HomeMy WebLinkAbout07/07/1998, C6 - WATER RECLAMATION FACILITY: CLARIFIER 1&3 REPAIR, SPECIFICATION NO. 98-69 council Jv 7, 1998
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C I T Y OF SAN LUIS O B I S P O
FROM: Michael D. McCluskey, Director of Public Works W-'094
Prepared By: Barbara Lynch, Civil Engineer
SUBJECT: WATER RECLAMATION FACILITY: CLARIFIER 1&3 REPAIR,
SPECIFICATION NO. 98-69
CAO RECOMMENDATION
Approve the award to and authorize the mayor to execute a contract with Special Service
Contractors in the amount of$99,748 for the Water Reclamation Facility: Clarifier 1&3 Repair,
Specification No. 98-69.
DISCUSSION:
On January 6`s the City Council approved the purchase of equipment for the repair project and
the advertising for construction. The City Administrative Officer was authorized by the Council
to approve a construction contract at or below the engineers estimate.
On March 18`h a purchase order was issued for the equipment to Dorr-Oliver.
On June 16th bids were opened for the construction portion of the repair work.
In as much as the bid for the construction work ($99,748) is in excess of the engineers estimate
(Engineers Estimate = $85,000) the Council is being asked to award the contract. Since the
equipment costs were less than the original estimate the total cost of the project is within the
available budget. The following fiscal impact section clarifies the budget and costs.
FISCAL FvWACT:
Ensineer's Estimated costs: Award costs:
Equipment $65,000 Equipment $42,000
Repair $85,000 Repair $99,748
20%contingencies3$ 0,000 Contingencies $38,252
TOTAL: $1809000 $1809000
ATTACHMENT:
Equipment Purchase Order
Construction Bid Summary
Report authorizing advertising
Contract
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council MkiajDftJan 6, 1998
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CITYOF SAN LUIS O B I S P O
FROM: Michael D. McCluskey,Public Works Director
Prepared by: Barbara Lynch,Civil Engineer
SUBJECT: Water Reclamation Facility:Clarifier 1 &3 Repair,SpecificationNo. 98-69.
CAO RECOMMENDATION:
1. Approve plans and specifications for "Water Reclamation Facility: Clarifier 1 & 3 Repair,
SpecificationNo. 98-69."
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.
3. Authorize staff to purchase replacement equipment from a sole source for the repair project.
DISCUSSION:
Two of the clarifiers at the Water Reclamation Facility are in need of repair and have been for
several years. It had originally been hoped to complete this work in the early 1990's but the work
had to be postponed due to funding constraints. The clarifiers have recently been drained and
inspected by both engineering and facility staff to verify their condition. While much of the
protective coating on the large rake arms and center column has failed, the metal underneath
appears to still be in good condition. The equipment is at a critical point where it should not be
allowed to remain in service without attention for any extended period.
There is a considerable amount of internal equipment in the clarifier units to drive the large rakes.
It is planned to refurbish these drive units, replacing parts as needed. Certain pieces of the drive
units are known to be in need of replacement. This equipment is not standard, off the shelf type
equipment. Likewise it is not possible to substitute pieces of equipment from other than the
original manufacturer due to specific design and installation requirements. The clarifier equipment
was furnished in about 1962 on Clarifier 3 and 1976 on Clarifier 1. It is felt that the original
manufacturer is the only party that will be able to furnish correct replacement parts. It is staff's
intention to purchase replacement equipment at this time and have it on site at the time the contract
for repair is advertised. This will allow the contractors to see the equipment they will be working
with prior to submitting bids.
The repair project must be completed in the summer months due to plant loading and weather
constraints on coating work. It is planned to proceed with the ordering of replacement equipment at
this time to make sure it is here in time for summer of 1998 construction. The actual repair contract
will be advertised in the late winter.
CONCURRENCES:
Community Development Department has given this project a categorical exemption.
