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HomeMy WebLinkAbout04-07-2010 Operations Committee Agenda Packet AGENDA REGULAR MEETING OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services ORANGE COUNTY SANITATION DISTRICT April 7, 2010 – 5:00 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California 92708 www.ocsd.com PLEDGE OF ALLEGIANCE DECLARATION OF QUORUM PUBLIC COMMENTS REPORT OF COMMITTEE CHAIR REPORT OF GENERAL MANAGER CONSENT CALENDAR 1. Approve the minutes of the February 3, 2010 Operations Committee meeting. 2. Recommend to the Board of Directors to: a) Approve Change Order No. 1 to Purchase Order No. 103530-OB issued to Jamison Engineering Contractors, Inc. for On-Call Contractor Support Services, Specification No. CS-2009-403BD, for the period July 1, 2009 through June 30, 2010, authorizing an additional amount of $97,957.33, increasing the total annual amount not to exceed $350,000; b) Approve Change Order No. 2 to Purchase Order No. 103530-OB issued to Jamison Engineering Contractors, Inc. for On-Call Contractor Support Services, Specification No. CS-2009-403BD, for the period July 1, 2010 through June 30, 2011, authorizing an additional amount of $247,957.33, increasing the total annual amount not to exceed $500,000.00; and, Operations Committee April 7, 2010 Page 2 c) Approve a contingency for the period July 1, 2010 through June 30, 2011, of $50,000 (10%). 3. Recommend to the Board of Directors to: a) Approve plans and specifications for the P1 Outfall Pipeline Disconnects at Scrubber Overflow, Project No. FE03-42, on file at the office of the Clerk of the Board; b) Receive and file bid tabulation and recommendation; c) Reject low bid from Mike Prlich and Sons, Inc. as “Non Responsive” due to its failure to provide the information required under Public Contract Code §4100 et seq. in its Bid; d) Award a Construction Contract to Engineering/Remediation Resources Group, Inc. for P1 Outfall Pipeline Disconnects at Scrubber Overflow, Project No. FE03-42, for a total amount not to exceed $93,730; and, e) Approve a contingency of $23,430 (25%). NON CONSENT CALENDAR 4. Recommend to the Board of Directors to approve a contingency increase of $76,050 (23%) to the Professional Design Services Agreement with MVA Architects, Inc. for North County Collections Yard, Contract No. 15-04, providing for design services for a total contingency of $125,648 (38%). 5. Recommend to the Board of Directors to: a) Approve Amendment No. 3 to the Professional Services Agreement with Tetra Tech, Inc., providing for additional engineering services for Gisler-Redhill Trunk Improvements, Reach B, Contract No. 7-37, for an additional amount of $350,000, increasing the total amount not to exceed $905,779; and, b) Approve a contingency of $45,289 (5%). 6. Recommend to the Board of Directors to approve a contingency increase of $84,000 (6%) to the construction contract with Colich and Sons, Inc., for Bayside Drive Improvement, Contract No. 5-61, for a total contingency of $168,000 (12%). DEPARTMENT HEAD REPORTS · 2010/11 CIP Budget - Herberg · Emergency Management – Arhontes Operations Committee April 7, 2010 Page 3 CLOSED SESSION During the course of conducting the business set forth on this agenda as a regular meeting of the Committee, the Chair may convene the Committee in closed session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9, 54957 or 54957.6, as noted. Reports relating to (a) purchase and sale of real property; (b) matters of pending or potential litigation; (c) employee actions or negotiations with employee representatives; or which are exempt from public disclosure under the California Public Records Act, may be reviewed by the Committee during a permitted closed session and are not available for public inspection. At such time as the Committee takes final actions on any of these subjects, the minutes will reflect all required disclosures of information. Convene in closed session Reconvene in regular session. Consideration of action, if any, on matters considered in closed session. Other business and communications or supplemental agenda items, if any. Adjournment – The next Operations Committee meeting is scheduled for Wednesday, May 5, 2010, at 5:00 p.m. Operations Committee April 7, 2010 Page 4 Notice to Committee Members: For any questions