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HomeMy WebLinkAbout10 Donner State Park Project Agenda Item # Memorandum To: Board of Directors From: Joe Horvath, District Electrical Engineer Date: August 31, 2005 Date of Board Meeting: September 7, 2005 Subject: Bid Award Recommendation for the "Installation Of Electric Conduit And Vaults In Donner State Park" Project 1. WHY THIS MATTER IS BEFORE THE BOARD Only the Board can approve bid awards. 2. HISTORY The District has an existing high voltage primary cable system, installed in the late 1960s, supplying three sewer pumping stations located within Donner State Park with electric service via a radial feed originating at the District's overhead power line at Donner Pass Road (see Drawings 1 and 2). The cable system consists of a single direct buried cable, operating at a system voltage of 12.47kV, with bare (i.e. exposed) concentric neutral conductors located on the outside of the cable. The District no longer installs cables with bare neutral conductors or uses direct buried cable construction due to neutral conductor corrosion problems and cable replacement issues. The existing cable through the Park is at the end of its projected 35 to 40 year life and must be retired and replaced with new cable. In anticipation of the need to replace this cable and establish a loop feed to the existing overhead distribution circuit on South Shore Drive, the District identified this work as a capital improvement project. Early in 2003, staff learned that the California Department of Parks and Recreation (Parks Department) was proceeding with a project to replace about 6,500 feet of existing water pipeline through the Park. The pipeline alignment followed the day use road from the Park entrance kiosk to the China Cove area. This was exactly the alignment the District needed to replace a majority of our direct buried cable and establish a loop connection to our overhead circuit on South Shore Drive. We immediately began a discussion with the Parks Department about installing a conduit in the same trench as the new water pipeline. By the time the Parks Department gave the District permission to install a conduit, they had awarded their project to the low bidder. One of the Parks Department's requirements was that the District could not use a different contractor to install the electric conduit. Therefore the District negotiated directly with their contractor. The agreed upon price and contract was brought to the Board for their approval on September 2, 2003. Attached for your reference are copies of the memorandum to the Board and Resolution Dispensing with Bidding. The installation of 6,500 feet of conduit was completed in the fall of 2003. One of the limitations of the project at the time was that the State's CEQA documents only allowed for excavation within the existing pipeline trench alignment. In other words, the District could not install vaults or any other conduit outside of this alignment. Therefore, in order to make use of this new conduit, it was recognized that the District would need to pursue the necessary permits and approvals for the remaining work at some future time. This remaining work included the installation of vaults every 700 to 800 feet along the conduit alignment for cable pulling purposes, approximately 10 vaults in total. Since the water pipeline project started and ended at locations near, but not immediately adjacent to, the District's existing overhead electric facilities, short sections of new trench and conduit would also be required at each end of the existing empty conduit system to make the necessary electrical connections. In addition, the existing electric transformers that serve the three sewer pumping stations, fed via the old direct buried cable, are located some distance away from the existing empty conduit alignment. These sections will also require trenching and conduit installation. In summary, approximately 10 vaults and 2,400 feet of new trench and conduit would be required to complete the project. 3. NEW INFORMATION Contributing to the need to replace the District's direct buried cable system in a timely manner is the Truckee Meadows Water Authority's (TMWA) Donner Dam Improvement Project. The Dam Improvement Project will extensively modify the existing dam to increase its structural strength, including the installation of a new electric service from the District to automate the gate controls. Construction started in July and is expected to be complete by October of this year. The District's direct buried cable crosses through the existing dam structure and must be de- energized to allow construction to proceed. District staff met with TMWA and Parks Department officials in Donner State Park in late June of this year to discuss the Dam Improvement project. The District proposed energizing a short section of our new empty conduit system through the Park by the construction of three vaults and a small amount of new trench and conduit, enough to bypass the portion of the direct buried cable system through the dam. Although the Parks Department recognized that this was the