HomeMy WebLinkAboutStaff Report 3.C 9/15/2014(i)
DATE: September 15, 2014
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. J hn Ee — Director, Public Works and Utilities
Larry Zimmer, P. Manager, Capital Projects Division
SUBJECT: Resolution Amending the Project Budget and Authorizing Award of Contract for
the East Washington Street at Edith Street Lighted Crosswalk Project CIP #
C1610308
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Amending the Project
Budget and Authorizing the Award of Contract for the East Washington at Edith Street Lighted
Crosswalk Project CIP # C16101308.
BACKGROUND
There have been ten pedestrian related accidents in the Edith Street crossing of East Washington
Street within the past twelve years with the most recent on January 1, 2012. The intersection
requires pedestrians to cross five travel lanes with vehicular speeds exceeding 35 miles per hour.
The crosswalk is striped, but has no signals or other safety enhancements. The nearest signalized
crossing is two blocks away in either direction, on E. Washington Street at Lakeville Street or
Payran Street.
Based on visual observations and recent counts, Edith Street has the highest amount of
pedestrian and bicyclist crossing activity between the two signalized intersections on East
Washington Street. Staff also evaluated two other non -signalized intersections on East
Washington at Wilson Street and Vallejo Street, but selected Edith as the highest priority. The
Pedestrian and Bicycle Committee recommended the grant application for this project. The Safe
Routes to School Grant (SRTS) was accepted by the City Council on September 10, 2012.
The project includes installation of a lighted crosswalk, consisting of City furnished in -road
pedestrian warning system, ADA compliant curb ramps, traffic stripes, crosswalk markings, and
pavement markings. Road signs, sign posts, and grinding and replacing 2" of asphalt concrete are
also included.
Agenda Review:
City Attornev Finance Director
City Manager��
The City previously received bids on this project, however, on July 7, 2014; the City Council
rejected all bids due to the high construction costs and a limited project construction budget.
City Council directed staff to modify the plans and specifications and rebid the project.
The proposed actions meets Council goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
Staff issued a Notice Inviting Bids on July 8, 2014. The two bids received on July 30, 2014 came
in higher than the Engineer's Estimate, as shown below:
Name of Bidder
Business Location
Total Bid
Team Ghilotti, Inc.
Petaluma
$131,230 7
WBE Electrical
Novato
$141,610
Engineer's Estimate
N/A
$100,250
In the previous bid for this project, the lowest bidder had a bid total of $151, 610. Due to the
rejection of all bids and rebidding the project, the City expects to save $20,000.
The project bids exceeded the engineer's estimate because the scope is significantly smaller than
projects used by staff for cost comparison, and therefore does not benefit from economies of
scale. While a cost increase was anticipated due to the small size of the project, staff
underestimated the amount of that increase. In addition, each bidder specializes in either
electrical or civil work, not both. In each case, the costs for construction work outside of their
specialization were higher than estimated.
Staff recommends that the City Council authorize the City Manager to execute a contract for the
East Washington at Edith Street Lighted Crosswalk Project with the apparent low bidder, Team
Ghilotti, Inc. and increase the project budget to accommodate the extra cost. Construction is
tentatively set to begin in October 2014, and is expected to last approximately thirty working
days.
FINANCIAL IMPACTS
The following table summarizes the project budget:
Uses
Design
Planning/Environmental
Construction Contracts
�Lanelight Purchase
Construction Management
�CIP Overhead (a) 2.4%
l Administration
Project Contingency
TOTAL
Funding Sources
Developer Contribution
(2.4% Overhead and Admin)
Developer Contribution
(10% Local Match)
Traffic Mitigation Funds
(proposed)
State SR2S
Requested
C1P Budget FY
12/13
$ 18,000
$ 2,000
S 122,000
$ 18,000
$ 4,248
$ 5,000
$ 12,000
$ 181,248
$
Contract
Award
11,928
131,230
46,326
12,000
4,084
5,000
10,000
220,600
9,248 $ 9,084
17,200 $ 16,516
Estimated Grant
Reimbursement
10,735
$ 124,2651
$ 10,800 1
$ _1
$ 9,0001
$ 154,8001
1
$ 41,000
154,800 $ 154,800 $ 154,800
I TOTAL $ 181,248 $ 221,400
Council previously approved a total project budget of $181,248, comprising of $154,800 of the
Cycle 10 State SRTS Grant and $26,448 from a developer contribution from the E. Washington
Place settlement agreement with Regency.