on the agenda or to place any items on the agenda, Committee members should contact the Committee Chair or Secretary ten days in advance of the Committee meeting. Committee Chair Troy Edgar (562) 431-3538 Troy@troyedgar.com Committee Secretary: Lilia Kovac (714) 593-7124 lkovac@ocsd.com General Manager Jim Ruth (714) 593-7110 jruth@ocsd.com Assistant General Manager Bob Ghirelli (714) 593-7400 rghirelli@ocsd.com Director of Technical Services Ed Torres (714) 593-7080 etorres@ocsd.com Director of Engineering Jim Herberg (714) 593-7300 jherberg@ocsd.com Director of Operations & Mntnc. Nick Arhontes (714) 593-7210 narhontes@ocsd.com Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted in the main lobby of the District’s Administrative offices not less than 72 hours prior to the meeting date and time above. All public records relating to each agenda item, including any public records distributed less than 72 hours prior to the meeting to all, or a majority of all, of the members of District’s Board, are available for public inspection in the office of the Clerk of the Board, located at 10844 Ellis Avenue, Fountain Valley, California. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or because there is a need to take immediate action, which need came to the attention of the Committee subsequent to the posting of agenda, or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting date. Public Comments: Any member of the public may address the Operations Committee on specific agenda items or matters of general interest. As determined by the Chair, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). Consent Calendar: All matters placed on the consent calendar are considered as not requiring discussion or further explanation, and unless a particular item is requested to be removed from the consent calendar by a Director or staff member, there will be no separate discussion of these items. All items on the consent calendar will be enacted by one action approving all motions, and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the consent calendar shall be considered in the regular order of business. The Committee Chair will determine if any items are to be deleted from the consent calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five (5) days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adjournment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955 (posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair-accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Clerk of the Board’s office at (714) 593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. Form No. DW-102.2 Revised: 01/11/2010 Page 1 OPERATIONS COMMITTEE Meeting Date 04/07/10 To Bd. of Dir. 04/28/10 AGENDA REPORT Item Number 2 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Nick Arhontes, Director of Operations and Maintenance GENERAL MANAGER'S RECOMMENDATION 1. Approve Change Order No. 1 to Purchase Order No. 103530-OB issued to Jamison Engineering Contractors, Inc. for On-Call Contractor Support Services, Specification No. CS-2009-403BD, for the period July 1, 2009 through June 30, 2010, authorizing an additional amount of $97,957.33, increasing the total annual amount not to exceed $350,000; 2. Approve Change Order No. 2 to Purchase Order No. 103530-OB issued to Jamison Engineering Contractors, Inc. for On-Call Contractor Support Services, Specification No. CS-2009-403BD, for the period July 1, 2010 through June 30, 2011, authorizing an additional amount of $247,957.33, increasing the total annual amount not to exceed $500,000.00; and, 3. Approve a contingency for the period July 1, 2010 through June 30, 2011, of $50,000 (10%). SUMMARY Gathering condition assessment information on our infrastructure is necessary to effectively manage and safely maintain Orange County Sanitation District (OCSD’s) assets. Remotely operated Closed Circuit TV (CCTV) is used in our sanitary sewers to quickly gather information. On occasion personal entry is required to gain added data as a result of the CCTV findings. This is typically performed on medium and large diameter sewers and facilities where physical entry is possible. When the data being gathered indicates damage to the concrete or other materials, repairs are then needed to extend short-term life. Work is performed and inspected to