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Home My WebLink AboutStaff Report 3.D 03/07/2016DATE: March 7, 2016 Agenda Item #3.D TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan ASCE — Director, Public Works and Utilities Larry immer, P.E. — Deputy Director, Public Works and Utilities SUBJECT: Resolution Accepting Completion of the Park Place Well Replacement Project RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Accepting Completion of the Park Place Well Replacement Project. BACKGROUND The Restructured Agreement for Water Supply between the City and the Sonoma County Water Agency establishes a local water production capacity goal for Petaluma. The City has agreed to maintain the ability to deliver up to 40% of the maximum month water demand in case of emergency or drought, which is approximately 4.0 million gallons per day (mgd), or 2,800 gallons per minute (gpm). To meet that goal, CIP project # C67401201 was created for well construction and repair to improve and maintain the City's well system. The original construction contract included the Park Place Well Replacement, which was identified as the FY 14/15 work for this CIP project. During construction, due to the continued drought conditions throughout California and demand for well drillers, it was determined that adding a second well to the project would be in the City's best interest. This second well was the Willowbrook Replacement well which was identified as the FY 15/16 phase of work for the same CIP project. The Park Place and Willowbrook Well Replacement project included drilling new wells at the site of defunct wells, performing water quality testing, installing well casing and screens, installing well pumps and piping, and installing new well houses. Both wells replaced abandoned wells at the existing well sites. These wells are a part of the City's goal of meeting 40% of the average day of the maximum month water demand using local supply. Combined, these two wells supply approximately 600 gpm, which is about 8% of the summer time demand. The project locations are shown on Attachments 2 and 3. Bids for the Park Place Well Replacement project were opened on August 27, 2014. On October 6, 2014, the City Council awarded the construction contract to Weeks Drilling and Pump Co. of Sebastopol, CA in the amount of $448, 818. Construction of the well was successfully completed in April of 2015. On April 6, 2015, City Council approved of a Contract Change order to add the Willowbrook Well Replacement to the construction contract. The CIP budget was adjusted to move money slated for FY 15/16 into FY 14/15 to begin construction on the Willowbrook Well. The overall two-year CIP budget was also reduced from $1,504,000 to $1,364,500. The Willowbrook Well was successfully completed in February 2016. DISCUSSION The final construction contract cost is $897,897.38, which includes the initial low bid of $448,818 and the council approved change order of $475,500 to add the additional well, and four additional change orders totaling $46,740.38. The change orders were related to the addition of concrete slab foundations for both well sites, changes to pump size, and pump depth. Well testing established pump size and depth after the initial contract was awarded. FINANCIAL IMPACTS The approved project budget (Project Number C67401201) is $1,364,500. With the design, construction contract, final quantities, contingency, construction management and inspection, the total cost for the project is $1,116,485, as shown in following project breakdown: The project is funded through the water capital fund. At project closeout, all remaining funds will be returned to the Water 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. 2 Approved Budget Actual Cost Construction Contract $ 924,318 $851,157 Design and Planning $ 46,182 $109,470 Administration $ 7,000 $ 1,289 Management & Inspection $ 94,000 $ 47,741 CIP Overheads $ 28,000 $ 6,666 Contingency/Change Orders $ 215,000 $ 46,740 PG&E and City Supplied Equipment $ 50,000 $ 53,422 TOTAL $1,364,500 $1,116,485 The project is funded through the water capital fund. At project closeout, all remaining funds will be returned to the Water 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. 2 ATTACHMENTS 1. Resolution 2. Location Map: Park Place Well Site 3. Location Map: Willowbrook Well Site Attachment 1 RESOLUTION ACCEPTING COMPLETION OF THE PARK PLACE WELL 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 Park Place Replacement Well Project ("Project"); and WHEREAS, bids for the Project were opened on August 27, 2014 in accordance with California Public Contract Code Section 4104.5 and other applicable laws at which time the City received 1 (one) bid; and WHEREAS, by Resolution No. 2014-158 N.C.S. adopted October 6, 2014, the City Council of the City of Petaluma found the bid of $448,818 for the Project to be the lowest responsive bid; awarded the Weeks Drilling and Pump Co. in the amount of $448,818 conditioned on Weeks Drilling and Pump Co.'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. 2015-036 N.C.S. adopted April 6, 2015, the City Council of the City of Petaluma approved of the addition of a second replacement well at the Willowbrook Well site in the amount of $475,500; and WHEREAS, the following change orders (CO) affecting the Project amount have been approved: CO No. 1: Addition of Willowbrook Replacement Well $475,500.00 CO No. 2: Par Place Concrete Slab $ 8,620.00 CO No. 3: Park Place Fencing, Pump and Well Head $ 13,859.59 CO No. 4: Increase working days $ 0.00 CO No. 5: Willowbrook Slab Foundation and Pump changes $ 24,260.79 Total Change Orders: $522,240.38; and WHEREAS, the final contract amount as amended, including final quantities, is $897,897.38; 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. 0 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma as follows: The contract entitled Park Place Replacement Well Project, City Project Number 067401201 with a final contract amount of $897,897.38, 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. 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 PARK PLACE WELL REPLACEMENT PROJECT NO. C67401201 LOCATION MAP �J Project Site �\ PUBLIC WORKS & UTILITIES 0 N • PROJECT SITE 1V E S 0 Attachment 3 PARK PLACE WELL REPLACEMENT PROJECT WILLOWBROOK WELL LOCATION PROJECT NO. C67401201 LOCATION MAP j \ / \ t �Fo o qy \ 3 o \ o y� 0 Date :April 6, 2015 L N City of Petaluma PROJECT SITE ti- E Public Works and Utilities S Department