HomeMy WebLinkAboutStaff Report 3.B 03/20/2017Agenda Item #3.B
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DATE: March 20, 2017
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Da �S . i
ASCE — Director, Public Works and Utilities
Larry i P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Denman Reach Phase 3 Improvements
Project, City Project No. C00500208
RECOMMENDATION
It is recommended that the City Council approve a Resolution Accepting Completion of the
Denman Reach Phase 3 Improvements Project, City Project No. C00500208.
BACKGROUND
Placing flood terracing within the Petaluma Watershed, in concert with the development of a
river and creek trail system, was envisioned in the 1996 River Access and Enhancement Plan and
was adopted as a policy in the General Plan 2025 in 2008. Flood plain modeling concluded that
the completed project would lower the flood elevation for a one - hundred year storm by up to 1
foot in some areas. Phases 1 and 2 were completed in 2005, and Phase 3 completes the project
through the Denman Reach of the Petaluma River between the Corona Road Bridge and Twin
Bridges on Petaluma Boulevard North.
In the fall of 2008, the City submitted a two -part grant application to the State of California for
land acquisition and continuation of the flood terrace, riparian habitat enhancement, and trail
improvements within the Denman Reach. The first grant application was to the California
Natural Resources Agency's (NRA) River Parkways Program for land acquisition in the amount
of $1,150,000, which was initially partially funded at $850,000 but later augmented with an
additional $165,262 bringing the land acquisition grant to $1,015,262. The second application
was to the Department of Water Resources' (DWR) Urban Streams Restoration Program for
$993,375, which was fully funded for design and construction. In addition to the state funding
grants, the Sonoma County Water Agency (SCWA) Zone 2A committed matching funds of
approximately $512,500 as authorized by City Council Resolution No. 2015 -007 N.C.S.
There were five properties affected by the construction of Denman Reach Phase 3, three of
which are the undeveloped parcels located on the west side of Industrial Avenue directly across
from the intersection of Benson Way and Industrial Avenue. Through acquisition of two parcels
in fee simple and the other three parcels by temporary construction and permanent trail
easements, the project completed the flood plain terracing and added approximately 2,100 feet of
trail between Corona Road and the intersection of Industrial Avenue and Petaluma Boulevard
North.
Bids were opened on June 22, 2016. On July 18, 2016, the City Council authorized the award of
the construction contract for phase 3 to Team Ghilotti, Inc. of Petaluma in the amount of
$1,234,007. Construction began in August 2016 and was completed in February 2017.
DISCUSSION
The project was managed and inspected by Public Works and Utilities engineering staff with
assistance from the designer, Questa Engineering, and resulted in a final construction contract
amount of $1,218,842, including six change orders and overruns and underruns in estimated bid
item quantities. In all, the total cost of the change order work and bid item adjustments decreased
the contract amount by $15,165.01.
The first change order provided for the temporary fencing at the stock pile site, which increased
the contract amount by $1,849.30. The second change order increased the contract amount by
$2,833.31 to provide for labor to haul off concrete unexpectedly found at the project site to an
alternate dumpsite and riprap at an outfall structure. The third change order eliminated two bid
items of water and sewer main relocations that were determined to be unnecessary for a decrease
in the contract amount of $100,440.92. The fourth change order allowed the removal of the
original designed quarry fine pathway along with an underlayment of filter fabric. After lime
treatment of the pathway area, a new and more robust pathway was re- installed. This change was
necessary because the original design of the pathway was deemed inadequate after failing during
the first rain event, which caused the pathway base to soften. This change order increased the
contract amount by $78,612.07. The fifth change order provided for the extra labor and
equipment to remove and replace a damaged storm drainpipe and provide protection around the
pipe, which increased the contract by $6,188.66. The sixth and last change order added riprap in
a swale to direct the flow near the new pedestrian bridge, and protect around the corners of the
bridge abutments to prevent future scouring, which increased the contract by $2,826.93.
The contractor performed satisfactorily and there are no outstanding claims, however in the time
since the contractor completed the contract work, the project site has experienced a great amount
of flooding. This flooding has caused a portion of the new pathway to be washed away and is
currently in an unusable state due to an apparent flaw in the pathway design. Because the
damage is not due to poor workmanship, it is not necessary to hold the Contractor responsible,
and withhold their retention. The City is working with the designer on an appropriate resolution.
The City will be advertising a small project under the same CIP within the existing budget to
complete the pathway to a satisfactory and usable condition, including rehabilitation of roughly
800 linear feet of newly installed pathway, and of existing pathway from previous Denman
Project phases that has been damaged due to the inundation.
The Conservation Corps North Bay will be working under a separate contract to perform the site
revegetation later this spring, which involves planting roughly 100 plants and 200 trees at the
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project site. Similarly, the design and construction of the informational kiosks is in process and
will be completed later this fall under a separate contract.
