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HomeMy WebLinkAboutStaff Report 3.A 07/18/2016DATE: July 18, 2016 Agenda Item #3.A TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan 09&rASjCE — Director, Public Works & Utilities Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities SUBJECT: Resolution Accepting Completion of the Construction Contract for Water Service Replacement 2015 -2016 Project, C67501406 RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Accepting Completion of the Construction Contract for Water Service Replacement 2015 -2016 Project, C67501406. BACKGROUND The subject project is part of City's continued effort to replace defective water services that result in frequent pipe breaks and water leaks. Many of the water services installed during the 1970's and early 80's included polybutylene "blue- tube" piping to connect the water main to the customer's water meter. The plastic resin used to manufacture polybutylene (PB) pipes and fittings causes the material to become brittle which in turn causes micro - fractures and pipe failure. The water industry has since moved away from its use and many cities, including Petaluma, are left with thousands of PB water services. Maintenance crews routinely replace these old services as they fail. This project was bid on May 28, 2015 and W.R. Forde Associates, from Richmond, CA was awarded the bid of $922,000 via Resolution No. 2015 -114 N.C.S., adopted on July 20, 2015, by the City Council. The subject project upgraded a total of 316 1 -inch water services and water main service saddles to current City standards. There are still 4,126 polybutylene service lines remaining to be upgraded to high- density polyethylene in the.fature. The water service replacements will be phased over multiple years based on available budget and priorities. The subject project also included a new 8 -inch PVC water main on west side of Petaluma Boulevard north of the Shasta and Sycamore intersection that replaced an existing 2 -inch water main and PB water service lines, and added a fire hydrant as requested by the City's Fire Marshal. DISCUSSION The final construction cost for this project is $955,103.54, which includes three change orders totaling $50,171.54, as follows: • Change order 1: $31,244.00 to upgrade specified 3/4" angle stops for the domestic service lines to 1 -inch angle stop for future fire services. • Change order 2: $18,000 to complete extra work related to abandoning existing blow - offs, installing new blow -offs and other miscellaneous work which were neither included in the plans nor anticipated during bid. • Change order 3: $2,089.11, which includes a credit of $22,850.45 to the City for City . provided materials to repair existing damaged pipe, remove existing saddle and install full circle clamps at various locations, install fire stub -outs for future developments on Petaluma Boulevard, install water service line under unmarked gas main and other miscellaneous work. There are no outstanding claims and the project met all requirements for pressure testing, disinfection and compaction. FINANCIAL IMPACTS Council previously approved a total budget of $1,164,000 from the Water Capital Funds. With the construction contract, final quantities, change orders, construction management and inspection, the total cost for the project was $1,089,518.59 as shown in the following project cost breakdown: Phase Contract Award Actual Total Project Cost Planning/Environmental $ - $ 75.23 Design $ 60,000.00 $ 10,437.86 Legal Services $ 1,000.00 $ 1,000.00 Administration $ 5,000.00 $ 5,000.00 Construction Contract $ 922,000.00 $ 971,704.82 Construction Management $ 85,000.00 $ 91,300.68 CIP Overheads $ 10,000.00 $ 10,000.00 Contingency $ 81,000.00 $ - TOTAL: $ 1,164,000.00 $ 1,089,518.59 Funding Sources Water Capital $ 1,164,000,00T$ 1,089,518.59 At project closeout, all remaining funds will be returned to the Water Capital Funds. 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 Attachment 1 RESOLUTION ACCEPTING COMPLETION OF THE CONSTRUCTION CONTRACT FOR THE WATER SERVICE REPLACEMENT 2015 -2016 PROJECT, C67501406 WHEREAS, in accordance with Section 68 of Article X of the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, City staff prepared construction bid documents and solicited bids for the Project; and WHEREAS, the project was bid on May 28, 2015, and three (3) bids were received and opened on June 17, 2015 in accordance with applicable law; and WHEREAS, the lowest responsible bid for the Project was submitted by W.R. Forde Associates, from Richmond, CA for $922,000; and WHEREAS, by Resolution No. 2015 -114 N.C.S., adopted on July 20, 2015, the City Council found the bid of $922,000 for the project to be the lowest responsive bid, awarded the Project to W.R. Forde Associates, in the amount of $922,000, conditioned on W.R. Forde Associates 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; and WHEREAS, the following contract change orders (CCO) affecting the Project amount have been approved: Order Number Description Amount CC0#1 Upgrade angle stop from %" to 1" $31,244.00 CCO #2 Remove and replace damaged blow -offs $16,838.43 CCO #3 Add fire stub -outs and credits to City $2,089.11 Total Change Orders $50,171.54 ; and WHEREAS, the final contract amount, as amended, including all change orders, overruns, and underruns is $955,103.54 and is within the approved project budget; and 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. M NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma as follows: The contract titled Water Service Replacement 2015 -2016 Project, project no. 067501406, with the final contract amount of $955,103.54, 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. 4 WATER SERVICE REPLACEMENT 2015 -2016 PROJECT NO. C67501406 �� LOCATION MAP ` c/T 00 \ \< �T \o Y, <V. it Attachment 2 A'A, RYLYN C 9 1.