OCSD’s Engineering standards. Expanding this work through this change will allow contractor’s staff to then proceed and perform a repair as a part of the investigative work. This is both time and business efficient. Staff recommends this change. Contract administration costs have been reduced by performing many assessments under this contract rather than procuring separate contracts for multiple tasks. Facilitating minor repairs typically requires the same amount of planning and support as an assessment project, including confined-space entry support, traffic control, and flow diversions. Therefore, performing as many minor repairs as possible during the assessment work, as opposed to hiring a separate contractor to mobilize and conduct repairs, will allow for a cost savings to OCSD. Form No. DW-102.2 Revised: 01/11/2010 Page 2 Two major trunkline sewer assessments will begin in FY 09-10 and conclude in FY 10- 11. To prevent a disruption in the project schedule, which will affect the capital project schedule, these change orders are requested. A new request for proposal (RFP) process will occur in the spring of 2011 so a new contract can be awarded in July 2011 for FY 11-12 and beyond. Assessing conditions also helps develop better scopes of work for the Capital Improvement Projects process, which is used to rehabilitate or replace the assets for the intended long-term use. PRIOR COMMITTEE/BOARD ACTIONS April 2009 - Approve a Purchase Agreement with Jamison Engineering Contractors, Inc. for On-Call Contractor Support Services, Specification CS-2009-403BD, for the period July 1, 2009 through June 30, 2010 for a total annual amount not to exceed $229,129.70, with four one-year renewable options, and an annual contingency of $22,912.97 (10%). ADDITIONAL INFORMATION · Management of corrosion is a critical part of the services that OCSD provides to protect public health and the environment. In 2002, OCSD staff determined that a program to improve prediction, control, and prevention of corrosion would improve OCSD’s efficiency and effectiveness in asset management. As a result, staff recommended and the Board approved SP-68-1, Corrosion Management. · One objective of Corrosion Management is to implement and maintain a comprehensive program to manage the corrosion of OCSD’s assets. The program includes performing assessments for programmatic needs, identifying corrosion risk, condition assessment, developing alternative evaluations and maintenance strategies, and developing support documents to implement the preferred alternatives for repair, rehabilitation, or replacement. The ultimate goal of Corrosion Management is to optimize life extension and life cycle cost for OCSD’s assets while maintaining an acceptable level of service. This effective management of OCSD assets begins with the critical step of gathering assessment information on its infrastructure. · The requests for proposals were received on March 11, 2009. OCSD received proposals from Jamison Engineering Contractors, Inc. and Sancon Engineering, Inc. A five-member panel reviewed, evaluated, and ranked the proposals based upon the following three categories: 1) qualifications, related experience and references, 2) proposed staffing and project organization, and 3) cost and price. Staff reviewed and ranked the proposals and Jamison Engineering Contractors, Inc. was the top-ranked proposer by all reviewers. OCSD staff continues to have favorable experience with Jamison Engineering Contractors, Inc. · Staff recommends approval of an increase in the contract amount with Jamison Engineering Contractors, Inc. for a total amount not to exceed $500,000.00 per year for the current contract period (July 2010 – June 2011) with an annual Form No. DW-102.2 Revised: 01/11/2010 Page 3 contingency of 10% if needed to account for inflation and unforeseen field conditions. CEQA N/A BUDGET / DELEGATION OF AUTHORITY COMPLIANCE This Purchase Agreement complies with authority levels of OCSD’s Delegation of Authority. The selection process was conducted in accordance with OCSD’s adopted policies and procedures. This assessment work has been budgeted under SP-68-1, Corrosion Management: Section 8, Page 74 and the repair tasks have been budgeted under Collection Facilities Operations and Maintenance, Repairs and Maintenance: Section 