HomeMy WebLinkAboutStaff Report 3.E 01/09/2017DATE:
January 9, 2017
Agenda Item #3.E
TO: Honorable Mayor and. Members of the City Council through City Manager
FROM: Dan ASCE — Director, Public Works & Utilities
Larry Zi er, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Accepting Completion of the O.C. Jones Construction Contract for the
Petaluma Complete Streets Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the O.C. Jones Construction Contract for the Petaluma Complete Streets Project.
BACKGROUND
On January 7, 2013, City Council authorized staff to apply for the One Bay Area Grant (OBAG)
program for a rehabilitation project within the City's Priority Development Area. The City was
awarded the OBAG grant later in 2013 for $1,848,000. The OBAG grant includes federal
Surface Transportation Program funding and Congestion Mitigation and Air Quality
Improvement funding, which requires funding authorization through the local district office of
Caltrans.
After award of the grant, a Request for Proposals was issued for design consultants and GHD of
Santa Rosa was selected. GHD completed 100% construction plans in early 2015. The invitation
to bid was timed so this project would commence following the East D Street Sewer and Water
Rehabilitation Project. Construction commenced at the beginning of June 2016 and all items
were completed by the end of October 2016.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The specific project limits are Lakeville Street from East Washington Street to Caulfield Lane
and East D Street from the D Street Bridge to Lakeville Street. The project improvements
include asphalt rehabilitation, Americans with Disabilities Act (ADA) improvements, restriping,
sidewalk gap closures for all roadway segments, and Class II bicycle lanes on Lakeville Street.
The entire asphalt rehabilitation, roadway restriping, and majority of the sidewalk and ramp
work were included in the base bid, the bid alternate included two additional ramps, and some
sidewalk along East D Street. While the work was bid in separate schedules, the construction
bids came in low enough to include all elements of the work into the final project.
Construction of this project restored ADA compliant sidewalk and ramp facilities on both sides
of East D and Lakeville Street, with the exception of a segment on Lakeville Street between East
D and Jefferson Streets, where there is no existing sidewalk and there is inadequate right of way
to construct a new sidewalk. A planned development will build a new roadway with sidewalk on
East D Street. The project included the construction of a bus stop pullout on westbound East D
Street close to Lakeville Street in anticipation of the upcoming Sonoma Marin Area Rapid
Transit passenger rail service.
The Notice Inviting Bids was issued on December 24 and 31, 2015. On January 27, 2016, six (6)
bids were received. O.C. Jones & Sons, Inc., located in Berkeley, was the lowest responsive
bidder with a bid of $1,504,960.00. The final construction contract cost is $1,539,280.84, which
includes change orders totaling $34,320.84. The three change orders are $51,992.90 to construct
the bus pullout; $27,442.54 for additional work as directed; and a deduction of $45,114.60 to
reconcile the estimated quantities for the project to what was actually used. Project estimates for
the total square footage and depth of pavement grinding were conservative. During the project,
exact measurements were taken which resulted in reduced grinding and paving costs.
The project change order listed above included providing survey support; providing traffic
control to reset forms for changed roadway grades; placing and compacting additional subbase to
make new sidewalk grades on the eastbound side of D Street; patching pavement behind the new
concrete driveways on Lakeville and D Streets; providing temporary asphalt sidewalk on D
Street; regrading planter areas; and placing a traffic signal conduit at Lakeville and Washington
to ease future repairs. These additional changes will provide continuity for pedestrians and transit
riders, and address ADA improvements. There are no disputed claims and the project was
completed without any significant incidents.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits".
FINANCIAL IMPACTS
The Petaluma Complete Streets Project, Project Number 016101416, was approved for
$2,138,000 in the FY 15/16 CIP Budget and included staff time for contract preparation, project
management, construction management, and the City's requisite overhead and administrative
charge. The OBAG Program will fund 88.5% of the allowable direct project costs (not including
the City's overhead and administrative charge), up to the grant limit of $1,848,000. The grant
will reimburse based on actual expenses. The project match of $265,500 comes from Street
Maintenance Funds. The initial expenses will be paid from the CIP fund and reimbursed within
approximately three months of expenditure.
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The total cost for the project is summarized in the table below:
Uses
Contract
Award
Contract
Acceptance
Estimated Grant
Reimbursement
Local
Share
Design
$225,000
$225,000
$199,170
$25,830
Legal
$0
$0
$0
$0
Planning/Environmental
$0
$0
$0
$0
Construction Contract
$1,504,960
$1,539,280.84
$1,362,417
$176,864
Construction
Management
$ 207,208
$150,000
$132,765
$17,235
Project Contingency
$150,496
$0
$0
$0
Administration
$1,000
$1,000
$0
$1,000
CIP Overhead @ 2.4%
$49,336
$45,571
$0
$45,571
TOTAL
$2,138,000
$1,960,851,84
$1,694,352
$266,500
Funding Sources
One Bay Area Grant
(OBAG)
$1,848,000
$1,694,352
$1,694,352
Street Maintenance
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$290,000
$266,500
$266,500
TOTAL
$2,138,000
$1,960,852
$1,694,352
$266,500
ATTACHMENTS
1. Resolution
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE
O.C. JONES & SONS, INC. CONTRACT FOR THE PETALUMA COMPLETE
STREETS, PROJECT NO. C16101416
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 law, the City of
Petaluma solicited bids for the Petaluma Complete Streets project ("Project"); and
WHEREAS, bids for the Project were opened on January 27, 2016, in accordance with
California Public Contract Code Section 4104.5 and other applicable law; and
WHEREAS, the apparent low bid for the Project was the bid of O.C. Jones & Sons, Inc.
in the amount of $1,504,960.00; and
WHEREAS, by Resolution No. 2016=028 adopted February 22, 2016, the City Council
of the City of Petaluma found the bid of $1,504,960.00 for the Project to be the lowest
responsive bid and awarded the Project to O.C. Jones & Sons, Inc. in the amount of
$1,504,960.00 conditioned on O.C. Jones & Sons, Inc.'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 change orders and other amendments to the Project contract that are necessary to
effectively complete the project and/or to realize the Project and/or cost benefits for the City so
long as such change orders or amendments do not result in an increase in excess of 20 percent of
the total Project amount; and
WHEREAS, the following change orders affecting the Project amount have been
approved:
Change Order
Number
Description
Amount
CCO#1
Bus Pull Out
$51,992.90
CCO#2
Time & Materials Work
$27,442.54
CCO#3
Balancing Change Order for Items
<$45,114.60>
Total Change Orders: $34,320.84; and
WHEREAS, the final construction contract amount as amended including all change
orders is $1,539,280.84; and
WHEREAS, City staff have 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.
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NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
1. The contract entitled Petaluma Complete Streets, Project No. C16101416 with a final
construction contract amount of $1,539,280.84 is accepted as complete subject to the
Contractor's continuing warranty and other obligations pursuant to the contract.
2. The City Clerk/Recording Secretary 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.
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