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Home My WebLink AboutStaff Report 3.F 3/3/2014 1 . A ItPiwv#3:. F tyitt 441( Laser DATE: March 3, 2014 TO: Honorable Mayor and Mems> of the City Council through City Manager FROM: Dan S ..'Jo• r•: E Director, Public Works &Utilities Larry [mmer,•;P.E. Capital Improvements,Division Manager SUBJECT: Resolution Accepting Completion of the'Petaluma Transit Maintenance Facility Project RECOMMENDATION Staff recommends that the CityCouncil adoptthe attached Resolution accepting completion of the construction contract for the Petaluma-Transit Maintenance Facility-Project. BACKGROUND The project•iincluded.the'demolition;and:replacement ofthe'southerlyend of the existing maintenance building with.a two.bay, high roofed, pre-engineered building that includes drive- through,automated bus wash;equipment. The project,included;the.relocation of the parts room, mechanic's office,,andtraffic'signabandstreet light,shop, and.improvements;to the transit operatoroffices and dispatch space. The:reconfiguration-provides:two new wider and taller bays to accommodate indoor maintenance of longer and taller modem transit busses. The project provides improved work.and•storage spaces forthe"traffic signaland'streetlight.staff, the transit mechanic and the transit'operator:and:dispatch staff. Bids were opened on June:6;2012, and on June 18, 2012,,the City Council approved the project budget and awarded.the.bid for the construction contract'te R.E. West Builders, Inc: in the amount of.:$1,390,594 00. Constructionwas'successfully completed on.February 26, 2013: The project was grant funded under the Federal Transit Administration (FTA) State of Good Repair (SGR) fund and Petaluma'Transit'sTransportation Development Act (TDA) reserves. The proposed ,action meets Council Goal• "Plan'for and implement priority capital projects as funding;permits". DISCUSSION The final construction contract costis•$1,465 910.83, which:includes change orders totaling $75,316.83 which is 5.4% ofthe-'base bid. The approved project budgetestablished a change Agenda Review: 1 City Attorney Finance Director City Manage� 2�-\w • order contingency of$i 00,000^for uiiforese en conditions Change orders included electrical modification, storm drain modifications, skylight� :removal, changed dimensions:and,purchase of ,new roll-up doors to accommodate taller transit`busses, unforeseen work to Maintain transit ,operations, and the deletion of parking lottstriping, seleetas`phaltreplacement, waste tank removal,and communication antennae:. • Project costs included:$165,450 for design and construction';support byTLCD Architects, $13,069 for materials testing,and special"inspections, and approximately$123,974 for construction management, inspections,.and'administration performed by°Public Works & Utilities staff Theproject was permitted,and inspected by the City'sd3uilding Department and has received-its final approval for-occupancy. There are no disputed claims and the project was completed without any significant incidents. Following the acceptance of the project and release of retention, transit staff Will,suliniit the finalinvoiceto,FTA reimbursement and release the contractor's 10 percent contract.retention;payment. • FINANCIAL.IMPACTS The Petaluma Transit Maintenance,Facility Project, Project Nuinber 065201201, was approved by the City Council in the amount of$1,750,000. The total cost:for the,project is approximately $1,.750,000.The City will be reinibursedby'the Federal'Transit Administration (FTA) State of Good Repair(SGR) Grant for 80%0 ofeligible costs not to exceed$1,400,000 and $350,000 in Transportation Development.Act (TDA) reserves: • 2013-2014 CIP Budget Project Expenditures Design 134,000 . 