HomeMy WebLinkAboutStaff Report 3.E 01/05/2009CITY OF PETALUMA, CALIFORNIA
AGENDA BILL
Agenda Title: Resolution Accepting Completion of the Water Street North
Sewer Main Replacement Project.
3.E
January 5, 2009
Meeting Date:
January 5, 2009
Meeting Time: ❑ 3:00 PM
® 7:00 PM
Category: ❑ Presentation ❑X Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business
Department: Director: Contact Person: Phone Number:
Water Resources & Michael Ban, P.E Patricia Gothard, P.E. 778-4546
Conservation 0✓
Cost of Proposal: The construction cost is $696,764.88. Name of Fund:
Waste Water Funds
Amount Budgeted: Total construction budget is $754,866.22. Account Number:
C00500608-30600-54151
Recommendation: It is recommended that the City Council take the following action:
Adopt the resolution accepting completion of the Water Street North Sewer Main Replacement Project.
Summary Statement:
To maintain and improve the condition of the City's wastewater system, the Department of Water Resources and
Conservation annually replaces or rehabilitates deteriorating sanitary sewer mains throughout the City. The Water
Street North Sewer Main Replacement Project involved replacing approximately 1,000 feet of severely
deteriorated sanitary sewer main on Water Street North between Washington Boulevard and the Copeland
Wastewater Pump Station to improve service and reduce maintenance costs.
North Bay Construction, Inc. has completed the construction on the Water Street North Sewer Main Replacement
Project.
Attachments to Agenda Packet Item:
Resolution
Exhibit A - Location Map
Exhibit B - Neighborhood Information Notice
Exhibit C - Project Photos
Reviewed by Admin. Svcs. Dir:
ate:
is
Rev. # I Date ast Revised:
� 1�At-,
Reviewed by City Attornev: Approyed.by--City Manager:
Date: Date: 12-e?9-6y
File: S:\C.I.P.Folder\WASTEWATERFolder\8221-54110
(C500608) Water Street North Sewer Main Replacement\city
council /Water Street No. Accept -agenda bill DRAFT
CITY OF PETALUMA, CALIFORNIA
JANUARY 5, 2009
AGENDA REPORT
FOR
RESOLUTION ACCEPTING COMPLETION OF THE
WATER STREET NORTH SEWER MAIN REPLACEMENT PROJECT
RECOMMENDATION:
It is recommended that the City Council adopt the resolution accepting completion of the Water
Street North Sewer Main Replacement Project.
2. BACKGROUND:
To maintain and improve the condition of the City's wastewater system, the Department of
Water Resources and Conservation annually replaces or rehabilitates deteriorating sanitary sewer
mains throughout the City. The Water Street North Sewer Main Replacement Project involved
replacing approximately 1,000 feet of severely deteriorated sanitary sewer main on Water Street
North between Washington Boulevard and the Copeland Wastewater Pump Station to improve
service and reduce maintenance costs. This project location is illustrated on Exhibit A.
The City Council awarded the construction contract for this project to North Bay Construction
(NBC) on hire 18, 2007. Shortly thereafter, lead -impacted soils were unexpectedly encountered
on the construction site. On October 11, 3007, the City formally notified NBC to immediately
suspend all work related to the project. The City then prepared a Soil Management Plan to
identify the extent and location of lead -impacted soil, classify the soil as California hazardous or
non -hazardous, and identify landfills available to accept the soil.
On September 15, 2008, the City Council adopted resolution No. 2008-181 authorizing Change
Order No. 1, which included handling of the contaminated soils and all work necessary to
accommodate the sewer pipe re -alignment due to a request from the Sonoma Marin Area Rail
Transit (SMART) to avoid displacement of the existing rail line.
Construction began on October 13, 3008, and was completed on December 12, 2008.
Informational notices for the project were sent to nearby residences and businesses before
construction began. A copy of the notice is included as Exhibit B. Construction photographs are
provided in Exhibit C.
2
DISCUSSION:
Following the acceptance of the project, the City Cleric will file a Notice of Completion with the
Sonoma County Recorder and the Finance Department will release the retention money to the
contractor within 60 days.
4. FINANCIAL IMPACTS:
The final contract cost is $696,764.88, which is below the construction budget of $754,866.22, as
shown below:
BASE CONTRACT $533,800.00
CONTRACT CHANGE ORDER No. 1 153,066.22
(approved by City Council on 9/15/08)
ADDITIONAL CONTRACT CHANGE ORDERS 9.898.66
TOTAL CONSTRUCTION COST $696,764.88
TOTAL CONSTRUCTION BUDGET $754,866.??
