Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors, Acting as the Governing Board of the Emerald Lake Heights Sewer Maintenance District
From: James C. Porter, Director of Public Works
Subject: Emerald Lake Heights Sewer Maintenance District - Sanitary Sewer Repair Project at 3383 Oak Knoll Drive [County Project No. SE005; County Project File No. E4954]
RECOMMENDATION:
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Acting as the Governing Board of the Emerald Lake Heights Sewer Maintenance District, adopt a resolution rejecting the bid received for the Sanitary Sewer Repair Project at 3383 Oak Knoll Drive.
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BACKGROUND:
On February 8, 1983, your Board adopted Resolution No. 044196, which authorized the levy of assessments to properties within Zone 2 of the Emerald Lake Heights Sewer Maintenance District (District) for the acquisition and construction of the improvements of the Emerald Lake Hills Wastewater Management Plan (Plan). The resolution further authorized the use of any excess funds from the assessment for maintenance of the improvements.
On January 23, 2007, your Board adopted Resolution No. 068509, which “streamlined” the bid process for non-controversial sewer inspection, maintenance and rehabilitation projects, and authorized the Director of Public Works to develop plans and specifications and to call for bids for the types of projects identified in said resolution.
A portion of the sewer pipe constructed as part of the Plan is along a hillside and adjacent to a drainage channel. The sewer pipe has become exposed, shifted from its original alignment, and is susceptible to further damage. The District completed a geotechnical investigation, which recommended construction of a wall (soldier pile wall), that would extend into stable material below the hillside surface to which the new sewer pipe would be attached. The proposed Project in general consists of: replacing 192 linear feet of existing plastic sewer pipe with new 6-inch ductile iron sewer pipe, constructing a soldier pile wall, extending the existing sewer laterals and reconnecting them to the new pipe, installing a new sewer manhole, and abandoning the existing sanitary sewer main and manhole. Construction of the Project would be within undeveloped road rights-of-way that were dedicated to the County and within sewer public utility easements on private properties. Access to the Project is difficult because it is across undeveloped lands with a moderate level of effort required for a contractor to access the work area.
The Department prepared the plans and specifications for the Project described, put the Project out to bid, and on August 29, 2017 received one bid for the Project. The Engineer’s Estimate for the Project was $359,000 and the bid received was for $539,600. The Department reviewed the bid and recommended to your Board that the bid be rejected considering the higher than anticipated bid amount, receipt of a single bid, and time of year.
On October 31, 2017, your Board adopted Resolution No. 075532, which rejected the bid received on August 29, 2017, and authorized the Director of Public Works to proceed with evaluating the design methodology for the Project and re-advertise the Project for bids in the Spring of 2018.
DISCUSSION:
The Department made minor modifications to the Project Plans and Specifications to reflect preferred construction methods or strategies, and increased the Engineer’s Estimate to $402,100. The Department rebid the Project and on Thursday, February 22, 2018 received one bid for the work, which was subsequently referred to this office for analysis and recommendation. The bid submitted by Casey Construction was in the amount of $968,950, which is significantly higher than the Engineer’s Estimate and prior bid received. Therefore, the Department is recommending that the bid received from Casey Construction for this Project be rejected.
Considering the current construction climate and the bid result, the Director is recommending that the bid be rejected. The Department plans to develop a significantly modified approach to this work, which is more cost effective and not as structural in nature as the construction of a soldier pile wall which was included in this Project. Additionally, given the limited District funding available for repairs, moving forward with the Project based on the recent bid received is not feasible. The Department will continue to work towards constructing the repair project during the Summer of 2018.
County Counsel has reviewed and approved the resolution as to form.
Approval of this action will contribute to the Shared Vision 2025 outcome of a Healthy Community by maintaining the integrity of the sanitary sewer infrastructure and protecting the environment for the benefit of the public and the environment while demonstrating fiscal accountability.
FISCAL IMPACT:
Rejecting the bid and developing an alternate approach to this sewer repair project will be funded by the District. Construction of the revised repair project will be funded by excess funds from the assessments placed in Trust Fund No. 04129, pursuant to Resolution No. 44196. There is no impact to the General Fund.