HomeMy WebLinkAboutStaff Report 3.A 10/17/2017Agenda Item #3.A
DATE: October 17, 2016
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. John, F.ASCE — Director, Public Works and Utilities
Kent Carothers, P.E. — Operations Manager, Public Works and Utilities
SUBJECT: Resolution Authorizing Award of Contract for the PIPS Odor Control and Hopper
Street Emergency Pumping Storage Improvement Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the Award of
Contract for the PIPS Odor Control and Hopper Street Emergency Pumping Storage
Improvement Project.
BACKGROUND
The subject construction contract addresses two major priorities that were addressed in the
current CIP budget. The first is the replacement of the odor control system at the Primary
Influent Pump Station (PIPS). Because the approved Riverfront development entrance road on
Hopper Street encroaches on the existing odor beds serving the PIPS lift station, the existing
beds are being removed and the developer is required to fund the replacement of the odor control
system as a condition of approval. The City will manage the CIP project for the odor control
upgrades and the developer will reimburse the City for its costs.
The second part of the subject project award includes the expansion of sewer storage ponds
adjacent to the PIPS lift station to allow for storage during emergencies or maintenance that
require PIPS to be turned off. Insufficient storage exists today for an emergency shutdown of
PIPS. The project will include upgrades to the air release valve manholes along the PIPS
forcemain for access in case of an emergency or maintenance, modification to the vacuum truck
decant facility at Hopper Street, and a partial decommission of the existing headworks
infrastructure at Hopper Street. Collectively these items will improve emergency and
maintenance response, odor control, and site drainage.
DISCUSSION
Nute Engineering completed plans and specifications for construction of the subject project and
staff issued a Notice Inviting Bids on August 31, 2016. On September 22, 2016, three bids were
received as follows:
Name of Bidder
Bid Total
*Team Ghilotti Inc. of Petaluma $ 553,300
Pacific Infrastructure Corporation of Pleasanton $ 665,904
Valentine Corporation of San Rafael $ 763,369
Engineer's Estimate $ 520,000
* Lowest Responsible Bidder
The lowest responsible bidder, Team Ghilotti Inc. has performed related sewer projects for the
Cities of San Rafael, Santa Rosa, and Petaluma. Staff verified that Team Ghilotti Inc. possesses
the required Class A California Contractor's License, number 895384, which expires on April
30, 2017, which is appropriate for the work.
The developer contribution of the odor control will be based on the line item bid for the odor
control equipment and installation that was itemized separately on the bid schedule. Two
alternate types of odor control units were specified to obtain a competitive cost. The odor control
unit selected was the lowest cost and is the same manufacturer as other odor control units at City
pump stations. Factoring in a prorated share of the mobilization cost, the developer's
contribution for the subject construction contract to cover the new odor control unit is $171,213,
not including potential change orders.
Construction is scheduled to begin in October and will continue for 60 working days through the
end of the year. The project is anticipated to be completed by January 2017, weather conditions
permitting. Construction management will be conducted by City staff with assistance from a
materials testing firm.
The proposed action meets Council Goals: "Plan for and implement priority capital projects as
funding permits ".
FINANCIAL IMPACTS
The FY 16/17 CIP budget for both projects is $1,072,000, and is funded from the wastewater
enterprise fund and contributed capital from the developers. The following table summarizes the
CIP project budget and the revised budget based on the recent bids. The CIP budget is adequate
to cover the proposed contract award. It is anticipated that a portion of the revised contingency
will not be expended and will be returned to the wastewater enterprise fund upon completion of
the project.
Project Phase
Approved
CIP Budgets
Revised
Budget
Planning/Environmental
$
32,000
$
15,700
Design
$
90,000
$
67,000
Administration
$
6,000
$
6,000
Construction Contracts
$
650,000
$
553,300
Construction Management
$
120,000
$
80,000
CIP Overhead /Administration
$
28,000
$
28,000
Contingency/Remaining
$
146,00
$
322,000
2
Budget
TOTAL 1
$ 1,072,000
1 $ 1,072,000
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT
FOR THE PIPS ODOR CONTROL AND HOPPER STREET EMERGENCY PUMPING
STORAGE IMPROVEMENT PROJECT
WHEREAS, City staff has prepared construction bid documents and advertised for construction
of the PIPS Odor Control and Hopper Street Emergency Pumping Storage Improvement Project
Numbers C66501517 and 066501520, ( "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 August 30, 2016, and three bids were received and opened
on June 1, 2016 in accordance with applicable law; and
WHEREAS, the lowest responsible bid with the bid alternate for the Project was submitted by
Team Ghilotti, Inc. from Petaluma, CA for $553,300; and
WHEREAS, staff has determined that the Contractor's bid satisfies the bidding requirements for
the Project; and
WHEREAS, staff has verified that Team Ghilotti, Inc. possesses a valid California Contractor's
License, Class A, number 895384 that is acceptable for the Project; 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
15302, because the project consists of replacement and reconstruction of existing utility systems
and /or facilities involving negligible or no expansion of capacity.
WHEREAS, the project funds are budgeted in the City's 16/17 budget as project C66501517
and C66501520.
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 PIPS Odor Control and Hopper Street
Emergency Pumping Storage Improvement Project, Project Numbers C66501517 and
M
C66501520, and finds the bid from Team Ghilotti, Inc. of $553,300 to be the lowest
responsive and responsible bid for the project; and
2. Awards the contract for the PIPS Odor Control and Hopper Street Emergency Pumping
Storage Improvement Project, Project Numbers C66501517 and C66501520 to Team
Ghilotti, Inc. in the amount of $553,300 on the condition that Team Ghilotti's timely
executes the project contract and submits all required documents, including but not
limited to, executed bonds, certificates of insurance, and endorsements, in accordance
with the project bid documents; and
3. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma.
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