DEPARTMENT Infrastructure Division AGENDA NO. 6e
MEETING DATE March 12, 2024
AGENDA ITEM
Public Utilities Commission
City and County of San Francisco
Calendar: Consent Calendar
Project Manager: Carman Luk
Accept Closeout, Approve Modification No. 2 (Final), and Authorize Final Payment for Contract No. WW-675, 5th/18th/Upper Larkin Street Sewer Inspection Summary of
Proposed
Commission Action:
Accept work performed by Pipe and Plant Solutions, Inc., under Contract No.
WW-675, 5th/18th/Upper Larkin Street Sewer Inspection ; approve Modification No. 2 (Final) decreasing contract amount by $10,000, for a total contract amount of $2,178,194, and increase contract duration by a total of 107 calendar days to permit completion of punch list items and finalize closeout documentation, for a total contract duration of 345 consecutive calendar days; and authorize final payment to the contractor.
Background: The contract provide d inspection of existing sewers to supplement San Francisco Public Utilities Commission (SFPUC) Wastewater Enterprise staff’s on-going inspection work. The cleaning and inspection work assist ed with the ongoing inspection/data gathering necessary for SFPUC Wastewater Enterprise’s Collection System Asset Management Program.
O
n March 22, 2022, by Resolution No. 22-0057, this Commission awarded Contract No. WW-675, 5th/18th/Upper Larkin Street Sewer Inspection to Pipe and Plant Solutions, Inc. The original contract amount was $1,998,336, and the original contract duration was 150 consecutive calendar days.
On February 28, 2023, by Resolution No. 23-0047, this Commission approved an increase of $180,000 to the existing contract cost contingency and an increase of 180 calendar days to the existing duration contingency, for a total contract amount of up to $2,378,170 and a total contract duration of up to 345 consecutive calendar days.
Scope of Contract: The Contract work consisted of inspection and as-needed cleaning of existing sewers and laterals using automated camera in San Francisco, CA. Inspection work locations included:
• 5th Street, from Market to Berry Streets;
• Jessie Street, from Jessie West to 5th Streets;
• Minna Street, from 4th and 6th Street;
• Natoma Street, from 5th to 6th Street;
Agenda Title: WW-675, 5th/18th/Upper Larkin Street Sewer Inspection Commission Meeting Date: March 12, 2024
• 18th Street, from Danvers to Eureka Streets, and Collingsworth Street to Treat Avenue;
• Douglass Street, from 18th to Caselli Streets;
• Valencia Street, from 17th to 18th Streets;
• Larkin Street, from Turk to Ellis Streets, and Olive to Bush Street; • Bush Street, from Larkin to Polk Street;
• Polk Street, from Bush to Pine Streets, Post to Sutter Streets and Larkin to Polk Streets;
• Bay Street, from Kearny Street to Embarcadero;
• Greenwich Street, from Jones Street to Mason Street;
• Lombard Street, from Powell Street to Taylor Street;
• Mason Street, from Francisco Street to Chestnut Street, and at Beach Street intersection; and
• Taylor Street, from Greenwich Street to Filbert Street.
Modifications to the
Contract:
Modification No. 1: Effective May 4, 2023, the SFPUC modified the contract within the approved contingencies in accordance with Resolution 23 -0047, increasing the contract amount by $189,858 and the contract duration by 88 consecutive calendar days, due to additional sewer inspections and time to process videos, for a total contract amount of $2,188,194 and a total contract duration of 238 consecutive calendar days.
Recommended Modification No. 2 (Final): Staff recommends that the Commission approve Modification No. 2 (Final) to decrease the contract amount by $10,000, for a total contract amount of $2,178,194 and increase the contract duration by 107 consecutive calendar days, for a new total contract duration of 345 consecutive calendar days to provide time for c ontractor to complete punch list items and finalize closeout documentation.
Funding and Costs: Funding Source: Project No. 10036832, 5th/18th/Upper Larkin Street Sewer Inspection
Original Contract Amount: $1,998,336
Modification No. 1 Amount: $189,858
Requested Modification No. 2 (Final): ($10,000)
Total Final Contract Amount: $2,178,194
Schedule: Notice-to-Proceed Date: August 22, 2022
Original Contract Duration: 150 consecutive calendar days Modification No. 1 Duration: 88 consecutive calendar days Requested Modification No. 2 (Final): 107 consecutive calendar days Total Final Contract Duration: 345 consecutive calendar days Local Business
Enterprise
Participation and
Non-Discrimination
In Contracting:
The Contract Monitoring Division (CMD) established a Local Business Enterprise (LBE) subcontracting requirement of 10.00% for this Contract.