RESOLUTION ACCEPTING COMPLETION OF THE
WATER STREET NORTH SEWER MAIN REPLACEMENT 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 Water Street North Sewer Main Replacement Project ("Project");
and
WHEREAS, bids for the Project were opened on July 17, 2008 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 North Bay Construction, Inc.
("North Bay Construction") in the amount of $533,800; and
WHEREAS, by Resolution No. 2007-101 adopted June 18, 2007, the City Council of the City of
Petaluma found the bid of $533,800 for the Project to be the lowest responsive bid and awarded
the Project to North Bay Constriction in the amount of $533,800 conditioned on North Bay
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 amendments to the Project
contract that are necessary to effectively complete the project; and
WHEREAS, by Resolution No. 2008-181 adopted September 15, 2008, the City Council of the
City of Petaluma authorized Change Order No. 1 in the amount of $153,066.22 to North Bay
Construction and authorized and directed the City Manager to execute Change Order No. 1 on
behalf of the City and to execute on behalf of the City any additional change orders to the
contract, so long as such change orders in aggregate do not increase the project contract by more
than $68,000; and
WHEREAS, the following additional change orders affecting the Project amount have been
approved:
Change Order No. 2:
Disposal of Haz Materials and Pipe Re-aligimient
$16,748.67
Change Order No. 3:
Differing Site Conditions and Staging Area Rent
11,409.61
Change Order No. 4:
Conflict with Buried Railroad Track and Ties
10,065.38
Change Order No. 5:
Differing Site Conditions and Cost Savings
(28.325.00)
Total Additional Change Orders: $ 9,898.66; and
WHEREAS, the final contract amount as amended including all change orders is $696,764.88;
and
4
a
WHEREAS, City staff has 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:
The contract entitled Water Street North Sewer Main Replacement Project, City
Project Number 000500608 with a final contract amount of $696,764.88, 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 Cleric'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, California Public Contract Code
Section 7107 and applicable law.
1 *410511,1111
LOCATION MAP
U
WATER STREET NORTH
SEWER MAIN REPLACEMENT PROJECT
0
LOCATION MAP
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COPELAND `
\ PUMP
\STATION \ 1 1
\\\ Project Site
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ENSU \�
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NEIGHBORHOOD INFORMATIONAL
NOTICE
Project Description:
This project involves replacing
approximately 1,000 linear feet of
sanitary sewer main to improve
service and reduce maintenance
costs. The 18" diameter sewer main
will be replaced along the existing
alignment and west of the railroad
tracks on Water Street North, between
Washington Street and the Copeland
wastewater pumping station. The City
will also replace a portion of the
adjacent sewer main in Washington
Street. A map of the project location is
provided on the reverse side.
Regular working hours are 7:00 a.m.
to 6:00 p.m. weekdays, except
holidays. A portion of the work may
also be performed during night hours.
Traffic controls will be implemented at
the active work zone to ensure
everyone's safety and to expedite
construction. Vehicular access to
adjacent properties will be maintained
at all times.
Project Schedule:
Construction activities will start in
October 2008 and are expected to be
completed by the end of November.
Prior to work occurring near your
property, you will receive a notice from
our contractor indicating the starting
and ending dates for the work in that
area.
Project Questions:
WILL SERVICE BE INTERRUPTED?
This work will be conducted in such a
way to minimize the impact of our
construction activities and avoid any
disruption of service. However, this
work will require reconnection of your
private sanitary
sewer lateral to the
new sewer main. You
will be notified when
®� the contractor is
COMMUNION
working on the sewer
main and lateral servicing your
property. lif possible, please try to
minimize your use of water (kitchen,
bath, laundry, etc.) at that time.
WHO CAN I CONTACT IF I HAVE
SPECIFIC QUESTIONS?
QUESTIONS OR COMMENTS ABOUT THIS
PROJECT SHOULD BE DIRECTED TO:
Pat Gothard, P.E., City of Petaluma
Senior Civil Engineer
(707)778-4546
QUESTIONS ABOUT THE ACTIVE WORK ON
SITE SHOULD BE DIRECTED TO:
Clay Kuzma, The Covello Group,
Project Inspector/Contract Manger
(925)776-2497
Mo -
Contractor
North Bay Construction, Inc.
Citv of Petaluma Department of
Water Resources & Conservation
City Staff:
Michael Ban, P.E., Director
(707)778-4546
Pat Gothard, P.E., Sr. Civil Eng.
(707)778-4546
04*4 : 11 04
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PROJECT PHOTOS
Section of 70 year old 18 -inch Corrugated Metal Pipe (CMP) removed
New 18 -inch Poly Vinyl Chloride (PVC) pipe installation
Water Street North Sewer Main Replacement Project
KIIII�7IIIL'YII:?
