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HomeMy WebLinkAboutAgenda Report - April 27, 2004 C-02 SMAGENDA ITEM C -- s CITY OF LODI ,. COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Awarding the Construction, Testing and Inspection, and Construction Administration Contracts for White Slough Water Pollution Control Faciiity Year 2004 Improvements and Appropriate Funds ($10,10$,000) MEETING DATE: April 27, 2004 PREPARED BY: Public Works Director RECOMMENDED ACTION: That the City Council adopt a resolution awarding the construction contract for the above project to Kirkwood-Bly, Inc., of Santa Rosa; the testing and inspection contract to Krazan & Associates of Modesto; and authorize City Manager to contract with West Yost & Associates for construction administration services (see attached Task Order No. 14). BACKGROUND INFORMATION: This project consists of the installation of prepurchased equipment; construction of electrical control and chemical buildings; and associated electrical, mechanical, utility, site preparation and demolition as required at the White Slough Water Pollution Control Facility. This project is part of the "Phase 2" improvements at White Slough that have been presented to the Council at previous meetings. Plans and specifications for this project were approved on March 3, 2004. The bid opening for the construction contract was April 15, 2004, and three bids were received. Note that the apparent low bidder has requested that his bid be withdrawn due to a mathematical error. Seven proposals were received on April 9, 2004, for the testing and inspection contract. Summaries are attached. The total project estimate for this element of Phase 2 is $15 million, which includes the design, prepurchased equipment, construction administration services, construction contract, testing and inspection contract, construction trailer purchase, construction contingencies and other project -associated expenses. However, some of these expenses have already been aperoved and anaronriated. Thus. the appropriation requested for this portion of the project is $10,108,000. FUNDING: This project will be funded by the Wastewater Fund with the 2004 Certificates of Participation. . �' Vicky M thie, f=inance Dire for Richard C. Prima, Jr. Public Works Director Prepared by Gary Wiman, Construction Project Manager RCP/GW/pmf Attachments cc: Joel Harris, Purchasing Officer Gary Wiman, Construction Project Manager Shawn Baker — Krazan & Associates APPROVED: CAward.doc Del Kerlin, Assistant Wastewater Treatment Superintendent Bruce West — West Yost & Associates H. Dixon'Flynn, City Manager 4/20!2004 April 19, 2004 Mr, Richard Prima Director of Public Works City of Lodi Department of Public Works PO Box 3006 Lodi CA 95241-19:10 SUBJECT: Task Order No. 14: Proposal to Provide Design Engineering Services During Construction—White Slough Water Pollution Control Facility Year 2004 Improvements Dear Richard: This is a revised proposal to provide design -engineering services during the construction of Year 2004 1lnproven-ients to the Cite of Lodi's (City) White Slough Water Pollution Control Facility (White Slough WPCF). These services are a continuation of services currently being performed by West Yost & Associates (WYA). This proposal has been revised to reflect the comments we received during our meeting yesterday. We will submit a separate task order proposal for standby generator design services. In addition, we will proceed to better define SCADA options so that we may reach agreement regarding the scope of this assignment, thereby allowing this work to be performed under a future task order. Sincerely, WEST YOST & ASSOCIATES Bruce G. West Principal BGW:md attachment. cc: Gary Wiman wlattachtment Del Kerlin wlattachment 1260 Lake Boulevard, Suite 240 Davis, California 95616 Phone 530 756-5965 Fax 530 756-5991 email: mail@westyost.com W sk Ar ML91.111:14 rdl-fivArol-alwo- .I �Miii"Ajj,jyw , I , M... irl xy Mljjkjr WYA—April 19, 2004 City o(Lodi White Slough Task Order No. 14 Year 2004 Engincerhig