DEPARTMENT Infrastructure AGENDA NO. 6j
MEETING DATE August 13, 2024
AGENDA ITEM
Public Utilities Commission
City and County of San Francisco
Calendar: Consent Calendar
Contract/Project Manager: Ada Zhu
Approve Increase to Construction Duration Contingency for Contract No. WD-2861, Auxiliary Water Supply System Clarendon Supply 2019
Summary of
Proposed
Commission Action:
Approve an increase of 610 calendar days (approximately one year and nine months) to the duration contingency for Contract No. WD -2861, Auxiliary Water Supply System Clarendon Supply 2019, with Mitchell Engineering, for a revised duration limit of up to 1,489 consecutive calendar days (approximately four years), with no change to the contract amount, to address concurrent delays due to installation and testing of the mechanical system including gate valve s and actuators; repairs for water intrusion at the flow meter vault; and completion of punch- list items, including : field coating of valves, drainage rerouting, additional pavement restoration, procurement and delivery of spare parts, preparation of as-built drawings, and administrative close-out documentation.
Background: The San Francisco Public Utilities Commission (SFPUC) maintains the City and County of San Francisco’s Emergency Firefighting Water System (EFWS). The EFWS includes several methods of delivering water to suppress fires during emergency situations and is vital for protecting against the loss of life, homes, and businesses from fires following an earthquake and from non-earthquake multiple-alarm fires.
One EFWS component is a high- pressure fire -suppression water system, formerly known as Auxiliary Water Supply System (AWSS), which was originally built in the decade following the catastrophic 1906 San Francisco earthquake. It consists of a resilient 135-mile high-pressure pipeline network, a high elevation reservoir, two large capacity tanks, two high- pressure seawater pumping stations, and manifolds that allow fireboats to inject Bay water into the City’s EFWS pipelines. This contract still uses the term
“AWSS” and will be one of the final ones to do so, as the City continues to transition to the term “EFWS”.
Previous studies concluded that insufficient water flow and pressure from the existing EFWS would be available in western San Francisco following a major seismic event. The Auxiliary Water Supply System Clarendon Supply 2019
Project provides an additional 16,000 gallons per minute of water supply to improve the City’s post-seismic event fire suppression capabilities, particularly for the western area of San Francisco.
Agenda Title: Contract No. WD-2861, Auxiliary Water Supply System Clarendon Supply 2019 Commission Meeting Date: August 13, 2024
On September 8, 2020, by Resolution No. 20- 0193, this Commission awarded Earthquake Safety & Emergency Response Bond Program -funded Contract No. WD-2861, Auxiliary Water Supply System Clarendon Supply 2019 to Mitchell Engineering. The original contract amount was $2,685,720, and the original contract duration was 327 consecutive calendar days.
On December 14, 2021, by Resolution No. 21 -0186, this Commission approved an increase of 240 calendar days to the existing duration contingency for a total duration limit of up to 599 consecutive calendar days, with no change to the contract amount.
On August 23, 2022, by Resolution No. 22-0142, this Commission approved an increase of 2 80 calendar days to the existing duration contingency for a total duration limit of up to 879 consecutive calendar days, with no change to the contract amount.
Scope of Contract: The contract work is located primarily at Clarendon Avenue and Dellbrook Avenue, with minor work at nearby locations with in the City and County of San Francisco.
Th
e contract work consists of:
• Excavation, trenching, backfill, compaction, and pavement restoration;
• Site clearing and grubbing, removal of vegetation and existing trees; • Furnishing and installing cage enclosure and foundation, bollards, concrete pavement, and curb ramps;
• Furnishing and installing concrete pad and access cover for gate valve, concrete pad for check and isolation valves, and thrust blocks; • Furnishing and installing EFWS and potable water pipelines, new valves, and other appurtenances;
• Providing an above-ground pipe segment between the potable and non-potable pipes, to be installed only during major fire events; • Providing underground power conduit and conductors to flowmeters and pressure indicating transmitters;
• Providing underground instrumentation and control (I&C) conduits for analog signal wiring to flowmeters and pressure indicating transmitters; and
• Providing cathodic protection and mechanical joint bonding to the pipelines.
