The URL can be used to link to this page

Home My WebLink About2022-08-30; City Council; ; Acceptance of Bids and Award of a Contract to Nu Line Technologies, LLC for the Sewer Pipeline Rehabilitation 2022 ProjectCA Review _RMC_ Meeting Date: Aug. 30, 2022 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Stephanie Harrison, Utilities Technical Services Manager stephanie.harrison@carlsbadca.gov, 442-339-2310 Vicki Quiram, Utilities Director vicki.quiram@carlsbadca.gov, 442-339-2307 Subject: Acceptance of Bids and Award of a Contract to Nu Line Technologies, LLC for the Sewer Pipeline Rehabilitation 2022 Project Districts: 1, 2 and 3 Recommended Action Adopt a resolution accepting bids and awarding a contract to Nu Line Technologies, LLC, a California limited liability company, for construction of the Sewer Pipeline Rehabilitation 2022 Project, Capital Improvement Program Project No. 5503-21, in an amount not to exceed $295,160. Executive Summary This item would award the construction contract for the rehabilitation of sewer lines across the city. The repair and rehabilitation of sewer mains that have a high risk of failure is an integral component of a well-managed sewer collection system. The city’s Sewer System Rehabilitation and Replacement Program ensures that wastewater is conveyed efficiently and effectively to the treatment plant, helps maintain high levels of service to customers, reduces sewer spills and protects the public health and the environment. This project will use trenchless pipe rehabilitation technologies to rehabilitate approximately 5,300 feet of sewer mains at various locations that have a high risk of defects, as shown on the map on Exhibit 2 and the list on Exhibit 3. Staff have put the project out to bid with City Council approval, evaluated the proposals received and are now recommending the City Council award the contract to Nu Line for an amount not to exceed $295,160. The City Council’s approval is required under Carlsbad Municipal Code sections 3.28.080(C) and 3.28.080(I)(6) require because the value of the contract exceeds $200,000. Aug. 30, 2022 Item #4 Page 1 of 9 Discussion How locations were identified The Utilities Department manages the sewer collection system in a way that maintains its integrity and keeps wastewater in the system as it is conveyed to the treatment plant. Staff have developed a comprehensive condition assessment program using TV inspections to identify defects in sewer mains. A multiyear Sewer System Rehabilitation and Replacement Capital Improvement Program has been developed to rehabilitate or repair sewer mains that are determined during routine condition assessments to have significant defects and a high risk of failure. The Utilities Department prioritizes the rehabilitation of sewer mains throughout the collection system using risk scores that are numerical values assigned to each sewer main segment. The score is determined by combining two scores: • Likelihood of failure. This is calculated based on the number and severity of pipeline defects found during CCTV condition assessments that are performed, reviewed and coded by certified operators within the Utilities Department • Consequence of failure. This is predetermined for each sewer main based on such parameters as location, volume of wastewater and potential impact of a failure on the environment and the public, and does not change based on inspections Higher risk scores indicate that the sewer main has a higher likelihood of failure and/or a higher consequence of failure, so the pipes with higher business risk scores are prioritized first for rehabilitation or replacement. Sewer mains are exposed to gases and other elements that can corrode the pipe or create breaks or cracks. The program uses data to identify and prioritize sewer main rehabilitation and replacement to minimize the risk exposure to the city, as well as to protect public health and the environment. The project The Sewer Pipeline Rehabilitation 2022 Project (Capital Improvement Program Project No. 5503-21) is part of the Sewer System Rehabilitation and Replacement Program. Funding for the program was identified in the 2019 Asset Management Master Plan, which was approved by the City Council in September 2019. The project will rehabilitate approximately 5,300 lineal feet of clay sewer mains in the city’s sewer service area by lining the mains with either cured-in-place pipe technology or a spiral wound liner. No trenches will be needed with these methods because the liners are inserted into the existing mains using access holes. Trenchless methods reduce the cost and duration of construction and the impacts to the community when compared to conventional dig-and- replace method of repair. Bidding and contract • The City Council approved the plans and specifications and authorized staff to advertise the Sewer Pipe Rehabilitation 2022 project for construction bids by adopted Resolution No. 2022-089 on April 19, 2022. • The project