The Co ntractor committed to 12.71% LBE participation with its bid submittal.
Agenda Title: WW-675, 5th/18th/Upper Larkin Street Sewer Inspection Commission Meeting Date: March 12, 2024
CMD has determined that the Contractor complied with its LBE subcontracting requirement by achieving a final LBE subcontractor participation of 8.64% for this Contract.
Attachment: 1. Contract Monitoring Division Memorandum
Agenda Title: WW-675, 5th/18th/Upper Larkin Street Sewer Inspection Commission Meeting Date: March 12, 2024
L
ocation Map:
PUBLIC UTILITIES COMMISSION
City and County of San Francisco
RESOLUTION NO.
WHEREAS, The San Francisco Public Utilities Commission (SFPUC) performs cleaning, debris removal, and inspection of existing sewer lines to identify locations with a high risk of potential failure based on asset age, size, hydraulic capacity, and/or location; and WHEREAS, On March 22, 2022, by Resolution No. 22- 0057 the Commission awarded Contract No. WW-675, 5th/18th/Upper Larkin Street Sewer Inspection to Pipe and Plant Solutions, Inc.; and
WHEREAS, The original contract amount was $1,998,336 and the original contract duration was 150 consecutive calendar days; and
WHEREAS, On August 22, 2022, SFPUC issued the contract Notice-to-Proceed date; and WHEREAS, On February 23, 2023, by Resolution No. 23-0047, the Commission approved an increase of $180,000 to the contract cost contingency, for a total contract amount limit of up to $2,378,170; and approved an increase of 180 calendar days to the contract duration contingency for a total contract duration of up to 345 calendar days; and WHEREAS, Modification No. 1 increased the contract amount by $189,858, and increased contract duration by 88 calendar days, in accordance with Resolution 23-0047, for a total contract amount of $2,188,194, and a total contract duration of 238 consecutive calendar days, to inspect an additional half mile of sewers and laterals and to complete post-processing videos coding; and WHEREAS, Staff recommends approval of Modification No. 2 (Final) to decrease the contract amount by $10,000, to adjust final c ontract quantities to match actual c ontract quantities completed, for a total c ontract amount of $2,178,194, and increase the c ontract duration by 107 calendar days, to complete punch list items and finalize closeout documentation, for a total contract duration of 345 calendar days; and
WHEREAS, Contractor, Pipe and Plant Solutions, Inc., has completed its work under Contract No. WW-675, 5th/18th/Upper Larkin Street Sewer Inspection; and WHEREAS, The Contract Monitoring Division established a Local Business Enterprise (LBE) subcontracting participation of 10% for this Contract, the Contractor committed to 12.71% LBE participation with its bid submittal, and made a good faith effort to comply with the LBE subcontracting requirement by achieving 8.64% final LBE subcontractor participation for this Contract; and
WHEREAS, Funds are available from Project No. 10036832, 5th/18th/Upper Larkin Street Sewer Inspection; now, therefore, be it
RESOLVED, That this Commission hereby accepts work performed by Pipe and Plant Solutions, Inc. under Contract No. WW-675, 5th/18th/Upper Larkin Street Sewer Inspection, approves Modification No. 2 (Final) decreasing the contract amount by $10,000, for a total contract amount of $2,178,194, and increasing contract duration by 107 consecutive calendar days, for a total contract duration of 345 consecutive calendar days; and authorizes final payment to contractor.
I hereby certify that the foregoing resolution was adopted by the Public Utilities Commission at its meeting of March 12, 2024.
Secretary, Public Utilities Commission
City & County of San Francisco
London N. Breed, Mayor
Office of the City Administrator
Carmen Chu, City Administrator
Contract Monitoring Division
Stephanie Tang, Director
MEMORANDUM
Date: November 3rd, 2023
To: Carman Luk, SFPUC
From: Michelle Kassatly, CMD
Subject: Rev. 1 Closeout for WW-675 PUC 5th/8th/LARKIN SEWER INSP (PeopleSoft Contract ID: 1000026241)
The Contract Monitoring Division (“CMD”) has determined Pipe and Plant Solutions Inc (“PPSI”), the prime contractor, has substantially complied with the LBE subcontracting requirements associated with this project.
