HomeMy WebLinkAboutStaff Report 3.G 12/07/2015DATE:
TO
Agenda Item #3.G
December 7, 2015
Honorable Mayor and Members of the City Council through City Manager
FROM: Dan t. J SCE
.A — Director, Public Works & Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Accepting Completion of the Construction Contract for the Stream and
Precipitation Gauge Installation Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Construction Contract for the Stream and Precipitation Gauge Installation Project.
BACKGROUND
In cooperation with the Sonoma County Water Agency (SCWA), and the US Geological Service,
the City maintains and operates a series of nine stream level gauges as part of the regional flood
alert system. These gauges send water level and precipitation data to the web based computer
system to allow the City's emergency managers to monitor in real time during periods of
potential flooding.
Several years ago, the City proposed a project to the SCWA Zone 2A Committee for the
installation of up to 10 additional stream gauges within the Petaluma Watershed. SCWA
approved the project for $174,000 to cover the cost of purchasing and installing ten gauges. On
October 7, 2013, the City Council authorized staff to sole- source purchase ten stream gauges
from Hydrolynx for installation throughout the Petaluma Watershed. The selected locations for
the new gauges were planned to provide useful information for operating the City's Flood Alert
System. The selected locations allow the City to maintain the Surface Water Management
Model, and also supports strategic prioritization of capital improvement projects to address and
reduce the impacts of localized and regional flooding events. The properties utilized as gauge
locations are either owned by the City, County, or Sonoma County Water Agency.
Bids were opened on June 3, 2015. On July 6, 2015, the City Council awarded the construction
contract to Pacific Underground Services of Martinez, CA, in the amount of $51,875.00.
Construction began in September and was completed by the end of the month.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits ".
DISCUSSION
The final construction contract cost for this project is $58,922.42, which includes three change
orders totaling $7,047.42.
The first change order was for an electrical conduit size increase and for repair of a dilapidated
fence at Lynch Creek that was impeding construction and creating a potential safety hazard along
the sidewalk. The second change order was for placing the conduit in an open trench with a rock
cap versus a surface installation as specified in the bid documents. The third change order was
for installing the tenth gauge site on Adobe Creek at Manor Lane. At the time of bid, the tenth
location had not been secured and therefore was added by change order.
FINANCIAL IMPACTS
The following table summarizes the CIP budget and the current estimated cost for the Stream
and Precipitation Gauge Installation Project:
Uses
CIP Budget
FY 15/16
.
Current+
Estimate
Design
$
10,000
$
16,000
Construction Contracts
$
144,000
$
58,922
Stream Gauge Purchase
$
54,553
Construction Management
$
17,000
$
14,000
Post Construction Survey/FCC Licensing
$
15,000
CIP Overhead
$
5,000
$
5,000
Administration
$
-
$
5,000
Project Contingency
$
3,000
TOTAL
$
179,000
$
168,475
Funding Sources
Storm Drainage Impact Fees
(Overhead)
$
5,000
$
5,000
SCWA Zone 2A Assessments
$
174,000
$
163,475
TOTAL
$
179,000
$
168,475
The City received the funds from SCWA for the cost of the project per the Funding Agreement
authorized by the City Council by Resolution #2013 -138 N.C.S. and executed by the County in
July 2014. At project closeout, any SCWA Zone 2A Assessment funds remaining will be
retained by SCWA for future allocation to other surface water 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.
W,
ATTACHMENTS
1. Resolution
2. Location map
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE
CONSTRUCTION CONTRACT FOR THE STREAM AND PRECIPITATION GAUGE
INSTALLATION PROJECT
PROJECT NO. 000500308
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 Stream and Precipitation Gauge Installation Project ( "Project ");
and
WHEREAS, bids for the Project were opened on June 3, 2015, in accordance with
California Public Contract Code Section 4104.5 and other applicable law; and
WHEREAS, the apparent low bid for the Project was Pacific Underground Services, in
the amount of $51,875; and
WHEREAS, by Resolution No. 2015 -095, adopted on July 6, 2015, the City Council
found the bid of $51,875.00 for the Project to be the lowest responsive bid, awarded the Project
to Pacific Underground Services, in the amount of $51,875.00, conditioned on Pacific
Underground Services 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 Project amount
have been approved; and
e Order Number Description Amount
CC0#1 Fence Repair $1,204.99
CCO #2 Place rock within an open trench $ 717.43
CCO #3 Install tenth gauge on Adobe Creek $5,125.00
Total Change Orders $7,047.42
WHEREAS, the final contract amount, as amended, including all change orders,
overruns and underruns is $58,922.42; and
WHEREAS, the estimated total cost of the Project is $168,475, and was within the
approved Project budget; and
C!
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
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 Stream and Precipitation Gauge Installation Project, Project No.
C00500308, with the final contract amount of $58,922.42, 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. 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.
5
Attachment 2
STREAM AND PRECIPITATION GAUGE
INSTALLATION
PROJECT NO. C00500308
LOCATION MAP
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Date :DECEMBER 7, 201
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VARIOUS LOCATIONS Public Works and Utilities
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