HomeMy WebLinkAboutStaff Report 3.D 01/05/2015Agenda Item #3.
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DATE: January 5, 2015
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan jg�.ASCE — Director, Public Works & Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Accepting Completion of the 2014 Various Streets Maintenance
Project
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution accepting Completion of
the Construction Contract for the 2014 Various Streets Maintenance Project.
BACKGROUND
The 2014 Various Streets Maintenance project was the first pavement restoration project
proposed by the City in several years that is not designed to meet the narrow design objectives
dictated by the Caltrans grant funding programs, such as the State Transportation Program (STP)
and Congestion Management and Air Quality (CMAQ) grants. The project consisted of applying
microsurfacing and cape seals on various arterial and collector streets in Petaluma, including
related activities such as installing traffic control; removing and replacing traffic stripes,
pavement markings, and pavement markers. The project reduced the continued degredation of
the City's streets.
The streets that were selected provided the most cost effective improvements and were primarily
focused on higher volume streets to provide the most benefit to the traveling public. The Base
Bid included Petaluma Boulevard North, Magnolia Avenue, Bodega Avenue/Washington Street,
East D Street, East Madison Street, and Gumwood Lane/Wood Lane. Bid Alternate #1 included
Corona Road, Caulfield Lane, and McDowell Boulevard South and Bid Alternate #2 included a
three layer system on a segment of Maria Drive from Professional to Banff.
Most of the work done was microsurfacing which is an asphalt emultion with fine agregate and is
differentiated from a slurry seal by the use of a polymer additive and the ablitity to place a
thicker layer of the material. East Madison received a "cape seal" which is a standard clip seal
with a microsurface placed as a top layer. A "three layer system" in this case means placing a
cape seal after first placing a leveling course to correct undulations in the existing pavement.
Maria Drive is in poor condition and the three layer system was to be considered a test to see
how much life could be added to the pavement in lieu of the typical solution of a full
reconstruction.
Bids were opened on June 25, 2014. On July 21, 2014, the City Council awarded the
construction contract to Telfer Highway Technologies of McClellan, CA in the amount of
$585,872.50, which included Bid Alternate #1. Bid Alternate #2, at $175,082, was left out of the
contract due to insufficient funding.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits".
Although Bid Alternate #2 was not awarded, staff continued to seek ways to find funding to
complete the work on the segment of Maria Drive. Staff negotiated a change order removing the
bid item, "Dig -outs and Repairs," from the contract and City crews performed the work instead.
Since the dig -out work was outside of the prime contractor's area of expertise, the unit price was
inordinately high. This one change order saved the project $60,160.00. Staff made slight
modifications to the project during construction, which allowed additional savings on resurfacing
and striping quantities. The final construction contract cost is $491,853.05, which was
unfortunately still not low enough to allow the work to be done on Maria Drive. Due to a lack of
funding for street work it is unknown at this time when Maria Drive pavement will be replaced
or treated.
Total project costs included $24,705.43 for construction management and construction
inspections performed by Public Works & Utilities staff as well as material testing performed by
Miller Pacific Engineering Group. The costs for construction management and material testing,
while still quite low, were higher than estimated due to additional night work staff requested in
order to remain out of the downtown area during the day. There are no disputed claims and the
project was completed without any significant incidents.
FINANCIAL IMPACTS
The approved FY 14/15 2014 Various Streets Maintenance project budget (Project Number
C16101303) was $661,000. With the construction contract, final quantities, contingency,
construction management and inspection, the total cost for the project was $518,560, as shown in
the following project breakdown.
Uses,
Revised'Tgtal=
Prdj6ctBbdget
Actual Total
'ProectCost
Design/Environmental"
Construction Contract
$
586,000
$
491,854
Construction Management/Testing
$
19,000
$
24,706
CIP Overhead
$
2,000
$
2,000
Project Contingency
$
54,000
$
-
TOTAL
$
661,000
$
518,560
Funding Sources
Street Maintenance Fund
$
661,000
$
518,560
TOTAL
$
661,000
$
518,560
At project closeout, all remaining funds will be returned to the Street Maintenance fund to be
used on future projects. It is anticipated that $10,300 of the unused funds will be used to pave a
portion of West Street where a developer is conditioned to pave only one-half of the street.
Following the acceptance of the project, the City Cleric 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
3
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE
CONSTRUCTION CONTRACT FOR THE 2014 VARIOUS STREETS MAINTENANCE
PROJECT
PROJECT NO. 016101303
WHEREAS, in accordance with Section 68 of Article 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 2014 Various Streets Maintenance Project ("Project"), and
WHEREAS, bids for the Project were opened on June 25, 2014, in accordance with
California Public Contract Code Section 4104.5 and other applicable law; and
WHEREAS, the apparent low bid for the Project was Telfer Highway Technologies in
the amount of $585,872.50; and
WHEREAS, by Resolution No. 2014-052, adopted on March 17, 2014, the City Council
found the bid of $585,872.50 for the Project to be the lowest responsive bid, awarded the Project
to Telfer Highway Technologies in the amount of $585,872.50, conditioned on Telfer Highway
Technologies 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 order (CCO) affecting the Project amount
have been approved:
Order Number
Amount
CCO#1 I Removal of bid item "Digouts and Repairs" 1 $(60,1
Total Change Orders 1 $(60,160.00)
WHEREAS, the final contract amount, as amended, including all change orders,
overruns and underruns is $491,854; and
WHEREAS, the estimated total cost of the Project is $518,560, and was within the
approved Project budget; and
WHEREAS, City staff have inspected the Project and determined that it has been
completed in accordance with the contract requirements, and the Contractor's continuing
warranty and other obligations pursuant to the contract; and
4
WHEREAS, based on the foregoing, staff recommends acceptance of the Project on
behalf of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council as follows:
The contract entitled 2014 Various streets Maintenance Project, Project No.
C16101303, with the final contract amount of $491,854, is accepted as complete,
subject to the Contractor's continuing warranty and other obligations pursuant to the
contract.
2. The City Clerk is hereby authorized and directed to file a Notice of Completion
concerning the Project with the Sonoma County Clerk's Office within 10 days of the
date of this Resolution.
Staff are hereby authorized and directed to release all undisputed retention not subject
to pending change orders within 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.
Attachment 2
2014 VARIOUS STREETS MAINTENANCE PROJECT
PROJECT NO. C16101303
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