TO:HONORABLE MAYORAND CITY COUNCILFROM:Matt LoeschSUBJECT: See Below DATE:November 12, 2024Approved Date:11/19/24COUNCIL DISTRICT: 2, 10SUBJECT: Report on Bids and Award of Contract for the 10300 – Sanitary Sewer Condition Assessment FY 2023-2024 Package IV ProjectRECOMMENDATION(a) Report on bids and award of a contract for the construction of 10300 – Sanitary Sewer Condition Assessment FY 2023-2024 Package IV Project to the lowest responsive, responsible bidder, Pipe and Plant Solutions, Inc., in the amount of $1,598,662; and(b) Approve a 10% contingency in the amount of $159,866.SUMMARY AND OUTCOMEAward of the contract to Pipe and Plant Solutions, Inc. enables the 10300 – Sanitary Sewer Condition Assessment FY 2023-2024 Package IV (Project) to proceed with construction to clean and assess the condition of the City’s sanitary sewer system. The completion of the Project will provide information related to the condition of the pipelines and allow staff to plan for future repairs as needed. Approval of the 10% contingency will provide funding for any unanticipated work necessary for the proper completion or construction of the Project.BACKGROUNDThe City of San José Department of Public Works developed a condition assessment program to video inspect and evaluate the condition of the City’s sanitary sewer pipelines. Pipeline defects found on sewer mains are assessed and coded in accordance with the National Association of Sewer Service Companies Pipeline Assessment and Certification Program standards. This data will then be incorporated COUNCIL AGENDA: 12/3/24FILE: 24-2264ITEM: 2.20
HONORABLE MAYOR AND CITY COUNCIL November 12, 2024 Subject: Report on Bids and Award of Contract for the 10300 – Sanitary Sewer Condition Assessment FY 2023-2024 Package IV Page 2 into the City’s InfoMaster database to be used for asset management and future project scoping activities. This Project is part of the condition assessment program that will clean and assess the condition of approximately 8,800 linear feet of 36-inch to 42-inch diameter sanitary sewer main within City Council Districts 2 and 10, as shown in Attachment A – Project Location Map. Construction is scheduled to begin in March 2025 with substantial completion in November 2025. ANALYSIS Bids were opened on October 10, 2024, with the following results. Contractor Bid Amount Variance Amount Over/(Under) Percent Engineer’s Estimate $1,608,668 -- -- Pipe and Plant Solutions, Inc. (San Leandro) $1,598,662 ($10,006) (0.26) The low bid submitted by Pipe and Plant Solutions, Inc. is 0.26% below the Engineer’s Estimate. The bid is considered acceptable for the work involved.Pipe and Plant Solutions, Inc. has successfully completed multiple sanitary sewer projects of similar scope for the City of San José, including 10071 – Sanitary Sewer Condition Assessment FY 2022-2023 Package I, completed in March 2024 and 9960 – Empire St. and San Antonio St. Sanitary Sewer Cleaning, completed in May 2023. Contingency San José Municipal Code Section 27.04.050 provides for a standard contingency of 10% on all public works contracts except those involving the renovation of a building or buildings. The standard 10% contingency is appropriate for this Project. Wage Theft Prevention Policy Check The Office of Equality Assurance reviewed bidders for compliance with the City’s Wage Theft Prevention Policy on October 10, 2024 and again on October 22, 2024. No wage theft issues were identified.
