HomeMy WebLinkAboutStaff Report 5.C 08/07/2017Agenda Item #5.0
DATE: August 7, 2017
TO: Honorable Ma or and Members of the City Council through City Manager
FROM: Dan �t. J CE — Director, Public Works and Utilities
Larry immer, P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Authorizing Award of Contract for the Denman Reach Trail Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing Award of
Contract for the Denman Reach Trail Project.
BACKGROUND
Placing flood terracing within the Petaluma Watershed in concert with the development of a river
and creek front 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. Phases 1 and 2 of the Denman Reach
Improvements Project were completed in 2005 and the third phase of this project was awarded in
July 2016. The contractor completed the terracing of the flood plain and installed approximately
3,000 linear feet of trail and the project was accepted at Council in March 2017.
As noted in that project acceptance, flooding in the area caused a portion of the new pathway to
be washed away since the project was completed at no fault of the contractor. Rather than have
the path repaired by the original contractor, a separate project was developed to repair and
complete the pathway to a satisfactory and usable condition. This includes the rehabilitation of
roughly 900 linear feet of recently installed pathway, and existing pathway and a maintenance
access road that was damaged due to the inundation.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits ".
DISCUSSION
Contract documents were prepared and a Notice Inviting Bids was issued on June 22, 2017. On
July 6, 2017, 4 bids were received as summarized below. There were two bid alternates for this
project. Bid Alternate 1 included installing a topcoat application to the existing trail that was
installed during Phase 3 of the Denman Reach Improvements Project in order to better seal and
strengthen the surface. Bid Alternate 2 included mowing the Denman Reach site, ridding the site
of the emerging invasive species, and re- seeding the site.
Name of Bidder I Base Bid Total I Bid Alt 1 ( Bid Alt 2
Coastside Concrete & Construction*
$134,300
$42,000
$40,000
C. Hardy General Engineering
$174,190
$33,600
$53,500
Team Ghilotti, Inc.
$255,921
$20,496
$65,650
Wildcat Construction
$306,850
$16,800
$74,000
Engineer's Estimate
$135,000
$ 7,000
$26,000
* Lowest Responsible Bidder
Bids were ranked in accordance with the specifications by the base bid amount. The lowest
responsible bidder, Coastside Concrete and Construction Inc., has performed similar work for the
City of Petaluma. Staff verified that Coastside Concrete and Construction Inc. possess the
required Class A California Contractor's License, number 995338, which expires on 8/31/18,
which is appropriate for the work. Due to budgetary constraints, neither of the bid alternates is
recommended. During construction, if the funds are available, a change order will be negotiated
to do part or all of Bid Alternate 1. The work addressed in Bid Alternate 2 can be more cost
effectively performed by a separate landscape maintenance agreement.
Construction is scheduled to begin in September 2017 and will continue for 25 working days,
contingent upon permitting weather and conditions. Construction management will be conducted
by City staff with assistance from Questa, the project design engineer, for construction and
enviromnental services, and a geotechnical consultant.
Staff recommends that the City Council authorize the City Manager to execute a contract for the
Denman Reach Trail Project with the apparent low bidder, Coastside Concrete and Construction
Inc. for the Base Bid Total of $134,300.
FINANCIAL IMPACTS
The proposed action will not cause any unanticipated impact on the existing CIP budget. On July
18, 2016, City Council approved a project budget of $3,108,000 for the Denman Reach Phase 3
Improvements Project — Project Number C00500208, comprised of several funding sources
including Department of Water Resources grant, Sonoma County Water Agency, Sonoma
County Agricultural Preservation and Open Space District, water and wastewater enterprise
funds and storm drainage impact fees. On March 20, 2017, when the Denman Reach Phase 3
Improvements project was accepted at Council, the remaining unspent budget was $254,400.
These remaining funds are sufficient to complete this trail project as well as a separate landscape
maintenance agreement for the site. The following is a breakdown of the proposed project
budget:
2
Uses
Remaining
Budget (after
Phase 3
Construction Contracts
$
134,300
Construction Management
$
15,000
CIP Overhead
$
3,500
Administration
$
1,400
Landscape Maintenance
$
68,800
Project Contingency
$
31,400
TOTAL
$
254,400
Funding Sources
Remaining Project C00500208
$
254,400
Note: City staff salary and benefits costs are included in appropriate project
phases for the project.
Any unused funds will be returned to the appropriate account for future projects.
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT
FOR THE DENMAN REACH TRAIL PROJECT
WHEREAS, City staff has prepared construction bid documents and advertised for
construction of the Denman Reach Trail 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 June 22, 2017, and four bids were received and
opened on July 6, 2017 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the base bid was submitted by Coastside
Concrete & Construction Inc., from Santa Rosa, CA for $134,300; and
WHEREAS, staff recommends the construction contract be awarded for the base bid for
a total contract amount of $134,300; and
WHEREAS, staff has determined that the Contractor's bid is responsive and satisfies the
bidding requirements for the Project; and
WHEREAS, staff has verified that Coastside Concrete & Construction Inc. possesses a
valid California Contractor's License, Class A, number 995338 that is acceptable for the Project;
and
WHEREAS, staff was directed to solicit bids for the rehabilitation of the damaged
pathway through Resolution 2017 -041 N.C.S. adopted by City Council on March 20, 2017; and
WHEREAS, the project was approved concurrently with the adoption of a Mitigated
Negative Declaration through Resolution #2012 -138 N.C.S. adopted by the City Council on
September 10, 2012.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
In accordance with the City of Petaluma Charter and Municipal Code, California Public
Contract Code Section 20162 and other applicable law, waives any and all non-
conformance in the bid of Contractor for the Denman Reach Trail Project, Project
Number C00500208 and finds the bid of $134,300 to be the lowest, responsive bid and
further finds that Coastside Concrete & Construction Inc. is the lowest responsible
bidder.
2. Awards the contract for the Denman Reach Trail Project, Project Number C00500208 to
Coastside Concrete & Construction Inc. in the amount of $134,300, the amount of the
rd
lowest responsive base bid, conditioned on Coastside Concrete & Construction Inc.
timely executing the project contract and submitting all required documents, including
but not limited to, executed bonds, certificates of insurance, and endorsements, in
accordance with the project bid documents.
4 Approve a construction contract contingency of $31,400
5. Directs staff to issue a notice of award to Coastside Concrete & Construction Inc.
6. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by Coastside Concrete & Construction Inc. of
the signed project contract and all other required documents, including but not limited to,
executed bonds, certificates of insurance, and endorsements, in accordance with the project
bid documents.
Attachment 2
DENMAN REACH TRAIL PROJECT
PROJECT NO. C00500208
LOCATION MAP
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Date :AUGUST 7, 2017
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