Modifications to the
Contract:
Modification Nos. 1 to 5: Staff issued Modification Nos. 1-5, decreasing the contract amount by $304,357 for a total contract amount of $2,381,363 and increasing the contract duration by 266 calendar days, in accordance with Resolution Nos. 21- 0186 and 22-0142, for a total contract duration of 593 consecutive calendar days, to add a survey for tree removal, a modification to the control panel as requested by City Distribution Division, a scope reduction related to the Supervisory Control and Data Acquisition (SCADA) Agenda Title: Contract No. WD-2861, Auxiliary Water Supply System Clarendon Supply 2019 Commission Meeting Date: August 13, 2024
system, and delays associated with the procurement of necessary valves and actuators, and a tree removal hearing and appeal. The tree removal process took longer than anticipated. The process required extensive coordination between the contractor, Public Communication, and project team for tree removal notice and posting. Staff held two public hearings (one for initial and one for appeal).
The procurement of valves and actuators delay was due to supply chain issues. The manufacture also experienced quality assurance issues during fabrication. The contractor ha d to send s everal of the parts back fo r correction.
Reco
mmended Increase to Duration Contingency: Staff recommends the Commission approve an increase of 610 calendar days to the existing duration contingency, for a revised duration limit of up to 1,489 consecutive calendar days, with no change to the contract amount, to address concurrent delays due to installation and testing of the mechanical system including gate valves and actuators; repairs for water intrusion at the flow meter vault; and completion of punch- list items, including : field coating of valves, drainage rerouting, additional pavement restoration, procurement and delivery of spare parts, as-built drawings, and administrative close-out documentation.
More specifically, the additional 610 calendars days reflects time associated with installation of the mechanical system including gate valves, actuators, and hand- wheels. Due to supply chain delay, suppliers delivered parts in
different shipments , which hinder ed construction progress. The additional days also arise from water intrusion at the meter vault, and installation of drainage routing around the enclosure ; both items were due to different site condition not anticipated in the original scope or duration. Additional time was needed for the contractor to close out punch list items including field coating of valves, additional pavement restoration, procurement; and delivery of spare parts, preparation of as b uilt drawings and administrative close-out documentations.
Staff recommends an increase in the duration contingency for administrative purposes. Specifically, the City’s PeopleSoft accounting system requires fixed durations for all contracts; it does not recognize that construction contracts do not end until the contractor has completed the work. If the contractor has not completed the work by the end of the contract’s specified duration, the accounting system does not permit the processing and payment of invoices for work performed.
Adding duration contingency is an
administrative work -around to address the limitations of the accounting system.
Staff is closely monitoring the contractor’s progress and documenting reasons for delays in completion. Granting the recommended duration contingency increase does not excuse the contractor’s delays or waive any rights or remedies under the contract. At the end of the project, Staff will determine whether delay incidents entitle the contractor to compensable or Agenda Title: Contract No. WD-2861, Auxiliary Water Supply System Clarendon Supply 2019 Commission Meeting Date: August 13, 2024
non-compensable time extensions and/or whether contractor is liable to the City for liquidated damages for delay.
Funding and Costs: Funding Source: Earthquake Safety & Emergency Response Bond Program Project No. 10029695, Clarendon Supply
Original Contract Amount: $2,685,720
Original 10% Cost Contingency: $268,572
Approved Increase in Cost Contingency: $0
Requested Additional Cost Contingency: $0
Total Contract Cost Limit: $2,954,292
Schedule: Notice-to-Proceed Date: February 1, 2021
Original Contract Duration: 327 consecutive calendar days Original 10% Duration Contingency: 32 calendar days
Approved Increase to Duration Contingency: 520 calendar days Recommended Additional Duration Contingency Increase: 610 calendar days
Total Revised Duration Limit: 1,489 consecutive calendar days Local Business
Enterprise
Participation and
Non-Discrimination
in Contracting:
The Contract Monitoring Division established a 10% Local Business Enterprise (LBE) subcontracting requirement for this contract. The contractor committed to a 18.39% LBE participation with its bid submittal.