Services During Construction bd/propilp/lodi BACKGROUND The Year 2004 City of Lodi Water Pollution Control Facility Year 2004 Improvements Project includes installation of new aeration panels and aeration piping medications to existing aeration basins and installation of launder covers secondary clarifiers, a new filter pump station, installation of a. City furnished effluent filtration system, installation of City furnished UV disinfection facilities, two new appurtenant buildings, digester cleaning, associated electrical and instrumentation irnprovern.ents, and related work. It is anticipated that the construction of these improvements will begin in May 2004 and will be completed in February 2005. West Yost & Associates proposes to provide the following engineering services during the construction of this project. 1.4.1 PRE -CONSTRUCTION CONFERENCE Key design personnel will attend the pre -construction. conference. We have assurned that the pre - construction conference will take one-half day. 1.4.2 SUBMITTAL REVIEW WYA and design subconsultants will review submittals for compliance with the design concepts and specifications, certificates, samples, tests, methods, schedules, and manufacturer's installation and other instructions required to be submitted by the Contract Documents. WYA will retain three copies of all submittals, and will review and return one copy with comments to the City's Construction Manager within 12 working days after receipt of submittal. (The Contract Documents indicate that submittals will generally be returned to the Contractor within 1.5 working days of receipt of the submittals. WYA intends to return submittals to the Construction Manager within 12 working days to provide time for transmission between the Contractor and Construction Manger.) If for any reason WYA cannot perforin submittal review within 12 working clays, WYA will notify the City and provide an explanation for the additional time required. Review of submittals regarding methods of work. or information regarding materials or equipment the Contractor proposes to provide, will not relieve the Contractor of responsibility for errors in submittals. 14.3 INTERPRETATION AND CLARIFICATION OF CONTRACT DOCUMENTS WYA and design subconsultants will prepare written interpretation and clarifications of the; Contract Documents in response to written requests from the Contractor. WYA will respond ill writing within 14 calendar days following receipt of a written request. if for any reason WYA cannot perform submittal review within 1.4 calendar days, WYA will notify the City and provide an explanation for the additional time required. It is understood that certain Requests For Information (RFPs) may require a very rapid response, owing to construction emergencies or potential delays to the Contractor. In these cases, R.FI's may be handled orally, but will be followed with a written RFI, and WYA will respond in writing thereto. WYA-­Alvil 19. 2004 City of Lodi — White slough Task Order No. 14 Ycar 2004 Fligincering Serviccs During, Construction hcllpropllpliodi 14.4 CHANGE ORDER SUPPORT We anticipate that there could be changes to the project. Some typical examples are. differences in conditions, Contractor sug;estions approved by the City/engineer, additions to the work, changes in methods of construction. omissions, and Contract Document convicts. As requested by the ConstrUCtion Manager. WYA and our design subconsultants will issue design engineer - initiated clarifications (DEIC's), prepare new or amend contract documents, and provide G'O cost estimate input. 1.4.5 WEEKLY PROGRESS AND RELATED MEETINGS A WYA representative will attend weekly progress meetings with City staff, the Construction Manager, and Contractor's representatives. Design sub -consultant representative(s) will also attend on an as -needed basis. In addition, at the Construction Manager's request WYA and sub - consultant representatives will visit the project site to provide advice and assistance, or to answer any questions that may arise concerning design intent. 