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HomeMy WebLinkAbout2020-09-15; City Council; ; Acceptance of Bids and Award of Contract to HWK Construction Services for the Poinsettia Lift Station Force Main Hydraulic Surge Protection ProjectMeeting Date: Sept. 15, 2020 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Vicki Quiram, General Manager vicki.quiram@carlsbadca.gov, 760-438-2722 David Hull, Associate Engineer david.hull@carlsbadca.gov, 760-603-7322 Subject: Acceptance of Bids and Award of Contract to HWK Construction Services for the Poinsettia Lift Station Force Main Hydraulic Surge Protection Project Recommended Action Adopt a resolution accepting bids and awarding a contract to HWK Construction Services for construction of the Poinsettia Lift Station Force Main Hydraulic Surge Protection, Capital Improvement Program Project No. 5503-14, in an amount not to exceed $377,304. Executive Summary The project includes installation of a pneumatic surge tank and related equipment necessary to protect the Poinsettia Lift Station’s force main pipeline from hydraulic surge impacts. The improvements will help increase the useful life of the pipeline and reduce the risk of pipeline breaks and subsequent sanitary sewer spills. On March 10, 2020, the City Council adopted Resolution No. 2020-047, approving the plans and specifications, and authorizing advertisement of the project for construction bids. The project was advertised using the city’s formal bidding procedures. Construction bids were received on July 22, 2020. The lowest responsive and responsible bidder was HWK Construction Services with a bid in an amount of $377,304. Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(I)(6) require the City Council to award all formally bid contracts when the value exceeds $200,000, which makes the project subject to this requirement. Staff recommends award of the construction contract to HWK Construction Services in an amount not to exceed $377,304. Discussion Sewer lift stations pump wastewater into force main pipelines and convey it to a higher elevation, where the pressurized wastewater transitions into a non-pressurized gravity flow pipeline system. Force mains are inherently exposed to hydraulic surge pressures in typical operational conditions and can be severely damaged by sudden unpredictable flow changes due to power outages and mechanical pumping failures. The forces generated by the pressure surges can cause significant damage to infrastructure resulting in pipeline ruptures and wastewater spills. Sept. 15, 2020 Item #2 Page 1 of 7 The Public Works Branch, Utilities Department, completed a surge monitoring analysis with consultant Blacoh Industries for 10 of the city’s force mains and the Buena Vista Lift Station, which is jointly owned by the City of Carlsbad and the City of Vista. The monitoring results identified potential issues at three lift stations and recommended further investigation. The Poinsettia Lift Station force main was identified as the most critical and a computer surge model analysis was completed by Northwest Hydraulic Consultants on July 19, 2019. The analysis detailed recommendations for improvement alternatives, including installation of a surge tank system at the lift station. The report’s recommended improvements are included in the project. The remaining two lift stations are under investigation, in the planning stage of project development, and are not included in this project. On July 22, 2020, eight electronically submitted bids were received for construction of the project. Staff reviewed these bids and determined that HWK Construction Services is the lowest responsive and responsible bidder. The contract documents for construction contain general performance standards and reference technical specifications, which if not met, allow the city to withhold payment. The contract documents also require the contractor to provide the city with a one-year warranty period for the work performed. Fiscal Analysis Sufficient sewer replacement funds are available in the Sewer Line Replacement and Refurbishment Program, Capital Improvement Program Project No. 5503, to complete the project. A summary of estimated construction costs and available funds is shown below: Sewer Line Replacement and Refurbishment Program Capital Improvement Program Project No. 5503 Project appropriation $7,376,445 Project expenditures/encumbrances $3,837,776 Total available funding $3,538,669 Poinsettia Lift Station Hydraulic Surge Protection Capital Improvement Program Project No. 5503-14 Construction contract $377,304 Construction contingency (estimated) $75,500 Construction management, inspection, material testing, communications services and design support (estimated) $90,000 Total estimated construction costs $542,804 Remaining balance $2,995,865 Additional appropriation needed $0 Sept. 15, 2020 Item #2 Page 2 of 7 Next Steps Once