was then advertised using the city’s formal bidding procedures. Aug. 30, 2022 Item #4 Page 2 of 9 • Staff received six construction bids on June 2, 2022. The lowest responsive and responsible bidder was Nu Line with a bid in the amount of $295,160. • Staff reviewed these bid documents and determined that Nu Line was the lowest responsive and responsible bidder, in accordance with applicable municipal code sections. The contract contains general performance standards and references 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. Construction is expected to last about one year. Options Staff provide the following options for the City Council’s consideration: 1. Accept bids and award a contract to Nu Line Technologies, LLC for construction of the Sewer Pipeline Rehabilitation 2022 Project, Capital Improvement Program Project No. 5503-21, for an amount not to exceed $295,160 Pros • Nu Line has been determined to be the lowest responsible and responsive bidder • Addresses known deficiencies in the sewer collection system • Sufficient funding is available in Capital Improvement Program 5503 • Minimizes the risk of further sewer condition deterioration and increased costs due to inflation Cons • None identified 2. Do not accept bids and do not award the contract to Nu Line Technologies, LLC for construction of the Sewer Pipeline Rehabilitation 2022 Project, Capital Improvement Program Project No. 5503-21, for an amount not to exceed $295,160 Pros • None identified Cons • The sewer main deficiencies that were identified in the scope of work would continue to deteriorate, with a potential for pipe failures, sewer spills, loss of service and harm to the environment • Work deferred to a future date could result in an overall project cost increase due to document rework and future construction cost increases due to inflation • Work deferred to a future date would also delay work that has been identified for future years, causing an overall decrease in the condition of the sewer collection system Staff recommend Option 1 for the City Council’s approval. Aug. 30, 2022 Item #4 Page 3 of 9 Fiscal Analysis The total cost of the project is $542,192 which will be funded by the Sewer System Rehabilitation and Replacement Program, Capital Improvement Program Project No. 5503. Sufficient funding is currently available, so no additional funding is being requested at this time. A summary of available funds and estimated costs is shown below: Sewer System Rehabilitation and Replacement Program Capital Improvement Program No. 5503 Current appropriation $4,566,916 Current expenditures/encumbrances $106,050 TOTAL AVAILABLE FUNDING $4,460,866 Sewer Pipeline Rehabilitation 2022 Project CIP Project No. 5503-21 Construction contract $295,160 Contingency (20% of construction estimate) $59,032 TOTAL ESTIMATED CONSTRUCTION COSTS $354,192 Construction management and inspection (estimated) $118,000 Staff time, testing and inspection (miscellaneous) $70,000 TOTAL ESTIMATED PROJECT COSTS $542,192 REMAINING BALANCE IN PROGRAM BUDGET $3,918,674 ADDITIONAL APPROPRIATION NEEDED $0 Carlsbad Municipal Code sections 3.28.040(C)(5) and 3.28.090(B) authorize the City Manager to approve change orders up to an amount equal to the contingency set at the time of contract award. That amount for this project is $59,032. Next Steps With the approval of the City Council, and once the contract documents are fully executed, staff will issue a purchase order, schedule a pre-construction meeting with Nu Line and issue a notice to proceed for construction of the project. Construction is estimated to begin in the fall of 2022. The duration of the construction contract is 220 working days with an estimated completion date of fall 2023, excluding rain days and change orders that may extend the contract duration. Environmental Evaluation The City Planner has determined that this project is exempt from the California Environmental Quality Act under CEQA Guidelines Section 15302(c), which covers the replacement or reconstruction of an existing utility system or facility involving negligible or no expansion of capacity. None of the exceptions set forth in CEQA Guidelines Section 15300.2 apply. Aug. 30, 2022 Item #4 Page 4 of 9 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 scheduled meeting date. Before construction begins, the public will be notified of the construction activities through signage, email messages, the city website and other city communication channels. The construction contractor will also be required to notify the public of construction activities via changeable message signs, door hangers, letters to residents and/or “NO PARKING” signs, as applicable. Exhibits 1.City Council resolution 2.Location map 3.List of locations Aug. 30, 2022 Item #4 Page 5 of 9 RESOLUTION NO. 2022-209 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO NU LINE TECHNOLOGIES, LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, FOR CONSTRUCTION OF THE SEWER