HomeMy WebLinkAboutItem 5l - Authorization to Transfer Funds from Sewer Fund Completed Projects and Award Foothill Santa Rosa Sewer Pipeline Replacement ProjectItem 5l
Department: Utilities
Cost Center: 6102
For Agenda of: 6/3/2025
Placement: Consent
Estimated Time: N/A
FROM: Aaron Floyd, Utilities Director
Prepared By: Miguel Barcenas, Deputy Director Engineering and Planning
SUBJECT: AUTHORIZATION TO TRANSFER FUNDS FROM SEWER FUND
COMPLETED PROJECTS AND AWARD THE FOOTHILL-SANTA ROSA
SEWER PIPELINE REPLACEMENT PROJECT, SPECIFICATION NO.
2000096
RECOMMENDATION
1.Authorize the transfer of $126,000 from Sewer Fund Completed Projects
(602.9501.71501) to the Foothill-Santa Rosa Sewer Pipeline Replacement Project,
Specification No. 2000096; and
2.Award a Construction Contract to Souza Engineering Contracting, Inc in the amount of
$598,591.00 for the Foothill-Santa Rosa Sewer Pipeline Replacement Project,
Specification No. 2000096; and
3.Authorize the Utilities Director to approve Contract Change Orders up to the available
project budget and any amended budget subsequently approved by the City Manager
up to $200,000.
POLICY CONTEXT
The action is consistent with General Plan Water and Wastewater Element Goal B 4.1 to
collect and convey all wastewater under safe and sanitary conditions to the Water
Resource Recovery Facility.
On February 4, 2025, the City Council authorized the advertisement for bids for the
Foothill–Santa Rosa Sewer Pipeline Replacement Project, Specification Number
2000096 (Project). City Council’s action also authorized the City Manager to award the
construction contract pursuant to Municipal Code Section 3.24.190 if the lowest
responsible bid is within the Engineer’s Estimate of $562,000. The lowest responsible bid
exceeds the Engineer’s Estimate by $126,000 and requires subsequent consideration
and authorization by City Council to award.
DISCUSSION
Background
The City Utilities and Public Works Departments have been coordinating with the
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Item 5l
California Department of Transportation (Caltrans) regarding a City sewer line
(constructed in 1965) that punctured and damaged an existing Caltrans storm drain within
the Santa Rosa/Foothill Boulevard intersection. The sewer line runs approximately
perpendicular to the storm drain. Based on the date of construction, the cause of the
damage is unknown, but the location of the storm drain puncture was verified through
video inspections of the pipe’s interior. The proposed plan to mitigate the conflict involves
reconstructing approximately 464 linear feet of the sewer main within Foothill Boulevard
to lower its elevation below the storm drain, improving vertical clearance between the
utilities by one foot or more. This effort will resolve the existing utility conflict, enhance the
functionality of both systems and ensure long-term reliability. The Project will also result
in a reduction of maintenance activities and inflow and infiltration that have previously
been recorded in this catchment area, and it will replace an existing deteriorated
maintenance hole. Caltrans is proposing a separate project to replace approximately 20
feet of the existing storm drain culvert within Santa Rosa/State Route 1 in the summer of
2025 at no cost to the City.
On February 4, 2025, the City Council authorized the advertisement for bids for the
Project. City Council also authorized 1) the City Manager to award the construction
contract if the lowest responsible bid is within the Engineer’s Estimate of $562,000 and
2) the City Engineer to approve Contract Change Orders up to the available project
budget and any amended budget subsequently approved by the City Manager up to
$200,000. Bid packages were opened May 8, 2025, and the lowest responsible base bid
was received from Souza Construction in the amount of $598,591 (see table below, and
Attachment A), which exceeds the Engineer’s Estimate and requires subsequent
consideration and authorization by City Council to award.
Engineer’s
Estimate
RCH
Construction
Souza Engineering
Contracting, Inc
Base Bid $562,000 $562,501.85 $598,591
Add. Alt. $12,000 $7,758.48 $20,674
Bid with Add. Alt. $574,000 $570,260.33 $619,265
After reviewing the bid packets, the Bid Bond for RCH Construction was found to be
defective because the incorrect project name and scope were listed with the bid packet.
The bidder’s bond provided by RCH does not evidence a sufficient security for the
Foothill-Santa Rosa Sewer Pipeline Replacement Project. Therefore, the bid from RCH
Construction is non-responsive per Public Contract Code Section 20170-20171, which
requires all bids submitted by the deadline under a sealed cover to include a bidder’s
bond executed by an admitted surety insurer for the proposed work.
