HomeMy WebLinkAboutStaff Report 3.B 01/09/2006CITY OF PETALUMA, CALIFORNIA 3.B
PETALUMA COMMUNITY DEVELOPMENT C January 9, 2006
AGENDA BILL
Agenda Title: Discussion and Action Adopting a Resolution Meeting Date:
Accepting Completion of the Vila Construction Contract for the January 9, 2006
Petaluma Railroad Depot Renovation — Phase 3, Project No. 3300-
54151-C200303 Meeting Time: ® 3:00 PM
❑ 7:00 PM
Category (check one): ® Consent Calendar ❑ Public Hearing ❑ New Business
❑ Unfinished Business ❑ Presentation
Department irector: Contact Person:
Public Works e Mazengo Evelyn Onderdonk
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Cost of Proposal: $643,735.91
Amount Budgeted: $924,000.00
Phone Number:
776-3673
Account Number:
3300-54151- C200303
Name of Fund: Central Business
District Capital Improvement Fund -
3300
Attachments to Agenda Packet Item:
1. Resolution Accepting Completion of the Vila Construction Contract for the Petaluma Railroad
Depot Renovation — Phase 3
Summary Statement: Vila Construction completed Phase 3 of the Petaluma Railroad Depot Renovation
for a final cost of $643,735.91.
Work under Phase 3 consisted of interior improvements in the Depot and Baggage buildings for offices and
public bathrooms respectively. Work also included constructing the trash and electrical panel enclosures.
Recommended PCDC Action/Suggested Motion:
Adopt a resolution accepting the completion of Petaluma Railroad Depot Renovation — Phase 3, Project
No. C200303 and direct City Clerk/Recording Secretary to file a Notice of Completion with Sonoma
County Recorder. Staff will release the retention to the contractor within 60 days after Council acceptance.
Reviewed by Administrative Re wed by City Attornev:
Service Director: (2 1M(05 J Date:
D 11'��oG
Todav's Date: Revision # and Date Revised:
December 13, 2005
Page I
Approved PN City Manager:
Date:
File Co e.
S:\CIP\Depot C200303 (9040)\Construction Phase 3 -
Interior Depot, Baggage & Trash Equpinnent\30
Agenda Bills & Reports\Resp Accepting Depot Phase
3Completion 12 21 05 FINAL JC.doc
CITY OF PETALUMA, CALIFORNIA
Petaluma Community Development Commission
January 9, 2006
AGENDA REPORT
DISCUSSION AND ACTION ADOPTING A RESOLUTION ACCEPTING COMPLETION OF THE
VILA CONSTRUCTION CONTRACT FOR THE PETALUMA RAILROAD DEPOT RENOVATION —
PHASE 3, PROJECT NO. 3300-54151-C200303
EXECUTIVE SUMMARY:
Vila Construction completed Phase 3 of the Petaluma Railroad Depot Renovation for a final cost of
$643,735.91.
Work under Phase 3 consisted of interior improvements in the Depot and Baggage buildings for offices
and public bathrooms respectively. Work also included constructing the trash and electrical panel
enclosures.
2. BACKGROUND:
The Petaluma Railroad Depot complex, which consists of three buildings, the main Depot, the Baggage
building and the Freight building, were badly deteriorated and renovation was needed to preserve the
historic value of the buildings and make them available for public use.
Discussions to preserve the buildings and use them for City functions began several years ago. The first
step was to secure a lease for the three buildings from the NWPRA/SMART. A 25 -year lease between
the City and NWPRA/SMART became effective on July 14, 2003. Phase 1 of construction involved
renovating the exterior of the buildings. Phase 2 consisted of constructing site improvements including
parking, landscaping and supporting infrastructure. Phase 3 involved renovating the interior of the
Depot and Baggage buildings and constructing the Trash and Site Electrical Enclosure. Phase 4 will
involve the renovation of the Freight building interior. The NWPRA/SMART are involved and
reviewing all plans. The next phase involves determining the appropriate use for the freight building.
The contractor has completed the work for a final construction cost of $643,735.91. All outstanding
issues are resolved with the contractor. Therefore, the retention is due to the contractor and payable
within 60 days after Council acceptance.
3. ALTERNATIVES:
Accept the completion of the project.
4. FINANCIAL IMPACTS:
The PCDC appropriated $924,000 for the Petaluma Railroad Depot Renovation Project, Phase 3,
including the work in this package plus design, construction management, administration and general
overhead. Of this amount, a total of $917,288 was expended on these items as outlined in the table
below.
