ITEM:		ACTION ITEM
12.	Consider Approval of Funds and a Contract for the Sleepy Hollow Steelhead Rearing Facility Quarantine Tanks Replacement Project
Meeting Date:			March 21, 2022	Budgeted:	Yes-partial
From:			David J. Stoldt, General Manager	Program/	Protect Environmental Quality
				Line Item No.:	2-3-1-O
Prepared By:			Larry Hampson	Cost Estimate:	$ 262,500
General Counsel Review: N/A
Committee Recommendation: The Administrative Committee reviewed this item on March 14, 2022, and recommended approval.
CEQA Compliance: Exempt under §15301 Existing Facilities.

SUMMARY: Staff proposes to contract for the replacement of fiberglass reinforced tanks (FRP) and certain electrical components used in operating the District’s Sleepy Hollow Steelhead Rearing Facility (Facility). Bids for the project were received on March 11, 2022, from Monterey Peninsula Engineering and Telemetrix. The bid forms are attached in Exhibit 12-A. Both bids were responsive to all requirements in the Notice Inviting Bids. The low bidder was Monterey Peninsula Engineering at $233,500, which was $17,000 less than the Telemetrix bid. The engineer’s estimate for the project was $75,000 to $105,000. Staff notes that despite extending the bid period for as long as possible, supply-chain bottlenecks and labor shortages appear to be causing significant upward pressure on construction project costs.

The mid-year budget adjustment adopted on February 24, 2022, reduced funds for the project to $225,000, which includes $115,500 previously authorized by the Board for purchase of quarantine tanks, and planning and engineering. If this item is approved, the total authorized funds for the project would be $378,000 – an increase of $153,000 over the budgeted amount.

RECOMMENDATION: The Administrative Committee recommends that the Board authorize the General Manager to enter into a contract with Monterey Peninsula Engineering for the work in an amount not-to-exceed $233,500. Due to the unknowns associated with this work, staff is requesting approval of a contingency amount of $29,000 (12.5% of the contract amount) for unforeseen circumstances.

DISCUSSION: The Facility was initially constructed in 1996 and has been modified on several occasions, including 2018, when the District undertook a major upgrade of several of the components necessary to successfully rear steelhead rescued from the Carmel River. However, the FRP tanks and associated plumbing and electrical equipment used to control disease in fish rescued from the river were not replaced with the 2018 upgrade. The tanks and their support systems are in various states of disrepair with cracks and failing foundation supports. The existing tanks also do not have insulated covers, which leads to stress-inducing water temperatures. New tanks would include covers to minimize heat gain during warm periods and new chillers capable of cooling the tanks to the desired temperature (i.e., 55 to 60°F).

Bid advertisements were placed three times with the Monterey County Weekly; the project was placed on ebidboard.com (a comprehensive cross-agency database of California public works construction projects and documents); and staff reached out via email to several contractors with experience at the Facility. Bids for the project were received on March 11, 2022, from Monterey Peninsula Engineering and Telemetrix (see Exhibit 12-A). Both bids were responsive to all requirements in the Notice Inviting Bids. The low bidder was Monterey Peninsula Engineering (MPE) at $233,500, which was $17,000 less than the Telemetrix bid. MPE has 42 years of experience in contracting.

Much of the work involves removal of an existing deck, plumbing, and electrical equipment under the deck and reconnecting to existing infrastructure underground that has limited as-built information. For this reason, staff is asking for a 20% contingency for unforeseen conditions.

CEQA: The California Environmental Quality Act Section 15301 exempts maintenance of existing facilities, including those under section i).

“ Maintenance of fish screens, fish ladders, wildlife habitat areas, artificial wildlife waterway devices, stream flows, springs and waterholes, and stream channels (clearing of debris) to protect fish and wildlife resources; ”

The quarantine tanks are an integral part of the rearing facility.

IMPACTS ON STAFF AND RESOURCES: Funds for this work are budgeted under Sleepy Hollow Operations Budget Program line item 2-3-1-O Design/Construct Rearing Channel and Quarantine Tank Improvements.

The mid-year budget adjustment adopted on February 24, 2022, reduced funds for the project to $225,000, which includes $115,500 previously authorized by the Board for purchase of quarantine tanks, planning and engineering. If this item is approved, the total authorized funds for the project would be $378,000 – an increase of $153,000 over the budgeted amount.

The work would be performed under the direction of the District Engineer.

EXHIBIT

12-A Bid Summary and Forms

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