TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:January 16, 2024
SUBJECT: Hill Canyon Treatment Plant Piping, Equipment Painting and Coating (MI 2619)
RECOMMENDATION:
1. Approve the project design, specifications, and Addendum No. 1 for construction of Phase II of the Hill Canyon Treatment Plant (HCTP) Piping, Equipment Painting, and Coating (MI 2619).
2. Award construction contract for HCTP Piping, Equipment Painting, and Coating Phase II (MI 2619) to Polychrome Construction, Inc. (Northridge, CA), in the amount of $436,200 plus a contingency of $43,600.
3. Authorize expenditure in the amount of $479,800 ($436,200 construction contract, $43,600 construction contract contingency) from A/C #624-8250-682- 5500 (HCTP Piping, Equipment Painting, and Coating Phase II, MI 2619).
4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project-approved contingency amount.
5. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
FINANCIAL IMPACT:
No Additional Funding Requested. $636,840.50 is included in the Adopted FY 2023-24 Wastewater Capital Budget. The total project cost is estimated at $479,800.
BACKGROUND:
The City’s HCTP treats approximately eight million gallons of wastewater per day generated by the City’s 34,000 wastewater customers. Originally constructed in the 1960s, HCTP has had major improvements and upgrades over the following
HCTP Piping, Equipment Painting and Coating Phase II (MI 2619) January 16, 2024
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9 decades to continue to effectively treat the community’s wastewater and meet all environmental standards (Attachment #1).
HCTP has numerous facilities that require ongoing maintenance and upkeep. A previous painting project focused on building/structure exteriors and was completed in 2021 under MI 2584. This Phase II Project focuses on the piping and remaining (non-building/structure) items requiring regular painting to be protected from the elements (piping, valves, bollards, etc.). The work also includes replacement of the joint sealant in the flow equalization basins (FEBs) which has not been replaced in decades.
The project was originally bid in July 2023, and two bids were received on August 24, 2023. City Council rejected all bids and authorized re-bidding of the project on September 26, 2023, due to the low bid being non-responsive and the second bid being significantly higher than the project budget. Staff re-advertised the project with additional design clarifications and increased the amount of marketing of the project to prospective bidders.
DISCUSSION/ANALYSIS:
The Notice Inviting Bids was publicly advertised in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website on September 29, 2023, per the Public Contract Code Section 22037 and Thousand Oaks Municipal Code (TOMC) 3-10.306. Nine bids were received and publicly opened on November 8, 2023. The bid results are as follows:
Bidder Bid
1 Pacific Rim Painting Co., (Fresno, CA) $ 249,000
2 Polychrome Construction Inc., (Northridge, CA) $ 436,000 3 United Paint & Coatings Co., (Coachella, CA) $ 443,990 4 Perfection Painting Corp., (Palmdale, CA) $ 450,000
5 U.S. National Corp., (Pacoima, CA) $ 459,800
6 A.J. Fistes Corp., (Long Beach, CA) $ 532,000
7 Ardalan Construction, (Thousand Oaks, CA) $ 576,000 8 Color New Co., (Woodland Hills, CA) $ 561,000
9 Tony Painting, (Garden Grove, CA) $ 673,800
The low bid from Pacific Rim Painting Co. for $249,000 was significantly lower than the engineer’s estimate of $600,000. Pacific Rim Painting Co. subsequently requested to withdraw their bid due to bid errors. The next lowest bid package submitted by Polychrome Construction, Inc., was found to be in order and is HCTP Piping, Equipment Painting and Coating Phase II (MI 2619) January 16, 2024
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9 deemed to be the lowest responsive, responsible bidder for the work. The bid protest period has elapsed with no formal protests received. Staff recommends the award of the construction contract to Polychrome Construction, Inc.
The estimated project construction cost breakdown is as follows:
Construction Contract (this action) $436,200
Construction Contingency (this action) $ 43,600
Total Estimated Construction Cost $479,800
The construction phase is anticipated to start by February 2024 and be fully completed by Summer 2024. The project design, specifications, and Addendum No. 1 are available for review upon request by request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400.
This project is categorically exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
Community Outreach: This project will be limited to work at the HCTP and is not expected to impact any neighboring residences. The work will occur at the north end of the plant and will have a limited impact on plant operation. Construction- related impacts to hiking trail users will be minimal.
This project meets City Council’s Top Ten Priorities #6, “Public Works + Infrastructure Investments.”
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
HCTP Piping, Equipment Painting and Coating Phase II (MI 2619) January 16, 2024
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9 F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – Vicinity and Location Maps
DPW: 850-20\cg\nh\ev\Council\2024\011624\MI 2619\ HCTP Facility Painting Phase II Project Award staff report.docx