6, Page 84, and Mechanical and Reliability Maintenance, Repairs and Maintenance: Section 6, Page 104. Date of Approval Contract Amount Contingency 4/22/09 $229,129.70 $22,912.97 (10%) 4/28/10 $97,957.33 4/28/10 $500,000.00 (FY10-11) $50,000.00 (10%) H:\dept\agenda\Operations Committee\Operations 2010\0410\05.CS-2009-403BD.docx Form No. DW-102.2 Revised: 01/11/2010 Page 1 OPERATIONS COMMITTEE Meeting Date 04/07/10 To Bd. of Dir. 04/28/10 AGENDA REPORT Item Number 3 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Christopher MacLeod GENERAL MANAGER'S RECOMMENDATION 1. Approve plans and specifications for the P1 Outfall Pipeline Disconnects at Scrubber Overflow, Project No. FE03-42, on file at the office of the Clerk of the Board; 2. Receive and file bid tabulation and recommendation; 3. Reject low bid from Mike Prlich and Sons, Inc. as “Nonresponsive” due to its failure to provide the information required under Public Contract Code §4100 et seq. in its Bid; 4. Award a Construction Contract to Engineering/Remediation Resources Group, Inc. for P1 Outfall Pipeline Disconnects at Scrubber Overflow, Project No. FE03-42, for a total amount not to exceed $93,730; and, 5. Approve a contingency of $23,430 (25%). SUMMARY This project will construct facilities at Plant No. 1 to disconnect two area and process drain lines currently connected to the ocean outfall system near the Plant No. 1 dewatering scrubbers. The Construction Contract includes underground bypass pipelines, small catch basins, small diameter above ground drain piping, and asphalt concrete removal and replacement. Staff completed the plans and specifications for Project No. FE03-42 in December 2009. Nine sealed bids were received on February 9, 2010. Summary information on the bid opening for Project No. FE03-42 is as follows: Project Budget $ 601,275 Construction Contract Budget $ 156,000 Engineer’s Estimate $ 130,000 Lowest Responsive, Responsible Bid: $ 93,730 High Bid: $ 144,300 Form No. DW-102.2 Revised: 01/11/2010 Page 2 Staff completed their Construction Cost Opinion in July 2009. The lowest Responsible Responsive bid was lower than the Engineer’s Estimate and was within the estimated value range of $90,000 to $130,000 per the Construction Cost Opinion. PRIOR COMMITTEE/BOARD ACTIONS None ADDITIONAL INFORMATION The facilities constructed by this project are necessary for operation until proposed digester improvements are constructed under Job No. P1-101 in 2015. This project constructs temporary bypass pipelines for foul air scrubbers and belt press drain lines connected to the 66-inch diameter primary effluent line in accordance with direction from the Regional Water Quality Control Board. Drain lines connected to the primary effluent line have the potential to adversely impact the monitoring program and effluent quality. The bypass lines will re-route the drain lines to the filtrate pump station to return them to the plant process stream. Bidder Amount of Bid 1. Mike Prlich and Sons, Inc. $ 76,000 2. Engineering/Remediation Resources Group, Inc. $ 93,730 3. MMC, Inc. $ 95,101 4. Maintenance Turnaround Services, Inc. $ 95,500 5. AToM Engineering Construction $ 97,979 6. 4-Con Engineering, Inc. $105,500 7. TTS Engineering, Inc. $125,000 8. Caliagua, Inc. $126,000 9. S.S. Mechanical Corp. $144,300 Mike Prlich and Sons, Inc was determined nonresponsive based on: BF-4.A, LIST OF CURRENT AND COMPLETED PROJECTS – The type of experience, and the Bidder’s role for each project listed was omitted. BF-4.C, FINANCIAL INFORMATION – The dates and financial information are in reverse sequence. BF-6, BIDDER’S INDUSTRIAL SAFETY RECORD – Copies of Bidder’s OSHA 300/300A Logs and Summaries used to determine work related injuries and illnesses for each of the last three years were omitted. Form No. DW-102.2 Revised: 01/11/2010 Page 3 On February 11, 2010, a Request for Clarification was sent to the Bidder inquiring about its obligation to keep OSHA injury and illness records as required by California Code of Regulations, Title 8, Section 14300. The Bidder responded the same day indicating it is not exempt from keeping injury and illness records as indicated above and, therefore, its Bid has been rejected as nonresponsive for having omitted the required OSHA 300/300A Logs and Summaries. Also on two previous occasions, debriefing