HomeMy WebLinkAboutStaff Report 3.A 11/16/2015Agenda Item #3.A
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DATE: November 16, 2015
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan t. SCE — Director, Public Works and Utilities
Larry er, P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Victoria Lift Station Upgrade Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Victoria Lift Station Upgrade Project.
BACKGROUND
The Victoria Pump Station, built in 1991, is located along Windsor Drive at the intersection of
West Haven Way in western Petaluma and is shown on the attached location map. The station
pumps wastewater from the Rock Ridge and Victoria subdivisions east into the City sewer
system, which ultimately flows to the City's Ellis Creek Water Recycling Facility. The Council
approved the CIP project (C66501002) in FY 14/15 to address improvements needed for
security, motor control, and electrical components necessary to meet reliability, safety, and
maintenance requirements.
The Victoria Pump Station improvement project included replacement of pumps and other
mechanical equipment, electrical equipment, site security alarms, lighting, and instrumentation
for control of the pump station. The project also included Supervisory Control and Data Analysis
( SCADA) programming and radio repeater design to integrate the pump station with the City's
overall wastewater SCADA system. SCADA is being incorporated into all pump stations to
allow remote monitoring and control as a means to improve the reliability of the sewer collection
system.
Bids were opened on November 12, 2014. On December 15, 2014, the City Council awarded the
construction contract to Clyde G Steagall, Inc. of Loomis, CA in the amount of $395,095.
Construction was successfully completed in October 2015.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The final construction contract cost is $413,048.09, which included five change orders. The
change orders were related to a relocated generator receptacle, electrical modifications, revisions
to piping and valves, and changes to the wet well cover.
FINANCIAL IMPACTS
The approved project budget (Project Number C66501002) was $700,000. With the design,
construction contract, final quantities, contingency, construction management and inspection, the
total cost for the project was $683,177, as shown in following project breakdown:
The project is funded through the wastewater capital fund. Two private Homeowners
Associations (HOAs) have agreements to contribute to the upgrade costs for the lift station. The
West Haven and Victoria Residential HOAs both have recorded maintenance agreements for the
ongoing maintenance of the pump station. The West Haven impound account will be transferred
to the wastewater fund with project funds totaling $18,133. The Victoria Residential HOA,
which was established before West Haven and includes more parcels, contributes at the same
monthly impound rate as West Haven. The Victoria Residential HOA has been invoiced for
$46,660.
At project closeout, all remaining funds will be returned to the Wastewater CIP fund to be used
on other 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
2
Approved
Budget at Award
Actual Cost
Construction Contract (low bid)
$395,095
$395,095
Design and Planning
$104,905
$111,318
Administration
$ 11,000
$ 7,929
Salaries and Benefits
$ 55,000
$ 90,473
Programming & Inspection
$ 47,000
$ 53,409
CIP Overheads
$ 7,000
$ 7,000
Contingency /Change Orders
$ 80,000
$ 17,953
TOTAL
$700,000
$683,177
The project is funded through the wastewater capital fund. Two private Homeowners
Associations (HOAs) have agreements to contribute to the upgrade costs for the lift station. The
West Haven and Victoria Residential HOAs both have recorded maintenance agreements for the
ongoing maintenance of the pump station. The West Haven impound account will be transferred
to the wastewater fund with project funds totaling $18,133. The Victoria Residential HOA,
which was established before West Haven and includes more parcels, contributes at the same
monthly impound rate as West Haven. The Victoria Residential HOA has been invoiced for
$46,660.
At project closeout, all remaining funds will be returned to the Wastewater CIP fund to be used
on other 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
2
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE
VICTORIA LIFT 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 Victoria Lift Station Upgrade Project ( "Project "); and
WHEREAS, bids for the Project were opened on November 12, 2014 in accordance with
California Public Contract Code Section 4104.5 and other applicable laws at which time the City
received 6 (six) bids; and
WHEREAS, by Resolution No. 2014 -194 N.C.S. adopted December 15, 2014, the City
Council of the City of Petaluma found the bid of $395,095 for the Project to be the lowest
responsive bid; awarded the Project to Clyde D. Steagall, Inc. in the amount of $395,095
conditioned on Clyde D. Steagall'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: MCC revision for power monitor, relays and cabinet $ 2,541.50
CO No. 2: Revised electrical and relocated generator receptacle $ 6,868.87
CO No. 3: Adjustment to wet well lid and cover $ 7,506.37
CO No. 4: Replacement of ARV and additional piping $ 2,509.90
CO No. 5: Deductive prices for valve and piping and generator plug $ (-)1,473.55
Total Change Orders: $17,953.09; and
WHEREAS, the final contract amount as amended, including final quantities, is
$413,048.09; 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 Victoria Lift Station Upgrade Project, City Project Number
C66501002 with a final contract amount of $413,048.09, 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.
Attachment 2
VICTORIA PUMP STATION
DESIGN PROJECT - 2011
PROJECT NO. C66501002
LOCATION MAP