HomeMy WebLinkAboutItem 2c: Accept all work performed by E&R Construction, Inc. For the water valve replacement project.i�eetv..
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STAFF REPORT
Public Works Services Department
DATE: October 16, 2012
TO: Honorable Mayor and City Council _,y
FROM: Tom Tait, Public Works Services DirectorGti
Prepared by: Ken Herman, Deputy Public Works Services Director
Deen Buharie, Assistant Engineer
SUBJECT: ACCEPT ALL WORK PERFORMED BY E &R CONSTRUCTION, INC.
FOR THE WATER VALVE REPLACEMENT PROJECT AND AUTHORIZE
THE FINAL PAYMENT TO BE MADE IN ACCORDANCE WITH THE
CONTRACT DOCUMENTS
Recommendation: Approve
SUMMARY
On May 15, 2012, the City Council awarded a contract to E &R Construction, Inc. in the
amount of $57,500 for the replacement of water valves at various locations in the City.
The terms and conditions of this project have been complied with and the work has
been performed to staff's satisfaction for a total project cost of $60,593. This amount
reflects the original contract amount of $57,500 plus contract change orders totaling
$3,093, or approximately 5.4% above the original contract amount.
It is recommended that the City Council accept all work performed by E &R
Construction, Inc. as complete and authorize the final payment to be made in
accordance with the contract documents, subject to retention of $3,029.69.
DISCUSSION
Water main distribution systems are designed with valves located at pipe intersections
and along main pipes. These valves allow City crews to isolate sections of the water
system in order to perform maintenance, shut down a section for emergency repairs, or
to make changes to the water system. Under the City's Annual Valve Exercise
Program, Utility Division crews regularly inspect and operate valves in order to verify
their proper function and identify valves that are broken or in need of repair.
As a part of the Valve Replacement Program, a project was prepared which identified
valves to be replaced and the terms and conditions under which a contactor would
perform the work. The project was bid out to local contractors, and on May 15, 2012,
the City Council awarded a contract to E &R Construction to perform the work.
Honorable Mayor and City Council
October 16, 2012
Page 2 of 3
Below is a list of the five project locations where water distribution system valves
ranging in size from 8" to 12" were replaced:
• Baldwin Avenue and Walnut Avenue
• Baldwin Avenue and Hugo Reid Avenue
• Old Ranch Road and Hugo Reid Avenue
• Old Ranch Road and Kingsley Avenue
• Las Tunas Drive and Live Oak Avenue
During the course of work, it was necessary to make additions to the scope of work due
to unforeseen conditions that were not apparent during the design of the project and
deletions for work that was not performed. Below is a summary of the changes that
occurred:
Change
Order
Description
Cost
CCO -1 Changed valve size at Old Ranch Rd. and Hugo Reid Dr. $ 4,317.73
intersection from 10" to 12" to match existing fittings.
CCO -2 Reduced quantities of concrete curb, gutter, and sidewalk $ (1,224.00)
needed to be replaced at Baldwin Ave.
Total changes $ 3,093.73
All work has now been completed by the contractor and the terms and conditions of the
contract have been carried out in accordance with the project specifications. Therefore
it is recommended that the City Council accept all work performed by E &R Construction,
Inc. as complete and authorize the final payment to be made in accordance with the
contract documents, subject to retention of $3,029.69.
ENVIRONMENTAL ANALYSIS
This project consists of minor alteration of an existing public utility system with no
expansion of the system. Therefore, it qualifies for a Class 2 categorical exemption for
Replacement or Construction per 15302 (c) of the California Environmental Quality Act.
FISCAL IMPACT
Funds in the amount of $68,848 have been budgeted in the Capital Improvement Plan
for the Annual Valve Replacement Project. For the Annual Valve Replacement
Program, $28,848 have been carried over from FY 2010 -11 Capital Improvement Plan
budget; and funds in the amount of $40,000 have been budgeted in FY 2011 -12 Capital
Improvement Plan.
Honorable Mayor and City Council
October 16, 2012
Page 3 of 3
RECOMMENDATIONS
It is recommended that the City Council approve the following:
1. Accept all work performed by E&R Construction, Inc. for the Water Valve
Replacement at Various Locations Project.
2. Authorize final payment to be made in accordance with the contract
documents, subject to a retention of $3,029.69.
APPROVED:
Dominic Lazzare to
City Manager
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STAFFIR-EPORT
Public Works Services Department
DATE: October 16, 2012
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Vanessa Hevener, Environmental Services Officer
SUBJECT: AWARD A PURCHASE ORDER CONTRACT WITH WAXIE SANITARY
SUPPLY FOR THE PURCHASE OF THE BIG BELLY SOLAR TRASH
AND RECYCLING UNITS IN THE AMOUNT NOT TO EXCEED
$37,663.76
Recommendation: Approve
SUMMARY
The Big Belly Solar compactor is a patented, compacting trash and recycling receptacle
that is powered by solar energy and has five times the capacity of an ordinary trash
receptacle. It is also safe, easy to use, designed to keep litter in and pests out, and is
built for reliable performance in all weather conditions. Due to its efficiency and
environmental sustainability features, it was determined that the Big Belly Solar trash
compactor and recycling units would be advantageous for City use especially in areas
with high foot traffic.
