BOARD AGENDA MEMORANDUM
Government Code § 84308 Applies: Yes ☐ No ☒
(If “YES” Complete Attachment A - Gov. Code § 84308)
SUBJECT:
Title
Adopt Plans and Specifications and Authorize Advertisement for Bids for the Security Upgrades and Enhancements Project, Project No. 60204022, Contract No. C0713 for Coyote Pumping Plant (Morgan Hill, District 1), Santa Teresa Water Treatment Plant (San Jose, District 7), Winfield Complex (San Jose, District 4), Headquarters Corporate Yard (San Jose, District 4), and Silicon Valley Advanced Water Purification Center (San Jose, District 3).
End
RECOMMENDATION:
Recommendation
A. Adopt the Plans and Specifications and Authorize Advertisement for Bids for the Security Upgrades and Enhancements Project per the Notice to Bidders; and
B. Authorize the Designated Engineer to issue addenda, as necessary, during the bidding process.
Body
SUMMARY:
The Capital Improvement Program (CIP) Fiscal Year (FY) 2025-2029 Five-Year Plan identifies the Security Upgrades and Enhancements Project (Project) as a path to significantly enhance the overall security at Santa Clara Valley Water District (Valley Water) facilities. The scope of this Project includes installing an updated security system, using modern technology capable of meeting today’s security threats of theft, trespass, and vandalism. The Project objective is to increase physical security for Valley Water properties, facilities, fleet, equipment, and staff through security upgrades and enhancements.
The Project is being delivered in three phases:
• Phase 1: Fencing Replacement
• Phase 2: Surveillance and Access Control Replacement
• Phase 3: Surveillance System Expansion
Staff recommends the Board adopt the plans and specifications and authorize advertisement for bids for Phase 1 of the Project to upgrade and enhance the perimeter fencing and vehicular and pedestrian gate access at five Valley Water sites. The remaining scope of the Project, which includes installing an updated security system, using modern technology capable of meeting today’s security threats of theft, trespass, and vandalism, will be delivered in subsequent phases, subject to board approvals.
The five --Project sites for Phase 1 include:
Site 1: Coyote Pumping Plant, 1833 Peet Road, Morgan Hill, CA (District 1)
Replace 1,728 linear feet (LF) of existing 6-foot to 7-foot high fencing with 9-foot high mini-mesh chain-link fence; replace one existing pedestrian gate; replace two existing 20-foot long manual vehicular gates; and replace one 25-foot long automatic vehicular security gate.
Site 2: Santa Teresa Water Treatment Plant, 7011 Graystone Lane, San Jose, CA (District 7)
Replace 2,725 linear feet (LF) of existing 6-foot to 8-foothigh fencing with 9-foot high mini-mesh chain-link fence; install 880 linear feet (LF) of new fencing along other segments of Valley Water’s property line to include new fencing around the clear well; replace seven existing pedestrian gates; replace two existing 18-foot long manual vehicular gates; and replace two 29-foot long automatic vehicular security gates.
Site 3: Winfield Complex, 5905 Winfield Blvd, San Jose, CA (District 4)
Replace 1,003 linear feet (LF) of existing 6-foot to 9-foothigh fencing with 9-foot high mini-mesh chain-link fence; install 200 linear feet (LF) of new fencing along other segments of the Valley Water’s property to extend the Gate A entrance and Gate B exit; replace one existing pedestrian gate; replace one existing 30-foot long manual vehicular gate; and replace one existing 28-foot long and one 30-foot long manual vehicular gates with new automatic vehicular security gate.
Site 4: Headquarters, Corporate Yard, 5770 Almaden Expressway, San Jose, CA (District 4)
Replace 1,546 linear feet (LF) of existing 6-foot to 8-foot high fencing with 9-foot high mini-mesh chain-link fence; install 300 linear feet (LF) of new fencing along other segments of the Valley Water’s property; replace two and install one new pedestrian gate; remove two 20-foot long and one 40-foot long manual vehicular gates and replace with 9-foot fencing; replace one 10-foot long manual vehicular gates; and replace three 20-foot long new automatic vehicular security gates with new automatic vehicular security gates.