letters were sent to the Bidder identifying irregularities in its Bids pertaining to previous solicitations and it was identified that the Bidder had omitted the required OSHA 300/300A Logs and Summaries. CEQA A Notice of Exemption was filed for this project on March 7, 2007. BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District’s Delegation of Authority. This item has been budgeted, Budget Update Fiscal Year 2009–10 (Page A-11, Item No. 100) and the budget is sufficient for the recommended action. Date of Approval Contract Amount Contingency 04/28/10 $93,730 $23,430 (25%) JH:CM:ct H:\dept\agenda\Operations Committee\Operations 2010\0410\06.FE03-42.docx Form No. DW-102 Revised: 01/11/10 Page 1 OPERATIONS COMMITTEE Meeting Date 04/07/10 To Bd. of Dir. 04/28/10 AGENDA REPORT Item Number 4 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: James D. Herberg CIP Project Manager: Christopher MacLeod GENERAL MANAGER'S RECOMMENDATION Approve a contingency increase of $76,050 (23%) to the Professional Design Services Agreement with MVA Architects, Inc. for North County Collections Yard, Contract No. 15-04, providing for design services for a total contingency of $125,648 (38%). SUMMARY MVA Architects, Inc. (MVA) has completed 70% level design submittal for the North County Collection Yard, Contract No. 15-04. Prior to this submittal, Staff requested MVA suspend design efforts to evaluate additional site alternatives. Staff presented a report on the additional site alternatives at the October 2009 Steering Committee Meeting. Staff then presented a subsequent written report at the November 2009 meeting. During the preparation of the detailed design, new information required additional design work. This work was not included in the original scope of work. The alternatives report and the results of the design submittal review prompted MVA to request an amendment to the Professional Design Service Agreement (PDSA). Staff requested a cost proposal from MVA for modifications to the scope of work for items needing clarification for proper inclusion into the project. The additional fee for this design work is $78,000; therefore staff is requesting an additional 23% contingency to cover these costs. PRIOR COMMITTEE/BOARD ACTIONS February 2008 – Board approved Amendment No. 2 to PDSA with MVA Architects, Inc. for an amount of $245,650, increasing the total amount not to exceed $330,650, including a contingency of $49,598 (15%) Form No. DW-102 Revised: 01/11/10 Page 2 ADDITIONAL INFORMATION The total additional fee for the study work as well as the design revisions equates to $78,000 and is described in the tasks described below: Site Grading and Drainage Revisions and Geotechnical Work ($26,000) – This additional work effort includes changes to the overall site grading, accommodating railroad and pavement for truck access, and changes to the landscaping and bio- swale designs for storm water management. Design Changes ($16,500) – This effort includes adjusting the building floor for drains, and preparation of an alternatives report on using the existing site. Revisions to Construction Drawings ($23,000) – This additional work includes relocating the truck wash, structural design changes for grading and floor changes, emergency power switchover equipment, security requirements, and information technology facilities. Perimeter fence and gate access changes were also required due to elevation and pavement changes. Project Meetings ($6,000) – Additional project team meetings are required due to the evaluation of additional alternatives. Conditional Use Permit Revisions ($6,500) – This effort includes preparation of required plans for adjustments in site grading, drainage, and storm water management. CEQA A Notice of Exemption was filed on February 10, 2010. BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District’s Delegation of Authority. This item has been budgeted. (FY2009-10 Budget Update, Line item: 35, Appendix, Page A-8). Date of Approval Contract Amount Contingency 02/27/08 $330,650 $ 49,598 (15%) 04/28/10 $ 76,050 (23%) $125,648 (38%) Total H:\dept\agenda\Operations Committee\Operations 2010\0410\07.15-04 Contingency.docx Form No. DW-102.2 Agenda Report – Board Revised: 09/01/2009 Page 1 OPERATIONS COMMITTEE Meeting Date 04/07/10 To Bd. of Dir. 04/28/10 AGENDA