HONORABLE MAYOR AND CITY COUNCIL November 12, 2024 Subject: Report on Bids and Award of Contract for the 10300 – Sanitary Sewer Condition Assessment FY 2023-2024 Package IV Page 3 Project Labor Agreement ApplicabilityThe City’s Project Labor Agreement is applicable to this Project because the Engineer’s Estimate is higher than $1,210,000.Local and Small Business Analysis The recommended contractor is not a local or a small business enterprise. No local and/or small business enterprise were listed as subcontractors. EVALUATION AND FOLLOW-UP No additional follow-up action with the City Council is expected at this time. COST SUMMARY/IMPLICATIONS The proposed operating and maintenance costs of this Project have been reviewed and it has been determined that the Project will have no significant adverse impact on the Sewer Service and Use Charge Fund or General Fund operating budgets. The Project is consistent with the City Council-approved Budget Strategy Economic Recovery section in that it will spur construction spending in our local economy. 1. TOTAL COST OF PROJECT Project Delivery* $314,308 Construction $1,598,662 Contingency $159,866 TOTAL PROJECT COSTS $2,072,836Prior Year’s Expenditures $101,408 TOTAL REMAINING PROJECT COSTS $1,971,428 * Project delivery includes $221,408 for design services and project management and $92,900 for construction inspection and survey costs. 2. COST ELEMENTS OF CONTRACT AS RECOMMENDED AS PART OF THE MEMORANDUM Traffic Control $77,000SONAR inspection $52,506CCTV inspection $52,506Cleaning of Pipelines $1,312,650Other Construction Costs $104,000TOTAL CONTRACT AMOUNT $1,598,662 HONORABLE MAYOR AND CITY COUNCIL November 12, 2024 Subject: Report on Bids and Award of Contract for the 10300 – Sanitary Sewer Condition Assessment FY 2023-2024 Package IV Page 4 BUDGET REFERENCEThe table below identifies the fund and appropriations to fund the contract recommended as part of this memorandum. COORDINATION This memorandum has been coordinated with the City Attorney’s Office, the City Manager’s Budget Office, and the Planning, Building, and Code Enforcement Department.PUBLIC OUTREACHThis memorandum will be posted on the City’s website for the December 3, 2024 City Council meeting. COMMISSION RECOMMENDATION AND INPUTNo commission recommendation or input is associated with this action.CEQA Exempt, File No. ER23-189. CEQA Guidelines Sections 15301(b) Existing Facilities and 15302(c) Replacement or Reconstruction. (Attachment B – Statement of Exemption ER23-189.) Fund No. Appn. No. Appropriation Name Total Appropriation Amount for Contract 2024-2025 Capital Budget Page Last Budget Action (Date, Ord. No.) 545 6521 Infrastructure - Sanitary Sewer Condition Assessment $3,200,000 $1,598,662 199 6/18/2024, Ord. No. 31102 HONORABLE MAYOR AND CITY COUNCIL November 12, 2024 Subject: Report on Bids and Award of Contract for the 10300 – Sanitary Sewer Condition Assessment FY 2023-2024 Package IV Page 5 PUBLIC SUBSIDY REPORTINGThis item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution. /s/ Matt Loesch Director of Public Works For questions, please contact Mathew Nguyen, Deputy Director of Public Works, at [email protected] or (408) 535-8300. ATTACHMENTS: Attachment A - Project Location Map Attachment B - Statement of Exemption ER23-189 !(!(!(
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200 E. Santa Clara Street, 3rdFL San José, CA 95113 tel(408) 535-3555 www.sanjoseca.gov/pbce Planning, Building and Code EnforcementCHRISTOPHER BURTON, DIRECTORSTATEMENT OF EXEMPTIONFILE NO.ER23-189LOCATION OF PROPERTYCitywide PROJECT DESCRIPTIONPublic Project Exemption for sewer inspection, removal and replacement, and rehabilitation work. These types of projects would include the inspection, replacement,and rehabilitation of existing sewer mains ranging from approximately 4- to 44-inch in diameter and associated facilities (e.g. manholes) located in the public-right-of-way and/or in a public utility easement (PUE) throughout the City of San Jose. These projects will evaluate the current condition of each segment of sewer pipeline to determine the appropriate repair method, and deploy pipeline point repairs, Cured-In-Place-Pipe (CIPP) liners, or removal and replacement of entire segments to eliminate exfiltration. These projects may also result in replacing the existing sewer pipeline with a different material than the original but will not increase the size of the sewer pipelines and will not result in expansion of capacity. New associated facilities, such as manholes, may be installed as part of the replacement work. This exemption is only valid for projects that are within the scope of work as described below. This exemption will not be valid for segments that have significant impact to scenic highways, historic resources, or located on a site that is included on any list compiled pursuant of Section 65962.5 of the Government Code. Expiration date: August 21, 2028CERTIFICATIONUnder the provisions of Sections 15301(b) and 15302(c) of the State Guidelines for Implementation of the California Environmental Quality Act (CEQA) as stated below, this project is found to be exempt from the environmental review requirements of Title 21 of the San José Municipal Code, implementing the California Environmental Quality Act of 1970, as amended.15301. EXISTING FACILITIESClass 1 consists of operation, repair, maintenance, permitting, leasing, licensing, or minor alternation of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination. The types of “existing facilities” itemized below are not intended to be all-inclusive of the types of projects ER22-048 Page 2of 3
