HomeMy WebLinkAboutStaff Report 3.B 01/05/2015Agenda Item #3.
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DATE: January 5, 2014
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan "7 .ASCE — Director, Public Works & Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Accepting Completion of the Construction Contract for Petaluma
Municipal Airport Runway 11-29 Pavement Improvements Project
RECOMMENDATION
It is recommended that the City Council Adopt the Attached Resolution Accepting Completion
of the Construction Contract for Petaluma Municipal Airport Runway 11 -29 Pavement
Improvements Project.
BACKGROUND
The Federal Airport Authority (FAA) Airport Improvement Program (AIP) Grant 23 was
approved for the replacement of airfield guidance signage, rehabilitation of Runway 11 -29 and
the replacement of the voltage regulator. The original rehabilitation of the runway was to be a
crack seal. The City Council approved AIP-23 with Resolution 2012-31 N.C.S. on March 19,
2013. After that date, the City's consultant, Mead & Hunt, recommended that due to the
condition of the runway the City should consider additional work beyond crack sealing. Staff
then proposed additional work for the runway and the FAA recommended that the City apply for
a new grant for pavement repairs, crack seal and overlay.
Due to personnel changes at the FAA District Office, applying for the project was delayed. A
pre -application for AIP-24 was mailed on March 18, 2014. In a letter dated June 4, 2014, the
City was authorized by FAA to advertise the project for bidding. On July 23, 2014, the FAA
confirmed the award of $900,000.00 for this project. The project was awarded by Resolution
2014-131 N.C.S., adopted on August 4, 2014, to Ghilotti, Inc.
The above project was approved for Federal Airport Authority (FAA) funding to rehabilitate and
improve the airport runway pavement.
The final construction contract cost is $589,617.42, which includes change orders for additional
dig -outs and runway light repair work not expected during the bid stage.
There are no disputed claims and the project was completed without any other significant
incidents.
FINANCIAL IMPACTS
The approved FY 14/15 CIP budget for the Petaluma Municipal Airport Runway 11-29
Pavement Improvements (C61501402) was $945,000.00. Bids came in lower than estimated so
the project budget was revised down to $737,777.00 at award of bid. The construction contract,
final quantities, change order work, construction management and inspection, and the total cost
for the project are tabulated below.
It is anticipated that the FAA will reimburse the Petaluma Municipal Airport Runway 11 -29
Pavement Improvements project for the actual costs of design, construction
management/inspection, and construction. The following table is a breakdown of total project
cost for Petaluma Municipal Airport Runway 11-29 Pavement Improvements:
Phase
Approved Budget
Actual Total
Project Cost
Construction Contract
$560,777
$589,617.42
Testing Services
$10,000
$9,187.10
Construction Management
Consultant
$12,000
$15,461.50
Salaries / Benefits
$55,000
$45,000.00
Contingency
$75,000
$0
CIP Overheads
$25,000
$20,000.00
TOTAL:
$737,777.00
$679,266.02
SOURCES
FY 14-15 CIP
Budget
Petaluma Municipal Airport
Runway 11-29 Pavement
Improvements Budget
Airport Operating Fund
*$41,000
State AIP Grant
$45,000
$33,000
FAA Grant
$900,000
$664,000
TOTAL:
$945,000
$738,000
*This amount was not shown in the CIP budget but was accounted for in the Airport Operating
budget. This amount will fund the 5% grant match and the City's overhead costs.
Once completed, staff will seek reimbursement and project closeout with FAA.
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.
2
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE CONTRACT FOR
THE PETALUMA MUNICIPAL AIRPORT RUNWAY 11-29 PAVEMENT
IMPROVEMENTS 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 advertised on June 19, 2014 and on June 26, 2014, and six
(6) bids were received and opened on July 16, 2014 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by Ghilotti Bros.,
Inc. from San Rafael, CA for $560,777.00; and
WHEREAS, by Resolution 2014-131 N.C.S., adopted on August 4, 2014, the City
Council found the bid of $560,777.00 for the Project to be the lowest responsive bid, awarded
the Project to Ghilotti Bros., Inc., in the amount of $560,777.00 conditioned on Ghilotti Bros.,
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
CC091 Additional Digout and Runway light repair $ 3,106.54
Item Overrun/Underrun Total $25,733.80; and
WHEREAS, the final construction contract amount, as amended, including all change
orders, is $589,617.42; and
WHEREAS, the total cost of the Project is $679,266.02, 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:
The contract entitled Petaluma Municipal Airport Runway 11-29 Pavement
Improvements Project, Project No. C61501402, with the final construction contract
amount of $589,617.42, 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.
3. The Public Works & Utilities Department is hereby authorized and directed to release
all undisputed retention 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.
PETALUMA MUNICIPAL AIRPORT RUNWAY
11-29 PAVEMENT IMPROVEMENTS
CITY PROJECT NO. C61501402
LOCATION MAP
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Project
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Attachment 2
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