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Home My WebLink About08-07-2012 c1 1laguna lift station replacementcounci lagenOa iepoRt C I T Y O F S A N L U I S O B I S P O FROM : Carrie Mattingly, Director of Utilitie s Prepared By :Jennifer Metz, Utilities Project Manage r SUBJECT :LAGUNA LIFT STATION REPLACEMENT PROJECT, SPECIFICATION NO . 91116A RECOMMENDATION S 1 . Reject all bids received for the "Laguna Lift Station Replacement, Specification No . 91116." 2, Approve plans and specifications for "Laguna Lift Station Replacement, Specification No . 91116A ." 3.Approve a transfer of $360,200 from Sewer Fund Working Capital to project accounts ; $329,600 .00 to construction and $30,600 to construction management . 4.Authorize staff to re-advertise the project . 5.Authorize the City Manager to award the contract if the lowest responsible bid is within th e Engineer's estimate of $800,000 . DISCUSSIO N On June 12, 2012, the City Council authorized a total project budget of $1,199,400 for the Lagun a Lift Station Replacement, authorized the invitation of construction bids, and authorized the Cit y Manager to execute a contract for the construction of the project if the lowest responsible bid wa s within the Engineer's estimate of $525,300 (See Attachment 1). Four addenda were issued during the bid period, including extending the contract time from 65 to 9 5 working days to accommodate the delivery _schedule of owner-furnished equipment betwee n November 19, 2012 and December 14, 2012 . A total of nine bids were received and opened on July 19, 2012 ranging from $704,350 to $1,125,90 0 for construction as shown in the Bid Summary (Attachment 2), all higher than the Engineer's Estimat e of $525,300 . Line items where the contractor's bid differed significantly from the Engineer's estimate include Lift Station, Piping and Valves, and Connection to Existing Force Main, Electrica l and Instrumentation, and Site Work . These overages may be attributed to the complexities wit h working around a live wastewater collection system as well as the Project's increased constructio n duration necessary for coordination of owner-furnished equipment and acquisition of othe r equipment for the project . After conferring with the City Attorney, and due to all bids exceeding Engineer's estimate and facia l irregularities with at least two of the bids received, staff recommends all bids received be rejected and the project re-advertised . Staff has revised the bid documents to include information from the fou r addenda issued during the previous bid period . C11-1 Meeting Date August 7, 201 2 Item Number C11 CONCURRENCE S The project has the concurrence of the Public Works Department . FISCAL IMPAC T The project is identified in the 2011-13 Financial Plan, Appendix B, Capital Improvement Plan , pages 3-77 through 3-79 with $200,000 for design, $800,000 for construction, and $200,000 fo r construction management services . Previous action by the City Council on June 12, 2012 authorized a total project budget o f $1,199,400 . Based on the revised Engineer's Estimate of $800,000 for the Laguna Lift Statio n Replacement Project, Specification No . 91116A, the total project cost is $1,559,600, as shown below . Staff recommends transferring an additional $360,200 from Sewer Fund Working Capital to th e project's construction account. This amount will provide the funding for construction contingencies , and construction management services . Funds will be transferred via a Budget Amendment Reques t at time of contract award . Laguna Lift Station Replacement Project : Design Services : Existing Budge t $ 144,600 Tota l $ 144,60 0 Additiona l Construction Services : Equipment (Pumps and Wet Well ) Construction Estimat e Construction Contingencies (20%): Construction Managemen t Miscellaneous Construction Costs (Printing, Materials Testing, Etc .) Total for Construction : Total Project Costs :Is $ 345,000 $ -$ 345,000 $ 525,300 $ 274,700 $ 800,000 $ 105,100 $ 54,900 $ 160,00 0 $ 74,400 $ 30,600 $ 105,000 $ 5,000 $ -$ 5,00 0 $ 1,054,800 $ 360,200 $ 1,415,000 $ 1,559,60 01,199,40 0 ATTACHMENT S 1.June 12, 2012 Council Agenda Report authorizing project advertisement for constructio n 2.July 19, 2012 Bid Summary, Laguna Lift Station Replacement Project, Specification No . 