HomeMy WebLinkAboutStaff Report 3.B 12/19/2016Agenda Item #3.B
DATE: December 19, 2016
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. John, F.ASCE — Director, Public Works & Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities ,+
SUBJECT: Resolution Accepting Completion of the Transit Facility Rehabilitation Project
Phase II, City Project No. C65201606
RECOMMENDATION
It is recommended that the City Council approve a Resolution Accepting Completion of the
Transit Facility Rehabilitation Project Phase II, City Project No. C65201606.
BACKGROUND
To accommodate the City's expanded transit fleet, it became necessary to increase the size of the
existing parking lot at the Petaluma transit facility at 555 N. McDowell Boulevard. Along with
capacity issues, the facility had several areas of failed pavement and poor perimeter lighting.
Phase II of the Transit Facility Rehabilitation Project was designed to address these problems,
which included demolition of existing facilities, removal and placement of asphalt concrete and
striping, relocating the chain link fence, installation of a concrete slab, electrical conduit, and
light poles.
Bids were opened on June 8, 2016. On July 11, 2016, the City Council awarded the construction
contract to Coastside Concrete & Construction Inc. of Rohnert Park, CA, in the amount of
$226,130.00. Construction began in August 2016 and was completed in November 2016.
DISCUSSION
The project was managed and inspected by Public Works and Utilities engineering staff and
resulted in a final contract amount of $232,857.04, including two change orders and overruns
and underruns in bid item quantities. The first change order increased the contract amount by
$12,692.40 to provide a 2 -inch overlay to the entire parking lot, install two new concrete slabs
for the sliding entrance gates, add two extra light pole foundations with electrical conduits,
install geotextile fabric for the concrete pad and expanded parking area, and remove a flagpole.
The second change order decreased the contract amount by $3,724.36 by replacing concrete curb
around the new parking surface with an asphalt berm. The change order also included installing
commercial wheel stops for each of the new parking stalls.
Overall, the contractor performed satisfactorily and there are no outstanding issues or claims.
Although, not included in this construction contract, landscaping and tree planting along N.
McDowell Boulevard and Rainier Avenue is expected to be performed in the near future and is
included in the project budget as noted below.
The proposed action meets Council Goals: "Plan for and implement priority capital projects as
funding permits."
FINANCIAL IMPACTS
On July 11, Council approved a project budget of $278,000 to be funded from Transit's
Transportation Development Act (TDA) and Federal Transit Administration grant programs. The
total cost for the project, including construction contract, final quantities, change orders,
construction management, and inspection, is on budget as shown in the following table.
Phase
Amended Project
Budget
Actual Project
Costs
Actual Project
Costs
Planning/Environmental
$
-
$
-
Design
$
10,000
$
4,550
Legal Services
$
-
$
-
Construction Contract
$
226,130
$
232,857
Separate Construction Contract
$
-
$
5,630
Construction Management
$
12,000
$
12,000
Contingency
$
25,870
$
-
CIP Overheads
$
4,000
$
4,000
Total
$
278,000
$
259,037
Source
Amended Project
Budget
Actual Project
Costs
TDA Transit Capital Funds
$ 127,000
$ 127,000
FTA 5307 TCP
$ 151,000
$ 151,000
Total
$ 278,000
$ 278,000
The $5,630 shown above was used to remove existing trees under a separate contract as a cost
saving measure. The remaining project budget of $18,963 (the difference between revenues of
$278,000 and costs of $259,037) will be used to complete the landscaping and tree planting
along the perimeter of the facility.
ATTACHMENTS
1. Resolution
2. Location Map
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Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE TRANSIT FACILITY
REHABILITATION PROJECT PHASE II,
CITY PROJECT NO. C65201606
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 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. fiom Rohnert Park, CA for $226,130; and
WHEREAS, by Resolution No. 2016 -110, adopted on July 11, 2016, the City Council
found the bid of $226,130 for the Project to be the lowest responsive bid, awarded the Project to
Coastside Concrete & Construction Inc., in the amount of $226,130, conditioned on Coastside
Concrete & Construction Inc., 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:
e Order Number Description Amount
CC0#1 Renegotiated price for asphalt concrete; $12,692.40
change in asphalt concrete section to allow 2"
overlay; install 2 concrete slabs for sliding
gates, 2 light pole foundations, extra conduit,
and geotextile fabric; flag pole removal
CCO #2 Elimination of concrete curb in lieu of asphalt ($3,724.36)
bean and procurement and installation of
wheel stops for each parking stall
Total Change Orders $8,968.04
; and
WHEREAS, the final contract amount, as amended, including all change orders,
overruns, and underruns is $235,098.04 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
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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 titled Transit Facility Rehabilitation Project Phase II, with the final
contract amount of $232,857, is accepted as complete, subject to the Contractor's
continuing wai7anty 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.
Staff is 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.
M
Attachment 2
TRANSIT FACILITY
REHABILITATION PROJECT
PHASE II
555 NORTH MCDOWELL BLVD
LOCATION MAP
P 0 CT SITE e•�
Date : December 19, 2016
L
N E City of Petaluma �
PROJECT SITE �
Public Works and Utilities
s Department
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