HomeMy WebLinkAboutStaff Report 5.D 08/07/2017Agenda Item #5.D
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DATE: August 7, 2017
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Ian o SCE — Director, Public Works &Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Authorizing Award of Contract for the Crystal Lane Crosswalk
Improvements to DC Electric Group Inc., and Revising Approving the Project
Budget
RECOMMENDATION
It is recommended that the City Council approve the Resolution Authorizing the Award of
Contract for the Crystal Lane Crosswalk Improvements to DC Electric Group Inc., and
Approving the Project Budget.
BACKGROUND
On April 3, 2017, the City Council adopted the resolution approving the request for
Transportation Development Act Article 3 (TDA3) Pedestrian/Bicycle project funding. The
project includes the construction of improved bicycle and pedestrian traffic warning devices at
two locations: Crystal Lane roundabout on Petaluma Boulevard South, and the crossing on Edith
Street at East Washington Street. The in- pavement lighting system has not functioned reliably
and is expensive to repair and maintain. Installed in March 2015, it has required significant
repairs by the City including numerous visits from the manufacturer to trouble shoot issues. The
existing flashing signs at the Crystal Lane roundabout have been hit by vehicles numerous times
due to inadequate distance from the travel way and is not currently functioning.
The City used TDA3 funds most recently for East Washington Park Multi -use Pathway
Connection to connect the new sports fields to the existing sidewalk system to the west. TDA 3
funds managed by Sonoma County Transportation Authority (SCTA) include a specific amount
set aside for Petaluma, subject to formal approval. The available FY 17/18 TDA3 funding for the
subject project is $79,283. On March 1, 2017, the Pedestrian and Bicycle Advisory Committee
recommended Council approval for the use of TDA 3 funds for the project. On May 8, 2017, the
application was approved by SCTA Board and the allocation was approved by Metropolitan
Transportation Commission (MTC) on June 27, 2017.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits ".
DISCUSSION
The construction plans and specifications were prepared by staff and a Notice Inviting Bids was
advertised on June 8, 2017. Two (2) bids were received as follows:
Name of Bidder Base Bid Bid Alt 1 Total Bid
DC Electric Group Inc. $32,350 $47,350 $ 79,700 Lowest Responsible Bidder
WBE Electric $66,650 $71,600 $138, 250
Engineers Estimate $36,015 $35,545 $ 71,560
The Base Bid is for the Crystal Lane roundabout improvement and Bid alternate #1 included the
replacement of the in- pavement crosswalk lights at Edith Street with rectangular rapid flashing
beacons (RRFB). Staff recommends inclusion of Bid Alternate 1 in this contract to provide
reliable safe pedestrian crossing of East Washington Street at Edith, which is an important and
well -used crossing.
The lowest responsible and responsive bidder, DC Electric Group, Inc. with total bid of $79,700
has performed similar projects throughout the Bay Area and possesses a valid Class A California
Contractor's License, #949934, which qualifies DC Electric Group Inc. to perform the work.It is
recommended that Council adopt the resolution awarding the contract to DC Electric Group,
Inc., the lowest and responsive bidder, in the amount of $79,700.
An additional $27,717 from the street maintenance fund is needed to install additional
rectangular rapid flashing beacons at this location so are the signs back to back and visible to all
motorists.
Construction is scheduled to begin in September 2017 and to be completed by October 2017.
Construction management and inspection services will be conducted by City staff with assistance
by an outside consultant for material testing.
FINANCIAL IMPACTS
The proposed action will require an additional $27,717 more than the estimated budget per the
grant application and approved in Resolution No. 2017 -052. The estimated grant allocation for
Crystal Lane Crosswalk Improvements (C16101827) is $79,283.00, whereas the current project
estimate, as summarized below, is $107,000. An additional contingency is necessary and is
recommended to be allocated from Street Maintenance funds. The additional allocation will be
presented with the 1St quarter budget adjustment.
2
Expenses
Estimated Budget
per Grant
Application
Revised Total
Project Cost
Construction Contract
$ 68,283
$ 79,700
Design (City Staffl
$ 0
$ 0
Administration
$ 1,000
$ 1,000
Construction Management & Inspection
$ 5,000
$ 5,000
CIP Overhead
$ -
$ -
Contract Contingency
$ 5,000
$ 21,300
Total
$ 79,283
$107,000
Funding Sources
Budget
TDA Article 3 FY17 /18
$ 79,283
Street Maintenance Fund (2411)
$ 27,717
Total
$107,000
It is recommended that the project budget be approved, including the use of $27,717 of Street
Maintenance Funds. The budget adjustment will be brought forward for formal City Council
approval during the City's first quarter budget adjustment later this fall. The cost estimate
includes a contract contingency of $21,300, which is larger than normal in order to install four
additional rectangular rapid flashing beacons signs at Edith Street to improve pedestrian
visibility as a contract change order. Any unused fund balance will be returned to Fund 2411 for
use in future projects.
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR
THE CRYSTAL LANE CROSSWALK IMPROVEMENT PROJECT TO
DC ELECTRIC GROUP, INC. AND APPROVING THE PROJECT BUDGET
WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code,
California Public Contract Code Section 20162 and other applicable law, City staff prepared
construction bid documents and solicited bids for the Project; and
WHEREAS, the project was bid on June 8, 2017, and two (2) bid was received and
opened on June 29, 2017 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by DC Electric
Group Inc. from Cotati, CA for $79,700 which compares reasonably to the engineer's estimate;
and
WHEREAS, additional funding of $27,717is needed to complete the project properly;
and
WHEREAS, adequate funding is available in Fund 2411, Street Maintenance; and
WHEREAS, staff has determined that the DC Electric Group Inc., bid satisfies the
bidding requirements for the Project; and
WHEREAS, staff has verified that DC Electric Group Inc., possesses a valid California
Contractor's License, Class A, #949934 that qualifies DC Electric Group Inc.to perform the
Project; and
WHEREAS, the Project is categorically exempt pursuant to California Environmental
Quality Act ( "CEQA ") and Title 14, the California Code of Regulations ( "CEQA Guidelines "),
Section 15301, because the project consists of repair and maintenance to an existing public
street.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of the City
of Petaluma hereby:
1. Approves the revised project budget of $107,000 for the Crystal Lane & Edith Street
Crosswalk Improvements, Project No. C16101827.
2. 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 DC Electric. Group Inc. for the Crystal Lane & Edith Street
Crosswalk Improvements, Project No. C16101827 finds the bid of $79,700 to be the
lowest, responsive bid and further finds that DC Electric Group, Inc. is the lowest
responsible bidder.
rd
3. Awards the contract for the Crystal Lane Crosswalk Improvement, Project No. C1610827
to DC Electric Group Inc., in the amount of $79,700, the amount of the lowest responsive
bid, conditioned on DC Electric Group, 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.
6. Directs staff to issue a notice of award DC Electric Group Inc.
7. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by DC Electric Group Inc., of the signed
project contract and all other required document, including but not limited to, executed
bonds, certificates of insurance, and endorsements, in accordance with the project bid
documents.
Approves a construction contract contingency of $21,300.
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Attachment 2
CROSSWALK. IMPROVEMENTS
CRYSTAL LANE ROUNDABOUT AND EDITH STREET AT
EAST WASHINGTON STREET
LOCATION MAP
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