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Home My WebLink AboutStaff Report 5.C 02/22/2016DATE: February 22, 2016 Agenda Item #5. C TO: Honorable Mayor and Members of the City Council through City Manager FROM: an ) ASCE — Director, Public Works and Utilities L y Zimer, P.E. — Deputy Director, Public Works and Utilities SUBJECT: Resolution Authorizing Award of Contract for the Petaluma Complete Streets Project RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing the Award of Contract for the Petaluma Complete Streets Project. BACKGROUND On January 7, 2013, City Council authorized staff to apply for the One Bay Area Grant (OBAG) program for a rehabilitation project within the City's Priority Development Area. The City was awarded the OBAG grant later in the year for the amount of $1,848,000. The OBAG grant includes federal Surface Transportation Program (STP) funding and Congestion Mitigation and Air Quality Improvement (CMAQ) funding, which requires funding authorization through the local district office of Caltrans. After award of the grant, staff worked with Caltrans to gain authorization to proceed with design. Once approval was received, staff advertised a Request for Proposals to design consultants and selected GHD of Santa Rosa. GHD completed 100% construction plans in early 2015 and staff again worked with Caltrans to gain authorization to proceed with construction. Staff timed the invitation to bid so this project would commence following the East D Street Sewer and Water Rehabilitation Project. The proposed action meets Council Goal: "Plan for and implement priority capital projects as funding permits." DISCUSSION The specific project limits are Lakeville Street from East Washington Street to Caulfield Lane and East D Street from the D Street Bridge to Lakeville Street. The proposed project improvements will include asphalt rehabilitation, ADA improvements, restriping, sidewalk gap closures for all roadway segments, and Class II bicycle lanes on Lakeville Street. The entire asphalt rehabilitation, roadway restriping, and majority of the sidewalk and ramp work is included in the base bid. The bid alternate includes two additional ramps and some sidewalk along East D Street. This work was separated out from the base bid since there was concern of higher bids causing the project to be underfunded. Fortunately, the bids came in low enough to include this work. Construction of this project will restore compliant sidewalk and ramp facilities on both sides of East D Street and Lakeville Street with the exception of a segment on Lakeville Street between East D and Jefferson Streets where there is no existing sidewalk and inadequate right of way to construct new sidewalk. The lane configurations are not changing from what exists currently. Staff issued a Notice Inviting Bids on December 24 and 31, 2015. On January 27, 2016, six (6) bids were received as follows: Name of Bidder Business Location Total Base Bid Total Bid Alternate Maggiora & Ghilotti San Rafael $1,582,582.00 $164,130.00 Ghilotti Brothers San Rafael $1,505,339.95 $219,230.00 Argonaut Contractors Santa Rosa $1,407,301.95 $164,788.50 Team Ghilotti, Inc. Petaluma $1,389,282.51 $124,960.00 Ghilotti Construction Santa Rosa $1,384,313.00 $196,000.00 O.C. Jones & Sons, Inc. Berkeley $1,313,300 $191,660.00 Engineer's Estimate N/A $1,618,539 $122,550 Bids were ranked in accordance with the specifications by the base bid amount. The lowest responsible bidder, O.C. Jones & Sons, Inc., has not performed work for the City of Petaluma, but has performed similar public works projects. Staff verified that Contractor possesses a valid Class A California Contractor's License, license number 759729, which expires on March 31, 2017, which qualifies Contractor to perform the work. Construction is tentatively scheduled to begin in April of 2016 and to be completed by the end of July of 2016. Inspection and construction management will be conducted by City staff. Design support services during construction will be performed by the consultant, GHD, Inc. Staff recommends that the City Council authorize the City Manager to execute a contract for the Petaluma Complete Streets Project with the apparent low bidder, O.C. Jones & Sons, Inc. and award the Bid Alternate work for this contract. FINANCIAL IMPACTS The Petaluma Complete Streets Project is estimated at $2,138,000 total project cost including the City's requisite overhead and administrative charge. The OBAG Program will fund 88.5% of the allowable direct project costs (not including the City's overhead and administrative charge), up to the grant limit of $1,848,000. The grant will reimburse based on actual expenses. The initial expenses will be paid from the CIP fund and reimbursed within approximately three months of expenditure. 2 Council previously approved a total project budget of $2,138,000, comprised of $1,848,000 of the One Bay Area Grant (OBAG) Grant and $290,000 in local match and overhead funds to come from Street Maintenance Funds. The following table summarizes the project budget: Uses Requested CIP Budget FY 15/16 Contract Award Estimated Grant' Reimbursement Design $ 217,000 $ 225,000 $ 199,170 Legal $ - $ - $ - Planning /Environmental $ - $ - $ - Construction Contracts $ 1,679,000 $ 1,504,960 $ 1,332,191 Construction Management $ 49,000 $ 207,208 $ 183,421 Administration $ 1,000 $ 1,000 $ - CIP Overhead @ 2.4% $ 42,000 $ 49,336 $ - Project Contingency $ 150,000 $ 150,496 $ 133,219 TOTAL $ 2,138,000 $ 2,138,000 $ 1,848,000 Funding Sources One Bay Area Grant (OBAG) $ 1,848,000 $ 1,848,000 $ 1,848,000 Street Maintenance 2411 $ 290,000 $ 290,000 $ - TOTALI $ 2,138,000 1 $ 2,138,000 ATTACHMENTS 1. Resolution 2. Location Map 3 Attachment 1 RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE PETALUMA COMPLETE STREETS PROJECT WHEREAS, City staff has prepared construction bid documents and advertised for construction of this Project; and WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, City staff solicited bids for the Project; and WHEREAS, the Project was bid on December 24 and 31, 2015, and 6 bids were received and opened in accordance with applicable law; and WHEREAS, the lowest base bid for the Project was from O.C. Jones & Sons, Inc., for $1,313,299.30; and WHEREAS, staff has determined that O.C. Jones & Sons, Inc. submitted a responsive and responsible bid and satisfies the bidding requirements for the Project; and WHEREAS, staff has verified that O.C. Jones & Sons, Inc. possesses a valid California Contractor's License, Class A, number 759729 that qualifies O.C. Jones & Sons, Inc. to perform the Project; and WHEREAS, the bid alternate price is within the project budget amount and will be paid for by the grant; and WHEREAS, the Project has a Categorical Exemption pursuant to the California Environmental Quality Act ( "CEQA ") pursuant to Article 19, Section 15301, of Title 14 of the California Code of Regulations ( "CEQA Guidelines "). NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. In accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, waives any and all non- conformance in the bid of O.C. Jones & Sons, Inc. for the Petaluma Complete Streets Project, and finds the base bid of $1,313,300 to be the lowest responsive bid, and further finds that the bid alternate of $191,660 to be within the project budget, and therefore finds O.C. Jones & Sons, Inc. is the lowest responsible bidder, and 2. Awards the contract for the Petaluma Complete Streets Project to O.C. Jones & Sons, Inc. in the amount of $1,504,960, conditioned on O.C. Jones & Sons, Inc. timely executing the project contract and submitting all required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents, and E 3. Directs staff to issue a notice of award to O.C. Jones & Sons, Inc., and 4. Authorizes and directs the City Manager to execute the project contract on behalf of the City of Petaluma upon timely submission by O.C. Jones & Sons, Inc. of the signed project contract and all other required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. C PETALUMA COMPLETE STREETS PROJECT vE\ 'oe- 0 PROJECT NO. C16101416 LOCATION MAP l� I•` I � ` LAKEVILLE STREET F(rgRo� •� •1•�. G LD y� f r �• i Attachment 2 2