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Home My WebLink About06/17/2003, C12 - TRICKLING FILTER 3 PUMP, PIPING & VALVE REPLACEMENT, SPECIFICATION NO. 90158 Council """°ogD� June 17 .2003 j acEnc)a nepont '""..h of k CITY OF SAN LU.I S OBISPO FROM: Michael McCluskey, Public Works Director Prepared By: Michael J. McGuire,Assistant Engineer MIM SUBJECT: TRICKLING FILTER 3 PUMP, PIPING & VALVE REPLACEMENT, SPECIFICATION NO. 90158 CAO RECOMMENDATION 1. Award a contract in the amount of $117,748 to Special Service Contractors for "Trickling Filter 3 Pump,Piping&Valve Replacement", Specification No. 90158. 2. Authorize the Mayor to execute the contract. 3. Approve transfer of$135,000 from the Major Equipment Maintenance Account to the project account. DISCUSSION On May 6, 2003, the City Council approved the plans and specifications for the Trickling Filter 3 Pump, Piping & Valve Replacement Project and authorized Staff to advertise for bids (see Attachment 1, Council Agenda Report). Bidding for this project was advertised on May 10, 2003 and on June 3, 2003, bids were opened. Of the seven bids received, all exceeded the amount of$110,000 estimated for construction of this project. The lowest bid received was from Special Service Contractors, in the amount of$117,748 (see Attachment 2, Bid Summary Sheet). Per City Council policy, if bids are received greater than the Engineer's Estimate, the item shall return to the City Council to approve or deny award of the contract. Staff recommends approving the contract. CONCURRENCES The project has received approval from the WRF Supervisor and the Utilities Department. FISCAL IMPACT A total of$1.10,000 was approved for this Capital Improvement Project as a part of the 1999-01 Financial Plan (See pages 116-119 of Appendix B to the Financial Plan). Funds to support this project will come from the Major Equipment Maintenance Account, which has approximately $652,844 available for use. era -� Council Agenda Report—Trickling Filter 3 Pump, Piping & Valve Replacement Page 2 Projected Project Costs: Construction(Bid) $117,748 Construction Contingency(Estimated @ 15%) 17,252 Total Projected Project Costs $135,000 Funds Available - $652,844 Public Works is recommending that $135,000 be transferred from the Major Equipment Maintenance Account to the project account for this project. This amount will cover the construction contract and provide a 15% construction contingency, a necessity given the unknown condition of other equipment involved with the Trickling Filter process. The balance in the Major Equipment Maintenance Account will be $517,844 after a Budget Amendment Request is submitted. ALTERNATIVE Reject all bids submitted, obtain additional construction funding for the project and re-advertise for bids. This alternative would result in additional Staff time and resources plus the start of construction would have to be delayed until the summer of 2004, as the summer months are the optimum period for construction due to the low effluent flows at that time of year. Staff concurs that re-bidding the project would not result in substantially lower bids than what has been currently received. ATTACHMENTS 1. May 6, 2003 Council Agenda Report. 2. Bid Summary Sheet. 3. Agreement/Contract. g:\ current projects\water reclamation facility\90158 wrf repairs\90158_carldoc C� a �a Attachment 1 council Mn y�J� May 6 2003 AcjenoA REpoRt Im.N..ba C I T Y OF SAN LU IS OBISPO FROM: Michael McCluskey, Public Works Director Prepared By: Michael J. McGuire, Assistant Engineer SUBJECT: TRICKLING FILTER 3 PUMP, PIPING & VALVE REPLACEMENT, SPECIFICATION NO. 90158 CAO RECOMMENDATION 1. Approve plans and specifications for "Trickling Filter 3 Pump, Piping &Valve Replacement", Specification No. 90158. 2. Authorize staff to advertise for bids and authorize the CAO to award the contract if the lowest responsible bid is within the engineer's estimate of$110,000. DISCUSSION Trickling Filter 3 (TF3) was originally constructed in the early 1960's. The mechanism distributes primary effluent over a circular bed of rocks, where microorganisms feed on the dissolved organic compounds in the wastewater. An ancillary facility is the Pump Pit, which contains pumps and valves that regulate and control the flow of effluent to Trickling Filter 3 and to other mechanisms at the Water Reclamation Facility(WRF). Over the past 40 years, some of the mechanical components of TF3 and the Pump Pit have experienced substantial corrosion or simply worn out. This has resulted in the biological filter operating at a reduced efficiency. This project involves the replacement of vertical pumps and sliding gate valves at the Pump Pit and the installation of replacement distribution arms at TF3 under the direct supervision of the distribution arm manufacturer. The funding for the distribution arms and installation supervision is under the project "Sole-Source Purchase Of Distribution Arms For Trickling Filter 3 At The Water Reclamation Facility", which was approved by the City Council on April 1, 2003. This close coordination between projects is