HomeMy WebLinkAboutStaff Report 3.L 06/05/2017Agenda Item #31
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DATE: June 5, 2017
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Da St. J — Director, Public Works and Utilities
La i m , P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Wiseman Trail Rehabilitation Project,
City Project No. C14101606
RECOMMENDATION
It is recommended that the City Council approve a Resolution Accepting Completion of the
Wiseman Trail Rehabilitation Project, City Project No. C14101606.
BACKGROUND
The existing trail at Wiseman Park had been deteriorating over the years and was in need of a
reconstruction in order to reduce the tripping hazards caused by the failed asphalt. This project
reconstructed and expanded the trail to an 8 -foot wide concrete pathway. The newly constructed
trail spans the entire park from the storm drain culvert, near the Petaluma Airport, along the
perimeter of the park south past the softball fields. Along with the trail, this project added three
additional ADA compliant parking spaces and ramps to access the trail.
Bids were opened on January 6, 2016. On February 22, 2016, the City Council authorized the
award of the construction contract for Wiseman Trail Rehabilitation to Coastside Concrete &
Construction Inc., of Santa Rosa, in the amount of $356,105. Construction began in April 2016
and was completed in April 2017.
DISCUSSION
Originally, the project scope was limited to a rehabilitation of the trail between the park
playground and the ball fields. However, after the project began, favorable existing subgrade
conditions were found, allowing staff to modify the design and create a cost savings to the City.
These savings allowed the City to negotiate a change order with the contractor to expand upon
the original project limits and install the pathway north from the playgrounds to the storm drain
culvert at the airport. However, part of the negotiations with the Contractor included that in order
for the Contractor to do the work for the agreed upon price, the City would allow the Contractor
to delay the work until it better fit into their schedule. Due to the lengthy wet season, this work
was delayed until March 2017, and was completed in April 2017. The final segment of roughly
800 linear feet of trail between the storm drain culvert and the airport parking lot will be
completed as part of a future project, as funding becomes available.
The contractor performed satisfactorily and there are no outstanding claims. The project was
managed and inspected by Public Works and Utilities engineering staff and resulted in a final
construction contract amount of $410,250.00, including one change order and all overruns and
underruns in estimated bid item quantities. The total cost of the change order work and bid item
adjustments increased the contract amount by $54,145.00.
The change order provided for the additional 1,190 linear feet of 8 -foot wide concrete trail and
the elimination of two bid items of 6 -inch dig.outs and installation of stabilization fabric,
resulting in a contract increase of $65,455.
The proposed action meets Council Goals: "Plan for and implement priority capital projects as
funding permits."
FINANCIAL IMPACTS
On February 22, 2016, City Council approved a project budget of $471,590, which was funded
by a delayed reimbursement from the Sonoma County Transit Authority.
Phase
Approved Budget
Actual Project
Costs
Planning/Environmental
$
-
Design
$
16,000.00
$
21,000.00
Legal Services
$
-
$
-
Construction Contract
$
356,105.00
$
410,250.00
Construction Management
$
29,000.00
$
20,000.00
Contingency
$
50,485.00
$
-
CIP Overheads
$
20,000.00
$
20,000.00
TOTAL:
$
471,590.00
$
471,250.00
Funding Sources
SCTA Reimburement
$
472,000.00
$
471,250.00
TOTAL:
$
472,000.00
$
471,250.00
Note: City staff salary and benefits costs are included in appropriate project
phases for the project.
The project costs remained within budget and the budget was fully exhausted at project
completion.
ATTACHMENTS
1. Resolution
2. Location Map
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Attachment 1
RESOLUTION ACCEPTING COMPLETION OF
WISEMAN TRAIL REHABILITATION PROJECT,
CITY PROJECT NO. 014101606
WHEREAS, City staff prepared construction bid documents and advertised for
construction of the Wiseman Trail Rehabilitation Project, Project Number C14101606, ( "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 December 10, 2015, and eleven bids were received
and opened on January 6, 2016 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the project was submitted by Coastside
Concrete & Construction Inc. from Santa Rosa, CA for $356,105; and
WHEREAS, by Resolution No. 2016 -026, adopted on July 18, 2016, the City Council
found the bid of $356,105 for the Project to be the lowest responsive bid, awarded the Project to
Coastside Concrete & Construction Inc., in the amount of $356,105, 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 Additional 1,190 linear feet of pathway and $65,455
elimination of bid items for dig outs and
stabilization fabric
Total Change Orders 1 $65,455
; and
WHEREAS, the final contract amount, as amended, including all change orders,
overruns, and underruns is $410,250 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 Wiseman Trail Rehabilitation Project, with the final contract
amount of $410,250 is accepted as complete, subject to the Contractor's continuing
warranty 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.
3. 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.
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Attachment 2
WISEMAN TRAIL REHABILITATION PROJECT
PROJECT NO. C14101606
LOCATION MAP.
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Date : June 5, 2017
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PROJECT LIMITS
E City of Petaluma
Public Works and Utilities
S Department
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