Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: AWARD CYPRESS AVENUE SEWER REPAIR PROJECT
Date: December 12, 2023
Written by: Brianna Steel, Engineering Technician
Recommendation
It is recommended the City Council adopt a resolution awarding construction contract for the Cypress Avenue Sewer Repairs Project to Michael Paul Co, Inc.and authorizing the City Manager to execute any needed change orders or amendments for both the construction contract and construction management professional agreement up to the authorized project budget.
Background
The City owns and operates a sewer collection system and relies on the Santa Rosa Subregional Wastewater Treatment Plant for wastewater treatment. The costs for treating the wastewater make up nearly 80 percent of the City’s sewer enterprise fund costs and these costs are directly proportional to the amount of flow sent to the Wastewater Plant for treatment. The City can reduce its wastewater treatment costs by decreasing the amount of groundwater and rainwater entering the collection system through joints and cracks in the pipelines and manholes. To this end, the City has identified locations to repair the sewers and this proposed contract is to obtain a contractor to do these repairs.
Analysis/Discussion
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. Sewer pipelines in both West Sierra Avenue and Cypress Avenue had a significant number of structural deficiencies and are significant because these sewers are within streets slated for paving in the near-term. Sewer repairs in West Sierra Avenue were completed in January this year, ahead of the Downtown Civic Center Connectivity and Safety Improvements Project and it is now necessary to have the repairs made before the paving of that street as part of the Redwood Drive and Cypress Avenue Pavement Rehabilitation Project which is scheduled for the Spring of 2024.
On May 9, 2023, the City Council approved a professional services agreement with Brelje and Race Consulting Engineers, for an amount of $88,700, to design and prepare bid documents for the Cypress Avenue Sewer Repairs Project. The design has been completed and, in October 2023, a request for bids was put out for the repairs of Cypress Avenue’s sewer. On December 5, 2024, the City received and opened four bids for the Project. The apparent low bidder is Michael Paul Co, Inc. with a bid of $288,754, which is 12.3 percent below the engineer’s estimate.
City Staff requested and Brelje and Race Consulting Engineers provided a proposal for Construction Management and Inspection Services. The total for the proposal came in at $110,200. Staff has reviewed the proposal and find it to be fair and reasonable.
City Staff are also proposing a contingency of $75,000 or approximately 15% of the total project cost of $487,654, bringing the total project including contingency to $562,654.See summary of costs below:
Financial Considerations
The adopted annual City budget includes the Cypress Avenue Sewer Repairs Project for an amount of $783,700. Accounting for the design, construction contract, the Construction Management and Inspections agreement and a contingency of 15 percent, the total proposed Project budget is $562,654, which is below the authorized Project budget amount and no additional budget appropriation is being requested.
Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
Project Classification Contract Vendor Amount
Construction Michael Paul Co, Inc. $288,754
Construction Management Brelje & Race Consulting Engineers $110,200 Design Brelje & Race Consulting Engineers $88,700
Contingency $75,000
Total $562,654