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DATE: March 3,:2014
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•TO: Honorable Mayor and Members ofthe City,Council through City Manager
FROM: Dan St..J • :•— Director,Public Works & Utilities
Larry,Zimmer, P.E. Capital Projects,Manager
SUBJECT: Resolution Accepting Completion of the East Washington Street 18" Water Main
Replacement (Hwy 101 to Edith Street) Project
RECOMMENDATION
Itis recommended that the City Council adopt:the;attached-Resolution accepting completion of
the East Washington Street-1:87 Water Main Replacement (Hwy 101.to Edith Street) Project.
BACKGROUND •
To-maintain and improve the:condition;ofthe City's water-system, the:Department of Public
Works and Utilities managesa program for replacementofdeteriorating water mains throughout
the,City: The subject project to replace approximately 2;700 feet of old and deteriorated 6, 8
and 10=inch cast-iron and,steel water mains with.a new 18-inch water•transmission main on East
Washington Street between Highway101 and Edith•Street: The project:also involved installation
of new water services andfirethydrants.,(See attached location map).
Bids were opened on November 30, 2011. On January 23, 2012, theCity Council awarded the
construction contract.to Ranger Pipelines, Inc.of San Francisco, CA, in the amount of
$1,414,100. Construction was successfully:completed in June.2013,however negotiations with
contractor and:City delayed final acceptance until now
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits'...
DISCUSSION
The"final construction'contract:cost is$1;7.21,140.11, which,includes change orders;totaling.
$253,475.54(15%)1,and unit-price bid item overruns of$53,564.57. The approved total project
budget is$2,162,000,and•included design, construction management,Fah&contingency for
unforeseen conditions. Change orders,included?unscheduled.project shutdown,due to little
league world series,parade; extra work,dueto unknown andiunmacked utilities; additional
Agenda Review:
City Attorney • Finance DirectorCity.Manager.
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excavation, "shoring,and backfilfdue,to unstable trenchmaterial such;as un-compacted 6" rock
ballast; placing;a cement based Control Density Filli(CDF) inzheu of Class II base rock in
unstable trenches; 278' extension of 18" water main into Caltrans Right Way; additional
shoring due to PG&E'gas line conflicts,excessive'utilities conflictsresultingin additional
excavation to place•1'8" water.main at a lower depth to avoid conflicts;and, removal of
unforeseen thick,asphalt in trench lines. The additional paving was not part of the original project
and resulted ina change order for$101;805:00. It was determined after start of construction that
due to the amount of trenching'and the':existing condition of the road, large portions of the
project-needed to be'repaved in order to provide an acceptable riding;surface. The extension of
the watermain into Caltrans right of way was beyond the;originahlimits of work: Staff decided to
extend the watermain during this project in order to avoid the:difficult permitting and,property
rights issuesrwith Caltrans at a later date: Completing the•work in conjunction-with the active
Caltrans project was far morercosteffective but resulted in'anaadditional $53,564.50 in unit-price
bid item Work.
FINANCIALIMPACTS
East Washington'Street 1$" Water,Main Replacement (Hwy 101 to Edith Street), Project
Number 067401001, approved budget is $2,162,000. With.the design, construction contract,
final quantities, contingency, construction management and:iiispection, and geotechnical and
materials testing, the total cost for the project was $2,109,000..As'shown,in`following project
breakdown:
Breakdown 'Actual Cost CIP Budget
Design':Engineering Services $ 130,000 $ 162,000
Construction Management (w/testing and survey) $' 222,000 $ 300,000
Construction Base contractor/Adjustments•for final $1,468,000 $1,414,000
quantities
Construction'Change.Orders: $' 253,000 $ 250,000
CIP Overhead '$1 36,000 $ 36,000
Total $2,109,000 $2,162,000
At project closeout, all remaining•funds will.be;returned to the Water CIP fund to be used on
future projects;
Following thesacceptance:of the.project,''the City Clerk will file a Notice of Completion with the
Sonoma County Recorder and'the Finance Division.willrelease the contract retention account to
the contractor within 60 days.
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ATTACHMENTS' •
1. Resolution
2. Location>Map
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Attachment 1
RESOLUTION ACCEPTING COMPLETION'OF THE
EAST WASHINGTON STREET'18"'WATERMAIN'REPLACEMENT
(HWY 101 TO EDITH:STREET)
WHEREAS, in accordance with Section 68 of Article X of the City of Petaluma Charter,
Section 20162 of the California Public Contract Code^and other applicable laws, the City of
Petaluma solicited bids forthe East Washington Street 18" Water Main Replacement (Hwy 101
to EdithS'treet),("Project"); and
WHEREAS, bids for the Project were opened on May 29, 2013 in accordance with
California Public Contract Code Section 4104.5 and other applicablelaws at which time the.City
received 9 bids; and
WHEREAS, by Resolution;Noa. 2012-011 N.C.S.:adopted January.23, 2012, the City
Council of the City of Petaluma found'the bid of$1,414,100''for dhe,Projectto be the lowest
responsive bid; awarded the Project to Ranger Pipelines, Inc.sin the amount of$1,414,100
conditioned on Ranger's timely,executing the Project contract and submitting all required
documents; and authorized and directed the City Manager;to sign the Project contract on behalf
of the upon,such timely submission and to execute'on',behalf of the City any amendments to
the Project contract,that are;necessary to effectively completethe;project and/or to realize the
Project and/or cost;benefitsfor,the,City;.and
WHEREAS, the following change orders(CO) affecting the Project amounthave been
approved:
CO No, 1: :Little.League Parade;shut-down $ 5;10197
CO No. 2: Conduit repair at Payran Street, $ .11,245.00
CO No. 3: Additional grinding and,AC placement for entire curb lane $101,805.00
CO.No. 4. Install petromat to address subgrade $ 7,350.00
CO'No, 5: 'Differing,sitecondition§ $ 18,165.60
CONo. 6:'Differing'siteconditions $ 10,999.71
CO ON o. 7: Excavation,of rocks and boulders and installation of CDF
;in lieu,of Class.II baserock.in unstable trenches $ 48,806.33
CO:No. 8: Additional excavation to lowerl8" WM at obstructions $ 50,000:00
Total Change Orders: $253;475.61; and
WHEREAS, the final contract amount as amended including final''quantities and all
change orders is $1,721,140.11; and
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WHEREAS; City staffhas inspected the Projectand4determined that it has been
completed-"iifaccordance with the contract<requirements subject to the Contractor's continuing
warranty and Other obIigàtidn pursuant.to'the contract; and,
WHEREAS; based,onthe foregoing, staff recommends,acceptance of the Project on
behalf of the City;
NOW, THEREFORE, BE IT'RESOLVED by the'City Council of the City of Petaluma
as follows:
1. The contract entitled East Washington,Street.18" Water Main Replacement (Hwy 101
to Edith Street), City-Project=Number C67401001,with a;final contract amount of
$1,721,140.11, is_accepted,as complete subject to the Contractor's continuing
warranty other obligations pursuant to the contract.
2. The City Clerk/Recording Secretary is:hereby authorized;and directed to file a Notice
of Completion Concerning the Project with the Sonoma:County Clerk's Office within
ten (10) daysio f the date of this Resolution.
3. Staff is hereby authorized;and;directed to release all undisputed retention not subject
to pending;change orders within sixty(60) days of the date ofthis Resolution and in
accordance with the termsrof the Project contract, the•Petaluma City Charter,
California Public`ContractCode Section 7107'and:applicablelaw.
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