HomeMy WebLinkAboutStaff Report 5.D 07/11/2016Agenda Item #5.D
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DATE: July 11, 2016
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. Jn — Director, Public Works &Utilities
Larry 'mme , P.E. —Deputy Director, Public Works & Utilities
SUBJECT: Resolution Authorizing Award of Contract for the Transit Facility Rehabilitation
Project Phase II, City Project No. C65201606 and Approving the Project Budget
RECOMMENDATION
It is recommended that the City Council approve a Resolution Authorizing Award of Contract
for the Transit Facility Rehabilitation Project Phase II, City Project No. C65201606 and
Approving the Project Budget.
BACKGROUND
The City has expanded its Transit fleet of buses, and additional expansion will occur this
summer. There is currently inadequate parking at the facility at 555 N. McDowell Boulevard.
Along with capacity issues, the facility has areas of failed pavement and poor perimeter lighting.
As the second phase of the Transit Facility Restoration Program, this project will address these
problems by expanding the current parking and restriping on the existing property to provide
adequate parking, rehabilitate the parking surface, extend the concrete approach slab outside of
the maintenance bay, and improve the lighting along the perimeter of the facility.
The work consists of demolition of existing facilities, removal and replacement of asphalt
concrete and re- striping, relocating the chain link fence, and installation of a concrete slab,
electrical conduit, and light poles.
DISCUSSION
The project was designed by Public Works and Utilities engineering staff. During design, it was
determined that the severity of pavement failure required additional work and expense that was
not contemplated in the CIP project contained in the FY 16117 budget. Staff contacted
representatives that manage the Transportation Development Act (TDA) and Federal Transit
Administration (FTA) grant programs and confirmed that additional grant revenue is available to
cover the increased project costs. Those grant documents will be updated to reflect the increased
project scope.
A Notice Inviting Bids was advertised on May 16, 2016; one (1) bid was received and opened on
June 8, 2016 as follows:
Name of Bidder I Total Bid
Coastside Concrete & Const., Inc. 1 $226,130 Lowest Responsible Bidder
Engineer's Estimate 1 $245,000
The lowest responsible and responsive bidder, Coastside Concrete & Construction, Inc., has
performed various street and sidewalk projects for the City of Petaluma. Coastside Concrete &
Construction, Inc. possesses a valid Class A California Contractor's License, number 995338,
which expires on August 31, 2016 and which qualifies Coastside Concrete & Construction, Inc.
to perform the work. Staff will verify license extension prior to expiration.
Construction is scheduled to begin in August and to be completed by September 2016.
Construction management and inspection services will be conducted by City staff with assistance
by a consulting geotechnical engineering and material testing firm.
The proposed action meets Council Goals: "Plan for and implement priority capital projects as
funding permits."
FINANCIAL IMPACTS
The following table shows a breakdown of estimated total project cost for the Transit Facility
Rehabilitation Project:
Phase
FY 16 -17 CIP
Budget
FY 16 -17 CIP
Budget
Proposed Amendment i
Project Budget
Planning/Environmental
$ 127,000.00
FTA 5307 TCP
$
-
Design
$
6,000.00
$
10,000.00
Legal Services
$
-
$
-
Construction Contract
$
140,000.00
$
226,130.00
Construction Management
$
10,000.00
$
12,000.00
Contingency
$
15,000.00
$
25,870.00
CIP Overheads
$
4,000.00
$
4,000.00
Total
$
175,000.00
1 $
278,000.00
Source
FY 16 -17 CIP
Budget
Proposed Amendment
Project Budget
TDA Transit Capital Funds
$ 100,000.00
$ 127,000.00
FTA 5307 TCP
$ 75,000.00
$ 151,000.00
Total
$ 175,000.00
$ 278,000.00
Changes to the project budget, as noted above, will be included in first quarter, 2017 budget
adjustments.
2
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR
THE TRANSIT FACILITY REHABILITATION PROJECT PHASE II,
CITY PROJECT NO. C65201606 AND APPROVING THE PROJECT BUDGET
WHEREAS, in accordance with 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 16, 2016, and One (1) bid was received and
opened on June 8, 2016 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by Coastside
Concrete & Construction, Inc., of Rohnert Park, CA for $226,130 compared to the Engineer's
Estimate of $245,000; and
WHEREAS, it has been determined that the Contractor's bid satisfies the bidding
requirements for the Project; and
WHEREAS, it is verified that Coastside Concrete & Construction, Inc. possesses a valid
California Contractor's License, Class A California Contractor's License, license number
995338 , that qualifies Coastside Concrete & Construction Inc. to perform the Project; and
WHEREAS, the project scope increased during design to address failed pavement within
the bus parldng and use areas resulting in an increase in the CIP project budget from $175,000 to
$278,000; and
WHEREAS, sufficient grant funds are. available through the Transportation
Development Act and Federal Transit Act grant program to fund the project based on actual bid
prices and cost of project management and design services; and
WHEREAS, the Project is categorically exempt pursuant to California Environmental
Quality Act ( "CEQA ") and Title 14, the California Code of Regulations ( "CEQA Guidelines "),
Section 15301, because the project would result in negligible or no expansion of use beyond
what currently exists.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Approves the project budget of $278,000 and authorizes City staff to update and amend
TDA and FTA grant documents to increase grant revenues accordingly.
E
2. 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 & Construction, Inc., for the Transit
Facility Rehabilitation Project Phase II, and finds the bid of $226,130 to be the lowest,
responsive bid and further finds that Coastside Concrete & Construction, Inc., is the
lowest responsible bidder.
3. Awards the contract for the Transit Facility Rehabilitation Project Phase II to Coastside
Concrete & Construction, Inc., in the amount of $226,130, the amount of the lowest
responsive bid, conditioned on Coastside Concrete & 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.
4. Directs staff to issue a notice of award to Coastside Concrete & Construction, Inc.
5. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by Coastside Concrete & Construction, Inc., of
the signed project contract and all other required document, including but not limited to,
executed bonds, certificates of insurance, and endorsements, in accordance with the
project bid documents.
Attachment 2
TRANSIT FACILITY
REHABILITATION PROJECT
PHASE II
555 NORTH MCDOWELL BLVD
LOCATION MAP
P 0 T SITE`
A.
Date: July 11, 2016
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