BOARD AGENDA MEMORANDUM
SUBJECT:
Title
Adopt Plans and Specifications and Authorize Advertisement for Bids for Construction of the Coyote Warehouse Project, Project No. 91234011, Contract No. C0635 (Morgan Hill) (District 1).
End
RECOMMENDATION:
Recommendation
A. Adopt plans and specifications and authorize advertisement for Bids for Construction of the Coyote Warehouse Project per the Notice to Bidders; and
B. Authorize the Designated Engineer to issue addenda, as necessary, during bidding.
Body
SUMMARY:
The objective of the Coyote Warehouse Project (Project) is to construct a suitable storage facility for parts and materials used in the maintenance and operation of the District’s pipelines and pumping plants, such as sections of pipe, valves, gaskets, pumps, hoses, disinfection equipment, electrical supplies, and control systems supplies. Completion of the Project will support the District’s ongoing operations to efficiently provide reliable drinking water to water retailers, businesses, and residents in Santa Clara County.
The Project scope of work includes installing an approximately 21,600 square foot pre-engineered metal building warehouse to provide storage for various materials needed for maintaining District pipelines and pump stations; provide site grading, paving and utilities; and installing a bio-retention swale; and screening landscaping.
Staff has completed the final design and other construction documents and is recommending the Board approve the plans and specifications and authorize advertisement for Bids for Construction of the Coyote Warehouse Project per the Notice to Bidders (Attachment 1).
Project Background
The Coyote Pumping Plant is located on USBR property in Morgan Hill. Pursuant to an Operations and Maintenance Agreement between the District and the U.S. Bureau of Reclamation (USBR), the District operates and maintains the Central Valley Project’s San Felipe Division facilities, including the Coyote Pumping Plant.
The District owns 8.2 acres of real property immediately adjacent to the Coyote Pumping Plant and uses the property to stockpile various materials needed for maintaining its pipelines and pump stations including long lead purchase items, excess rock and other construction-related materials onsite.
As a temporary measure, some of the spare parts are stored in sea containers and in the USBR facilities, since there is still not enough space to store all the items. The USBR facilities were not designed, nor intended to be used, as permanent storage facilities.
The objective of the Coyote Warehouse Project (Project) is to construct a suitable storage facility for various materials listed above.
The Project scope of work includes installing an approximately 21,600 square foot pre-engineered metal building warehouse to provide storage for various materials needed for maintaining District pipelines and pump stations; provide site grading, paving and utilities; and installing a bio-retention swale; and screening landscaping.
Previous Board Actions
On June 23, 2015, the Board approved Agreement No. A3867A for Project design services between Siegfried Engineering, Inc. and the District, with a NTE fee of $458,000.
On June 13, 2017, the Board adopted Resolution 17-41 setting the time and date for a public hearing on the Engineer’s Report to take place on June 27, 2017.
On June 27, 2017, the Board conducted a public hearing on the Initial Study/Mitigated Negative Declaration (IS/MND) and the Engineer’s Report for the Project; adopted Resolution 17-44 adopting the IS/MND and the Mitigation and Monitoring Report Program; adopted Resolution 17-45 to approve the Engineer’s Report; and approved the Project.
On August 22, 2017, the Board approved Amendment No. 1 to Agreement No. A3867A for increasing the Design Services Agreement for time adjustment and addition of Engineering Services during Construction to increase the Previously Approved Not-to-Exceed Fee from $458,000 to $792,600.
Rights of Way
The District has obtained all necessary Rights of Way.
Permits
The Project is covered under the Santa Clara Valley Habitat Plan, and the application of conditions and avoidance and minimization measures required have been incorporated into the Project’s design and construction documents.
Next Steps
If the Board approves the recommendations, staff will proceed to advertise for bids for construction. Staff anticipates recommending Board award of a construction contract in November 2018.
FINANCIAL IMPACT:
The estimated construction contract cost for the Project is between $3.5 million and $4.0 million. There are sufficient funds in the Project’s Board-adopted FY 2018-19 budget to pay for the construction contract for the Project. Funds for construction are included in the total Project cost estimate of $7.6M reflected in the FY 19-23 CIP.
Table 1 provides a breakdown of the estimated total Project cost.
Table 1 - Estimated Project Costs for Coyote Warehouse Project
|
Project Activity |
Estimated Cost |
|
Planning and Design Phase |
$1.1 m |
|
Construction Phase |
$6.2 M |
|
City of Morgan Hill Mitigation Fee Act Fees |
$0.2 M |
|
Close-out Phase |
$0.1 M |
|
Total |
$7.6 m |
CEQA:
An Initial Study/Mitigated Negative Declaration (IS/MND) for the Coyote Warehouse Project was prepared in accordance with the California Environmental Quality Act (CEQA). On June 27, 2017, the Board adopted Resolution 17-44 to adopt the Project’s Final Initial Study/Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program.
ATTACHMENTS:
Attachment 1: Notice to Bidders
Attachment 2: Project Delivery Process Chart
*Supplemental Agenda Memo
*Supplemental Attachment 1
UNCLASSIFIED MANAGER:
Manager
Emmanuel Aryee, 408-630-3074