Bid documents for Souza Construction are in order, and project references meet the
minimum requirements. Staff is recommending the award of the Base Bid construction
contract to Souza Engineering Contracting, Inc., who are determined to be the lowest
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Item 5l
responsive and responsible bidder after review of the Bid Packet. The additive alternate
is currently rejected to preserve available funds for construction contingencies.
Previous Council or Advisory Body Action
This Project was identified in the 2023-25 Financial Plan Supplement (Fiscal Year 2024-
25 Supplemental Budget) that was approved by Council on June 4, 2024, with a budget
of $350,000.
As summarized above, on February 4, 2025, the City Council authorized the
advertisement for bids for the Project, including additional actions for funding, contract
award, and the approval of potential subsequent change orders.
Public Engagement
The project was identified in the 2023-25 Financial Plan Supplement (Fiscal Year 2024-
25 Supplemental Budget), which was adopted by the City Council at a public meeting
held on June 4, 2024. Public comment was open prior to and during the Council Meeting
when the 2024-25 Supplemental Budget was approved. The Project was also presented
on the City Council public meeting consent agenda (February 4, 2025), which provided
the opportunity for public comment. No public comments were received on the item.
CONCURRENCE
The City, including the Utilities and Public Works Departments, have been coordinating
with Caltrans regarding the proposed resolution to the utility conflict between the Caltrans
storm drain and the City’s sewer main. Caltrans concurs with the City’s proposed plans,
and the City will receive an encroachment permit from Caltrans prior to construction of
the project. The project also has the concurrence of the Public Works Department.
ENVIRONMENTAL REVIEW
On February 4, 2025, the City Council found the Project categorically exempt from
environmental review under California Environmental Quality Act (CEQA) Guidelines
Sections 15303 (New Construction or Conversion of Small Structures) and 15304 (Minor
Alterations of Land). The recommended action does not include any changes to the
Project and is consistent with Council’s previous determination .
FISCAL IMPACT
Budgeted: Yes Budget Year: 2024-25
Funding Identified: Yes
Fiscal Analysis:
Funding Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
Foothill-Santa Rosa
Sewer Pipeline
$562,000 $0 $0 N/A
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Item 5l
Replacement,
Project (2000096):
Sewer Fund
Completed Projects
(602-9501-71501)
$356,331 $126,000 $230,331
Total $918,331 $126,000 $230,331 N/A
Foothill-Santa Rosa Sewer Replacement (2000096)
Construction Base Bid $598,591
Contingencies $74,000
Material Testing $9,600
Permitting $5,000
Printing $809
Total Cost of Project $688,000
Total Available Funding $562,000
Additional Funding $126,000
Remaining Balance $0
The Foothill-Santa Rosa Sewer Pipeline Replacement Project was budgeted in the 2023-
25 Financial Plan Supplement (Fiscal Year 2024-2025 Supplemental Budget, Page 60)
where it was allocated $350,000. On February 4, 2025, the City Council authorized the
transfer of $212,000 in funding from the Sewer Fund to the Project; therefore, funding for
this project has a current balance of $562,000 . Staff is recommending an additional
reallocation of $126,000 from the Sewer Fund Completed Projects account for a total
project budget of $688,000.
ALTERNATIVES
Deny transfer of $126,000 from the Sewer Fund to the Project. The City Council may
choose to deny the transfer of additional funding to the Project. If the additional funding
is denied, the bid would not be awarded and the Project would not be constructed . If the
Project is not constructed, the existing 1965 City-owned sewer main would remain in
conflict with the Caltrans storm drain. This action would halt the subsequent Caltrans
storm drain culvert replacement project and would leave the City’s existing sewer main
out of compliance with City Standard Specifications and Engineering Standards.
Forgoing this project would inhibit the City’s ability to improve maintenance accessibility,
address degradation of the existing maintenance hole, and minimize inflow and infiltration
into the affected wastewater collection system.