REPORT Item Number 5 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering CIP Project Manager: Hardat Khublall GENERAL MANAGER'S RECOMMENDATION 1. Approve Amendment No. 3 to the Professional Services Agreement with Tetra Tech, Inc., providing for additional engineering services for Gisler-Redhill Trunk Improvements, Reach B, Contract No. 7-37, for an additional amount of $350,000, increasing the total amount not to exceed $905,779; and, 2. Approve a contingency of $45,289 (5%). SUMMARY The Orange County Sanitation District’s (Sanitation District) 1999 Strategic Plan identified the Gisler-Redhill Trunk Improvements, Reach B, Contract No. 7-37, to be hydraulically deficient. Recently conducted flow monitoring has confirmed that the sewer is flowing approximately 90% full, indicating that peak flows could exceed the capacity of the pipeline. The original project scope of work includes constructing a parallel interceptor line to increase capacity. Upon completion of design, plan check submittals were made to the City of Tustin (City) at which time concerns were raised regarding the impacts the project would have on the community. A request was made by the City for the Sanitation District to hold off on the project and to look into alternative means to improve the hydraulic deficiencies in the sewer system. Following several subsequent meetings with the City and Sanitation District staff, a reduced scope of work including rehabilitation of the existing Gisler-Redhill Trunk Sewer and construction of a cross-over sewer to maximize capacity of the existing system was presented and accepted by the City. This alternate approach will save an estimated $8,300,000 in construction costs. This amendment is to provide additional engineering design services to prepare plans and specifications for the revised project scope of work. Form No. DW-102.2 Agenda Report – Board Revised: 09/01/2009 Page 2 PRIOR COMMITTEE/BOARD ACTIONS November 2005 – Approval of Amendment No. 2 to the Professional Service Agreement with Tetra Tech, Inc. for $194,400, increasing the total amount not to exceed $555,780. October 2003 – Approval of Amendment No. 1 to the Professional Service Agreement with Tetra Tech, Inc. for $24,500, increasing the total amount not to exceed $361,380. November 2001 – Approval of Professional Services Agreement with Tetra Tech, Inc. for a total amount not to exceed $336,880. ADDITIONAL INFORMATION The original scope of work for this project included rehabilitation of the Gisler-Redhill Trunk Sewer along Redhill Avenue, and construction of a parallel sewer line at a cost of $13,300,300. This project was designed to approximately 90% complete plans and specifications when the City became very concerned and objected to its construction, citing the tremendous impacts the project would have on the Redhill Avenue traffic. The City requested the Sanitation District pursue other alternatives that would avoid severe impacts to Redhill Avenue. The Sanitation District placed the project on hold and evaluated several other alternatives. Following several meetings with the City and Sanitation District staff, a project with a reduced scope of work was presented and accepted at an estimated cost of $5,000,000. This amendment will authorize the design consultant to proceed with this alternative design. CEQA This project was included in the 1999 Strategic Plan Program EIR, certified on October 27, 1999. A Notice of Determination was filed on October 29, 1999. BUDGET/DELEGATION OF AUTHORITY COMPLIANCE There is no increase to the project budget being requested and the budget is sufficient for the recommended action. (Line Item: FY 9/10 Update, Page A-7, Item 27). This project did not include a contingency for General Manager to authorize amendments in accordance with the current Delegation of Authority. As a consequence, this amendment is being recommended to the Committee/Board for approval. Date of Approval Contract Amount Contingency 11/16/05 $555,779 N/A 04/28/10 $905,779 $45,289 (5%) $45,289 (5%) Total JH:HK:eh H:\dept\agenda\Operations Committee\Operations 2010\0410\08.7-37 Tetra Tech.docx Form No. DW-102.2 Agenda Report – Board Revised: 09/01/2009 Page 1 OPERATIONS COMMITTEE Meeting Date 04/07/10 To Bd. of Dir. 04/28/10 AGENDA REPORT Item Number 6 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering