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File #: 2021-0960   
Type: Consent Calendar Item Status: Agenda Ready
File created: 8/30/2021 In control: Sonoma County Water Agency
On agenda: 10/5/2021 Final action:
Title: Russian River County Sanitation District Sewer Main Repair Project Approval
Department or Agency Name(s): Russian River County Sanitation District
Attachments: 1. Summary Report, 2. Resolution
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Board of Directors, Russian River County Sanitation District

Department or Agency Name(s): Russian River County Sanitation District

Staff Name and Phone Number: Douglas Messenger 707-547-1952

Vote Requirement: 4/5th

Supervisorial District(s): Fifth

 

Title:

Title

Russian River County Sanitation District Sewer Main Repair Project Approval

End

 

Recommended Action:

Recommended action

Approve for construction of Sanitary Sewer Main Repair (Between Manholes M31-4 and M36-14):

A)                     Adopt and approve the Project Manual and Drawings (“plans and specifications”) entitled "Sanitary Sewer Main Repair (Between Manholes M31-4 and M36-14)."

B)                     Ratify the execution of a contract by Sonoma County Water Agency’s General Manager, on behalf of Russian River County Sanitation District (“District”), with Ghilotti Construction Company for construction of the project.

C)                     Authorize Sonoma County Water Agency’s General Manager, 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.

D)                     Adopt a Resolution Authorizing Adjustment to the Board Adopted Budget for Fiscal Year 2021-2022 for the Russian River County Sanitation District Operations Fund in the amount of $63,705 for the Russian River County Sanitation District Sewer Main Repair Project

(4/5th Vote Required)(Fifth District)

end

 

Executive Summary:

This item requests ratification of a force account contract with Ghilotti Construction Company with an amount not to exceed $200,000 for construction of Sanitary Sewer Main Repair (Between Manholes M31-4 and M36-14) (“Project”). The negotiated agreement by force account was necessary and allowable under California Public Contract Code §22038(c) as a result of an advertisement that received no bids. Due to the urgent need for work to be completed, the General Manager entered into an agreement with Ghilotti Construction Company so that they may begin work in time to complete the repair within the current construction season. Approval of this item will ratify the action by the General Manager.

 

Discussion:

In November of 2020, routine sewer video inspection showed a partial collapse of the 15-inch sanitary sewer located southwest of the Safeway store, located at 16405 CA-116, in Guerneville. At that time, there was some consideration of declaring this an emergency and executing a contract to complete the work immediately, but the situation appeared sufficiently stable to wait until the 2021 summer construction season to excavate and repair the 20-foot deep pipe.

 

The design for the repair was substantially complete by the spring 2021, and the estimated construction cost was within the $200,000 limit per California Public Contract Code §22032(b) allowing for informal bids on the work. District Resolution 94-1725 delegates authority to the General Manager to enter into such agreements.

 

The Sanitary Sewer Main Repair (Between Manholes M31-4 and M36-14) (“Project”) was advertised for bids on May 13, 2021. However, no bids were received on the scheduled opening date of June 15, 2021. As allowed by Public Contract Code §22038(c), District began negotiations with Ghillotti Construction Company to enter into a force account agreement, with work paid by time and materials. The negotiated maximum cost under the proposed agreement is not to exceed $200,000.

 

While the Board of Directors had delegated authority for the General Manager to enter into an agreement through informal bids, this authority does not allow the General Manager to enter into a negotiated agreement in excess of the standard delegated limit of $60,000.

 

With time in the current construction season quickly coming to an end, the General Manger determined that it was necessary to execute an agreement with Ghilotti Construction Company prior to Board approval, rather than delay construction. If the work is not completed before the wet season arrives, there would be substantial risk of complete pipeline failure, overflows to the Russian River, and an emergency project needed at that time.

 

Construction on the Project is scheduled to begin approximately September 20, 2021, with an estimated substantial completion date of November 19, 2021.

 

Prior Board Actions:

12/06/1994: Resolution enacting uniform construction cost accounting policies and procedures, and delegating authority to award certain contracts.

12/06/1994: Initial reading of Ordinance 14 amending informal bidding process for certain public projects.

 

Fiscal Summary

 Expenditures

FY 21-22 Adopted

FY22-23 Projected

FY 23-24 Projected

Budgeted Expenses

$136,295

 

 

Additional Appropriation Requested

$63,705

 

 

Total Expenditures

$200,000

 

 

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

 

 

 

Fees/Other

$136,295

 

 

Use of Fund Balance

$63,705

 

 

Contingencies

 

 

 

Total Sources

$200,000

 

 

 

Narrative Explanation of Fiscal Impacts:

Budgeted amount of $136,295 is available from FY 2021/2022 appropriations for the Russian River County Sanitation District Operations Fund.  Additional appropriations of $63,705 are required to process this expense. With Board approval, unused appropriations budgeted in FY 2020/2021 in the amount of $63,705 will be rolled over to FY 2021/2022 in the Russian River County Sanitation District Operations Fund pursuant to the attached budgetary resolution.

 

Staffing Impacts:

 

 

 

Position Title (Payroll Classification)

Monthly Salary Range (A-I Step)

Additions (Number)

Deletions (Number)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Narrative Explanation of Staffing Impacts (If Required):

None

 

Attachments:

Resolution

 

Related Items “On File” with the Clerk of the Board:

Contract with Ghilotti Construction Company

Plans and Specifications