the contract documents are fully executed, staff will issue a purchase order, schedule a pre-construction meeting with HWK Construction Services and issue a notice to proceed for construction. The duration of the construction contract is 150 working days, exclusive of rain days and change orders that may extend the contract duration. The city will also contract with a communications consultant to provide public outreach services throughout construction. Upon successful completion, a notice of completion to release bonds will be recorded. Environmental Evaluation (CEQA) The Project is categorically exempt from environmental review per California Environmental Quality Act Guidelines Section 15303(d) – “new construction of small structures,” which includes utility extensions. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Prior to start of construction, the public will be notified of construction activities using media methods such as signage, email, website and other city communication channels. The construction contractor will also be required to notify the public of construction activities via door hangers as necessary. Exhibits 1. Resolution 2. Location map Sept. 15, 2020 Item #2 Page 3 of 7 RESOLUTION NO. 2020-185 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO HWK CONSTRUCTION SERVICES FOR CONSTRUCTION OF THE POINSETTIA LIFT STATION FORCE MAIN HYDRAULIC SURGE PROTECTION, CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT NO. 5503-14 (PROJECT), IN AN AMOUNT NOT TO EXCEED $377,304. WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary, desirable, and in the public interest to construct the Project; and WHEREAS, on March 10, 2020, the City Council adopted Resolution No. 2020-047 approving plans and specifications and authorizing advertisement for bids for construction of the Project; and WHEREAS, eight electronically submitted bids were received on July 22, 2020 for construction of the Project; and WHEREAS, HWK Construction Services submitted the lowest responsive and responsible bid to construct the Project in an amount of $377,304; and WHEREAS, Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(1)(6) require the City Council to award all formally bid contracts when the value exceeds $200,000; and the Project is subject to this requirement; and WHEREAS, the Project is part of the Sewer Line Replacement and Rehabilitation Program, CIP Project No. 5503; and WHEREAS, there are sufficient funds appropriated to the Sewer Line Replacement and Rehabilitation Program, CIP Project No. 5503, to complete construction of the Project; and WHEREAS, Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(B) authorize the city manager to approve change orders in an amount equal to the contingency set at the time of Project award; and Sept. 15, 2020 Item #2 Page 4 of 7 WHEREAS, the City Planner has considered the potential environmental effects of installing a pneumatic surge tank and related equipment necessary to protect the Poinsettia Lift Station's force main pipeline from hydraulic surge impacts and determined that the Project is categorically exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15303(d) and that no exception to the exemption as set forth in CEQA Guidelines section 15300.2 applies. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City Planner has determined that the Project, and installation of a pneumatic surge tank and related equipment necessary to protect the Poinsettia Lift Station's force main pipeline from hydraulic surge impacts, is categorically exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15303(d) and that no exception to the exemption as set forth in CEQA Guidelines section 15300.2 applies. 3. That the lowest responsive and responsible bid of $377,304 submitted by HWK Construction Services for construction of the Project, is accepted and the mayor is hereby authorized to execute a contract for the Project. 4. That the city manager or designee is hereby authorized to approve construction change orders up to the amount of $75,500 for the Project. 5. That the award of this contract is contingent upon HWK Construction Services executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 days of adoption of this Resolution. The city manager may grant reasonable extensions of time to execute the contract. Sept. 15, 2020 Item #2 Page 5 of 7 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 15th day of September, 2020, by the following vote, to wit: AYES: Hall, Blackburn, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. MATT HALL, Mayor a\AcArv)-AAia BARBARA ENGLESON, City Clerk (SEAL) Sept. 15, 2020 Item #2 Page 6 of 7 POINSETTIA LIFT STATION HYDRAULIC SURGE PROTECTION 5503-14 2POINSETTIALN.ELCAMINOREALALICANTERD.ELFUERTEST . ALGA RD. E S T R E L L ADEM A R RD.MEL R O S E DR. UNICORNIO ST.QUARTZLN. GEODE LN. MIC A RD.HALITEPL.SITE SITE MAIN FORCE Exhibit 2 Sept. 15, 2020 Item #2 Page 7 of 7