HomeMy WebLinkAboutStaff Report 3.D 12/07/2015. F
DATE:
December 7, 2015
Agenda Item #3.D
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. J .ASCE —Director, Public Works and Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Ellis Creek Headworks Screen
Replacement Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Ellis Creek Headworks Screen Replacement Project.
BACKGROUND
This construction project upgraded the screening process within the headworks of the City's Ellis
Creek Water Recycling Facility ( ECWRF). The ECWRF debris removal components were
designed and constructed in accordance with industry standards in effect at the time. However,
the ECWRF and many other sewage treatment systems in the United States have been
significantly impacted by the introduction and rapid popularity of disposable wipe products.
Disposable wipes that are placed in the toilet can cause major problems in sewer pumps as they
tend to shred and bind within the pump volute. Frequent maintenance to clear the pump is
required. This construction project included the removal of the existing screens and washers, and
installation and start-up of the two new step screens with new debris washers.
City Council approved the procurement of the two Huber Screens for $470,923 on July 21, 2014.
Based on the design consultant's recommendation, it was decided to purchase the head works
screens outside of the construction contract. While this added a small amount to consultant and
staff costs, it greatly reduced construction costs by eliminating the contractor mark up and
overhead costs.
Bids for the construction contract were opened on January 14, 2015. On February 23, 2015, the
City Council awarded the construction contract to C. Overaa & Co. of Richmond, CA in the
amount of $416,500. Construction was successfully completed in November 2015.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The final construction contract cost is $424,452, which included one change order in the amount
of $7,952. The change order was related to additional work to install electrical equipment,
modifications to the screens and washer compactors, and modifications to the chutes discharging
to the dumpsters.
FINANCIAL IMPACTS
The approved project budget (Project Number C66501306) was $1,948,240. With the design,
construction contract, final quantities, contingency, construction management and inspection, the
total cost for the project was $1,297,827, as shown in following project breakdown:
The project is funded through the wastewater capital fund. 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
Revised CIP
Budget at Award
Actual Cost
Construction Contract (low bid)
$
416,500
$
424,452
Screen Procurement
$
470,923
$
470,923
Design
$
242,135
$
242,170
Construction Management
(City)
$
68,000
$
53,711
Consultant Services during
Construction, Inspection, and
Programming
$
200,682
$
56,571
CIP Overheads
$
50,000
$
50,000
Contingency (Remaining
Budget)
$
500,000
$
0
TOTAL
$
1,948,240
$ 1,297,827
The project is funded through the wastewater capital fund. 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
ELLIS CREEK HEADWORKS SCREEN REPLACEMENT 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 Ellis Creek Headworks Screen Replacement Project ( "Project ");
and
WHEREAS, bids for the Project were opened on January 14, 2015 in accordance with
California Public Contract Code Section 4104.5 and other applicable laws at which time the City
received 8 (eight) bids; and
WHEREAS, by Resolution No. 2015 =018 N.C.S. adopted February 23, 2015, the City
Council of the City of Petaluma found the bid of $416,500 for the Project to be the lowest
responsive bid; awarded the Project to C. Overaa & Co. in the amount of $416,500 conditioned
on C. Overaa'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 order (CO) affecting the Project amount has been
approved:
CO No. 1: Modifications to the Electrical, Screens, Washers and Chutes $ 7,952.00
Total Change Orders: $ 7,952.00; and
WHEREAS, the final contract amount as amended, including final quantities, is
$424,452; 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.
3
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
The contract entitled Ellis Creek Headworks Screen Replacement Project, City Project
Number C66501306 with a final contract amount of $424,452, 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.
11
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