expected to result in reduced impacts to WRF operations and the lowest overall cost for both projects. CONCURRENCES The project has received approval from the Interim WRF Supervisor and the Utilities Department. This project is categorically exempt from environmental review as determined by the Community Development Department. FISCAL IMPACT A total of$110,000 was approved for this Capital Improvement Project as a part of the 1999-01 Financial Plan (See pages 116-119 of Appendix B to the Financial Plan). Funding for the project is included as one of the WRF Major Equipment & Structure 2000-01 projects, which currently has "$652,844 to support this and other identified projects. At the time this project is Cl cr �3 Jl Attachment 1 Council Agenda Report— Trickling Filter 3 Pump, Piping & Valve Replacement Page 2 recommended to be awarded, a budget amendment request will transfer funding from Major Equipment Maintenance to Trickling Filter 3 Pump, Piping& Valve Replacement. ATTACWgENTS 1. April 1,2003 Council Agenda Report. Plans and Specifications are available in the Council reading file. g:\_current projects4ater reclamation facility\90158 wrf repairsU0158_car.doc Cla � � Attachment 2 0000 0 _ z N h O 7 O Go� ;0� �q v v � U iA F >+ 0 0 0 0 s ^ O N O O Y W u a 0 0 0 0 0 0 0 0 O o o rn o Ol 0 0 0 0 ° 40 � vi v C7 0 0 0 0 e o o c o = c ^ C 0 N 2 O O h h O O pOp 'Q •� c F U ug U vi 2 0 0 0 0 o 0 0 0 0 0 0 0 0 0 0 0 G O O O O O O N Q 00 u F W vii � rn U W � N vi b e — in TN o 0 0 0 0 0 0 0 0 C C 0 z rn g F a 71; 4d ° a U Y 10 W G o c a - W ¢1w wig z h a Q a M CV CV � G sic C � a < ►. ri V C � � a C 2 -a' � a S,. Q a u C6 Attachment 3 CITY OF SAN LUIS OBISPO CALIFORNIA, AGREEMENT THIS AGREEMENT,made on this day of ,20�by and between the City of San Luis Obispo, a municipal corporation and charter city, San Luis Obispo County, California (hereinafter called the Owner) and Special Service Contractors; Inc.(hereinafter called the Contractor). WITNESSETH: That the Owner and the Contractor for the consideration stated herein agreeas follows: ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be performed, shall provide and furnish all of the labor, materials, necessary tools, expendable equipment, and all utility and transportation services required to complete all the work of construction of Trickling Filter 3 Pump,Piping& Valve Replacement,Specification No. 90158 in strict accordance with the plans and specifications therefor,including any and all Addenda,adopted by the Owner,in strict compliance with the Contract Documents hereinafter enumerated. It is agreed that said labor, materials, tools, equipment, and services shall be furnished and said work performed and completed under the direction and supervision and subject to the approval of the Owner or its authorized representatives. ARTICLE 11, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration for the faithful performance of this Contract,.subject to any additions or deductions as provided in the Contract Documents, the contract prices as follows: Item Item Unit of Estimated Item Price Total No. Measure Quantity (in figures) (in figures) 1. Distribution Arm Removal& LS 1 13,586.00 $13,586.00 Replacement 2. Vertical Pump Removal& LS 1 36,042.00 $36,042.00 Replacement 3. Slide Gate Valve Removal& LS 1 64,161.00 $64,161.00 Replacement 4. Compliance with OSHA LS 1 3,959.00 $3,959.00 BID TOTAL: $117,748.00 Payments are to be made to the Contractor in accordance mith and subject to the provisions embodied in the documents made a part of this Contract. Should any dispute arise respecting the true value of any work omitted,or of any extra work which the Contractor may be required to do,or respecting the size of any payment to the Contractor,during the performance of this Contract,said dispute shall be decided by the Owner and its decision shall be final,and conclusive. ARTICLE III,COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the following documents, all of which are as fully a part thereof as if herein set out in full,and if not attached,as if hereto attached: 1. Notice to Bidders and information for bidders. 2. Standard Specifications,Engineering Standards and Special Provisions. _ 1 _ n�d ^� Attachment 3 3. Accepted Proposal. 4. Pubfic Contract code Section 10285.1 Statement and 10162 Questionnaire. 5. Noncollusion Declaration. 6. Plans. 7. List of Subcontractors. 8. Agreement and Bonds. 9. Insurance Requirements and Forms. ARTICLE IV. It is further expressly agreed by and between the parties hereto that should there be any conflict between the terms of this instrument and the bid or proposal of said Contractor,then this instrument shall control and nothing herein shall be considered as an acceptance of the,said terms of said proposal conflicting herewith. IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this year and date first above written. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation Lee Price,City Clerk David F.Romero,Mayor APPROVED AS TO FORM: CONTRACTOR J an Lowell t> Special Service Contractor,Inc. City Attorney Russell Wilson,President -2- cta