14.6 ASSIST THE CITY DURING START-UP AND TESTING WYA and our sub -consultants will provide assistance during the startup and testing of new facilities. This assistance is intended to confirm that instrumentation controls and alarms operate as intended. 14.7 FILIAL INSPECTION AND RECOMMENDATIONS Key WYA and sub -consultant staff members will perform a final inspection and. will identify final punch list items to the Con structiort.Manager. 14.8 PREPARE RECORD DRAWINGS The City is considering preparing record drawings for the entire treatment plant in the near future. Therefore record drawings for year 2004 improvements will not be prepared raider this task order. 14.9 PROJECT MANAGEMENT ANIS COORDINATION OF DESIGN TEAM WYA Project Manager will monitor progress, process billings, respond to information needs, and will work to keep the City informed. Other project rnan.ageraent tasks include quality control and coordination of staff. 'rhe project budget will be monitored on a weekly basis as well. ESTIMATED COST The estimated cost to complete the scope of work described above is summarized in Table 1. WYA­April 19, 2004 City of Lodi - Wbite Slough Tusk Order No. 14 Yemr 2004 Ei)-Vicering services Miring Construction hd/propf1p/Wi Table 1. Estimated Services During Construction Costs Item of. Work Fstimated Cost, dollars 14.1 Pre -Construction Conferme 1,600 14.2 Submittal Review _ 99,700 14.3 Interpretation &: Clarification Of Contract Documents 50,200 14.4 Change Order Support 70,300 14.5 Weekly Progress And Belated Meetings 74,800 14.6 Assist The City During Start -Up And Testing 53,200 14.7 Final Inspection And Recommendations 17,600 14.8 Prepare Record Drawings 0 14.9 Project Management Of Design Team 34, t 00 Total 401,500 Our proposed fee for these services is $401,500. As you are aware, our level of effort will depend on the contractor's performance and the level of support required by City staffo.n this project. We will perform all work on an hourly basis and will not exceed a maximutn Filling of $401,500 for these services without written authorization. WYA--April 19, 2004 City of Codi-- Write Slough Task order No. 14 Year 2004 Engineering Services ourh)g Construction bc}iprol�ll j3/Iod3 Whig Slough WPCF Year 2004 Improvements Project Bid Opening April 15, 2004 2:00 p.m. Bid Results The following 3 bids were received: * Pacific Mechanical Corporation has requested to withdraw their laid due to a mathematical error. WS WPCF Year 2004 Improvements Bid Results.xls Sheeting shoring and bracing All other work Total Bid *pacific Mechanical Corp Concord $50,000.00 $5,749,000.00 $5,799,000.00 Kirkwood-Bly, Inc. Santa Rosa $16,000.00 $7,468,500.00 $7,484,600.00 C.W. Roen Construction Danville $25,000.0o $8,303,000.00 $8,328,000.00 * Pacific Mechanical Corporation has requested to withdraw their laid due to a mathematical error. WS WPCF Year 2004 Improvements Bid Results.xls City of Lodi White Slough WPCF Year 2004 Improvements Construction Testing and Inspection RPP Results The following 7 firms submitted proposals for the move noted project Testing & Inspection Services: NAME PROPOSAL AMOUNT KRAZAN & ASSOCIATES INC - W 448 MITCHELL ROAD, SUITE C MODESTO, CA 95354 $156,160.00 - CONSTRUCTION TESTING & ENGINEERING INC 242 W LARCH RD., SUITE. F TRACY, CA 95376 $158,8901.00 SIGNET TESTING LABS INC 1417 N MARKET ST., SUITE. 1 SACRAMENTO, CA 95884 $175,175.001 mm MATRISCOPE INC 3102 INDUSTRIAL BLVD. WEST SACRAMENTO, CA 95691 $175,275.001 NEIL O. ANDERSON & ASSOCIATES 902 INDUSTRIAL WAY LODI, CA 95.24_03 $184,960.00 KLEINFELDER - 2825 E. MYRTLE ST. f aTOCKTON, CA 95205 $198,350.00 mm `IOUNGDAHL & ASSOCIATES INC 1234 GLENHAVEN CT, EL DORADO HILLS, CA 95762 � $267,718.00 4/16/2004 WHEREAS, this project consists of the installation of pre -purchased equipment; construction of electrical control and chemical buildings; and associated electrical, mechanical, utility, site preparation, and demolition as required at the White Slough Water Pollution Control Facility (part of "Phase 2" Improvements); and