165,450 Planning & Environmental, 5,000 23,405 Construction Contract 1,390,000 1,465;910.83 Contingency • 100;000 0 Construction Mgint. & 26,000, 73,187 Inspection CIP Overhead/Salaries 95,000 40,451 TOTAL 1;750;000 1,768,404 The lr funded tliroughthe Transit,Operating budgetThe low b d,cameem ver $290,000 higher han e the engineers estimate, and the second`bidder,wasialmost $100,000over that; Working with the higher bid, staff attempted to complete the,project within'the'originally approved budget, but ultimately the:projectlexceeded the CIPibudget by less than.0:-5%Therreason'for theoverrun was due Primarily`to the`highertlan,anticipated project bids, hidden conditions discovered during construction,tfiatdiffered from the'design assumptions, and City:requested changes during construction. ATTACHMENTS 1. Resolution • • 2 • • Attachment l RESOLUTION ACCEPTINGCOMPLETIQN'OFTHE CONSTRUCTION CONTRACT FOR'THE4PETALUMA TRANSIT MAINTENANCE 'FACILITY PROJECT PROJECT NO:.C65201201 • WHEREAS, in accordance with Section 68:ofArticle'X of the City of Petaluma Charter, Section 20162 of the California Public Contract:Code,and other applicable law, the City of Petaluma solicited bids for the Petaluma Transit Maintenance Facility Project ("Project"), and WHEREAS, bids for the Project=were opened on June:6,.2012, in-accordance with California:Public,Contract Code Section 4104:5•and-other applicable law; and WHEREAS,the apparentlow bid for the Project was RE-West Builders, Inc. in the amount of$1,390;594; and WHEREAS, by Resolution No, 2012-093, adopted on;June.1'8, 2012, the City Council found the bid of$1;390;594'for,the Project-to be.the lowest;responsive.bid, awarded the Project to RE West Builders, Inc. ; and WHEREAS, the following;contract change orders (CCO) affecting the Project amount have been approved: Change Order Number Description Amount • CCO#1 Electrical changes (relocate and add outlets): $ 2,029.55 CCO #2 Concrete maintenance slab to continue:maintenance operations during construction $ 2,561.83 CCO #3 Rm. 109.door`changes $ 850.37 CCO #4 Rm 103 correct offsetwall planes $ 656.00 CCO #5 Delete fie(1. purchase:work tables`not in contract $ 516.62 CCO #6 Rm..101 extend suspended ceiling intonew hallway $2,677.50 CCO Small rollup door increase structural support $1,076.36 CCO:#8 Remove existing,skylights $ 745,42 CCO #9 Unforeseen 4"'sewer pipe replacement $ 303.09 CCO #i0 Room 1,11 and 112 extend new wall to ceiling $1,195.59 CCO #11 Rm. 109tceiling changes $1,184.83 CCO#12 Existing door to remain ($ 803.51) CCO #13 Delete waste tank work (removed,prior to construction) ($1,338.75) CCO"#14 Lot drainage conforrnance and improvements; deleteparking lot asphalt work $1,528.48 CCO #15 Install temporary power to continue maintenance,operations during construction and connect generator for'planned.pow er outage $4,359.47 3 CCO #16 ;New-and largefrollup doors $26,218.08 CCO#17 Construct temporary maintenance bay doors - $ 2,418.27 CCO #18 'Final,CloseouPResolutwon ofAll Disputed Issues"'(including but not .limited to permit costs, bus=wash=connections to.existmg facilities, maintaining existing traiisit operations, roof walkway,.floor treatment, and-electricalwir'ing to door'motors) $29,137.63 • Total"change prders; $75,316.83 WHEREAS,;the final contract amount, as amended,including.all change orders, is $1;465,910:83; and WHE _REAS;;the estimated total cost ofthe.Project is $1,768,404, is $18,404 over the approved CIP Projectbudget; and WHEREAS; the Transit Budget has.adequate funds°to pay the cost overage; and WHEREAS,.;City staff,including,Building Department inspectors, have inspected the Project:;and determined that:it hastbeen completed in accordance theccontract requirements, subject to completionof the punch list work, and the Contractor's continuing warranty and other obligations pursuant to the contractand_ WHEREAS, based on the•>foregoing, staff recommends acceptance of the Project on behalfof the City. • NOW, THEREFORE,;BE IT,RESOLVED by the City Council as follows: 1. The contract entitled'Petaluma Transit Maintenance,FacilityProject, Project No. C65201201, with the,final contract amount of$1;465,9.10:83,'is accepted as complete, subject to the Contractor completing the punch listrwork prior to the release of the retention, and the=Contractot s continuing warrantyand..other'obligations pursuant to the:contract. • 2t The City Clerk is hereby authorized and directed to-file a Notice of Completion concemingthe`Projectwith the Sonoma,CountyClerk's'Office Within ten (10)days ofthedate,of tliis Resolution. • 3. Staff are,hereby authorized and directed to release�allundisputedretention not subject to pending changes orders within sixty(60),daysg'ofthe date of this Resolution and in accordance with theternis>ofthe Project contract,,California'Public Contract Code Section 7107 and applicable law. 4.- Staff is authorized,to use.Transit Operating funds for any cost over the prior approved budget;. ,. 4 .