best solution to allow the Dam project to proceed, the construction of vaults and trenches could not proceed until the necessary CEQA documents were filed and approved. In addition, the Parks Department emphasized that the CEQA documents must cover the entire work necessary for the District to replace the direct buried cable system through the Park, not just the portion to bypass the Dam. As a temporary measure to allow the direct buried cable to be de-energized while TMWA proceeds with construction, the District spliced into the old cable and installed cable risers on two newly placed 60 foot tall wood poles, located on either side of the dam, with overhead conductors spanning the project work area. Shortly after the on site meeting, the District prepared a project description and drawings depicting the proposed work necessary for the CEQA filing. The Parks Department filed the CEQA documents and PRC 5024 Project Evaluation documents on the District's behalf. The Parks Department State Archaeologist recommended that only archaeological monitoring be required during construction activities. Donner State Park is listed on the National Register of Historical Places and is known to have extensive cultural resources still in place. The archaeological monitoring requirement is the least burdensome and least costly of the options that the State could have imposed on the District. In short, I believe we have the good will and cooperation of the Parks Department to proceed with this project. By way of contrast, TMWA had to hire consultants to prepare the CEQA documents for the Dam Improvement project. The Parks Department emphasized that they want as much of the construction to be completed this fall as possible. Therefore District staff prepared, on short notice, construction plans and specifications necessary to solicit bids. Bid opening is scheduled for Tuesday, September 6, allowing for a minimum 2 week long bid period. Bid results therefore are not available at this time to make a recommendation of award. Because Parks Department archaeologists were already committed to other projects, they recommended the services of a local archaeologist, Dr. Susan Lindstrom to perform the required archaeological monitoring during construction. Dr. Lindstrom lives in the Donner Lake area, has performed work in Donner State Park, and is very familiar with the Park Department's requirements and procedures. Her rate sheet is attached for the Board's consideration. 4. RECOMMENDATION 1. I expect to have bid results and present a recommendation for bid award at the Board meeting. 2. 1 recommend the Board authorize staff to retain Dr. Susan Lindstrom and her associates, on a time and materials basis per the attached rate sheet, as the monitoring archaeologist for the project per California Department of Parks and Recreation requirements. --- susury L1NllSIR6 PACE 01 Susan UndstrSm, Ph.D. Coasaltiog Archaeobgist P.O. BOX 3324 Truckee CA%160 530-587.7an voice 530-587-7083 to sliadatrom�q jlq,uet DATE: August 17, 2005 TO: Jo Horvath TDPUD RE: Donner Memorial State Park. Electrical Line/Vault, Archaeological Monitoring Hourly rates for archaeological monitoring are as follows. Note that rates include a 15% overhead fee: Principal Archaeologist $110.00 Assisting Archaeologist _ $ 35.00 Per hour p Native American Consultant = $ 30.00 e hour per hour Mileage = $ .40 per mile Per Diem $125.00 per day Out-of-pocket expenses = (as incurred) } E F s f 4 Agenda Item # • DONNER Public UtilityI� District Morrio To: Board of Directors From: Peter Holzmeister Date: August 29, 2003 Subject: Dispensing with bidding for installation of electric conduit through Donner Memorial State Park WHY THIS MATTER IS BEFORE THE BOARD This matter involves adopting a resolution dispensing with bidding. Only the Board can do that. HISTORY The District has wanted to establish a loop feed to serve electric load at Donner Lake for many years. We have tried on several occasions to secure an easement from Donner Memorial State Park, but they have always refused our request. If we had a loop feed the weeklong outage at Donner Lake last December would have effected fewer customers. We would have been able to restore power to many of them by means of the feed through the Park. There as many similar outages experienced over the years that would have been less severe if the loop had been in place. NEW INFORMATION The State Park owns its own internal water system. We serve water to that system from a delivery point at the edge of the park. The internal water system is being replaced. The Park officials have granted permission for us to install a conduit in their trench during construction of their water line. We can then install an electric wire in the conduit at a future time, along with necessary vaults, thus establishing the necessary loop. The price quoted by the State's contractor is $35 per linear foot. The length of conduit is approximately 6,500 linear feet, for a total price of $227,500. We have sufficient funds in the electric facilities fund to cover this cost. We will not have this opportunity again. RECOMMENDATION 1. 