WHEREAS, in answer to notice duly published in accordance with law and the order of this City Council sealed bids were received and publicly opened on April 15, 2004, at 11.00 a.m. for the Construction Contract described in the specifications therefore approved by the City Council on March 3, 2004; and WHEREAS, three bids were received with the apparent low bidder withdrawing his bid due to a mathematical error; and WHEREAS, seven proposals were received on April 9, 2004, for the testing and inspection contract; and WHEREAS, the total project estimate for this element of Phase 2 is $15 million, which includes the design, pre -purchased equipment, construction administration services, construction contract, testing and inspection contract, construction trailer purchase, construction contingencies, and other project -associated expenses. However, some of these expenses have already been approved and appropriated, thus, the appropriation for this portion of the project is $10,108,000 and includes 2% of the construction contract ($149,692) for the Public Art Fund; and WHEREAS, Public Works staff recommends that this amount be held until the Phase 3 project is further developed, and suggest that the wastewater treatment plant facility itself may not be the best location for a significant public art element, and that staff work with the Art Advisory Board as the Phase 3 project is further defined; and WHEREAS, said bids have been compared, checked, and tabulated and a report thereof filed with the City Manager as attached marked Exhibit A. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council hereby awards the construction contract for the above project to Kirkwood-Bly, Inc., of Santa Rosa; the testing and inspection contract to Krazen & Associates, of Modesto, CA, and further authorizes the City Manager to contract with West Yost & Associates for construction administration services (see attached Task Order No. 14); and BE IT FURTHER RESOLVED that funds in the amount of $10,108,000 be appropriated for this project from the Wastewater Fund with the 2004 Certificates of Participation. Dated: April 27, 2004 I hereby certify that Resolution No. 2004-79 was passed and adopted by the City Council of the City of Lodi in a special meeting held April 27, 2004, by the following vete: AYES: COUNCIL MEMBERS — Beckman, Hitchcock, Howard, Lard, and Mayor Hansen NOES: COUNCIL MEMBERS — None SU S1N ,J. l3LA KST®N City Clerk EEX H -IBT A City of Lodi it Slough WPC F Year 2004 Improvements Construction Testing and Inspection RFP Results The following 7 firms submitted proposals for the above noted project Testing & InspectiDn Services: NAME PI OPO -AMOUNT I�RAZAN & �ASSOCIATES INC _'_ - 1 448 MITCHELL ROAD, SUITE C MODESTO, CA- 95354 �TEST�ING $156,160.00 CONSTRUCTFC,' f4 & �ENG�INEER­ING �INC 242 W LARCH RD., SUITE, F TRACY CA 95376 $158,890.00 Slbik�iiS��Ad�LABS �INC���� 1417 N MARKET ST., SUITE. I SACRAME NTQ CA 95834 $175,176.00 MATRISCOPE).NC 3102 INDUSTR:IAL BLVD. 1 ST SACRAMENTO CA 96691 $175,275.00 NEIL 0. ANDERSON &ASSOCIATES 902 INDUSTRIAL WAY LODI, 95 $184,960x00 KL�INFCA ELDER240 2825 E. MYRTLE ST. STOCKTON, CA 96206 $198,350.00 I NGDAHL &'AS..S.00fATES INC 1234 GLENHAVEN CT. EL DORADO tj!L�S, CA 95762 $267,718.00 4116/2004 PROPOSAL TO PROVIDE ENGINEERING SERVICES DUR)ING CONSTRUCTION YEAR 2004 IMPROVEMENTS WYA—April 19,2004 City oFIA)di — Wom Slough Task Order No. 14 Year 2004 &ginceriagkrvjo= 1)uhng Constmolion bdiprop�ip/lodi 1241111' iii 11, iiiriiiliii BACKGROUND The Year 2004 City of Lodi Water Pollution Control Facility Year 2004 Improvements project includes installation of new aeration panels and aeration piping medications to existing aeration basins and installation of launder covers secondary clarifiers, a new filter pump station, installation of a. City furnished effluent filtration system, installation of City ft rn.isbed lJV disinfection facilities, two new appurtenant buildings, digester cleaning, associated electrical and instrumentation improvements, and related work. ft is anticipated that the construction of these improve is will begin in May 2004 and will be completed in February 2005. West Yost & Associates proposes to provide the following engineering services during the constructiQn of this project. 