REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
August 10, 2021
FROM
BRENDON BIGGS, Director, Department of Public Works - Special Districts
SUBJECT
Title
Construction Contract for Screw Press Sludge Dewatering Project - CSA 70 GH Glen Helen
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of County Service Area 70 GH Glen Helen:
1. Approve a 2021-22 budget increase of $240,429 (from $859,376 to $1,099,805) for the Screw Press Sludge Dewatering Project in County Service Area 70 GH Glen Helen and authorize the Auditor-Controller/Treasurer/Tax Collector to post the budget adjustments as detailed in the Financial Impact Section (Four votes required).
2. Approve Addendum No. 1 to the Bid Documents, issued May 14, 2021, which (a) provided an electronic link for the Bid Opening to be held virtually via GoToMeeting, (b) modified Drawing Sheets C-07 and S-03, and (c) modified Technical Specification Section 467600 for the Screw Press Sludge Dewatering Project in County Service Area 70 GH Glen Helen.
3. Award a construction contract to Spiess Construction Company, Inc. in the amount of $967,500 for the Screw Press Sludge Dewatering Project in County Service Area 70 GH Glen Helen.
4. Authorize the Director of the Department of Public Works to order any necessary changes or additions in the work being performed under the construction contract with Spiess Construction Company, Inc. for the total not to exceed amount of $60,875 pursuant to Public Contract Code Section 20142.
5. Authorize the Director of the Department of Public Works to accept the work when 100% complete and execute and file the Notice of Completion.
(Presenter: Brendon Biggs, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item for construction of the County Service Area 70 GH Glen Helen (CSA 70 GH) Screw Press Sludge Dewatering Project (Project) at the Lytle Creek North Wastewater Treatment Plant (Plant) will not result in the use of Discretionary General Funding (Net County Cost). The Project’s increased budget of $240,429 (from $859,376 to $1,099,805) will be funded from Community Facilities District (CFD) No. 2006-1, Special Tax Bonds, Series 2018. Application of these bond proceeds allocates $711,575 to the Plant, which is owned by CSA 70 GH. The remaining $471,146 of these bond proceeds will be available for future use by CSA 70 GH.
The Project’s revised budget of $1,099,805 for 2021-22 consists of the following:
|
Description |
Amount |
|
Construction Contract |
$967,500 |
|
Kimley-Horn Construction Support |
$30,000 |
|
Project Management, Inspection, and Support Staffing Costs |
$53,930 |
|
Contingency |
$48,375 |
|
Total |
$1,099,805 |
The following budget adjustments are needed to proceed with the Project:
|
Fund Center |
Commitment Item |
Description |
Increase (Decrease) |
WBSE |
|
3060004656 |
54104010 |
Improvements to Land |
$240,429 |
30.30.0028 |
|
3060004656 |
40909985 |
Long Term Debt Proceeds |
$240,429 |
N/A |
BACKGROUND INFORMATION
The Lytle Creek North Wastewater Recycling Plant, which is operated by the Department of Public Works - Special Districts (Department), serves the Rosena Ranch Development Tract, Glen Helen Rehabilitation Center, and other Sheriff’s facilities located within the Glen Helen area near Devore. The Plant was built in 2007 and has the capability of processing 1.75 million gallons of wastewater per day. Currently, 550,000 gallons of wastewater is processed daily that requires disposal of the associated waste product of 20,000 gallons of sludge. Using the existing drying beds and storage tanks, the Plant can only remove 13,000 gallons of sludge. The remaining 7,000 gallons of sludge is recycled back into the Plant and/or stored in the Plant’s detention basin. Under existing operational conditions, Plant operators struggle to keep up with the process of removing sludge.
After evaluating multiple solutions to increase the Plant’s sludge handling capacity, it was determined that installing a screw press sludge dewatering system presented the most efficient and cost-effective method. When completed, this system will be able to dewater and remove approximately 22,000 gallons of sludge in an eight-hour shift per day and return the Plant back to its originally designed operations.
The Project was originated in the adopted budget FY 2016/17 at $150,000. Through completion of conceptual design, technical engineering, and receiving contractor bids, final projects costs have been identified and presented for this budget adjustment. Current project budget for construction is $859,376. Additional funding is needed to award the contract in the amount of $967,500 to the lowest bidder, plus funding for construction management, design consultant construction support, inspection, and construction contingency. The additional funding needed is $240,429 for a total new construction budget of $1,099,085.
On April 6, 2021 (Item No. 44), the Board of Supervisors (Board) found the Project to be exempt under the California Environmental Quality Act (CEQA) Guidelines Section 15301, Class 1 - Existing Facilities and directed the Clerk of the Board to file and post the Notice of Exemption.
PROCUREMENT
On April 6, 2021 (Item No. 44), the Board approved the Project’s plans and specifications and authorized advertisement for competitive bids.
On April 14, 2021, the Department advertised the Project for bids in accordance with Public Contract Code Section 22037.
On May 14, 2021, the Department issued Addendum No. 1 to the bid documents, which (a) provided an electronic link for the Bid Opening to be held virtually via GoToMeeting, (b) modified Drawing Sheets C-07 and S-03, and (c) modified Technical Specification Section 467600.
On April 28, 2021, ten contractors attended a mandatory pre-bid meeting.
On May 26, 2021, the Department received the following four bids:
|
Contractor Name |
Bid Amount |
|
Spiess Construction Company, Inc. |
$967,500 |
|
Metro Builders & Engineering Group |
$994,502 |
|
RE Chaffee Construction Inc. |
$1,061,500 |
|
Pacific Hydrotech Corporation |
$1,066,700 |
The Department reviewed the bids received and determined that they were all responsive. The Department recommends that the Board award the construction contract to Spiess Construction Company, Inc., as the lowest responsive and responsible bidder. No appeal/protest letters were received.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Katherine Hardy, Deputy County Counsel, 387-5455) on July 19, 2021; Auditor-Controller/Treasurer/Tax Collector (Erika Gomez, General Accounting Manager, 382-3196) on July 27, 2021; Finance (Tom Forster, Administrative Analyst, 387-4635) on July 26, 2021; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on July 27, 2021.