Agenda Title: Contract No. WD-2861, Auxiliary Water Supply System Clarendon Supply 2019 Commission Meeting Date: August 13, 2024
Clarendon Supply 2019 Vicinity Map
Dellbrook Ave and Clarendon Ave
Agenda Title: Contract No. WD-2861, Auxiliary Water Supply System Clarendon Supply 2019 Commission Meeting Date: August 13, 2024
Cl
arendon Supply 2019 Project Location Map
Cl
arendon Supply 2019 Project Site Map
PUBLIC UTILITIES COMMISSION
City and County of San Francisco
RESOLUTION NO.
WHE
REAS, The San Francisco Public Utilities Commission (SFPUC), in collaboration with the San Francisco Fire Department and San Francisco Public Works, identified projects to upgrade and extend the San Francisco Emergency Firefighting Water System (EFWS), formerly known as AWSS (Auxiliary Water Supply System) as an additional water source to improve the City’s post-seismic event fire suppression capabilities, particularly for the western area of San Francisco. The Auxiliary Water Supply System Clarendon Supply 2019 project involves installation of EFWS pipelines and valves at Clarendon Avenue and Dellbrook Avenue to improve the reliability of the EFWS; and
WHEREAS, On September 8, 2020, by Resolution No. 20-0193, the Commission awarded Contract No. WD -2861, Auxiliary Water Supply System Clarendon Supply 2019, to Mitchell Engineering; and
WHEREAS, The original contract amount was for $2,685,720 and the original contract duration was 327 consecutive calendar days; and
WHEREAS, The contract Notice-to-Proceed date was February 1, 2021; and WHEREAS, On December 14, 2021, by Resolution No. 21-0186, the Commission approved an increase of 240 calendar days to the existing duration contingency, for a total duration contingency of 272 calendar days, and a total duration of up to 599 consecutive calendar days , with no change in contract amount; and
WHEREAS, On August 23, 2022, by Resolution No. 22-0142, the Commission approved an increase of 280 calendar days to the duration contingency, for a total duration contingency of 552 calendar days, and a total duration of up to 879 consecutive calendar days, with no change in contract amount; and
WHEREAS, Modification Nos. 1 through 5 decreased the contract amount by $304,357 for a total contract amount of $2,381,363 and increased the contract duration by 266 calendar days for a total contract duration of 593 consecutive calendar days, in accordance with Resolution Nos. 21-0186 and 22-0142, to add a survey for tree removal, a modification to the control panel as requested by City Distribution Division, a scope reduction related to the Supervisory Control and Data Acquisition (SCADA) system, and delays associated with the procurement of necessary valves and actuators and tree removal hearing; and
WHEREAS, Staff recommends an
increase of 610 calendar days to the duration
contingency for a revised duration limit up to 1,489 consecutive calendar days, with no change to the contract amount, to address concurrent delays due to installation and testing of the mechanical system including gate valves and actuators; repair for the water intrusion at the flow meter vault; and completion of punch-list items, including field coating of valves, drainage rerouting, additional pavement restoration, procurement and delivery of spare parts, preparation of as -built drawings, and administrative close-out documentation; and
WHEREAS, Contract Monitoring Division established a Local Business Enterprise (LBE) subcontracting participation of 10% for this contract, and the contractor committed to 18.39% LBE participation with its bid submittal; and
WHEREAS, Funds are available from Project No. Project No. 10029695, Clarendon Supply; now, therefore, be it
RESOLVED, That this Commission hereby approves an increase of 610 calendar days to the existing duration contingency for Contract No. WD-2861, Auxiliary Water Supply System Clarendon Supply 2019, for a total duration contingency up to 1,162 calendar days, and a new duration limit of up to 1,489 consecutive calendar days, with no change to the contract amount.
I hereby certify that the foregoing resolution was adopted by the Public Utilities Commission at its meeting of August 13, 2024.
Director of Commission Affairs,
San Francisco Public Utilities Commission