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HomeMy WebLinkAboutStaff Report 5.A 07/11/2016DATE: July 11, 2016 Agenda Item #5.A TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St.ASCE — Director, Public Works and Utilities Larry Zimmer, P.E. — Deputy Director, Capital Projects Division SUBJECT: Resolution Authorizing Award of Contract for the Sidewalk Repair Program On- Call Contract RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing the Award of Contract for the Sidewalk Repair Program On -Call Contract BACKGROUND On March 21, 2016, the City Council approved the second reading of an ordinance amending Chapter 13.10 of the Petaluma Municipal Code (PMC) to allow property owners the option of financing repairs of sidewalks and public street landscape planters where the PMC places the repair responsibility on the property owner. When a sidewalk repair is deemed necessary, the City will provide notice to the property owner. The owner may choose to do the work themselves through an encroachment permit or have the City do the work using a City hired contractor and invoice the owner for the costs. If the property owner opts for the City to complete the repair, they have the option to finance these costs based on the bid prices established in the subject Sidewalk Repair Program On -Call Contract. The City will provide the property owner with the cost estimate based on the anticipated scope of work and bid item costs set forth in the subject On -Call Contract. DISCUSSION Staff compiled contract documents, and issued a Notice Inviting Bids on May 19, 2016. The contractors bid only unit costs based on quantities rather than specific locations since the specific locations will be driven by notification of required repairs. Since this is a new program assumptions had to be made to estimate the quantity of work to be bid upon. Staff looked at past records of sidewalk and tree removal encroachment permits and increased the amount based on anticipated increase due to recent public outreach. It is possible that not all of the awarded amount will be spent in the yearlong contract. It is equally possible that the contract may be fully expended prior to the year, in which case staff may request extension of this contract, or staff will put a new contract out to bid. On June 8, 2016, two bids were received as follows: Name of Bidder Business Location Base Bid Coastside Concrete Rohnert Park $238,000 Team Ghilotti, Inc. Petaluma $541,900 Engineer's Estimate N/A $250,000 The apparent low bidder, Coastside Concrete and Construction Inc. ( Coastside), came in below the Engineer's estimate by $12,000. Staff verified that Coastside possesses a valid Class A California Contractor's License, number 995338, which qualifies Coastside to perform the work. Coastside has performed a number of recent projects for the City and their work has been timely and satisfactory. If approved by Council, the contract is scheduled to begin in September 2016 for a one (1) year period. It is anticipated that construction management and inspection services will be conducted by City staff. The Sidewalk Repair Program On -Call Contract will work in association with the Sidewalk Repair Program. The total contract quantities were estimated and bid based on the anticipated amount of work that the contractor will perform in a one year time frame. The Risk Management Fund will finance the direct costs associated with this contract, excluding the staff costs. When the property owner chooses to do the work through the City, the City will provide a Work Order to Coastside . After they perform the work, they will provide an invoice to the City, noting the property owner's address. The City will then invoice the property owner or initiate the financing process if so requested. Paid invoices would be deposited back into the Risk Management Fund for reimbursement for the actual cost of sidewalk repairs, while administration fees would be deposited into the General Fund to offset managing construction, and inspecting. FINANCIAL IMPACTS No financial impact to the City's General Fund will result from this action. All direct costs associated with the subject program will be reimbursed to the City. ATTACHMENTS 1. Resolution 2 Attachment 1 RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE SIDEWALK REPAIR PROGRAM ON -CALL CONTRACT 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 June 8, 2016, and two bids were received and opened in accordance with applicable law; and WHEREAS, the lowest bid for the Project was from Coastside Concrete and Construction Inc., for $238,000; and WHEREAS, staff has determined that Coastside Concrete and Construction Inc. submitted a responsive and responsible bid and satisfies the bidding requirements for the Contract; and WHEREAS, staff has verified that Coastside Concrete and Construction Inc. possesses a valid California Contractor's License, Class A, number 995338 that qualifies Coastside Concrete and Construction Inc. to perform the Project; 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 Coastside Concrete and Construction Inc. for the Sidewalk Repair Program On -Call Contract and finds the bid of $238,000 to be the lowest responsive bid, and further finds that Coastside Concrete and Construction Inc. is the lowest responsible bidder, and 2. Awards the contract for the Sidewalk Repair Program On -Call Contract to Coastside Concrete and Construction Inc. in the amount of $238,000, conditioned on Coastside Concrete and Construction 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 3 3. Directs staff to issue a notice of award to Coastside Concrete and Construction 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 Coastside Concrete and Construction 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.