FROM: James D. Herberg, General Manager
Originator: Kathy Millea, Director of Engineering
SUBJECT:
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EROSION CONTROL AT SANTA ANA RIVER AND HAMILTON AVE., PROJECT NO. FE18-12
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Receive and file Bid Tabulation and Recommendation for Erosion Control at Santa Ana River and Hamilton Ave., Project No. FE18-12;
B. Award a Construction Contract to Engineering & Environmental Construction, Inc. for Erosion Control at Santa Ana River and Hamilton Ave., Project No. FE18-12, for a total amount not to exceed $162,281; and
C. Approve a contingency of $24,342 (15%).
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BACKGROUND
The Orange County Sanitation District (OC San) has a valve vault installed near the Santa Ana River Trail just north of Hamilton Avenue, in the City of Huntington Beach. The vault is located in an area that slopes down to a pedestrian entrance gate to a condominium complex.
RELEVANT STANDARDS
• Comply with California Public Contract Code Section 20103.8, award construction contract to lowest responsive, responsible bidder
• Operate and maintain facilities to minimize impacts on surrounding communities, including odor, noise, and lighting
PROBLEM
The slope between the valve vault and the pedestrian entrance erodes during rainstorms and the runoff deposits mud and sediment on the adjacent condominium parking lot. Soil erosion will ultimately compromise the integrity of the vault.
PROPOSED SOLUTION
Award a construction contract for Erosion Control at Santa Ana River and Hamilton Avenue, Project No. FE18-12. This project will repair, recompact, and install riprap to provide long-term protection to the slope around the vault. This project also eliminates the need for recurring slope maintenance that is not completely effective at stopping soil erosion.
This project requires the excavation and compaction of soil around the valve vault. Because of the relatively small contract value, and the cost to repair a single undisclosed utility can be high, staff recommends awarding a construction contract contingency of 15% rather than the usual 10%.
TIMING CONCERNS
Before the start of each rainy season, OC San staff must install straw waddles and other control measures to help prevent soil erosion around the vault. Mud has been flowing into the condominium parking lot for several rainy seasons and should be dealt with as soon as possible.
RAMIFICATIONS OF NOT TAKING ACTION
Not stabilizing the slope next to the vault will lead to the vault being further exposed and possibly damaged and mud will continue to flow onto the parking lot each year.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
OC San advertised Project No. FE18-12 for bids on May 6, 2021. One on-line bid was received on July 1, 2020. A summary of the bid opening follows:
|
Engineer’s Estimate |
$ 102,000 |
|
Bidder |
UAmount of Bid |
|
Engineering & Environmental Construction, Inc. |
$162,281 |
The bid was evaluated in accordance with OC San’s policies and procedures. A notice was sent to the bidder on July 29, 2021, informing them of the intent of OC San to recommend award of the Construction Contract to Engineering & Environmental Construction, Inc.
A post-bid survey was conducted with the nine firms on the Planholder’s list. Six of the firms said they did not submit due to competing projects and priorities. One firm declined due to safety and financial paperwork requirements, and another prefers to bid on unit price contracts.
At this point, changes could be made to rebid the project with the hope of getting more bidders. That, however, would involve significantly more staff time and delay the work until after another wet season. The additional staff costs and interim erosion control measures would likely offset savings from a more competitive bid environment.
Staff recommends awarding a construction contract to the lowest responsive and responsible bidder, Engineering & Environmental Construction, Inc., for a total amount not to exceed $162,281.
CEQA
The project is exempt from CEQA under the Class 1 categorical exemptions set forth in California Code of Regulations sections 15301. A Notice of Exemption will be filed with the OC Clerk-Recorder after OC San’s Board of Directors approval of the construction contract.
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Budget Update, Fiscal Year 2021-2022, Appendix A, Page A-8, Small Construction Projects Program, Project No. M-FE) and the budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• Construction Contract
• Presentation
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