The proposed action meets Council Goals: "Plan for and implement priority capital projects as
funding permits."
FINANCIAL IMPACTS
On July 18, 2016, City Council approved a new project budget of $3,108,000, which included
past land acquisitions and right of way work. Project funding is comprised primarily of
Department of Water Resources Grant with Sonoma County Water Agency Zone 2A, Sonoma
County Agricultural Preservation and Open Space District, and City storm drainage impact fees
for local grant match as summarized in the table that follows.
-uses '
CIP Budget =,
FYI 6117
Approved
Bud et
Actual
Project Costs
Design
$
186,000
$
236,681
$
271,150
Legal
$
4,000
$
4,000
$
1,520
Land Acquisition
$
1,045,000
$
1,045,000
$
1,045,000
Construction Contracts
$
1,373,000
$
1,234,007
$
1,218,842
Landscaping/Kiosks
$
136,000
$
136,000
Regulatory Permits
$
37,312
$
37,312
Construction Management
$
150,000
$
130,000
$
98,400
CIP Overhead
$
44,000
$
44,000
$
44,000
Administration
$
1,000
$
1,000
$
1,385
Project Contingency
$
137,000
$
240,000
$
-
Pathway Rehabilitation Work
$
-
$
-
$
254,391
TOTAL
$
2,940,000
$
3,108,000
$ 3,108,000
Funding Sources
Waste Water Capital
$
84,000
$
84,000
Water Capital
$
84,000
$
84,000
Storm Impact Fees
$
370,000
$
370,000
$
370,000
State Grants
$
1,015,000
$
1,015,000
$
1,015,000
SCWA Zone 2A Assessments
$
512,000
$
512,000
$
512,000
Dept of Water Resources Grant
$
993,000
$
993,000
$
993,000
Sonoma Open Space Grant
$
50,000
$
50,000
$
50,000
TOTAL
$
2,940,000 1
$
3,108,000
$ 3,108,000
Note: City staff salary and benefits costs are included in appropriate project
phases for the project.
The grant funds will be fully expended upon the acceptance of the project. The remaining project
budget of $254,391 will be used to complete the rehabilitation of the damaged pathway, and the
$136,000 will be used for the landscaping and kiosk installation.
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ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF
THE DENMAN REACH PHASE 3 IMPROVEMENTS PROJECT,
CITY PROJECT NO. C00500208
WHEREAS, City staff prepared construction bid documents and advertised for
construction of the Denman Reach Phase 3 Improvements Project, Project Number C00500208,
( "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 May 26, 2016, and three bids were received and
opened on June 22, 2016 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the base bid and bid alternative A was
submitted by Team Ghilotti, Inc. from Petaluma, CA for $1,234,007; and
WHEREAS, by Resolution No. 2016 -116, adopted on July 18, 2016, the City Council
found the bid of $1,234,007 for the Project to be the lowest responsive bid, awarded the Project
to Team Ghilotti, Inc., in the amount of $1,234,007, conditioned on Team Ghilotti, 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:
Change Order Number Description Amount
CCO #1 Additional subcontractor costs to provide $1,849.30
temporary fencing at the project dumpsite at
the Petaluma Community Sports Fields
CCO #2 Additional labor to remove excess concrete $2,833.31
found at project site to alternate dump site and
provide rip rap at an outfall structure
CCO #3 Elimination of bid items to relocate the water ($100,440.92)
and sewer main, as well as, the associated
labor to provide rip rap protection around the
existing structures.
CCO #4 Removal of the previously installed filter $78,612.07
fabric and pathway, lime treatment of the
subgrade, and install and compact 4" of
quarry fine pathway
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CCO #5 Additional labor and material costs to install $6,188.66
85 linear feet of storm drain pipe and
additional rip rap protection of the pipe
CCO #6 Additional labor and equipment costs to
install rip rap protection at each coiner of the
pedestrian bridge abutments and nearby swale
Total Change Orders
; and
$2,826.93
($8,130.65)
WHEREAS, the final contract amount, as amended, including all change orders,
overruns, and underruns is $1,218,841.99 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
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
hereby:
1. The contract titled Denman Reach Phase 3 Improvement Project, with the final
contract amount of $1,218,841.99 is accepted as complete, subject to the Contractor's
continuing warranty and other obligations pursuant to the contract.
2. Staff is hereby directed to solicit bids for the rehabilitation of the damaged pathway.
3. 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.
4. 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 terns of the Project contract, California Public Contract Code
Section 7107 and applicable law.
on
DENMAN REACH PHASE 3 IMPROVEMENTS
PROJECT
PROJECT NO. C00500208
LOCATION MAP
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Attachment 2
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