CIP Project Manager: Martin Dix GENERAL MANAGER'S RECOMMENDATION Approve a contingency increase of $84,000 (6%) to the construction contract with Colich and Sons, Inc., for Bayside Drive Improvement, Contract No. 5-61, for a total contingency of $168,000 (12%). SUMMARY The Orange County Sanitation District’s (Sanitation District) Bayside Drive Improvement Project will rehabilitate a portion of the Bayside Drive Trunk Sewer by installing a structural-cured, in-place lining, and relining existing manholes as necessary. Through a Reimbursement Agreement with the City of Newport Beach (City), this project will also simultaneously rehabilitate a city sewer tributary to the Bayside Drive Trunk Sewer. By contract, a portion of the City’s sewer was to be cleaned and relined; however, during the course of construction, replacement of the City sewer was required resulting in significant additional costs. Change orders to the City sewer are estimated at $20,000. The Sanitation District will be reimbursed by the City for this additional cost. The project is 30% complete and in order to be able to cover any further unexpected field conditions or interferences, staff has determined that the contingency budget of 6% is inadequate and requests an additional contingency of $84,000 (6%), for a total project contingency of $168,000 (12%). PRIOR COMMITTEE/BOARD ACTIONS November 2009 – Approved a reimbursement agreement with the City of Newport Beach for construction of the Bayside Drive Improvement Project, in a form approved by General Counsel. August 2009 – Approved Plans and Specifications for Bayside Drive Improvement, Contract No. 5-61; approved Addendum Nos. 1, 2, and 3 to the plans and specifications; received and filed bid tabulation and recommendation; awarded a construction contract with Colich & Sons, L.P., for Bayside Drive Improvement, Contract No. 5-61, for a total amount not to exceed $1,400,000; and approved a contingency of $84,000 (6%). Form No. DW-102.2 Agenda Report – Board Revised: 09/01/2009 Page 2 ADDITIONAL INFORMATION None CEQA In August, 2009, the Sanitation District found that the approval of the Plans and Specifications for the Bayside Drive Improvement, Contract No. 5-61, was exempt from the California Environmental Quality Act and is also within the scope of the Program Environmental Impact Report for the Collection System Improvement Plan, SCH #2006101018. The proposed agreement merely facilitates implementation of that prior action. Accordingly, likewise, the recommended action is statutorily exempt from the California Environmental Quality Act pursuant to Public Resources Code Section 21080.21 and categorically exempt pursuant to CEQA Guidelines 15282(k) because the construction facilitated by the recommended action consists of a pipeline less than one mile in length within a public street or highway and other public rights-of-way for the installation of a new pipeline and/or the maintenance, repair, restoration, reconditioning, relocation, replacement, removal, and/or demolition of an existing pipeline. The recommenced action is also categorically exempt pursuant to CEQA Guidelines Section 15301 because it consists of the operation, repair, maintenance, permitting and/or minor alteration of existing public structures, facilities, and/or mechanical equipment, involving no expansion of use beyond that currently existing. The recommended action is also categorically exempt pursuant to CEQA Guidelines Section 15302 because it consists of replacement or reconstruction of existing (below-ground) structures and facilities where the new structure will be located on the same site (within the same right of way) as the structure replaced, and will have substantially the same purpose and capacity as the structure replaced. BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This request for increase in the project contingency complies with authority levels of the Sanitation District’s Delegation of Authority. This item has been budgeted (FY 2009-10 Budget Update: Item 22, Page A-7) and the budget is sufficient for the recommended action. Date of Approval Contract Amount Contingency 08/26/09 $1,400,000 $84,000 (6%) 04/28/10 $84,000 (6%) $168,000 (12%) Total JH:HK:eh:gc H:\dept\agenda\Operations Committee\Operations 2010\0410\09.5-61 Cholich.docx