Page 2
Project Cost Summary
Other Construction—PG&E, $0 $54,888.73
Permits and Other Costs
Total $924,000 $917,288
5. CONCLUSION:
Following the acceptance of the construction project, the City Clerk/Recording Secretary will file a
notice of completion with Sonoma County Recorder and staff will release the retention to the contractor
within 60 days after Council acceptance.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESSOR COMPLETION:
With the completion of these interior improvements, the Petaluma Visitor's Program now occupies the
Depot building and the public restrooms are ready for use. Staff is securing maintenance and security
services for the public restrooms and the site, which will greatly serve the facility's overall success.
RECOMMENDATION:
Adopt the resolution approving the completion of the Petaluma Railroad Depot Renovation — Phase 3,
Project # C200303, approving the final project budget, and authorizing the release of the retention to the
contractor within 60 days after Council acceptance.
Page 3
RR Depot
,RR Aepot
RR Depot Renovation
Itenov.a ion
Phase 3
Renovati6u
Budget By Categortit
y
PTIPliase 3,)Fioal
Prosect
Budget',:.
Ezpendityres
,
General Fund Overhead
$44,000
$43,680
Administration
$55,000
$31,000
Planning/Environmental
$0
$0
Design
$75,067
$43,955
Legal Counsel
$0
$9,028
Construction
$75,000
$91,000
Mgmt./Inspection
Vila Construction Contract
$674,933
$643,735.91
Including All Change Orders
Other Construction—PG&E, $0 $54,888.73
Permits and Other Costs
Total $924,000 $917,288
5. CONCLUSION:
Following the acceptance of the construction project, the City Clerk/Recording Secretary will file a
notice of completion with Sonoma County Recorder and staff will release the retention to the contractor
within 60 days after Council acceptance.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESSOR COMPLETION:
With the completion of these interior improvements, the Petaluma Visitor's Program now occupies the
Depot building and the public restrooms are ready for use. Staff is securing maintenance and security
services for the public restrooms and the site, which will greatly serve the facility's overall success.
RECOMMENDATION:
Adopt the resolution approving the completion of the Petaluma Railroad Depot Renovation — Phase 3,
Project # C200303, approving the final project budget, and authorizing the release of the retention to the
contractor within 60 days after Council acceptance.
Page 3
Attachment I
RESOLUTION NO. 2005-
PETALUMA COMMUNITY DEVELOPMENT COMMISSION
DISCUSSION AND ACTION ADOPTING A RESOLUTION ACCEPTING COMPLETION OF THE
VILA CONSTRUCTION CONTRACT FOR THE PETALUMA RAILROAD DEPOT RENOVATION —
PHASE 3, PROJECT NO. 3300-54151-C200303
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 Railroad Depot Renovation Phase 3 project ("Project"); and
WHEREAS, bids for the Project were opened on June 8, 2005 in accordance with California Public
Contract Code Section 4105.5 and other applicable law; and
WHEREAS, the apparent low bid for the Project was the bid of Vila Construction in the amount of
$579,933; and
WHEREAS, by Resolution No. 2005-11 adopted July 11, 2005 the Petaluma Community Development
Commission found the bid of $579,933 for the Project to be the lowest responsive bid and awarded the Project
to Vila Construction in the amount of $579,933 conditioned on Vila Construction'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 16 percent of the total Project amount; and
WHEREAS, the following change orders affecting the Project amount have been approved:
Change Order #1
Change Order #2
Change Order #3
Change Order #4
Change Order 45
Change Order #6
Total Change Orders: $63,802.91; and
$1,600.00
$6,079.83
$4,639.94
$11,241.16
$7,882.31
$32,359.67
WHEREAS, the final contract amount as amended including all change orders is $643,735.91; and
Page 4
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;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma as follows:
1. The contract entitled Petaluma Railroad Depot Renovation Phase 3, Project No. 3300-54151-
C200303 with a final contract amount of $643,735.91 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 are 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, California Public Contract Code Section 7107 and applicable law.
Adopted this 91h Day of January 2006 by the following vote:
Commissioner Ave No Absent
Glass
Canevaro
Harris
Healy
Nan
O'Brien
Torliatt
ATTEST:
Claire Cooper, Recording Secretary
Page 5
David Glass, Chairperson