1 recommend that the Board adopt the resolution dispensing with biding and authorizing execution of a contract to install electrical conduit through the Donner Memorial State Park. 2. 1 further recommend that the Board authorize the transfer of $227,500 from electric facilities fees to cover the cost of this contract. i ........................... RLICK.. I b ,� Il ��a Resolution No. 2003- 38 DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION WITH THE DISTRICT'S PURCHASE AND CONSTRUCTION OF UNDERGROUND ELECTRIC CONDUITS IN CONJUNCTION WITH THE CALIFORNIA DEPARTMENT OF PARKS & RECREATION'S REPLACEMENT OF THEIR WATER LINES WITHIN THE DONNER MEMORIAL STATE PARK WHEREAS, the California Department of Parks & Recreation ("State") is currently starting excavation through the Donner Memorial State Park to replace its water lines; and WHEREAS, joint trenching is beneficial because it reduces the noise and other environmental impacts of excavation by only trenching in an area once, rather than twice; and WHEREAS,joint trenching is beneficial to the District's customers because it reduces the trenching costs by approximately fifty percent and obtains the best economic result for the public; and Whereas, the District for years has tried to obtain access through the Donner Memorial State Park for underground electrical facilities and has been denied an easement by the State; and Whereas, the District for years has had a direct buried electrical cable feeding into the Donner Memorial State Park; and Whereas, the existing direct buried cable is many years past its' life expectancy; and Whereas, the existing direct buried cable serves two sewer pump stations along Donner Lake;and Whereas, the failure of this cable could possibly result in a sewage spill near Donner Lake; and Whereas,an electrical connection through the Donner Memorial State Park would result in improved electrical service reliability for the entire Donner Lake area; and. Whereas, if this electrical connection would have been in place during the December 2002 storm, the outage to many customers could have been reduced by days; and Whereas, the State will be replacing its failing water lines within the Donner Memorial State Park; and Whereas, the State has completed the CEQA process to replace its water lines; and Whereas, there is an existing contract by the State to replace its water lines; and Whereas the State has now agreed to let the District have electrical conduit installed into the same trench with the new water lines and through the Donner Memorial State Park,and has informed the District that if it does not install its facilities at this time, it will not be allowed to do so in the future; and Whereas, the electrical conduit will be installed into a trench width that was described in the CEQA review; and 1 t Whereas, the State's contractor has agreed to install the District's electrical conduit into the same trench as the water facilities for$35.00 per foot; and Whereas, there is approximately 6,500 feet of trench within which the District would like to install joint electrical facilities with the State's new water facilities; and Whereas, if the District were able to install its own trench (which the State would not allow)it would cost more than joint trenching with another entity; and Whereas, the cost of installation of this conduit is comparable to other installations the District has bid in the past; and Whereas, the District must purchase conduit for the joint trench project; and Whereas, the District will not have sufficient time to competitively bid for some of the conduit required for the joint trenching with the Donner Memorial State Park project; and Whereas, if the District has electrical conduits installed,the State Park has agreed to work with the District on an electrical easement through the Donner Memorial State Park; and Whereas, the District learned that the State's contractor is currently mobilizing for this project and will start excavation during the first week of September 2003; and WHEREAS, various California court decisions, including Graydon v. Pasadena Development Agency 104 Cal. App.3d 631 (1980), hold that if the subject of a contract is such that competitive proposals would be unavailing or would not produce an advantage and the advertisement for competitive bids would thus be undesirable, impractical or impossible, a public agency may dispense with competitive bidding; and WHEREAS,due to the facts set forth above, competitive bidding would be unavailing and would not produce an advantage to the District,and the advertising for competitive bids would not produce an advantage to the District and would be undesirable; and WHEREAS, the District has determined that entering into a joint trenching agreement with the contractor installing the new water lines for the State is required to integrate the trenching activities of the two entities and obtain the advantages outlined above; and WHEREAS Public Utilities Code Section 20201 generally requires that the District seek competitive bids when engaging in new construction if the cost of materials,supplies and labor