TO: Members of the Governing Board
FROM: Christopher Silke, District Engineer
REPORT BY: Annamaria Martinez, Assistant Engineer
SUBJECT: Approval of Plans and Specifications and Authorization to Advertise for Bids for the Tank 3 Replacement and Distribution System Upgrades Project, LB 20-01
RECOMMENDATION
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District Engineer requests the approval of Plans and Specifications for the Tank 3 Replacement and Distribution System Upgrades Project, LB 20-01 and authorization to advertise for sealed bids and opening of the bids at a time, date, and location to be published by the District Engineer pursuant to Section 20150.8 of the Public Contract Code.
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EXECUTIVE SUMMARY
On April 7, 2020, the Governing Board adopted Resolution 2020-04 (LBRID) authorizing the District Engineer to submit a principal forgiveness funding application with the State Water Resources Control Board Division of Financial Assistance and take related action to receive funding for the Tank No 3 Replacement and Distribution System Upgrades Project. District staff submitted the complete funding application in June 2020, and on October 11, 2022 the District was notified of a funding award. The Governing Board authorized the Chair to sign the recipient funding agreement and approved the associated budget transfer necessary to establish appropriations in the Project budget on November 8, 2022, and on December 13, 2023, the Board approved Agreement No 230208B with GHD, Inc. to complete the plans and specifications for the project.
Project Plans and Specifications are now complete; staff recommends Board approval for public bidding. The project is funded by the Drinking Water State Revolving Fund Program (DWSRF) managed by the Division of Financial Assistance (DFA) for the State of California. Advertisement of the project for construction bids will be contingent upon approval of plans and specifications by the Division of Financial Assistance (DFA) and the Division of Drinking Water. Approval is expected in the next two weeks.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Lake Berryessa Resort Improvement District Capital Budget - Fund 5220, Org 5220500, Project 23005 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval of plans and specifications and authorization to advertise for sealed bids is necessary prior to the construction phase. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Remaining budget from Fiscal Year 2022-23 will be carried over to the Fiscal Year 2023-24 budget. |
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Consequences if not approved: |
If not approved the Project will not be published for construction bids and the likelihood of the failure of the aged Tank No. 3 will increase the longer replacement is delayed. The District will also be at risk of not having sufficient fire flow capacity due to limited Tank No. 3 capacity. Seeps are prevalent on the redwood staves and the structure is seismically deficient. |
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County Strategic Plan pillar addressed: |
Effective and Open Government |
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ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: It has been determined that this type of project does not have a significant effect on the environment and is exempt from the California Environmental Quality Act. [See Class 1 (“Existing Facilities”) which may be found in the guidelines for the implementation of the California Environmental Quality Act at 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]
BACKGROUND AND DISCUSSION
District property owners voted to approve approximately $5.3M for the completion of five (5) capital improvement projects through Assessment District 2006-01 (AD2006-01) in February 2007. One of the projects earmarked for AD2006-01 funds was the replacement of the District’s three potable water storage tanks.
Design of the project began in 2011 and was completed in 2012 with an engineer’s estimate exceeding the available budget approved through the AD2006-01 and the project was temporarily shelved as staff investigated supplemental/new funding sources. In 2017, a grant from the Community Development Block Gant (CDBG) program was received for the replacement of the three tanks. CDBG funding totaled $1.5M, but due to inflationary increases between design completion and receipt of funding, replacement of only two of the tanks, Tank No 1 and Tank No 2, could be funded, leaving replacement of Tank No 3 for a future date when an additional funding source could be secured.
On April 7, 2020, the Governing Board adopted Resolution 2020-04 (LBRID) authorizing the District Engineer to submit a principal forgiveness financial assistance application to the State Water Resources Control Board Division of Financial Assistance (DFA) and take related action to receive state funding for the Tank No 3 Replacement and Distribution System Upgrades Project. District staff submitted the complete funding application by the end of June 2020, and on October 11, 2022, the funding award was issued, requiring approval of the funding agreement by the District by or before November 11, 2022, and advertisement for construction bids within the first quarter of 2023. On November 8, 2022, the Governing Board authorized the Chair to sign the recipient funding agreement and approved the associated budget transfer necessary to establish appropriations in the Project budget.
At the time of the funding award acceptance, engineered drawings and technical specifications for the project were incomplete. On December 13, 2022, the Board awarded a new contract with the original design firm, GHD, Inc. of Santa Rosa, CA, to compile the Tank No 3 Replacement Project elements from their prior design efforts into a stand-alone bid package.
An updated design package for the project is now complete; the District Engineer requests the approval of the Plans and Specifications for the Tank 3 Replacement and Distribution System Upgrades Project, LB 20-01 and authorization to advertise for sealed bids and opening of the bids at a time, date, and location to be published by the District Engineer pursuant to Section 20150.8 of the Public Contract Code. As the Project is funded by the Drinking Water State Resolving Fund Program (DWSRF) managed by the Division of Financial Assistance (DFA) for the State of California - advertisement of the project for construction bids will be contingent upon approval of plans and specifications by DFA and the Division of Drinking Water. Approval is expected in the next two weeks.