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HomeMy WebLinkAboutStaff Report 3.B 07/17/2017Agenda Item #3.B DATE: July 17, 2017 TO: Hono ler and Members of the City Council through City Manager r FROM: Da St. oA .SCE — Director, Public Works & Utilities '. Kent Carothers, P.E. — Operations Manager, Public Works & Utilities SUBJECT: Resolution Accepting Completion of the PIPS Odor Control and Hopper Street Emergency Pumping Storage Improvement Project RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Accepting Completion of the Primary Influent Pump Station's (PIPS) Odor Control and Hopper Street Emergency Pumping Storage Improvement Project. BACKGROUND The PIPS Odor Control and Hopper Street Emergency Pumping Storage Improvement Project addressed two CIP projects and priorities. The first priority was the replacement of the odor control system at the PIPS. Because the approved Riverfront development entrance road on Hopper Street encroaches on the existing odor beds serving the PIPS lift station, the existing beds are being removed and the developer is required to fund the replacement of the odor control system as a condition of approval. The developer will reimburse the City for its costs as a condition of receiving their first building permit within the development. The second priority addressed in the project was the expansion of available storage in ponds and tankage adjacent to the PIPS lift station. The storage will allow up to 4 million gallons of wastewater to be contained during emergencies or maintenance activities that require PIPS to be turned off. Insufficient storage exists today for an emergency shutdown of PIPS. The project included upgrades to the air release valve manholes along the PIPS forcemain to allow access in the event of an emergency or maintenance shutdown. Modification to the vacuum truck decant facility at the Hopper Street Corp Yard, and a partial decommission of the existing headworks infrastructure at the old Hopper Treatment Plant completed the project. Collectively these items will improve emergency and maintenance response for the City's most critical forcemain and pump station, upgrade odor control, and enhance site drainage. Construction commenced at the beginning of December 2016 and all items were completed at the end of May 2017. The project was managed by CIP staff. DISCUSSION The Notice Inviting Bids was issued on August 31, 2016. On September 22, 2016, three (3) bids were received. Team Ghilotti, Inc. of Petaluma was the lowest responsive bidder with a bid of $553,300. The final construction contract cost is $584,999.57, which includes change orders totaling $19,931.57 and unit cost increase of $27,768 for placement of additional pond material and a decrease of $16,000 for off -haul of material not used. The two change orders are $16,661.31 for unforeseen condition in the removal of sludge and debris at the old headworks area and to close the influent slide gate at the old Hopper Treatment Plant permanently, and $3,270.26 to add more drain pipe fiom the vactor truck dump basins to PIPS due to the delay in the Riverfront improvements. Non -substantial adjustments were made to the pond elevations due to excessively wet site conditions. During the project, measurements were taken to best optimize a reduction of off haul bid cost, against added excavation and placement unit price costs. There are no disputed claims and the project was completed without any significant incidents. The contractor performed satisfactorily. The developer contribution of the odor control is based on the line item bid for the odor control equipment and installation that was itemized separately on the bid schedule. Two alternate types of odor control units were specified to obtain a competitive cost. The odor control unit selected was the lowest cost and is the same manufacturer as other odor control units at City pump stations. Factoring in a prorated share of the mobilization cost, the developer's contribution for the subject construction contract to cover the new odor control unit is $171,213. This amount matches the cost at the time of contract award. Following the acceptance of the project, the City Clerk will file a Notice of Completion with the Sonoma County Recorder and the Finance Department will release the contract retention account to the contractor within 60 days. The proposed action meets Council Goal: "Plan for and implement priority capital projects as funding permits". FINANCIAL IMPACTS The PIPS Odor Control and Hopper Street Emergency Pumping Storage Project, Project Numbers C66501517 and C66501520, were approved for $1,072,000 in the FY 16/17 CIP Budget and included staff costs for contract preparation, project management, construction management, and the City's requisite CIP overhead and administrative charge as shown in the following table along with the final project costs. 0) Project Budget Actual Cost Design /Planning $ 122,000 $ 102,000 CIP Overhead & Administration $ 34,000 $ 22,000 Construction Contracts with Final Quantities $ 650,000 $ 585,000 Construction Management/Inspection $ 120,000 $ 34,000 Contingency/Remaining Budget $ 146,000 $ 0 Total $ 1,072,000 $ 743,000 0) At project closeout, all remaining funds will be returned to the Wastewater CIP fund to be used on future projects. ATTACHMENTS 1. Resolution Attachment 1 RESOLUTION ACCEPTING COMPLETION OF THE PIPS ODOR CONTROL AND HOPPER STREET EMERGENCY PUMPING STORAGE IMPROVEMENT PROJECT 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 PIPS Odor Control and Hopper Street Emergency Pumping Storage Pumping Storage project ("Project"); and WHEREAS, bids for the Project were opened on September 22, 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 Team Ghilotti, Inc. in the amount of $553,300; and WHEREAS, by Resolution No. 2016-165 adopted October 17, 2016, the City Council of the City of Petaluma found the bid of $553,300 for the Project to be the lowest responsive bid and awarded the Project to Team Ghilotti, Inc. in the amount of $553,300 conditioned on Team Ghilotti, 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 Headworks Slide Gate $16,661.31 CCO#2 Additional Piping $ 3,270.26 Total Change Orders: $19,931.57; and WHEREAS, the final construction contract amount as amended including all change orders and final quantities is $584,999.57; 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. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma as follows: 1. The contract entitled PIPS Odor Control and Hopper Street Emergency Pumping Storage, Project Numbers C66501517 and C66501520 with a final construction contract amount of $584,999.57 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.