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HomeMy WebLinkAboutStaff Report 3.C 12/15/2014DATE: December 15, 2014 TO: Honorable Mayor and Members of the City Council through City Manager 1� FROM: Dan St. John -,T -.ASCE — Director, Public Works & Utilities Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities SUBJECT: Resolution Accepting Completion of the Construction Contract for hopper Street Pavement Rehabilitation Project RECOMMENDATION It is recommended that the City Council Adopt the Attached Resolution Accepting Completion of the Construction Contract for 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 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. The project included reconstructing Hopper Street from Jefferson Street to the Corp Yard gates, including baserock, paving, striping, pavement markers, and providing traffic control. 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 Marin Area Rail Transit (SMART) because an affected portion of Ilopper Street is in the SMART right -or - 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, the 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 and selling their business. City staff continued to work with SMART to seek the encroachment permit 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. The contract was rebid and awarded to Team Ghilotti, Inc. on July 7, 2014 for an estimated construction cost of $479,476. The final construction contract cost is $504,803.87, which includes change orders for delays due to unmarked PG&E utilities; additional work performed for potholing, unmarked PG&E high- pressure gas mains, bid item overages, working around SMART stockpile materials and abandoning an unused and unmarked existing manhole. There are no disputed claims and the project was completed without any other significant incidents. FINANCIAL IMPACTS The approved FY 14/15 budget for the Hopper Street Rehabilitation Project (F00228506) was $669,776.00. With the construction contract, final quantities, change order work, construction management and inspection, the total cost for the project, tabulated below, came in approximately $29,000 less. 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 costs for Hopper Street: Phase Approved Total Project Budget Actual Total Project Cost- Planning/Environmental $ - $ - Design $ 90,300.00 $ 90,300.00 Legal Services $ - $ - Construction Contract (low bid) $ 479,476.00 $ 504,803.87 Testing Services $ 14,000.00 $ 9,560.65 Salaries/Benefits $ 36,000.00 $ 36,263.00 Contingency $ 50,000.00 $ - TOTAL: $ 669,776.00 $ 640,927.52 The Public Works & Utilities Department will seek reimbursement and project closeout with FEMA. Following the acceptance of the project, the City Clerk will file a Notice of Completion with the Sonoma County Recorder and the Finance Department will release the contract retention account to the contractor within 60 days. 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, the City of Petaluma 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 Gbilotti, Inc. (TGI) from Petaluma, CA for $479,476; and WHEREAS, by Resolution 2014-104 N.C.S. , adopted on July 7, 2014, the City Council found the bid of $479,476 for the Project to be the lowest responsive bid, awarded the Project to Team Ghilotti Inc., in the amount of $479,476, conditioned on Team Ghilotti Inc., 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 City, upon such timely submission and to execute on behalf of the City any amendments to the Project contract that are necessary to effectively complete the project and/or to realize the Project and/or cost benefits for the City; and WHEREAS, the following contract change orders (CCO) affecting the Construction Contract amount have been approved: CCO # Description Amount CC0#1 Abandon manhole and additional pothole work $3,534.37 CCO#2 Delete wrong striping bid item and adding correct Striping Bid Item $3,704.00 CC093 Compensation for shoulder backing work around SMART $3,625.00 CCO#4 Compensation for delays due to unmarked high pressure PG&E gas main $8,000.00 Item Overrun/Underrun Total $6,464.50 ; and WHEREAS, the final construction contract amount, as amended, including all change orders, is $504,803.87; and WHEREAS, the estimated total cost of the Project is $640,927.52, and is within the approved project budget; and WHEREAS, the Project was inspected and it was determined that the Project has been completed in accordance with the contract requirements, and the Contractor's continuing warranty and other obligations pursuant to the contract; and WHEREAS, based on the foregoing, it is recommended that the Project be accepted by the City Council. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 'rhe contract entitled Hopper Street Pavement Rehabilitation Project, Project No. F00228506, with the final construction contract amount of, $504,803.87 is accepted as complete, subject to the Contractor's continuing warranty and other obligations pursuant to the contract. The City Cleric is hereby authorized and directed to file a Notice of Completion concerning the Project with the Sonoma County Clerk's Office within ten (10) days of the date of this Resolution. 3. The Public Works & Utilities Department is hereby authorized and directed to release all undisputed retention within sixty (60) days of the date of this Resolution and in accordance with the terms of the Project contract, California Public Contract Code Section 7107 and applicable law. 4 Attachment 2 HOPPER STREET REHABILITATION PROJECT PROJECT NO. F00228506 LOCATION MAP 0 6/17/2014