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HomeMy WebLinkAboutStaff Report 3.F 7/7/2014DATE: July 7, 2014 Agenda Item US TO: Honorable May and embers of the City Council through City Manager FROM: Danclijilifinef, SCE — Director, Public Works & Utilities Lan P.E. — Capital Projects Manager SUBJECT: Resolution Authorizing Award of Contract for the Hopper Street Pavement Rehabilitation Project RECOMMENDATION It is recommended that the City Council approve the resolution authorizing the award of contract for the Hopper Street Pavement Rehabilitation Project. BACKGROUND During the storm events of December 17, 2005 to January 3, 2006, record-setting heavy rains resulted in prolonged surface runoff, roadway flooding and adjacent soil saturation which caused sections of Hopper Street to subside. The subject project, among others, was approved for Federal Emergency Management Agency (FEMA) funding to mitigate flood damage. On September 15, 2008, the City Council awarded a construction contract for the Hopper Street Pavement Rehabilitation Project to North Bay Construction in the amount of $496,651.05. Subsequent to the award, the City applied for an encroachment permit with Sonoma Marina Area Rail Transit (SMART), since an effected portion of Hopper Street is in the SMART right-of- way. As a condition of the permit, SMART required certain drainage improvements along the railroad tracks that were outside of the work scope approved by FEMA. Staff appealed FEMA's decision but on August 31, 2012, FEMA issued a final response denying the request to include SMART's drainage improvements. During the ongoing process with FEMA, City Council terminated the contract with North Bay Construction on January 24, 2010 since the project had not progressed for two years and they were in the process of closing/selling their business. City staff continued to work with SMART to move the project as once proposed and came to agreement with SMART in the fall of 2013. Staff revised the design to remove all non -FEMA approved storm drainage work from the plans. SMART approved an encroachment permit application in February 2014 clearing the path for construction. The City recently received approval of a time extension from FEMA which was necessary to assure reimbursement for construction costs. Agenda Review: City Attorney Finance Director City Manager DISCUSSION The project will include reconstructing Hopper Street from Jefferson Street to the Corp Yard gates, including baserock, paving, striping, pavement markers, and providing traffic control. The Notice Inviting Bids was advertised on May 1, 2014 and on May 28, 2014, seven bids were received as follows: Name of Bidder Bid Total Team Ghilotti, Inc. $479,476.00 Ghilotti Construction $517,422.00 Maggiora and Ghilotti $525,525.00 Ghilotti Bros., Inc. $528,355.50 Argonaut Constructors $545,341.50 Coastside Concrete $618;185.00 J.A. Gonsalves and Son $809,259.00 Engineer's Estimate $570,543.00 Lowest Responsible Bidder The lowest responsible and responsive bidder, Team Ghilotti, Inc. (TGI), has performed various street projects for the City of Petaluma. Staff verified that TGI possesses a valid Class A California Contractor's License, license number 895384, which expires on April 30, 2015, which qualifies TGI to perform the work. Construction is scheduled to begin in August and to be completed by September 2014. It is anticipated that construction management and inspection services will be conducted by City staff with assistance by an outside consultant for geotechnical and material testing. The proposed action meets Council Goals: "Plan for and implement priority capital projects as funding permits." FINANCIAL IMPACTS It is anticipated that the work at Hopper Street will be reimbursed by FEMA and Cal/Office of Emergency Services for actual costs of design, construction management/inspection, and construction. The following table is a breakdown of estimated total project cost for Hopper Street: Phase Hopper Street Construction Budget Planning/Environmental $ - Design $ 90,300.00 Legal Services $ - Construction Contract (low bid) $ 479,476.00 Testing Services $ 14,000.00 Salaries/Benefits $ 36,000.00 Contingency $ 50,000.00 TOTAL: $ 669,776.00 Once completed, staff will seek reimbursement and project close-out with FEMA. ATTACHMENTS 1. Resolution 2. Location Map Attachment 1 RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR THE HOPPER STREET PAVEMENT REHABILITATION 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 May 28, 2014, and seven (7) bids were received and opened on May 28, 2014 in accordance with applicable law; and WHEREAS, the lowest responsible bid for the Project was submitted by Team Ghilotti, Inc. (TGI) from Petaluma, CA for $479,476.00; and WHEREAS, staff has determined that the Contractor's bid satisfies the bidding requirements for the Project; and WHEREAS, staff has verified that TGI possesses a valid California Contractor's License, Class A, number 895384 that qualifies Pullman to perform the Project; and WHEREAS, the Project is categorically exempt pursuant to California Environmental Quality Act ("CEQA") and Title 14, the California Code of Regulations ("CEQA Guidelines"), Section 15301, because the project consists of repair and maintenance to an existing public street; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City hereby: Approves a construction contract contingency of $50,000, 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 TGI for the Hopper Street Pavement Rehabilitation Project, Project No. F00228506, finds the bid of $479,476.00 to be the lowest, responsive bid and further finds that Pullman is the lowest responsible bidder. 3. Awards the contract for the Hopper Street Pavement Rehabilitation Project, Project No. F00228506 to TGI in the amount of $479,476.00, the amount of the lowest responsive bid, conditioned on TGI's 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. 4. Directs staff to issue a notice of award to Team Ghilotti, Inc. 5. Authorizes and directs the City Manager to execute the project contract on behalf of the City of Petaluma upon timely submission by TGI 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. 0 Attachment 2 HOPPER STREET REHABILITATION PROJECT PROJECT NO. F00228506 LOCATION MAP s� Proiect Site 93 6/1712014 5