To ensure that the Big Belly Solar trash compactor and recycling units are purchased at
the best price and delivered in a timely manner, a formal bidding process was
conducted. The City Clerk opened sealed bids on September 18, 2012, and based on
the results, it is recommended that the City Council award a purchase order contract
with Waxie Sanitary and Recycling Units for the purchase of five Big Belly Solar trash
compactor and recycling units in the amount not to exceed $37,663.76.
DISCUSSION
Annually, the City of Arcadia receives a grant through the Beverage Container
Recycling City /County Payment Program through the Department of Resources
Recycling and Recovery (CalRecycle). CalRecycle sets aside a total of $10.5 million in
grant funds to eligible cities and counties for beverage container recycling and litter
abatement activities. Each city is eligible to receive grant funds based on population.
The City of Arcadia has received an average of $12,000 per year for the past several
years.
Honorable Mayor and City Council
October 16, 2012
Page 2 of 3
Eligible expenditures are limited to those activities that promote recycling of beverage
containers. The City has used the funds previously to purchase trash and recycling
receptacles as well as the purchase of promotional giveaways and other public outreach
materials that promote beverage container recycling.
The purchase of five Big Belly Solar trash compactor and recycling units will help
promote the City's recycling efforts by providing a recycling receptacle to dispose paper,
glass bottles, and aluminum cans. The Big Belly Solar units have five times the
capacity of an ordinary trash receptacle. This increase in capacity is achieved through
an on -site solar powered trash compaction system which results in 80% fewer
collections. With this innovative technology, the Big Belly Solar units will allow for real
time data collection thereby allowing City personnel to determine which unit is reaching
capacity and thus, requiring a collection. As such, fewer collections would substantially
reduce fuel consumption, staff resources, and other associated operating costs. This
function would also allow the City to reallocate staffing resources to other more pressing
duties. Other cities that utilize the Big Belly Solar receptacles include Santa Ana, San
Diego, Thousand Palms, and Pasadena.
These compacting units will be strategically placed throughout the City where there are
significantly high trash - generating activities and /or at high foot traffic public areas.
There is a minimum order of five Big Belly Solar units from the manufacturer. Based on
this and the current grant and budget availability, approximately five Big Belly Solar
units will be purchased to replace the trash receptacles at the following locations:
• Santa Anita Avenue /Duarte Avenue (Arcadia Library)
• Northwest corner of Santa Anita Avenue /Huntington Drive
• 41 Wheeler Avenue (near US Post Office)
• 1201 S. Baldwin Avenue (near Burlington Coat Factory)
• 16 E. Live Oak Avenue (near Ralphs Supermarket)
A notice inviting bids was published in the adjudicated paper. The City Clerk received
three (3) sealed bids on September 18, 2012:
Bidder Location Amount
Waxie Sanitary Supply Ontario, CA $37,663.76
Waste Management, Inc Baldwin Park, CA $40,354.60
Big Belly Solar Inc. Newton, MA Nonresponsive
Big Belly Solar Inc. was determined to be nonresponsive because they submitted a late
bid. Their bid was received after the bid opening occurred and as a result, their bid was
not included during the bid opening. The bid documents were reviewed for content and
the background and competency of the lowest and most responsive, responsible bidder
was verified. It was concluded that Waxie Sanitary Supply could provide the type and
quantity of Big Belly Solar trash compactors and recycling units that were specified in
the bid documents.
Honorable Mayor and City Council
October 16, 2012
Page 3 of 3
Therefore, it is recommended that the City Council award a purchase order contract to
Waxie Sanitary Supply for the purchase of the Big Belly Solar trash compactor and
recycling units in the amount not to exceed $37,663.76.
FISCAL IMPACT
The total cost to purchase 5 Big Belly Solar trash compactor and recycling units is
$37,663.76. Currently, there is a total of $35,682 in the Beverage Container Recycling
Fund to purchase the Big Belly Solar units and the remaining balance of $1,801.76 will
be funded from the Solid Waste Fund.
RECOMMENDATION
It is recommended that the City Council approve the following:
1. Award a purchase order contract with Waxie Sanitary Supply for the
purchase of the Big Belly Solar trash and recycling units in the amount not
to exceed $37,663.76.
2. Waive any informality in the bid or bidding process.
APPROVED:
Dominic Lazza- - rye to
City Manager