ATTACHMENTS
A - Foothill-Santa Rosa Sewer Pipeline Replacement, Specification Number 2000096 Bid
Tabulations
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Bid Opening 5/9/2025
Item #Item Description Unit of
Measure
Estimated
Quantity Item Price Total Item Price Total Item Price Total
1 TRAFFIC CONTROL PLAN AND IMPLEMENTATION LS 1 $ 50,000.00 $ 50,000.00 $ 79,773.89 $ 79,773.89 $ 47,900.00 $ 47,900.00
2 POTHOLING LS 1 $ 12,000.00 $ 12,000.00 $ 7,947.53 $7,947.53 $ 22,320.00 $ 22,320.00
3 REPLACE TRAFFIC STRIPING & MARKERS LS 1 $ 25,000.00 $ 25,000.00 $ 10,203.02 $ 10,203.02 $ 22,420.00 $ 22,420.00
4 OBTAIN AND COMPLY WITH NIGHT WORK PERMIT LS 1 $ 10,000.00 $ 10,000.00 $ 6,198.89 $6,198.89 $ 22,020.00 $ 22,020.00
5 WATER POLLUTION CONTROL AND EROSION/SEDIMENT CONTROL
PLAN LS 1 $ 5,200.00 $ 5,200.00 $ 6,462.14 $6,462.14 $ 2,385.00 $ 2,385.00
6 SHEETING, SHORING, AND BRACING LS 1 $ 16,000.00 $ 16,000.00 $ 27,487.22 $ 27,487.22 $ 9,150.00 $ 9,150.00
7 COMPLY WITH OSHA LS 1 $ 15,000.00 $ 15,000.00 $ 6,198.89 $6,198.89 $ 6,457.00 $ 6,457.00
8 PUBLIC NOTIFICATION LS 1 $ 7,000.00 $ 7,000.00 $ 6,198.89 $6,198.89 $ 710.00 $710.00
9 REPAIR TRAFFIC SIGNAL LOOPS LS 1 $ 19,000.00 $ 19,000.00 $ 17,430.17 $ 17,430.17 $ 10,720.00 $ 10,720.00
10 ABANDON SEWERLINE, MANHOLES AND FACILITIES LS 1 $ 25,000.00 $ 25,000.00 $ 22,359.97 $ 22,359.97 $ 29,230.00 $ 29,230.00
11 SEWER BYPASS PUMPING LS 1 $ 28,000.00 $ 28,000.00 $ 48,850.10 $ 48,850.10 $ 20,855.00 $ 20,855.00
12 ROCK EXCAVATION CY 50 $ 200.00 $ 10,000.00 $ 354.08 $ 17,704.00 $ 212.00 $ 10,600.00
13 REMOVE EXISTING SEWERLINE AND INSTALL NEW 6" HDPE
SEWERLINE LF 13 $ 400.00 $ 5,200.00 $ 1,336.60 $ 17,375.80 $ 1,598.00 $ 20,774.00
14 REMOVE EXISTING SEWERLINE AND INSTALL NEW 8" HDPE
SEWERLINE LF 250 $ 450.00 $ 112,500.00 $ 286.80 $ 71,700.00 $ 398.00 $ 99,500.00
15 INSTALL NEW 8" HDPE SEWERLINE TRENCHLESS METHOD LF 200 $ 450.00 $ 90,000.00 $ 282.25 $ 56,450.00 $ 484.00 $ 96,800.00
16 INSTALL NEW MANHOLE EA 3 $ 20,000.00 $ 60,000.00 $ 12,913.42 $ 38,740.26 $ 26,650.00 $ 79,950.00
17 INSTALL COATING ON SEWER MANHOLE EA 3 $ 4,500.00 $ 13,500.00 $ 17,141.30 $ 51,423.90 $ 5,370.00 $ 16,110.00
18 REMOVE EXISTING MANHOLE EA 1 $ 3,000.00 $ 3,000.00 $ 10,971.64 $ 10,971.64 $ 3,466.00 $ 3,466.00
19 CONNECT EXISTING SEWER LATERAL TO SEWER MAIN EA 2 $ 2,000.00 $ 4,000.00 $ 4,445.81 $8,891.62 $ 9,417.00 $ 18,834.00
20 RE-GRADE AND EXTEND SEWER LATERAL LF 20 $ 80.00 $ 1,600.00 $ 543.87 $ 10,877.40 $ 1,200.00 $ 24,000.00
21 REPLACE DRIVEWAY RAMP PER ENG. STD. 2110 AND SIDEWALK TIE-
IN EA 1 $ 25,000.00 $ 25,000.00 $ 14,354.92 $ 14,354.92 $ 17,400.00 $ 17,400.00
22 CURB AND GUTTER REPAIRS AND REPLACEMENTS LS 1 $ 25,000.00 $ 25,000.00 $ 24,901.60 $ 24,901.60 $ 16,990.00 $ 16,990.00
$ 562,000.00 $ 562,501.85 $ 598,591.00
ADDITIVE ALTERNATE
23 CUT AND CAP EXISTING SEWER AND REPAIR STORM PIPE PER
DETAIL 2 AND 4 LS 1 $ 12,000.00 $ 12,000.00 $ 7,758.48 $7,758.48 $ 20,674.00 $ 20,674.00
$ 574,000.00 $ 570,260.33 $ 619,265.00
Note 1 - Bid totals corrected by City during audit and bid evaluation are shown in italics.
Foothill-Santa Rosa Sewer Pipeline Replacement, Specification No. 2000096
Total Project Bid
Engineer's Estimate RCH Construction Souza Construction
Base Project Bid
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