1.4,1 PRE -CONSTRUCTION CONFERENCE Key design personnel will attend the pre -construction conference. We have assn ned that the pre - construction conference will take one-half day. 14.2 SUBMITTAL REVIEW WYA and design subconsultants will review submittals for compliance with the design concepts and specifications, mr.ttifacates, samples, tests, methods, schedules, and manufacturer's installation and other instructions required to be submitted by the Contract Documents. WYA will retain three copies of all submittals, and will review and return one copy with continents to the City's Construction Manager within 12 working days after receipt of submittal. (The Contract Documents indicate that submittals will generally be returned to the Contractor within 1.5 working days of receipt of the submittals. WYA intends to return submittals to the Construction Manager within 12 working days to provide time for transmission between the Contractor and Construction Manger.) If for any reason WYA cannot perform submittal review within 12 working days, WYA will. notify the City and provide an explanation for the additional tirne required. Review of submittals regarding; methods of work, or information regarding materials or equipment the Contractor proposes to provide, will not relieve the Contractor of responsibility for errors in submittals. 14.3 INTERPRETATION AND Cli.,ARMCATI ON OF CONTRACT DOCUMENTS WYA, and design subwn5uitants will prepare written iiiterpretation alid clarifications of the Contract Docurnents in response to written requests from the Contractor, WYA will respond in writing within 14 calendar days following receipt of a written request. if for any reason WYA cannot perform submittal review within 14 calendar days, WYA will notify the City and provide an Explanation for the additional tirne required. It is understood that certain Requests For Information (IC)7I's) may require a very rapid response, owing to construction einergencies or potential delays to the Contractor. In these cases, RFI's may be Nuidled orally, teat will be follovv�d with a written RI 1, and WYA will respond in writing thereto. WYA---April 19,2C94 294 City of Lodi -- whjtt� Slough Tisk Order No, 14 Year 2004 1'ngineering Services Dorinr Cmstrt Won lid/prolyll rlkod i 14.4 cHA GE ORDER SUPPORT We anticipate that there could be changes to the project. Some typical examples are: differences in conditions, Contractor suggestions approved by the City/engineer, additions to the work, changes in methods of construction, omissions, and Contract Documew conflicts. As reclucsted by the CORSMICtiOn Manager, WYA and our design subconsultants will issue design engineer initiated clarifications (DEIC's), prepare new or amend contract documents, and provide C/O cast estimate input. 1.4.5 WEEKLY PROGRESS AND RELATEDMEE77INGS A WYA represfmWive will attend weekly progress meetings with City staff, the Construction Manager, and Contractor's representatives. Design sub -consultant representative(s) will also attend on an as -needed basis. In addition, at the Construction Manager's request WYA and sub - consultant representatives will visit the project site to provide advice and assistance, or to answer any questions drat may arise concerning design intent. 14.6 ASSIST THE CITY DURING START-UP AND TESTING WYA and our stab -consultants will provide assistance during the startup and testing of new facilities. This assistance is intended to confirm that instrumentation controls and alarms operate as intended. 14.7 FINAL INSPECTION AND RECOMMENDATIONS Key WYA and sub -consultant staff mern bets wig l perforl l a kraal inspection and will identify finial punch list items to the Construction Manager. 14.8 PREPARE RECO DRAWINGS The City is considering preparing; record drawings for the entire treatment plant in the; near future. Therefore record drawings for year 2004 improvements will not be prepared tinder this task Order. 