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HomeMy WebLinkAboutItem 2c: Accept all work performed by E&R Construction, Inc. For the water valve replacement project.i�eetv.. 9 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 Irmrr..rtd Aof•St S, IfOf 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