exceed$15,000; and NOW THEREFORE, BE IT RESOLVED that the Board of Directors adopts the above recitals as its findings; and BE IT FURTHER RESOLVED by the Board of Directors that for the reasons set forth above, the District finds that seeking competitive bids for the excavation of trenches and installation of electric facilities through Donner Memorial State Park would be unavailing,would not produce an advantage to the District, and would be undesirable and costly in that it would result in the District not being able to install new electric facilities through the Donner Memorial State Park. BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive bidding for the excavation of trenches and installation of electrical facilities through the Donner Memorial State Park; and that the District General Manager is authorized to negotiate and execute contracts with the State and/or its contractor for such excavation and installation work. 2 BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive bidding to purchase the necessary conduit and electric facilities for installation through Donner Memorial State Park, and that the District General Manager is authorized to negotiate and execute contracts forthe purchase of such conduit and facilities. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the second day of September, 2003 by the following roll call vote: AYES: Directors Aguera, Hemig and Maass NOES: None ABSENT: Directors Sutton and Van Gundy TRUCKEE DONNER PUBLIC UTILITY DISTRICT J. emig, Pre —� ATTEST: ' t' ) W, t r' n, Peter L. Holzmeister, District Clark 3 Agenda Item # 10 Memorandum To: Board of Directors From: Joe Horvath, District Electrical Engineer Date: September 7, 2005 Date of Board Meeting: September 7, 2005 Subject: Bid Award Recommendation for the "Installation Of Electric Conduit And Vaults in Donner State Park" Project 1. WHY THIS MATTER IS BEFORE THE BOARD Only the Board can approve bid awards. 2. HISTORY The District opened bids for the subject project on Tuesday, September 6, 2005. Two bids were received with the results shown below: Hard Longo Line Bid Unit Unit Item Description Ot Units Price Subtotal Price Subtotal 1 Mobilization 1 LS 20,000 20,000 38,000 38,000 2 4" Conduit 2400 FT 65 156,000 59 141,600 3 Vaults 10 EA 11,000 110,000 17,600 176,000 4 Bridge Conduit 1 LS 7,000 7,000 1,200 1,200 5 Conduit Risers 2 EA 5,000 10,00 11,250 2,500 6 Rock 3 HRS 12,000 36,000 750 2,250 Excavation 7 AC Pavement 1500 SQFT 25 37,500 12.50 18,750 8 All Other Work 1 LS 15,000 15,000 17,500 17,500 Totals $391,500 $397,800 j 3. NEW INFORMATION Hard Line Excavating is the low bidder for the work. However, I recommend that the Board reject their bid as not being in the best interest of the District. The reason for this recommendation is their extremely high unit price for rock excavation and the unknown amount of rock excavation that will be required for the project. On recent District projects, unit prices for rock excavation have varied between $350 and $850 per hour. Hard Line's price of$12,000 per hour is 15 to 30 times more expensive than the average. We expect to encounter rocks on this project and although we have no way of predicting the exact amount of time required to perform rock excavation work, it would not be surprising to have spent 10 or more hours to remove rocks. If we select Hard Line as our contractor, we potentially would have to approve a change order of over $100,000 due to a day's worth of rock excavation. This is unacceptable in my opinion. The Board has the authority to reject bids. This authority is clearly stated in Section 00100 of the Contract Documents and in California's Public Contract Code, repeated below: The DISTRICT reserves the unqualified right in its sole and absolute discretion to reject any and all Bids, and to accept the Bid or Bids which, in its sole and absolute judgment, will, under all circumstances, best serve the interests of the DISTRICT. (Section 00100, Article 6, Contract Documents) In considering bids the board may accept or reject all or any of them, or may accept or reject part of a bid, preference being given to the lowest responsible bidder. (PCC Section 20207.1) Time is of the essence for this project. The Parks Department emphasized that they want as much of the construction to be completed this fall as possible. They have given us a deadline of June 15, 2006 to complete the work. For this reason, and the others mentioned in my memorandum dated 8/31/05, 1 believe the Board should award the contract to the next lowest bidder so that construction can begin this fall. 4. RECOMMENDATION 1. 1 recommend that the Board reject Hard Line's bid as not being in the best interest of the District. I recommend the Board award the project to next lowest bidder, Longo Construction, for a Contract price of $397,800 to be paid from Electric facility fee funds. 2. 1 recommend the Board authorize staff to retain Dr. Susan Lindstrom and her associates, on a time and materials basis per the attached rate sheet, as the monitoring archaeologist for the project per California Department of Parks and Recreation requirements.