which might fall within Class 1. The key consideration if whether the project involves negligible or no expansion of an existing use. Examples include but are not limited to: (b) Existing facilities of both investor and publicly owned utilities used to provide electric power, natural gas, sewerage, or other public utility services 15302. REPLACEMENT OR RECONSTRUCTION Class 2 consists of replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced, including but not limited to: (c) Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity. ANALYSIS Public Project Exemption for the inspection, removal and replacement, and rehabilitation of existing sewer segments ranging from approximately 4- to 44-inch diameter in size. This project will evaluate the current condition of each segment of sewer main to determine the appropriate repair method and deploy appropriate point repairs, Cured-In-Place-Pipe (CIPP) liners, or removal and replacement of entire segments to eliminate exfiltration. The purpose of this work is to upgrade and ensure efficiency and safety of the existing utility service system. If replacements are needed, the replacement will not increase the size of the sewer mains and will not result in expansion of capacity. Associated equipment, such as manholes, may need replacement as well. All of the sewer main segments are located within the City boundary. Most are located within the right-of-way and/or a PUE. There are a few segments of sewer mains that are not within the public-right-of way and/or a PUE, within 100 feet of a water way, or within the wildlife survey areas or other fee zones as defined by the Santa Clara Valley Habitat Conversation Plan. Even so, the type of work proposed would qualify for a Habitat Conservation Plan exemption from all conditions as the proposed work is considered as, “Routine infrastructure maintenance by public agencies within the planning limit of urban growth that do not affect stream, riparian, serpentine, ponds, or wetland land cover types” (Habitat Conservation Plan, Chapter 6.2). In addition, the work taking place would be within existing disturbed areas and the project would not expand the capacity or length of the sewer main segments. Therefore, the project will not result in substantial adverse impact to sensitive biological resources and will not adversely affect creeks or riparian corridor areas. In addition, as mentioned above, any tree that is not a Heritage tree that must be removed as a result of the project shall be removed and replaced in accordance with the Department of Transportation regulations. This exemption is only valid for projects that are within the scope of work described. This exemption will not be valid for any segments that have significant impacts to scenic highways, historical resources, or in areas that are included on any list compiled pursuant of Section 65962.5 of the Government Code. As the project consists of inspection, removal and replacement, and repair of existing utilities facilities or structures, the project, will not involve expansion of the existing infrastructure. Therefore, the project is exempt to CEQA Guideline Section 15301(b) and 15302(c). Projects that are not within the scope of work will require separate environmental review and determination. This exemption is valid until August 21, 2028. Exceptions: CEQA Guidelines Section 15300.2 provides exceptions to the use of a Categorical Exemptions where the use of a Categorical Exemption is prohibited under certain circumstances. The City evaluated the proposed project’s applicability to all of the exceptions under Section 15300.2. An analysis of each of these exceptions in reference to this proposed project is provided below.
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(a) Location. Class 3, 4, 5, 6, and 11 are qualified by consideration of where the project is to be located. Section 15300.2(a) started that a project that is ordinarily insignificant in its impact on the environment may in a particularly sensitive environment be significant. Section 15300.2(a) does not apply to the Class Category 1 and 2 of exemptions as the project will not occur in a sensitive area. (b) Cumulative Impact. Based on the above analysis, there is no evidence of a potential significant cumulative impact on the environment from the proposed project. The project proposes review and rehabilitation of existing sewer mains throughout the city. It has been determined that the project will not cumulatively impact traffic, noise, air quality, or water quality. (c) Significant Effect. The proposed project site does not have any unusual circumstances that would negatively impact the environment, thus, the project would not result in any significant environmental effects. (d) Scenic Highways. It is not anticipated that the specific project sites will results in damage to any scenic resources. If one does, it is subject to 15300.2(d) and may not utilize this categorical exemption.(e) Hazardous Waste Sites. It is not anticipated that the specific project sites will be implemented in area that is included on any list compiled pursuant to Section 65962.5 of the Government Code. If one does, it is subject to 15300.2(e) and may not utilize this categorical exemption. (f) Historical Resources. It is not anticipated that the specific project sites will results in damage to any historic resources. If one does, it is subject to 15300.2(f) and may not utilize this categorical exemption.Christopher Burton, DirectorPlanning, Building and Code EnforcementDate: August 23, 2023Deputy Environmental Project Manager:Tina Garg