9111 6 AVAILABLE FOR REVIEW IN THE COUNCIL OFFIC E Plans and Special Provisions for the Laguna Lift Station Replacement Project, Specification No . 91116A ttingly _.w .~u :w.:wNa: s,fu l~ ~u 1,;,o-J.i. ~;ui,on (mattingty-metz)191116a car laguna lift station replacement retiid .doc Meeting Date June 12, 201 2 Item Number C l counci lj acenaa REpout C I T Y O F S A N L U I S O B I S P O FROM : Carrie Mattingly, Utilities Director cgm Prepared By :Jennifer Metz, Utilities Project Manage r ,_TM SUBJECT : LAGUNA LIFT STATION REPLACEMENT PROJECT SPECIFICATIO N NO .9111 6 RECOMMENDATION 1.Approve plans and specifications for the Laguna Lift Station Replacement Project, Specificatio n No . 91116 . 2.Authorize staff to advertise for bids . 3.Authorize the City Manager to award the contract if the lowest responsible bid is within th e Engineer's Estimate of $525,30 0 DISCUSSIO N Background The City's wastewater collection system includes nine lift stations . The Laguna Lift Station (Laguna) is located within the City's Water Reclamation Facility at 35 Prado Road and serves th e western portion of the City, including receiving flow from the Calle Joaquin, Silver City, an d Prefumo lift stations, gravity flow from the Laguna Lake area, and tank drains from the Wate r Reclamation Facility. Laguna pumps approximately 750,000 gallons of wastewater daily during dr y weather and over two million gallons per day during wet weather . Since 2003 when Laguna was put into service, the City has not been able to operate the lift statio n consistent with the operational specifications due to varied and repeated failures that have occurred . The lift station has required extensive repairs, costly maintenance, and utilized excessive staff tim e to keep it operational and functional . The high level of risk associated with continuous failures, and the ongoing operations and maintenance costs, make continuing the lift station's operatio n infeasible . The Laguna Lift Station Replacement project will be sited approximately 20 feet north of th e existing station . The project includes : 1.A 12-foot diameter pre-fabricated, pre-engineered, coated, concrete wet well an d three submersible pumps . 2.Use of the existing motor control center building . 3.A new discharge manifold that connects to the existing 15" force main . 4.Connection to the City's existing SCADA system . C11-3 CONCURRENCE S The City's Community Development Director approved a Categorical Exemption fro m environmental review for this project in May 2012 . The Public Works Department staff concur s with this request . FISCAL IMPAC T The project is identified in the 2011-13 Financial Plan, Appendix B, Capital Improvement Plan , pages 3-77 through 3-79 with $200,000 for design, $800,000 for construction, and $200,000 for construction management services . In October 2011, the City entered into an agreement for design services with AECOM, Inc . for the replacement of two existing lift stations, Laguna and Calle Joaquin, at a total cost of $535,400 wit h $144,600 attributed to the design cost for the Laguna Lift Station project . Due to the long lead time, advance purchase of the pumps and wet well for $345,000 wa s authorized by the City Council in May 2012 to expedite the replacement of the Laguna Lift Station . This equipment will be furnished to the contractor for installation during the project's construction . The Engineer's Estimate of construction cost is $525,300 . Funds will be transferred via a Budge t Amendment Request at time of contract award . Laguna Lift Station Replacement Project Costs : Design Services :$144,600 Construction Services : Equipment (Pumps and Wet Well)$345,000 Construction Estimate $525,300 Construction Contingencies (20%):$105,100 Construction Management $74,400 Miscellaneous Construction Costs (Printing, Materials Testing, Etc .)