14.9 PROJECT MANAGEMENT AND COORDINATION OF DESIGN TEAM. WYA Project Manager will monitor progress, process billings, respond to information n d5j, and will work to beep the City informed. Outer project inanagernent tasks include quality control and coordination of staff. The project budget will be monitored on a weekly basis as well_ ESTIMATED COSI` The estimated cost to complete the scope of work described above is sunirnarized in Table 1. WYA---April 19.2004 Cite of L04j -,Wbho SJOLIgh Task Order No. 14 Year 2004 En ;iarerin6 Seryices Diving Con5l.niction lidiproplip/lodi Table 1.. Esti ated Services During Construction Costs Item of Work Estimated Cast, dollars i4.1Pre-Con struciorEoifcten ce 1,600tw4.2m%al Revi 99,700 14.3 Interpretation & Cla. ifieation Of Contract Documents 50,200 14.4 Change Order Support 70,300 34.5 Weekly .Progress And Delated Meetings 74,800 14,6 Assist The City During Start -alp And Testing 53,200 14.7 Final Inspection And Recommendations 17,600 14.8 Prepare, Record Drawings 0 14.9 Pro ect Management Cal' Dcsign 'Teatat 34,100 Total 401,500 Our proposed fee for these services is $401,500, As you are aware, our level of effort will depend on the c€ ntmotor's performancc and the level of support required by City staff on this project. We will perforce all work on an hourly basis and will not exceed a maximum billing of $401,500 for - these services without written authorization. 4b YA--- Afmit i9, 2004 City of Lodi — White Shmgb T'mik Order No, !4 Year 2004 U.ngimering Services During Coosttriction bdi'proj /IpJlodi Whig Slough WPGF Year 2004 Improvements Project Bid Opening April 15, 2044 2:00 p.m. Bid Results The following 3 bids were received: Pacific Mochanical Corporation has requested to withdraw their bice due to a mathematical error. WS WPGF Year 2004 improvements Bid Results.xis Sheeting stoirl and brach All other work Total Bid Tac tic Meeh n c l Corp Concord $60,000.00 $5,749,000.00 $6,799,000.00 ICirkwyood-Bly, lhc. Santa IRcS,� $16,000.00 $7,468,600.00 $7,484,600.00 G.W. Raen Con tfuC.tjon Danville $25,000-00 $8,303,000.00 $13,328,000.00 Pacific Mochanical Corporation has requested to withdraw their bice due to a mathematical error. WS WPGF Year 2004 improvements Bid Results.xis CITY COUNCIL LARRY D. HANSEN, Mayor JOHN BECKMAN Mayor Pro Tempore SUSAN HITCHCOCK EMILY HOWARD KEITH LAND Krazan & Associates Shawn Baker 1025 Lone Palm Modesto, CA 95351 CITY OF LODI PUBLIC WORKS DEPARTMENT CITY HALL, 221 WEST PINE STREET P.Q. BOX 3006 LODI, CALIFORNIA 95241-1910 (209)333-6706 FAX (209) 333-6710 EMAIL pwdept@lodi.gov http:\\www.lodi.gov April 26, 2004 (via fax) West Yost & Associates Bruce West 1260 Lake Blvd., Ste. 240 Davis, CA 95616 H. OIXON FLYNN City Manager SUSAN J. BLACKSTON City Clerk D. STEVEN SCHWABAUER Interim City Attorney RICHARD C. PRIMA, JR. Public Works Director SUBJECT: Adopt Resolution Awarding the Construction, Testing and Inspection, and Construction Administration Contracts for White Slough Water Pollution Control Facility Year 2004 Improvements and Appropriate Funds ($10,108,000) Enclosed is a copy of background information on an item on the City Council special meeting agenda of Tuesday, April 27, 2004. The meeting will be held at 7 p.m. in the City Council Chamber, Carnegie Forum, 305 West Pine Street. This item is on the regular calendar for Council discussion. You are welcome to attend. If you wish to address the Council at the Council Meeting, be sure to fill out a speaker's card (available at the Carnegie Forum immediately prior to the start of the meeting) and give it to the City Clerk. If you have any questions about communicating with the Council, please contact Susan Blackston, City Clerk, at (209) 333-6702. If you have any questions about the item itself, please call Gary Wiman, Construction Project Manager, at (209) 367-1140. Richard C. Prima, Jr. -� Y • Public Works Director RCP/pmf Enclosure cc: City Clerk NCAWARD.COC