The proposed action will require an additional $41,000 to be transferred into the project budget
from the Traffic Mitigation Fund to increase the total available project funds to $221,400.
Traffic Mitigation Funds are available to augment the budget as proposed.
The SRTS Program will fund 90% of direct project costs up to the grant limit of $154,800. As is
typical, this grant will reimburse based on actual expenses. The initial expenses will be paid
from the CIP fund and reimbursed within approximately two months of expenditure up to the
limits of the grant.
ATTACHMENTS
1. Resolution
2. Location Map
3
Attachment 1
RESOLUTION AMENDING THE PROJECT BUDGET AND AUTHORIZING AWARD
OF CONTRACT FOR THE EAST WASHINGTON STREET AT EDITH STREET
LIGHTED CROSSWALK PROJECT CIP # C16101308
WHEREAS, City staff has prepared construction bid documents and advertised for
construction of this Project; and
WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code,
California Public Contract Code Section 20162 and other applicable law, City staff solicited bids
for the Project; and
WHEREAS, the Project was bid on July 30, 2014, and two bids were received and
opened in accordance with applicable law; and
WHEREAS, the lowest bid for the Project was from Team Ghilotti, Inc., for
$131,230.00; and
WHEREAS, staff has determined that Team Ghilotti, Inc. submitted a responsive and
responsible bid and satisfies the bidding requirements for the Project; and
WHEREAS, staff has verified that Team Ghilotti, Inc. possesses a valid California
Contractor's License, Class A, number 895384 that qualifies Team Ghilotti, Inc. to perform the
Project; and
WHEREAS, the bid price exceeded the engineers estimate and the estimated project
costs exceeds the approved budget of CIP #C1610308; and
WHEREAS, the Project has a Categorical Exemption pursuant to the California
Environmental Quality Act ("CEQA") pursuant to Article 19, Section 15301, of Title 14 of the
California Code of Regulations ("CEQA Guidelines").
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Approves the revised Project Budget for the amount of $221,400, and
2. Authorizes the transfer of up to $41,000 from Traffic Mitigation Funds into the East
Washington Street at Edith Street Lighted Crosswalk CIP Project account; and
3. 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 Team Ghilotti, Inc. for the East Washington Street at Edith Street Lighted
Crosswalk Project, and finds the bid of $131,230 to be the lowest responsive bid, and further
finds that Team Ghilotti, Inc. is the lowest responsible bidder, and
4. Awards the contract for the East Washington Street at Edith Street Lighted Crosswalk Project
to Team Ghilotti, Inc. in the amount of $131,230, conditioned on Team Ghilotti, Inc. timely
executing the project contract and submitting all required documents, including but not
4
limited to, executed bonds, certificates of insurance, and endorsements, in accordance with
the project bid documents, and
5. Directs staff to issue a notice of award to Team Ghilotti, Inc., and
6. Authorizes and directs the City Manager to execute the project contract on behalf of the City
of Petaluma upon timely submission by Team Ghilotti, Inc. of the signed project contract and
all other required documents, including but not limited to, executed bonds, certificates of
insurance, and endorsements, in accordance with the project bid documents.
Attachment 2
East Washington Street and Edith Street Lighted Crosswalks Project
08/12/2014
PROJECT NUMBER C16101308
LOCATION MAP
Project Location
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I \
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LAKEVILLE STREET
A
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