Site 5: Silicon Valley Advanced Water Purification Center, San Jose, CA (District 3)
Replace 1,929 linear feet (LF) of existing 6-foot to 8-foot high fencing with 9-foot high mini-mesh chain-link fence; replace two existing and install one new pedestrian gate for Visitor Center relocation; replace two12-foot and one 24-foot manual vehicular gates; and replace one 40-foot and one 50-foot automatic vehicular security gates.
Previous Board Actions
On September 24, 2024, the Board adopted Resolution 24-46 setting the time and place of a public hearing on the Engineer’s Report and CEQA Exemption Determination for the Security Upgrades and Enhancements Project.
On October 8, 2024, the Board conducted a public hearing and adopted Resolution 24-48 approving the Engineer’s Report and approving the Project.
Board Adoption of Plans and Specifications and Addenda Authorization
Board adoption of plans and specifications and Board authorization to advertise is recommended in order to proceed to bid Phase 1 of the Project for construction. Authorizing the Designated Engineer to issue addenda during the bidding allows for modifications to the construction Contract Documents, if necessary, during the bidding period and before the contract is awarded.
Outreach to Bidders
The Notice to Bidders (Attachment 2) will be sent to the following recipients: approximately 26 plan rooms, 119 minority businesses, Chambers of Commerce and small business groups, certified small business contractors, and local and regional firms that have the appropriate license for this type of work, and the Santa Clara and San Benito Counties Building and Construction Trades Council, which maintains contacts with at least 1048 contractors and 70 union representatives, for distribution to their members.
Permits
Valley Water has obtained all necessary regulatory permits for Project construction.
As stated in the Contract Documents, the Contractor must obtain all necessary permits from the City of San Jose and City of Morgan Hill to use their public right of way for hauling and traffic control.
Rights of Way
This Project will be constructed within Valley Water’s existing rights-of-way.
Next Steps
If the Board approves the recommendations, staff will proceed to advertise for bids for construction of Phase 1 of the Project. Staff anticipates recommending the Board award a construction contract for Phase 1 of the Project on December 10, 2024. The Project Delivery Process Chart (Attachment 3) highlights the current Project phase and the staff recommendations before the Board.
ENVIRONMENTAL JUSTICE AND EQUITY IMPACT:
There are no environmental justice and equity impacts associated with the Security Upgrades and Enhancements Project. This action is unlikely to or will not result in human health or environmental effects; and/or is not associated with an equity opportunity.
FINANCIAL IMPACT:
There is no financial impact associated with the recommendation to Adopt Plans and Specifications and Authorize Advertisement for Bids.
The Security Upgrades and Enhancements Project, Project No. 60204022, is included in the Capital Improvement Program (CIP) Fiscal Years (FY) 2025-29 Five-Year Plan and in the FY 2024-25 Adopted Budget. The estimated Total Project Cost (TPC) to plan, design, and construct the Project (all phases) is $16.887M (inflated). The estimated construction cost for Phase 1 of the Project is $3 million to $4 million and does not change the overall TPC reflected in the CIP FY 2025-29 Five-Year Plan.
The Project is funded by a combination of the Water Utility Enterprise Fund Operating and Capital Reserve (Fund 61, 60%), Watershed & Stewardship Fund Operating and Capital Reserve (Fund 12, 10%), and Safe, Clean Water Fund Operating and Capital Reserve (Fund 26, 30%). The portion of the Project cost that would be paid for by the Water Utility Enterprise (Fund 61) would be allocated 76.2% to North County Zone W-2, 18.3% to South County Zone W-5, 5.1% to South County Zone W-7, and 0.4% to South County Zone W-8.
CEQA:
Staff has determined that Phase 1 of the proposed Project is exempt from CEQA review because it qualifies for a Class 1 Categorical Exemption for Existing Facilities (CEQA Guidelines Section 15301) and Class 2 Categorical Exemption for Replacement and Reconstruction (CEQA Guidelines Section 15302). Phase 1 of the Project would not result in significant environmental impacts and the applicable exceptions in CEQA Guidelines Section 15300.2 do not exist. A Notice of Exemption has been prepared and filed with the County of Santa Clara Office of the Clerk/Recorder.
ATTACHMENTS:
Attachment 1: Map
Attachment 2: Notice to Bidders
Attachment 3: Project Delivery Process Chart
Attachment 4: Plans and Specifications
UNCLASSIFIED MANAGER:
Manager
Tony Ndah, 408-630-2208