 (25% of costs). The grant period of performance is 36 months, with design services now complete and construction activities expected to be completed by September 2021.
The Project is needed to mitigate the potential failure of the secondary clarifiers at the Waste Water Treatment Plant by seismic retrofit of the clarifiers’ internal components, which will address structural and hydrodynamic loading requirements as set forth in applicable codes and design guidance, including, but not limited to, 2016 California Building Code and ASCE 7-10 Minimum Design Loads for Buildings and Other Structures.
A Notice of Exemption (NOE) for compliance with the California Environmental Quality Act (CEQA) was filed with the County Clerk on January 14, 2020.
Russian River County Sanitation District Treatment Plant Seismic Retrofit Of Secondary Clarifiers - Contract Award consists of seismic retrofit of secondary clarifiers at Owner’s treatment plant, located at 18400 Neeley Road, near the community of Guerneville, California. The Work includes, but is not limited to replacing the existing internal secondary clarifier mechanisms in their entirety, modifying the reinforced concrete foundations, and updating electrical and controls, with the new system designed to withstand governing seismic and hydrodynamic sloshing loads. Work shall be completed within 365 Days from the date when Contract Time commences to run. Bidding Documents contain the full description of the Work.
Competitive process, selection & cost detail
The Project was advertised for bids : 07/30/2020
Bids were opened: 09/1/2020
Bids for construction of said Project were received on Tuesday, September 1, 2020, as follows:
Auburn Constructors, LLC Sacramento, CA $1,837,300
C. Overaa & Co. Richmond, CA $1,367,000
Mountain Cascade, Inc. Livermore, CA $2,076,700
Myers & Sons Construction LLC Sacramento, CA $2,060,000
Pacific Infrastructure Corp. Pleasanton, CA $1,631,000
Thompson Builders Corp. Novato, CA $1,880,700
Valentine Corporation San Rafael, CA $2,148,369
The Engineer’s Estimate was $2,580,000.
The lowest responsive and responsible bid is from C. Overaa & Co. and is $1,213,000 below the Engineer’s Estimate. C. Overaa & Co. 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 does not 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 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 Document 00 65 23 prior to General Manager approval.
Construction on the Project is scheduled to begin approximately December 21, 2020, with an estimated completion date of April 10, 2021.
The Water Agency (on behalf of the District), recommends the Board take the following actions:
Actions
1. Authorize the General Manager of the Water Agency acting on behalf of District to sign Document 00 65 23 (Agreement and Release of Any and All Claims), with County Counsel review, if any unresolved claims are listed by the contractor.
2. Award the contract to C. Overaa & Co., for the amount of $1,367,000, and authorize the Chair of the Board to execute the contract.
ALTERNATIVES
There are no viable alternatives to seismically retrofitting the District’s secondary clarifiers. Non approval would compromise the District’s ability to comply with its National Pollution Discharge Elimination System (NPDES) permit in the event of an earthquake.
Prior Board Actions:
07/09/2019 Resolution of The Board Of Directors Russian River County Sanitation District, Authorizing Adjustments to the Board Adopted Budget for Fiscal Year 2019-2020 for the Russian River County Sanitation District Construction Fund in the Amount of $237,000 for Engineering Design of Seismic Retrofit of Secondary Treatment Clarifiers.
Fiscal Summary
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Expenditures |
FY 20-21 Adopted |
FY21-22 Projected |
FY 22-23 Projected |
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Budgeted Expenses |
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Additional Appropriation Requested |
1,367,000 |
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Total Expenditures |
1,367,000 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
1,025,250 |
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Fees/Other |
341,750 |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
1,367,000 |
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Narrative Explanation of Fiscal Impacts:
Additional appropriations of $1,367,000 are required to encumber this agreement for FY 2020/2021. With Board approval, unused appropriations in FY 2019/2020 will be included in the FY 2020/2021 first quarter consolidated budget adjustments for the Russian River County Sanitation District Construction Fund.
FEMA grant funds will offset 75% or $1,025,250. Remaining cost share of $341,750 will be from the Russian River County Sanitation District Construction Fund.
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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:
None
Related Items “On File” with the Clerk of the Board:
Project Specifications and Drawings manuals (Vol. 1 & 2)