Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Award Construction Contract and Construction Management Professional Services Agreement for the West Sierra Avenue Sewer Replacement Project Date: September 13, 2022
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council of the City of Cotati adopt a resolution approving the construction contract and the Construction Management agreement and authorizing the City Manager or designee to execute any needed change orders or amendments up to the approved budget amount.
Background
City Staff is recommending City Council award the construction contract for the West Sierra Sewer Replacement Project (Project). This Project has been identified as a high priority as the sewer is defective and needs repairs and is within a street scheduled for repaving in early 2023.
Over the past several years, the City has identified defects in the City’s sewer collection system.
These defects, if left unaddressed, can result in clogged sewers causing overflows, sink holes, and an excess amount of stormwater and rainwater entering the system. The priority repair areas have been identified and the City has a plan to methodically make the repairs. There is an urgency to repair certain sewers that are within streets scheduled for repaving as the City wants to avoid digging up recently paved streets.
Analysis/Discussion
Last year, the City completed video inspections of areas suspected of having high inflow and infiltration. As part of this inspection process, sewer defects were located and described. This information was provided to Brelje and Race Consulting Engineers to design a project to repair the defects. After evaluating alternative repair methods and costs and reviewing the City’s street paving program, City staff has identified West Sierra Avenue sewer replacement as a high priority project. The sewer pipeline in West Sierra Avenue is undersized for existing and future flows, has sewer defects, and is entirely within the area to be repaved as part of the City’s Downtown Connectivity and Safety Project (aka Quick Strike). Paving is scheduled for early 2023, and, once paved, is off limits for planned excavations for at least 5 years, but preferably closer to ten years.
The Project was split into a base bid, Additive A, and Additive B components as a means to obtain the bids pricing but have the option to scale the Project back as the budget dictates. The Base bid scope is the most critical with the replacement of the sewer from Olof Street to just upstream of the maintenance hole near Terrace Drive. Additive A work is the next most important with the replacement of the lateral on the north side of West Sierra Avenue between Terrace Drive and Hillview Drive, and replacement of the maintenance hole at the intersection of West Sierra Avenue and Water Road. Additive B is less critical as it services a much smaller area, is marginally undersized, and the pipeline has less defects. To reduce the impact on the City’s Sewer Enterprise Fund, and track better with the 5-Year Sewer Rate Program, Staff recommends moving forward with the Base Bid and Additive A work only.
Brelje and Race Consulting Engineers completed the Project design and the Project was advertised for bidding with bids opened on August 30. The City received 5 bids with the low bid from Bay Pacific Pipeline for a base bid and Additive A amount of $834,980, which is 12% below the engineer’s cost estimate of $952,825. The low bid has been reviewed and Staff has determined it to be responsive and recommends it for award.
Construction Management services are needed for this Project. City Staff conducted a consultant selection process in 2021, and from that process has determined Brelje and Race Consulting Engineers to be the most qualified to provide the Construction Management and Inspection Services for the Project. Staff requested and the consultant provided a proposal for these services and Staff has reviewed the proposal and finds it to be fair and reasonable.
Financial Considerations
The City’s adopted Fiscal Year 22/23 Budget includes $1.1 million for the Project. City staff recommends awarding the following: (1) Construction contract for the base bid plus bid additive A for a total amount of $834,980, (2) Construction Management agreement with Brelje and Race Consulting Engineers for $135,000, (3) Additionally encumber $130,020 for contingency change orders or overages. With these total requests the project budget is anticipated at a not to exceed amount of $1,100,000 with no additional appropriation of funds required.
Environmental Issues
The Sewer Repairs are Categorically Exempt under Section 15301 of the California Environmental Quality Act (CEQA) Guidelines as it consists of the repair and maintenance of an existing facility.