$5,000 Total for Construction :$1,054,80 0 Total Project Costs :$1,199,400 AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE Plans and Special Provisions for the Laguna Lift Station Replacement Projec t isrwuoul dycnua epos .0 i<~U I,-Uu-icJeyuud illl SkIUOO I.,:f.'ia:Bnyi~-met ..;J 11 ii.I,>yu ::a.J C11-4 Raminh a Construction John Madonn a Constructio nEngineersEstimateArthurs Contractin g Item # 1 Re m Mobilization Estimated Quantit y 1 Unit o f Measur e LS Uni t Pric e $25,000 Tota l $25,000 Uni t Pric e $8,000 Tota l $8,000 Uni t Pric e $70,000 Tota l $70,000 Unit Pric e $19,000 Tota l $19,00 0 2 Temporary Bypass Pumping 1 LS $20,000 $20,000 $35,000 $35,000 $35,000 $35,000 $43,000 $43,00 0 3 Dewatering 1 LS $39,000 $39,000 $17,000 $17,000 $35,000 $35,000 $35,000 $35,00 0 Laguna Lift Station 3, Piping and Valves , and Connection to Existing Force Main 1 LS $182,500 $182,500 $160,000 $160,000 $250,000 $250,000 $315,000 $315,00 0 5 48-inch Diameter Interference Manhol e and 18-inch Sanitary Sewer Line 1 LS $30,700 $30,700 $56,000 $56,000 $30,000 $30,000 $40,000 $40,000 6 Electrical and Instrumentation 1 LS $163,000 $163,000 $237,000 $237,000 $236,430 $236,430 $230,000 $230,000 7 Site Work 1 LS $29,800 $29,800 $76,000 $76,000_$60,000 $60,000 $48,500 $48,500 8 Demolition and Salvage 1 LS $20,000 $20,000 $50,000 $50,000 $30,000 $30,000 $35,500 $35,50 0 9 Comply with OSHA 1 LS $5,500 $5,500 $55,000 $55,000 $10,000 $10,000 $4,500 $4,50 0 10 Landscaping 1 LS $8,500 $8,500 $6,000 $6,000 $5,000 $5,000 $3,500 $3,50 0 TOTAL BID ITEMS 1-10 $524,000 $700,000 $761,430 $774,00 0 11 Pipe Trench Foundation/Subgrad e Stabilization 30 LF $43 $1,300 $145 $4,350 $100 $3,000 $196 $5,880 TOTAL BID ITEMS 1-10 $525,300 $704,350 $764,430 $779,88 0 Souza Engineering Whitake r Construction HPS Mechanical MGE Underground WM Lyle s Item #Item Uni t Price Total Uni t Price Total Uni t Price Total Uni t Price Total Uni t Price Tota l 1 Mobilization $31,300 $31,300 $35,000 $35,000 $26,000 $26,000 $35,000 $35,000 $21,720 $21,720 2 Temporary Bypass Pumping $62,150 $62,150 $17,000 $17,000 $50,000 $50,000 $44,892 $44,892 $50,630 $50,630 3 Dewatering $17,125 $17,125 $85,000 $85,000 $33,000 $33,000 $74,827 $74,827 $28,570 $28,570 Laguna Lift Station 3, Piping and Valves , and Connection to Existing Force Main $260,300 $260,300 $235,000 $235,000 $260,000 $260000 $274,079 $274079 $335,060 $335,060 5 48-inch Diameter Interference Manhol e and 18-inch Sanitary Sewer Line $80,000 $80,000 $79,000 $79,000 $37,000 $37,000 $41,700 $41,700 $82,040 $82,040 6 Electrical and Instrumentation $235,000 $235,000 $245,000 $245,000 $253,680 $253,680 $274,294 $274,294 $231,740 $231,740 7 Site Work $46,500 $46,500 $60,000 $60,000 $99,000 $99,000 $31,953 $31,953 $49,950 $49,950 8 Demolition and Salvage $43,700 $43,700 $39,500 $39,500 $50,000 $50,000 $29,277 $29,277 $73,960 $73,960 9 Comply with OSHA $5,000 $5,000 $5,000 $5,000 $100 $100 $40,886 $40,886 $1,090 $1,090 10 Landscaping $2,750 $2,750 $5,000 $5,000 $8,000 $8,000 $9,068 $9,068 $1,630 $1,630 $783,825 $805,500 $816,780 $855,975 $876,39 0 11 Pipe Trench Foundation/Subgrad e Stabilization $305 $9,150 $50 $1,500 $30 $900 $134 $4,020 $130 $3,900 $792,975 $807,000 $817,680 $859,995 $880,29 0 Speiss Constructio n Item #Item Uni t Price Tota l 1 Mobilization $62,000 $62,00 0 2 Temporary Bypass Pumping $54,000 $54,00 0 3 Dewatering $16,000 $16,00 0 4 Laguna Lift Station 3, Piping and Valves , and Connection to Existing Force Main $613,900 $613,90 0 48-inch Diameter Interference Manhol e and 18-inch Sanitary Sewer Line $31,300 $31,30 0 6 Electrical and Instrumentation $220,500 $220,50 0 7 Site Work $64,000 $64,00 0 8 Demolition and Salvage $44,000 $44,00 0 9 Comply with OSHA $5,300 $5,30 0 10 Landscaping $13,700 $13,70 0 $1,124,700 11 Pipe Trench Foundation/Subgrad e Stabilization $40 $1,200 $1,125,900 Page intentionally lef t blank .