REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Alvin Papa, Acting Director of Public Works
PREPARED BY: John Dettle, Associate Civil Engineer
Subject:
title
Accept the lowest responsive and responsible bid and authorize execution of a construction contract with Premo Construction in the amount of $364,095 for the Well 9 Roof Replacement Project, CC1687.
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Statement of Issue:
On June 22, 2023, bids were publicly opened for the Well 9 Roof Replacement Project, CC1687. City Council action is requested to award the construction contract to Premo Construction, Inc., the lowest responsive and responsible bidder.
Financial Impact:
The total cost of the project, including contingency and inspection is $425,505. Funds in the amount of $328,205 are available in Water Fund account 50691043.82100. Staff is requesting an appropriation of $97,300 from the undesignated Water Fund balance to fund the remainder.
Recommended Action:
recommendation
A) Accept the lowest responsive and responsible bid submitted by Premo Construction, Inc. in the amount of $364,095;
B) Authorize the Mayor and City Clerk to execute a construction contract in a form approved by the City Attorney; and
C) Appropriate $97,300 from the Water Fund to account 50691043.82100.
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Alternative Action(s):
Reject all bids, and direct staff to rebid the project.
Analysis:
Water Production Staff identified that the Well 9 facility was vulnerable to fire risk, due to excessive heat buildup in the exhaust system caused by insufficient ventilation; the ventilation system automatically shuts off when the facility doors are not fully closed. Staff immediately implemented a standard procedure to keep the engine room door closed at all times. However, in the absence of a permanent structural solution, the Well 9 facility would remain at risk of fire and a lengthy shutdown as repairs are made. A well shutdown increases cost to the City, because it forces the City to pay for imported water to meet the City’s domestic water demands. Groundwater production via pumping of well water saves the City approximately $200,000 a month versus imported water costs.
As such, in Fiscal Year 2022/23, Public Works Engineering began the design to modify the Well 9 roof and ventilation system. This project will replace the wood roof at Well 9 with a concrete and steel decking roof, add wall openings and louvers in the engine room for ventilation, and add a roof mounted ventilation fan to pull air across the engine and exhaust system through the roof. Additional chain link gates will be constructed to prevent access to the area behind the Well 9 engine room.
The Engineer’s Estimate presented at the Public Works Commission in April 2023 was $384,000 and included a 10% contingency, 20% inflation factor, and $25,000 for special inspections. The additional appropriation requested is due to the inflation of construction bids over the past Fiscal Year.
Bids were publicly opened on June 22, 2023, and only one bid proposal was received. There was a mandatory pre-bid meeting, and two firms attended. Premo Construction, Inc. was one of the two firms that complied with this requirement. Staff has checked the references for Premo Construction, Inc. and found them to satisfactory. The work experience listed was similar to Well 9. Premo Construction, Inc.’s bid was approximately $20,000 under the Engineer’s Estimate.
Staff recommends awarding a contract to Premo Construction, Inc. in the amount of $364,095. The estimated construction cost is $425,505, which includes the construction contract amount, a 10% contingency, and supplemental expenses for special inspections.
Environmental Status:
The project is categorically exempt pursuant to Class 1, section 15031c of the California Environmental Quality Act.
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. PowerPoint Presentation
2. Location Map