PIPELINE REHABILITATION 2022 PROJECT WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary and desirable and in the public interest to construct the Sewer Pipeline Rehabilitation 2022 Project, Capital Improvement Program, or CIP, Project No. 5503-21, or Project; and WHEREAS, on April 19, 2022, the City Council adopted Resolution No. 2022-089, approving plans and specifications, and authorizing advertisement for bids for construction of the Project; and WHEREAS, on June 2, 2022, staff received six bids for construction of the Project; and WHEREAS, Nu Line Technologies, LLC, a California limited liability company, submitted the lowest responsive and responsible bid, in an amount of $295,160; and WHEREAS, Carlsbad Municipal Code Sections 3.28.080(() and 3.28.080(1)(6), which cover purchasing in construction contracts, require the City Council's approval for all formally bid contracts when the value exceeds $200,000, as this contract does; and WHEREAS, sufficient funds exist in the Sewer System Rehabilitation and Replacement Program, CIP Project No. 5503; and WHEREAS, Carlsbad Municipal Code Sections 3.28.040(C}(5) and 3.28.090(8) authorize the City Manager to approve change orders up to an amount equal to the contingency set at the time of contract award, which is $59,032; and WHEREAS, the City Planner has determined that the Project is exempt from the California Environmental Quality Act, or CEQA, under CEQA Guidelines Section 15302(c) which cover the replacement or reconstruction of an existing utility system or facility involving negligible or no expansion of capacity and that no exception to the exemptions as set forth in CEQA Guidelines in 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. Exhibit 1 Aug. 30, 2022 Item #4 Page 6 of 9 2.That the bid of $295,160 submitted by Nu Line Technologies, LLC for construction of the Sewer Rehabilitation 2022 Project, CIP Project No. 5503-21, is accepted and the Mayor is hereby authorized to execute a contract for the Project. 3.That the City Manager or designee is hereby authorized to approve construction change orders in the amount equal to the contingency set at the time of the Project award, which is $59,032. 4.That the award of this contract is contingent upon Nu Line Technologies, LLC 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 and assemble the required bonds and insurance policies. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 30th day of August, 2022, by the following vote, to wit: AYES: NAYS: ABSENT: Blackburn, Bhat-Patel, Acosta, Norby. None. Hall. MATT HALL, Mayor for � FAVIOLA MEDINA, City Clerk s:f:::: Manager (SEAL) Aug. 30, 2022 Item #4 Page 7 of 9 1 2 3 4 La Costa A vPaseoDelNortePalomarAirportRdPalomarAirp o rtRdElCaminoR e al CannonRd CannonRdFar a d ayAv PoinsettiaLnPoinsettiaLn C a r l s b a d B l Ca r l s b a d B l Ca r l sb ad B l Marron R d CarlsbadVillageD rC arlsba d V illa g e DrElCami noReal ElCaminoReal ElCamino R e a lTamarack Av Tamara c k Av Avi a r aP y Avia raPyMo n r oe St ElCaminoRealA v e nid aEnci nasAvenid a EncinasJeffersonStCollegeBlC oll e geBl Ca rl s b a d Bl Bobcat BlMarro n R d BUENA VISTA LAGOON BATIQUITOS LAGOON AGUAHEDIONDALAGOON PACIFIC OCEAN LAKE CALAVERA Map Items 2022 Proposed Rehabilitation Wastewater System Council District Parcel Boundary Carlsbad Oceanside, Encinitas ±0 0.3 0.6 0.9 1.2 1.50.15 Miles2022 Proposed Sewer RehabilitationCity of Carlsbad Utilities Asset Management Exhibit 2 Aug. 30, 2022 Item #4 Page 8 of 9 2022 Sewer Pipeline Rehabilitation – Proposed Location List Facility ID From MH To MH Council District Street SWM2645 17D-16 17D-15 1 Behind 4912 Via Arequipa SWM2646 17D-17 17D-16 1 Via Arequipa cul-de-sac to behind 4912 Via Arequipa SWM271 9B-59 9B-58 1 State St Alley - next to train station parking lot SWM272 9B-46 9B-59 1 State St Alley - next to train station parking lot SWM2899 11A-4 11A-7 1 Between Catalina Dr and Trieste Dr SWM337 1D-20 1D-21 1 The Shoppes at Carlsbad (Firestone Parking Lot) SWM4002 6A-60 6A-11 1 Marron Dr - driveway into Sprouts Parking Lot SWM4019 5D-79 5D-80 1 Ridgecrest Dr - between Meadowlark Ln and Camden Cr SWM4036 10B-47 10B-75 1 Basswood Av - Canyon to Monroe SWM4218 9D-58 9D-59 1 Roosevelt St - Oak to Pine SWM4820 10A-2 10A-3 1 Oak Av - west of Highland SWM4858 10A-17 10A-9 1 Carlsbad Village Dr at Pio Pico (City Hall) SWM4859 10A-18 10A-17 1 Carlsbad Village Dr east of Pio Pico (City Hall) SWM4880 5C-14 5C-15 1 Las Flores - between I-5 and Pio Pico SWM5221 9D-19 9D-84 1 Grand Av - Carlsbad Bl to Garfield SWM5941 16C-97 16C-94 1 Via Topacio SWM6253 1D-21 1D-6 1 The Shoppes at Carlsbad (Firestone Parking Lot) SWM92 9D-55 9B-46 1 State St Alley - next to train station parking lot SWM94 9D-57 9D-56 1 State St Alley - in front of train station SWM5808 30D-18 30D-17 2 Palomar Airport Rd - east of Yarrow SWM5809 30D-19 30D-18 2 Palomar Airport Rd - east of Yarrow SWM548 47A-12 47A-13 3 Begonia Ct cul-de-sac Exhibit 3 Aug. 30, 2022 Item #4 Page 9 of 9