HomeMy WebLinkAboutStaff Report 3.A 12/19/2016DATE: December 19, 2016
Agenda Item #3.A
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. John, F.ASCE — Director, Public Works and Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works and Utilities t ,
SUBJECT: Resolution Accepting Completion of the Recycled Water Main Extension —
Oakmead Business Park Phase 1 Project.
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Recycled Water Main Extension — Oakmead Business Park Phase 1 Project.
BACKGROUND
The City of Petaluma delivers tertiary treated recycled water produced by the Ellis Creel', Water
Recycling Facility ( ECWRF) to urban users within the City limits to irrigate parks, open spaces,
golf courses, and schools and outside the City limits to agricultural customers. The opening of
the ECWRF in 2009 allowed the City to produce tertiary recycled water, which is suitable for
non - potable uses such as irrigation. In November 2015, the Urban and Agricultural Recycled
Water Master Plan was presented to Council, which identified specific project alignments and
phasing to expand the City's recycled water system, including the Oakmead Business Park Phase
1 project.
In June of 2015, City staff met with a representative from Kaiser Permanente (Kaiser) to discuss
construction of a pipeline to deliver recycled water to their campus. Since Kaiser would use
approximately sixty -five percent of the amount of recycled water delivered through the pipeline,
Kaiser agreed to pay for sixty -five percent of the construction cost of the pipeline. The City
agreed to bear the remaining construction costs and the cost of design and construction
management for the project. The approved reimbursement agreement specifies that Kaiser will
reimburse the City for construction cost of the recycled water pipeline, with a not to exceed
amount of $400,000.
Bids for the subject project were opened on June 8, 2016. On July 11, 2016, the City Council
awarded the construction contract to Team Ghilotti Inc. of Petaluma, CA in the amount of
$523,553.50. Construction of the recycled water main was completed in October 2016.
DISCUSSION
The final construction contract cost is $543,516.15, which includes the initial low bid of
$523,553.50, three change orders totaling $17,282.55, and bid item adjustments totaling
$2,680.10. The change orders were related to unforeseen utility conflicts, additional construction
items requested by the Operations Division, and a cross - connection investigation necessary to
make the final tie -in to Kaiser's irrigation system. The bid item adjustments were caused by
additional pipeline extensions required to connect to the existing recycled water main facilities.
There are no outstanding claims or issues, and the contractor performed satisfactorily on the
proj ect.
FINANCIAL IMPACTS
The approved FY 16/17 CIP budget and actual expenditures for the Recycled Water System
Extension — Oakmead Business Park Phase 1 Project (C66501633) is summarized in the
following table:
Project Costs
Approved
CIP Budget
Actual Costs
Construction Contract
$
523,553.50
$
543,516.15
Planning/Environmental
$
10,000.00
$
10,000.00
Design
$
45,000.00
$
30,000.00
Administration
$
5,000.00
$
2000.00
Construction Management
$
70,000.00
$
50,000.00
CIP Overheads
$
10,000.00
$
5,000.00
Contingency
$
56,446.50
$
0.00
TOTAL
$
720,000.00
$
640,516.15
The project is funded through the wastewater capital fund and a private cost -share funding
agreement with Kaiser Permanente, for sixty -five percent of the construction costs. The funding
sources are as follows:
Funding Sources
Approved
CIP Budget
Actual Funding
Wastewater Capital Fund
$ 343,000
$ 287,230.65
Kaiser Permanente
$ 377,000
$ 353,285.50
Total
$ 720,000
$ 640,516.15
At project closeout, Kaiser will be billed for their contractual share, and all remaining funds will
be returned to the Wastewater Capital fund to be used on other future projects. 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 RECYCLED WATER MAIN
EXTENTION — OAKMEAD BUSINESS PARK — PHASE 1 PROJECT
WHEREAS, in accordance with Section 68 of Article X of the City of Petaluma
Charter, Section 20162 of the California Public Contract Code and other applicable laws, the
City of Petaluma solicited bids for the Recycled Water Main Extension — Oakmead Business
Park Phase 1 Project ( "Project "); and
WHEREAS, bids for the Project were opened on June 8, 2016 in accordance with
California Public Contract Code Section 4104.5 and other applicable laws at which time the City
received 5 (five) bids; and
WHEREAS, by Resolution No. 2016 -109 N.C.S. adopted July 11, 2016, the City
Council of the City of Petaluma found the bid of $523,553.50 for the Project to be the lowest
responsive bid; awarded to Team Ghilotti Inc. in the amount of $523,553.50 conditioned on
Team Ghilotti's 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 upon
such timely submission and to execute on behalf of the City any amendments to the Project
contract that were necessary to effectively complete the project and /or to realize the Project
and/or cost benefits for the City; and
WHEREAS, the following change orders (CO) affecting the Project amount have been
approved:
CO No. 1: Work around Buried Debris and SD /WS conflicts $ 8,343.27
CO No. 2: Install two additional Circle Clamps $ 1,102.09
CO No. 3: Cross Connection Investigation $ 7,837.19
Total Change Orders: $ 17,282.55; and
WHEREAS, the final contract amount as amended, including final quantities, is
$543,576.15; and
WHEREAS, City staff has inspected the Project and determined that it has been
completed in accordance with the contract requirements subject to 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.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
1. The contract entitled Recycled Water Main Extension — Oakmead Business Park
Phase 1, City Project Number C66501633 with a final contract amount of
rd
$543,576.15, is accepted as complete subject to the Contractor's continuing warranty
and other obligations pursuant to the contract.
2. City Clerk is hereby authorized and directed to file a Notice of Completion
concerning the Project with the Sonoma County Clerk's Office within ten (10) days
of the date of this Resolution.
3. Staff is hereby authorized and directed to release all undisputed retention not subject
to pending change orders within sixty (60) days of the date of this Resolution and in
accordance with the terms of the Project contract, the Petaluma City Charter,
California Public Contract Code Section 7107 and applicable law.
5
Attachment 2
RECYCLED WATER MAIN EXTENSION - OAKMEAD BUSINESS PARK
PHASE 1
LOCATION MAP
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Date :DECEMBER 19, 2016
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