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Home My WebLink AboutStaff Report 3.A 07/20/2015Agenda Item #3.A DATE: July 20, 2015 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan t. Jo E Dan _ Public Works and Utilities Larrylimmer, P.E. — Deputy Director, Public Works and Utilities SUBJECT: Resolution Accepting Completion of the Petaluma Community Sports Fields - Phase 1 Project RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Accepting Completion of the Petaluma Community Spoils Fields —Phase 1 Project. BACKGROUND On June 4, 2007, the City Council approved the conceptual master plan for the Petaluma Community Sports Fields, formerly known as East Washington Park. The full conceptual plan, included descriptions of recreational facilities and park amenities and an estimated project cost of approximately $23,000,000. The plan anticipated the project, due to its' scope and cost, would be constructed in phases. The City Council authorized a Professional Services Agreement with Winzler & Kelly to prepare a preliminary design of the entire park site and to complete detailed construction drawings, specifications, and cost estimates for Phase 1. On October 18, 2010, City Council approved the plans and specifications for Phase 1 and adopted the CEQA Mitigated Negative Declaration for the project. The project location is shown on Attachment 2. In 2013, staff modified Phase 1 of the project to match available funding of approximately $6.5 million, and to accelerate the project to use $2.0 million of the budget from Open Space grant funding prior to its expiration on December 6, 2016. On June 17, 2013, the City Council authorized a Professional Services Agreement with GHD, formerly Winzler & Kelly, to finalize construction documents for the revised Phase 1 project. On May 5, 2014 Council awarded a construction contract to Ghilotti Bros, Inc. (GBI) to construct two lighted playing fields along with roadway, walkway, driveway, parking and utility improvements for their bid of $3,828,959. On September 15, 2014 Council approved a change order and revised budget for the addition of the third field into Phase 1. Construction was successfully completed in May 2015. The proposed action meets Council Goal: "Plan for and implement priority capital projects as funding permits." 1 DISCUSSION The final construction contract cost is $5,902,051.98 based on approved change orders and final quantities. As directed by City Council, change orders include the third field and elements of Phase 2 related to the future sewer pump station and force main for the proposed bathrooms and concession stand. A portion of the change orders were in result of apparent errors and omissions by the project design consultant, GHD. These included issues with the field topography; grading and drainage; design; and structural detailing for the fence posts, and resulted in extra work to add storm drainage between the playing fields, conduits for future pathway and parking lighting, grading and paving for the trash enclosure area, PG &E required upgrades and structures, revised pathway grading and concrete flatwork, and additional fencing and gate upgrades. The consultant was provided written notification of the City's determination that certain costs are the responsibility of the consultant and payments have been withheld from consultant to pay for the associated costs. There are no outstanding claims. FINANCIAL IMPACTS The approved project budget (Project Number CO 1400104) was $6,551,500. The total project cost was $6,494,853, as shown in following summary: Petaluma Community Sports Fields- Phase 1 Project The project was funded through impact fees, Statewide Community Infrastructure Program funds, and an Open Space grant. At project closeout, all remaining funds will be returned to the Parks Department CIP fund to be used on other future park improvement 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. 2 Proposed Budget Actual Cost Design $ 115,000 $ 112,800 Construction Management and Inspection $ 140,000 $ 123,770 Construction Contract — Phase 1 $ 3,828,959 $ 3,855,790 Third Field and Phase 2 Elements $ 1,555,000 $ 1,573,103 Salaries/Benefits $ 195,000 $ 198,150 Contingency Change Orders $ 532,541 $ 473,159 CIP Overhead (2.4 %), Administration & Legal $ 185,000 $ 158,080 Total $ 6,551,500 $ 6,494,853 The project was funded through impact fees, Statewide Community Infrastructure Program funds, and an Open Space grant. At project closeout, all remaining funds will be returned to the Parks Department CIP fund to be used on other future park improvement 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. 2 ATTACHMENTS 1. Resolution 2. Location Map Attachment 1 RESOLUTION ACCEPTING COMPLETION OF THE PETALUMA COMMUNITY SPORTS FIELDS— PHASE 1 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 Petaluma Community Sports Fields (formerly "East Washington Park ") Phase 1 Project ( "Project "); and WHEREAS, bids for the Project were opened on April 9, 2014 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. 2014 -067 N.C.S. adopted May 5, 2014, the City Council of the City of Petaluma found the bid of $3,828,959 for the Project to be the lowest responsive bid; awarded the Project to Ghilotti Bros., Inc. in the amount of $3,828,959 conditioned on Ghilotti Bros., Inc'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, by Resolution No. 2014 -148 N.C.S. adopted September, 2014, the City Council of the City of Petaluma approved the proposed budget to $6,551,500, and authorized the approval of a contract change order (CO No. 3) for $1,335.749.81 for the construction of the third playing field; and WHEREAS, the following change orders affecting the Project amount have been approved: CO No. 1: Grading Issues with original. GHD topography CO No. 2: Grading for Field 3 CO No. 3: Third field construction CO No. 4: Sewer pump station CO No. 5: Additional electrical conduits and electrical extensions CO No. 6: Corrections for privacy fence posts CO No. 7: Electrical upgrades for Field 3, bathroom, and future phases CO No. 8: Additional storm drainage between fields CO No. 9: Corrections for subdrain on fields 1 and 2 CO No. 10: Installation of the sewer force main CO No. 11: Additional asphalt for roadway and trash enclosure area $ 96,137.69 $ 89,053.12 $1,335,749.81 $ 58,041.65 $ 53,679.67 $ 47,475.45 $ 90,259.58 $ 48,473.29 $ 32,199.62 $ 59,914.86 $ 11,778.01 L, CO No. 12: PG &E barrier wall at transformer $ 7,529.45 CO No. 13: ADA upgrades, concrete flatwork, signage and grading $ 27,148.0.1 CO No. 14: Corrections to turn around bulb elevations & field 3 access $ 13,271.97 CO No. 15: Additional walls for field 3 $ 74,595.40 CO No. 16: Additional pump station wiring and concrete dowels $ 954.90 Total Change Orders: $ 2,046,262.48; and WHEREAS, the final contract amount as amended, including change orders and final quantities, is $5,902,051.98; 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 RESOLVED by the City Council of the City of Petaluma as follows: 1. The contract entitled Petaluma Community Sports Fields- Phase 1 Project, City Project Number C01400104 with a final contract amount of $5,902,051.98, 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. 5 I 0��X� PETALUMA COMMUNITY SPORTS FIELDS PHASE 1 PROJECT PROJECT NO. C01400104 LOCATION MAP soy �•P• 4 r u ° o � Attachment 2 0 PROJECT SITE oho goo Date :JULY 20, 2015 L N City of Petaluma PROJECT SITE w E Public Works and Utilities S Department �t35`d lei