HomeMy WebLinkAboutStaff Report 3.D 03/16/2015Agenda Item #3,D
DATE: March 16, 2015
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St.46ji;11F ��� Lirector, Public Works and Utilities
Larrer, P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Wilmington Pump Station Upgrade
Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Wilmington Pump Station Upgrade Project.
The Wilmington Pump Station is located at the intersection of Wilmington Drive and Holly Lane
directly adjacent to Lynch Creek, as shown on Attachment 2. The station pumps wastewater
from the north side of Petaluma and Penngrove to a gravity sewer line in Madison Street, which
flows to the City's Primary Influent Pump Station at Hopper Street where it is re -pumped to the
Ellis Creels Water Recycling Facility. The pump station was built in 1962 and had a minor
upgrade in 1995. The station was experiencing repeated failures requiring significant attention by
maintenance personnel. This critical pump station was not operating at an acceptable level of
service and did not meet the system needs. Structural, mechanical, and electrical improvements
were necessary to meet flow capacity, reliability, safety, and maintenance requirements.
The Wilmington Pump Station improvement project included architectural, structural,
mechanical, electrical equipment, and instrument control improvements to the existing pump
station. The project also included construction of an odor control unit, installation of a new
emergency power generator, replacement of fencing, and installation of landscaping to enhance
the site aesthetics within a residential neighborhood. This project improved service and will
reduce maintenance cost.
Bids were opened on May 15, 2013. On June 17, 2013, the City Council awarded the
construction contract to West Bay Builders, Inc. of Novato, CA in the amount of $1,358,000.
Construction was substantially completed in August 2014, and punch list items were completed
in February 2015.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The final construction contract cost is $1,386,084.00 which includes three change orders totaling
$28,084.00 (2% of contract cost). The approved project budget established a contingency of
$300,000 for unforeseen conditions. Change orders included removal of unforeseen concrete
foundations, bollard relocations, changes to equipment, PG&E changes to transformer and meter
conduits, over -excavation and geotechnical upgrades to pavements, repairs to the existing wet
well walls in preparation for coatings, and modifications to pump supports. There are no disputed
claims and the project was completed without any significant incidences.
FINANCIAL IMPACTS
The Wilmington Pump Station Upgrade, Project Number C00501400, has an approved CIP
budget amount of $2,808,000. The final construction contract cost is $1,386,084, which includes
change orders totaling $28,084.00. With the design, construction contract, CIP overhead,
contingency, salariesibenefits, construction management and inspection, the total cost for the
project is $2,138,434, as shown in following project breakdown:
Wilmington Pump Station Upgrade Project
Approved CIP
Budget
Actual Cost
Design, PG&E, and Planning
$ 510,000
$ 400,004
Construction Management and Inspection
$ 360,000
S 181,971
Construction Contracts
$ 1,500,000
$ 1,358,000
Salaries/Benefits
S 90,000
$ 122,470
Change Orders (Contingency)
$ 300,000
$ 28,084
CIP Overhead, Legal & Administration
$ 48,000
$ 47,905
Total
$ 2,808,000
$ 2,138,434
At project closeout, all remaining funds will be returned to the Wastewater CIP fund to be used
on future projects.
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 ACCEPTING COMPLETION OF THE
WILMINGTON PUMP STATION UPGRADE PROJECT
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 laws, the City of
Petaluma solicited bids for the Wilmington Pump Station Upgrade Project ("Project"); and
WHEREAS, bids for the Project were opened on May 15, 2013 in accordance with
California Public Contract Code Section 4104.5 and other applicable laws at which time the City
received 4 bids; and
WHEREAS, by Resolution No. 2013-065 N.C.S. adopted June 17, 2013, the City
Council of the City of Petaluma found the bid of $1,358,000.00 for the Project to be the lowest
responsive bid; awarded the Project to West Bay Builders, Inc.in the amount of $1,358,000.00
conditioned on West Bay Builder's 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 were necessary to effectively complete the project and/or
to realize the Project and/or cost benefits for the City; and
WHEREAS, the following change orders (CO) affecting the Project amount have been
approved:
CO No. 1: Unforeseen Concrete, bollard relocation & door change $ 5,910
CO No. 2: PG&E changes to conduits between the transformer and meter $ 5,249
CO No. 3: Pump support additions, paving upgrades, & wet well repairs $ 16,925
Total Change Orders: S 28,084; and
WHEREAS, the final contract amount as amended including change orders is
$1,386,084.00; and
WHEREAS, City staff has inspected the Project and determined that it has been
completed in accordance with the contract requirements subject to the Contractor's continuing
warranty and other obligations pursuant to the contract; and
WHEREAS, based on the foregoing, staff recommends acceptance of the Project on
behalf of the City.
NOW, THEREFORE, BE IT RE SOLVED by the City Council of the City of Petaluma
as follows:
1. The contract entitled Wilmington Pump Station Upgrade Project with a final contract
amount of $1,386,084.00 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 ten (10) days of
the date of this Resolution.
3. Staff is hereby authorized and directed to release all undisputed retention not subject to
pending change orders within sixty (60) days of the date of this Resolution and in
accordance with the terms of the Project contract, the Petaluma City Charter, California
Public Contract Code Section 7107 and applicable law.
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Attachment 2
WILMINGTON PUMP STATION
IMPROVEMENTS
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11
PROJECT NO. C00501400
LOCATION MAP
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Date :February 23, 2015
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PROJECT SITE Public Works and Utilities
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