DATE:
September 20, 2022
TO:
Chair and Board Members, Hesperia Water District
FROM:
Nils Bentsen, City Manager
BY:
Rachel Molina, Assistant City Manager
David R. Burkett, Project Construction Manager
SUBJECT:
Award a Contract for Water Service Line Relocation – Phase I
RECOMMENDED ACTION
It is recommended that the Board of Directors of the Hesperia Water District award a Contract for the Water Service Line Relocation – Phase I project to the lowest responsive/responsible bidder, R.E. Chaffee Construction, Inc. in the amount of $312,000; approve an additional 10% contingency in the amount of $31,200 for a total construction budget of $343,200; approve the scope of work for the project as described in the Contract Documents and Specifications; and authorize the City Manager to execute the Contract.
BACKGROUND
There are several areas within the City where the water main lines are located within easements at the rear of residential properties. Access to the these water mains and the water meters for maintenance and meter reading is very difficult as public alley ways do not exist. Most residences have fenced off the rear of their properties making access impossible. This project involves the relocation of these water service lines and meters from the old 4-inch deteriorating steel main lines at the rear of these properties to new, already completed, polyvinyl Chloride (PVC) pipelines located within public roadways at the front of the properties. It is estimated that the budgeted amount for this project will allow for the relocation of approximately 60 residential water service lines and meters and enable the removal of old steel water mains from service.
ISSUES/ANALYSIS
This project was advertised for bids beginning on August 7, 2022. More than 4,000 contractors were notified about the project through Public Purchase, the City’s online bidding platform. Bids were received, opened, and publicly read on September 1, 2022.
The City received the following two bids, which were utilized to determine the lowest responsible/responsive bidder:
R.E. Chaffee Construction, Inc.
Wrightwood, CA
$11,000.00
316 Engineering & Const. Co., Inc.
Rosemead, CA
$47,110.00
After review of the submitted bids, staff has determined that R.E. Chaffee Construction, Inc. is the lowest responsive/responsible bidder. R.E. Chaffee Construction, Inc. has been in the Southern California construction industry for many years and has earned a reputation as a service-oriented company that produces first-class, quality projects, on schedule and within budget. R.E. Chaffee Construction, Inc. has extensive experience in public works projects. After completing due diligence staff believes R.E. Chaffee Construction, Inc. has a reputation of professionalism and reliability and will meet the construction needs of this project. Therefore, staff is recommending that the Board award a contract to R.E. Chaffee Construction, Inc. for the Water Service Line Relocation – Phase I project (C.O. No. 8092).
FISCAL IMPACT
On June 21, 2022 the City Council and Board Members adopted the Fiscal Year 2022-23 Capital Improvement Program (CIP) Budget that included the Water Service Line Relocation – Phase I project under Construction Order No. 8092 appropriating a budget amount of $350,000. The estimated costs for this project are as follows:
Construction
$312,000.00
Construction Contingency
31,200.00
Project Administrative Costs1
6,800.00
Total =
$350,000.00
1Project administrative costs include items such as legal advertising, copying services, postage, etc.
In addition to allocating $275,000 of Water Capital funds (Account No. 701-29-800-8092-7500) to the project, the City has received a $75,000 grant (Account No. 701-29-800-8092-8000) from the U.S. Department of the Interior, Bureau of Reclamation to assist with funding the project. Sufficient funds are available in CIP Budget to construct the proposed water service line relocations.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
None
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Chair and Board Members, Hesperia Water District
Award a Contract for Water Service Line Relocation – Phase I September 20, 2022