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Council Agenda Report - Rater Reclamation Facility: Clarifier 1& 3 Repair
Pate
FISCAL IMPACT:
Costs:
Engineer's estimate $65,000 for equipment
$85,000 for repair
20%* contingencies $30.000 for repair work
TOTAL: $180,000
* contingencies are high for this project due to the unknown condition of the interior mechanisms
Funding: Budget:
1995-97 Financial Plan,Appendix B page 64 $60,000 for Clarifier#1
1997-99 Financial Plan,Appendix B page 75 $80,000 for Clarifier#3
Unused funds from completed projects** $40,000
TOTAL: $180,000
**A little over $40,000 is expected to be left in the Digester#2 project budget. This project has
been completed; however we are awaiting final bills on some City Furnished Equipment and
confirmation of quantities from the Contractor making the repairs. Digester#2 funding comes from
the same account, Major Equipment Maintenance, as the Clarifier funding. Staff recommends
moving this money into the Clarifier account to cover the additional costs expected with this
project. If additional funds are needed, staff will return to Council. The most likely source of
finther funding will be the Major Equipment Maintenance account.
ATTACEMMNT:
Specifications are available in the Council office for review.
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CITY OF SAN LUIS OBISPO
CALIFORNIA
AGREEMENT
THIS AGREEMENT,made on this 7th day of July 1998 by and between the City of San Luis Obispo,
San Luis Obispo County,California,hereinafter called the Owner,and Special Service Contractors,hereinafter called
the Contractor.
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as 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
Water Reclamation Facility Clarifier 1 &3 Repair Specification No.98-69
in strict accordance with the plans and specifications therefor,including any and all Addenda,adopted by the Owner,in
strict compliancewith 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 II, 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 Measure Estimated Total
No. Quantity (in figures)
1. Pre/Post work soil sampling LS 1 $1,950.00
2. Disposal LS 1 $1,950.00
3. Comply with OSHA LS 1 $1,950.00
CLARIFIER 1
3. Pump down Clarifier LS 1 $2,447.00
4. Complete Repair Work LS 1 $31,804.00
5. Mortar Wall LS 1 $650.00
6. Scum Ring & Weirs LS 1 $6,131.00
7. Complete Final Testing LS 1 $2,600.00
CLARIFIER 3
9. Pump down Clarifier LS 1 $2,447.00
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10. Complete Repair Work LS 1
$35,234.00
11. Fiberglass Weir LS 1
$6,475.00
12. Scum Ring LS 1
$3,510.00
13. Complete Final Testing LS 1
$2,600.00
BID TOTAL: $ 99,748.00
Payments are to be made to the Contractor in accordance with 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,if not attached,as if hereto attached:
1. Notice to Contractors and information for bidders.
2. Contract General Conditions and Technical Specifications.
3. Accepted Proposal.
4. Public Contract code Section 10285.1 Statement and 10162 Questionnaire.
5. Noncol lusion 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.
CITY OF SAN LUIS OBISPO,
A Municipal Corporation
ATTEST: ..Mayor Allen K. Settle
Kim Condon, Acting City Clerk
APPROVED AS TO FORM: CONTRACTOR
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City Attorney Special Service Contractors
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iiii��llllllllll�� II`I city of san Luis osispo
suac,et amenbment Request
Requesting Department Fund Amended Fund No.
Utilities Sewer 520
REVENUES
Account No. Budget
Account Description Program Object Subobject Currentl Change. Revised
TOTAL
EXPENDITURES
Account No. Budget
Account Description Program Object I Subobject Current Changel Revised
WRF Maj.Equip. Maint.
Equipment 9639 512 556 377,437 (23,000) 354,437
Construction 9639 512 553 320,800 (115,000) 205,800
Clarifier 1 and 3 Repair 9869 512 553 —oma 138,000 138,000
TOTAL 698,237 —O— 698,237
PURPOSE
Construction of WRF Clarifiers 1 and 3 Repairs
D ent Head Date Director of Finance Date
Citv Administrative Officer Date Entered By Date
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