HomeMy WebLinkAboutStaff Report 4.C 10/03/2016DATE: October 3, 2016
Agenda Item #4.0
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan t. o SCE — Director, Public Works & Utilities
Larr immer, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Authorizing Award of Contract for the Petaluma Community Sports
Fields Restroom Improvements Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing Award of
Contract for the Petaluma Community Sports Fields Restroom Improvements Project.
BACKGROUND
Several bathroom, concession and maintenance buildings are planned as part of the full build out
of the Petaluma Community Sports Field Park. The subject project phase consists of a combined
restroom and concession building constructed of a split -face Concrete Masonry Unity (CMU)
block located near the soccer and lacrosse fields. Work will include site grading, demolition,
constructing two additional ADA parking stalls and a curb ramp, water service connection, sewer
lateral connection, electrical, installation of new facilities including City furnished pre -
engineered building kits with accessories, building slab, sidewalk and patio area, plumbing, and
equipment.
On June 15, 2015, the City Council authorized the purchase of a pre- engineered bathroom and
concession building package from Romtec, Inc. utilizing competitive pricing from the State of
California's California Multiple Award Schedules Program. The building consists of three
restroom stalls for each gender, a concession area, and a storage area.
The Recreation, Music, and Parks Commission (Commission) considered the proposal to
construct the restroom and concession facility at its regularly meeting held on May 20, 2015, and
took action to recommend approval by the City Council. On January 20, 2016, staff provided an
update to the Commission prior to finalizing the building plans, during which the Commission
confirmed support for the project.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits ".
DISCUSSION
City staff prepared the contract documents and issued a Notice Inviting Bids on July 28, 2016.
The bids consisted of a base bid that includes construction of the bathroom, concession, and
storage combination building, concrete pad, sidewalk, and two new parking stalls, as well as an
alternate bid that includes the construction of a steel maintenance building. On September 1,
2016, four bids were received as follows:
Name of Bidder I Base Bid I Bid Alt A
Total
Coastside Concrete & Construction, Inc. of Rohnert Park $354,640.00 $115,150.00
R &C Construction of Middletown $458,400.00 $132,632.00
C. Hardy General Engineering of Petaluma $563,310.00 $321,036.25
Ridgeview Builders, Inc. of Santa Rosa $586,105.00 $285,847.75
Engineer's Estimate $300,000.00 $ 50,000.00
The lowest responsible bidder is Coastside Concrete & Construction Inc. with a base bid of
$354,640.00. Coastside Concrete & Construction Inc. possesses a Class A California
Contractor's License, number 995338, which is appropriate for the work.
The alternate bid for the steel maintenance building is beyond the available funding and therefore
staff does not recommend including the bid alternate for award.
It is recommended that the City Council authorize the City Manager to enter into contract for the
Petaluma Community Sports Fields Building Improvements Project with the apparent low
bidder, Coastside Concrete & Construction Inc. for the base bid only. Construction is tentatively
scheduled to begin in December 2016, and is expected to last approximately eighty working
days. The lead -time for the manufacturing and delivery of the bathroom, concession, and storage
building combination is six to eight weeks.
FINANCIAL IMPACTS
The approved FY 16/17 CIP budget for the subject project is $632,000.
The following table shows the FY 16/17 CIP budget breakdown and current estimate:
2
Uses
Total Multi-
Year CIP
Budget',
Current
Estimate
Design
$
30,000
$
56,000
Romtec Building Purchase
$
132,000
Construction Contracts
$
495,000
$
354,640
Construction Management
$
60,000
$
40,000
CIP Overhead
$
14,000
$
14,000
Project Contingency
$
33,000
$
35,000
TOTAL
$
632,000
$
631,640
Funding Sources
Parkland Impact Fees
$
346,000
Housing Related Parks Grant
$
161,000
Donations /Developer
Contributions
$
125,000
TOTAL $ 632,000
Note: City staff salary and benefits costs are included in appropriate project
phases for the project.
The total multi -year budget for this project, including purchase of the prefabricated building, is
$632,000. Unexpended funds from the 15/16 FY CIP budget will be rolled over into the 16/17
FY CIP Budget as a part of the first quarter budget adjustments.
ATTACHMENTS
1. Resolution
2. Location Map
3
Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE PETALUMA
COMMUNITY SPORTS FIELDS RESTROOM IMPROVEMENTS PROJECT
WHEREAS, the City of Petaluma has prepared construction bid documents and
advertised for construction of the Petaluma Community Sports Fields Restroom Improvements
Project, Project Number 014501604, ( "the 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 July 28, 2016, and four bids were received and
opened on September 1, 2016 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the base bid was submitted by Coastside
Concrete & Construction Inc. from Rohnert Park, CA for $354,640; and
WHEREAS, staff recommends the construction contract be awarded for the base bid for
a total contract amount of $354,640; and
WHEREAS, staff has determined that the Contractor's bid is responsive and satisfies the
bidding requirements for the Project; and
WHEREAS, staff has verified that Coastside Concrete & Construction Inc. possesses a
valid California Contractor's License, Class A, number 9953.38 that is acceptable for the Project;
and
WHEREAS, an Initial Study and Mitigated Negative Declaration (MND) was prepared
pursuant to the requirements of the California Environmental Quality Act ( "CEQA ") and
adopted by the City of Petaluma, which concludes that there is no substantial evidence that the
proposed East Washington Park Project, as mitigated, will have a significant adverse effect on
the environment; and
WHEREAS, the project is identified in the 2016/17 CIP budget.
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 Contractor for the Petaluma Community Sports Fields
Restroom Improvements Project, Project Number C14501604 and finds the bid of
11
$354,640 to be the lowest, responsive bid and further finds that Coastside Concrete &
Construction Inc. is the lowest responsible bidder.
2. Awards the contract for the Petaluma Community Sports Fields Restroom Improvements
Project, Project Number C 145 01604 to Coastside Concrete & Construction Inc. in the
amount of $354,640, the amount of the lowest responsive base 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.
3. Directs staff to issue a notice of award to Coastside Concrete & Construction Inc.
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 & 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.
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Attachment 2
PETALUMA COMMUNITY SPORTS FIELDS
BUILDING IMPROVEMENTS PROJECT
PROJECT NO. C14501604
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