HomeMy WebLinkAboutStaff Report 5.A 5/5/2014DATE: May 5, 2014
Agenda Item #5.A
TO: Honorable Ma or and Members of the City Council through City Manager
FROM: Dan St. J hn, erector, Public Works & Utilities
Larry Zimmer, P.E. — Capital Improvements Division Manager
SUBJECT: Resolution Authorizing Award of Contract for the East Washington Park Phase 1
Project
RECOMMENDATION
It is recommended that the City Council approve the attached resolution authorizing the award of
contract for the East Washington Park Phase 1 Project.
BACKGROUND
On June 4, 2007, the City Council reviewed and approved the 100% conceptual master plan for
the East Washington Park. The approved conceptual plan, which went through an extensive
public process, included a description of recreational facilities and park amenities to be
constructed on the site at an estimated project cost of approximately $23,000,000.
On January 7, 2008, the City Council authorized a Professional Services Agreement with
Winzler and Kelly for design services to complete construction drawings, specifications and
estimates for Phase 1 of construction, and to complete preliminary Design Development of the
entire park site, including environmental review and documentation, planning and preliminary
design for subsequent construction phases in order to assure logical construction sequencing and
to meet funding availability. On October 18, 2010, City Council approved the plans and
specifications for Phase 1 and adopted the CEQA Mitigated Negative Declaration for the project.
In early 2013, staff down -sized Phase 1 of the project to match available funding, estimated at
$6.5 million, and to use $2.0 million in Open Space Grant funding prior to its expiration on
December 6, 2016, On June 17, 2013, City Council authorized a professional services agreement
with GHD to design and finalize construction documents for the revised Phase 1 project. On
February 19, 2014, staff presented the modified Phase 1 project to the Recreation, Music and
Parks Commission for review and comment.
Agenda Review:
City Attorney Finance Director
City Ma ager _
The revised Phase 1 project will include East Washington Street frontage improvements, two
synthetic turf fields, field lighting, irrigation, water, recycled water, electrical, an aggregate base
road, parking, including paved ADA parking and fencing.
The proposed item meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The Notice Inviting Bids was issued on March 13, 2014. On April 9, 2014, (7) bids were
received as follows:
Name of Bidder
Business Location
Total Bid
Ghilotti Bros., Inc.
San Rafael
$3,828,959
Ghilotti Construction Company
Santa Rosa
$3,886,601
OC Jones & Sons
Berkeley
$3,952,240
Argonaut Constructors
Santa Rosa
$4,027,312
Goodland Landscape Constr.
Tracy
$4,125,113
Team Ghilotti, Inc.
Petaluma
$4,199,777
Magnus Pacific
Roseville
$4,997,745
Engineers Estimate
$4,750,000
The lowest responsible bidder, Ghilotti Bros., Inc., has successfully performed similar projects
for the Cities of Petaluma, Santa Rosa, San Rafael, San Francisco, and Oakland. Staff verified
that Contractor possesses a valid A California Contractor's License, license number (132128),
which expires on (12/31/15 and is required by the Contractor to perform the work.
Construction is tentatively scheduled to begin in June and to be completed by September of
2014. It is anticipated that inspection and construction management will be conducted by City
staff, geotechnical and materials testing will be completed by qualified consultant, and
engineering services during construction will be performed by the engineering design consultant,
GHD.
In order to design a project to meet available funding, Phase 1 revisions eliminated important
project components including the sewer utility service, restrooms and the third artificial surface
field. The bid results seemingly indicate that some project elements can be added back into this
project by way of change order, or it appears that design development for the next phase of the
project can begin immediately. The project components mentioned above represent the top 3
priorities to be added to the project, or pursued immediately following conclusion of this project;
however it should also be noted that there is a volunteer effort underway to fundraise for and
implement the restroom building. Toward that end, staff is evaluating the potential to conduct a
change order that would provide the sewer utility in this initial phase, and as well is evaluating
the possibility to add the third field by way of change order. To allow such flexibility the project
budget has been amended to provide funding in a line item labeled Additional Project Elements
should such change orders be successfully negotiated. Staff shall not expend beyond the
approved construction contingency (recommended amount of $766,041.00) without further
council action, as per City policy.
The current budget for the project is summarized in the table below:
Xses
Bud et
Design
$115,000
Legal
$5,000
Construction Contracts
$3,828,959
Construction Management
$140,000
Additional Project Elements
$920,000
Salaries/Benefits
$195,000
CIP Overhead @ 2.4%
$180,000
Construction Contingency
$766,041
TOTAL
$6,150,000
FINANCIAL IMPACTS
The total budget for this phase of the project is $6,150,000, for FY 13/14 (design) and FY 14/15
(construction). Funding for this project includes $2 Million from the Open Space Grant with the
remainder of the funds to come from Park Land Development Impact Fees and a Housing/Parks
related grant.
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Park
Park Land Development
Fees
$ 3,600,000
Community Impact Fees
S 550,000
Open Space Grant
$ 2,000,000
TOTAL
$ 6,150,000
If change orders for either the sewer utility, or the third field are not implemented, remaining
project funds will remain with this project and design development for the next phase will begin
immediately.
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR THE
EAST WASHINGTON PARK PHASE 1 PROJECT
WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code,
California Public Contract Code Section 20162 and other applicable law, City staff prepared
construction bid documents and solicited bids for the Project; and
WHEREAS, the Project was bid on April 9, 2014, and seven (7) bids were received and
opened in accordance with applicable law; and
WHEREAS, the lowest responsive bid for the Project was submitted by Ghilotti Bros.,
Inc. "(Contractor)" from San Rafael, California for $3,828,959.00); and
WHEREAS, staff has determined that the Contractor's bid satisfies the bidding
requirements for the Project; and
WHEREAS, staff has verified that Ghilotti Bros., Inc. possesses a valid California
Contractor's License, Class A, number 132128 that meets licensing requirements for Ghilotti
Bros., Inc. to construct the Project; and
WHEREAS, an Initial Study and Mitigated Negative Declaration (MND) was prepared
pursuant to the requirements of the California Environmental Quality Act ("CEQA") and
adopted by the City of Petaluma, which concludes that there is no substantial evidence that the
proposed East Washington Park Project, as mitigated, will have a significant adverse effect on
the environment; and,
WHEREAS, the funds made available are in the 2013/14 and 2014/2015 CIP budget;
and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City hereby:
Approves a construction contract contingency of $766,041, and
2. In accordance with the City of Petaluma Charter and Municipal Code, California
Public Contract Code Section 20162 and other applicable law, waives any and all
non-conformance in the bid of Contractor for the East Washington Park — Phase 1
Project, Project No. C00400104, finds the bid of $3,828,959 to be the lowest,
responsive bid and further finds that Contractor is the lowest responsible bidder, and
3. Awards the contract for the East Washington Park— Phase 1 Project, Project No.
C00400104 to Contractor in the amount of $3,828,959, the amount of the lowest
responsive bid, conditioned on Ghilotti Bros., Inc. timely executing the project
contract and submitting all required documents, including but not limited to, executed
bonds, certificates of insurance, and endorsements, in accordance with the project bid
documents, and
4. Directs staff to issue a notice of award to Ghilotti Bros., Inc. and
4
Authorizes and directs the City Manager to execute the project contract on behalf of
the City of Petaluma upon timely submission by Contractor of the signed project
contract and all other required document, including but not limited to, executed
bonds, certificates of insurance, and endorsements, in accordance with the project bid
documents.
City of Petaluma, California Attachment 2
Fiscal Year 2014 Budget