At the time the project was advertised, a Micro/Small-LBE subcontracting participation requirement of 10% was established. Pipe and Plant’s Section 00 43 36 reflected a Micro/Small -LBE subcontracting participation of 12.71%. Pipe and Plant was awarded the contract in the amount of $1,998,336.00. After two change orders, the final contract amount is $2,178,194.00. PPSI’s Micro/Small-LBE subcontracting participation is as follows:
Firm
LBE
Status,
Type and
Size
Scope of
Work
Original Credited
Contract
Participation
Final Credited
Contract
Participation
Hernandez
Engineering
Traffic
Control
SF LBE-
MBE
(Micro)
$216,216.00 10.82% $183,343.50 8.42%
Camajani
Trucking
Debris
Hauling
Class II
SF LBE-
MBE
(Micro)
$37,840.00 1.89% $4,920.00 0.22%
ACE Drilling &
Excavation
Manhole
Raising to
Grade
SF LBE-
OBE (Micro) $0.001 $0.00 $0.00 0.00%
TOTAL $254,056.00 12.71% $188,263.50 8.64%
Pursuant to communications with Pipe and Plant and the SFPUC, factors that impacted the project’s overall LBE participation include “the specialized scope of work for this contract pertains to robotic (multi-sensor) inspection of sewers, this includes any preparation work such as cleaning and confined space mobilization, as well as post video processing and coding.”
1 Per PPSI, ACE Drilling’s scope of work is for the conditional bid item #13, in the amount of $15,552. Conditional work is ineligible for LBE participation credit and therefore, no LBE credit was provided.
Additionally, per PPSI and as confirmed by the SFPUC, originally, “Ace Drilling and Excavation submitted a proposal to PPSI’s estimating team for performing the scope of work associated with item 13 in the project’s schedule of values totaling $15,552.00. The total line-item cost for item 13 worked out to $22,500.00 after estimating the additional costs of the work, including PPSI’s on-site support, PPSI’s coordination and scheduling efforts, Submittals, and other Administrative and Managerial explicit costs.” Pipe and Plant “located two buried manholes while performing the scope of work.” The city team determined that “the Manhole at 18th St and Folsom St was discovered to be paved during a specific project and the City planned to refer the manhole raising activity back to the entities involved on that project.” Additionally, “the Manhole at Jessie St and 5th St was covered due to existing and ongoing sewer work at that location.” As a result, Pipe and Plant “and its subcontractor(s) were not directed to perform the manhole-raising work.” “Since the city directed PPSI to not to perform the scope associated with Line Item 13, Ace Drilling and Excavation’s total cost to PPSI for SFPUC WW-675 is $0.”
In regard to Hernandez Engineering, “Prior to the finalization of Pipe and Plant Solutions, Inc.’s (PPSI) bid pricing for the WW-675 project, Hernandez Engineering submitted a proposal to PPSI’s estimating team” which “was based on the number of shifts PPSI’s Estimating team anticipated its field crews would perform.” Throughout the course of the contract, a few adjustments were made. “By adjusting many of the traffic control dispatch requests down to ‘One-System’ requests, PPSI and Hernandez Engineering were able to expand the footprint of the project so that up to double the crews could work on completing the scope simultaneously. This accelerated the pace of the scope of work to meet the demanding project schedule and kept more of the Hernandez Engineering staff working in the field.” “With the efficiency increases PPSI incrementally realized in the field, the total number of shifts PPSI required to complete the scope of work of SFPUC WW-675 was less than the total anticipated on bid day... Many of those traffic control shifts were optimized as 'One-System' dispatches, further driving down the total cost of the Hernandez Engineering’s scope.” As a result, “the total cost of the temporary Traffic Control services performed by Hernandez Engineering was reduced."
As it pertains to Camajani Trucking, per PPSI and as confirmed by the SFPUC, originally, “PPSI’s estimating team anticipated that the scope of work would result in a total of over 92 loads for debris disposal, resulting in a total anticipated cost of $41,800.00. By the conclusion of the project, the completion of the Combined Sewer Cleaning scope of work generated a total of 246 Cubic Yards of Debris, which Camajani Trucking hauled to Republic Services Vasco Rd Landfill in a total of 12 loads with End-Dump Trucks. Since the debris generated on this project was both less than anticipated on bid day and able to be disposed of in fewer loads than anticipated on bid day, the total cost of the Trucking services performed by Camajani Trucking was reduced from $41,800.00 to $4,920.00.”
PPSI is required to make good faith efforts to utilize LBE’s participation for any scopes of work, or portions thereof, which can reasonably be subcontracted throughout the life of the project. Considering this requirement, PPSI performed good faith efforts/outreach to LBE subcontractors in order to minimize the aforementioned scope of work deletions/changes that impacted its overall LBE commitment, as it pertains to “the rest of the scope of work are specialized scope related to robotic (multi-sensor) inspection of sewers.” Per the SFPUC, “I am not aware of any LBE opportunities for the remainder of the work on this contract.”
Based on the foregoing, CMD concurs with the closeout of this contract.