Im
l
CALIFORNIA
MEMORANDUM
Water Resources and Conservation Department, 202 N. McDowell Boulevard, Petaluma, CA 94954
(707) 778-4546 Fav (707) n E-mail.- dwrc(aDcLpe1a1uma.ca.us
John C. Brown - City Manager
Michael J. Ban, P.E. — Director Water Resources & Conservation ..
SUBJECT: Resolution Accepting Completion of the Water Street Forth Sewer blain Replacement
Project
Agenda Item 3E
wastewaterWe appreciate the City Council's interest in this project and are pleased to provide responses to recent
City Council questions below. This pipeline, which carries approximately 500,000 gallons of
ach day and is located directly next to the ._
talurna River, was severely deteriorated. Upgrading this
pipeline mitigated the potential introduction of untreated wastewater into the Petaluma River, which
would've happened had the pipeline failed.
QI. Agenda Item 3E — Are we closing out this project?
A]. Yes.
Q2. Project 4 0.totalwas$985,000. The Construction Contract was budgeted at
$650,000. Bid came in at $533,000. The Change Order r
says Total Construction Budget is $754,866,22? How do you back into that number?
12. The total construction budget of $754,86622 is illusirated in Table]. This budget is based on
the change order approved by the Cin) Council on LSepternber 15, 2008. This change order
addressed management of lead -impacted soil encountered on the project.
Table I
Water .Street North .Sewer Main Replacement Project
Construction Budget
--
Item Cost
Construction Contract $533,800
Change Order No. 1 (approved hY Ciht Council $153,066.22
on 9 15 08)
Construction Contingencij (approved bY City $68,000
Council on 9 1510$)
Total $754,86622
Q3. Who did the construction management on this project?
A3. Construction management services were provided by The Covello Group. Their comprehensive
.services included.-
• Coordination of project activities between City, engineer and contractor
• Tracking all correspondence and documentation
• Community outreach support (especially important during temporary suspension of
sewer services)
• Review of project material and equipment submittals
• Change order review and preparation
• Scheduling
• Full time on-site inspection to monitor compliance with the Contract Documents
• Field quality control, including preparation of daily inspection reports and
photographic documentation
• Monitoring of record drawings
• Final inspection and punchlist
The Covello Group maintained daily contact with the Citys PrQject Manager, Patricia Gothard.
Using a third -party construction inanagementfirin experienced in the management and
in accordance
resolution of construction issues. It also ineans the construction management personnel involved
in the project go off the City's payroll once the project is complete. This reduces overhead costs.
Q4. Please provide a breakdown of what was in the budget for the entire project and what it actually
cost by line item and the variance.
A4. As indicated in the Agenda Report, the costs presented in the Agenda Report address construction
costs. Other activities conducted in support of the project include engineering, geotechnical
services and cotistructio'a tnanagenient. The City engaged Dodson-Psomas Engineers in 2006 to
prepare the plans and specifications, and provide engineering services during construction. In
2007, the City engaged PES Environmental to assist the City with lead -impacted soil issues and
prepare the Soil Management flan. A copy of the Soil Management flan was included with the
September 1 J'f' Agenda Report.
RecyclingThe project was originally b udgeted in FY 06- 0 7 in the operations and maintenance b udget
instead of the CIP budget in an qfforf to reduce costs by negating the impact of the 5% CIP
General Fund overhead charge, which had reached a sign�ficant level in the wastewater utility
primarily due to the 5% CIP General Fund overhead charges assessed against the Ellis Creek
Water f
-09, the construction phase of the project was
budgeted in the CIP budget after it was delerinined that there would be no 5% CIP General Fund
overhead charge assessed against the project.
The design phase occurred in the O&M budget and the construction phase occurred in the CIP
budget. A breakdown of the total costs between the two budgets, including design, geotechnical,
construction management and construction is provided in Table 2.
' The total CIP General Fund overhead charge assessed against the Ellis Creek Mater Recycling Facility Project is
$2.87 million.
N
Table 2
Water Street North Sewer Main Replaceinent Project
rq ject Budget
Uses I
Approved
Bud,-et
Costs to Lute
Iyerations & Maintenance Budget (design phase)
--
DesignlCdeotechnical Is.sueslPre-Construction
$
125, 000.00
$
100,145.63
Subtotal Operations & Maintenance Budget
$
125, 000.00
-$
100,1-15.63
Amount Under Budget
- — -
$
24, 854.37
CII' ud;et (construction phase)
Design (EngineeringlGeotechnical Service's Luring
Construction)
$
20,000.00
$
12,274.02
I Construction Contracts
$
650,000.00
$
696,764 88
Construction Alanagernent
$
75, 000.00
$
27, 769.00
1 C'ontingenci,
$
90, 000.00
LandlEasements
$
150, 000.00
Subtotal CLP Buar qet $ 985, 000.00 $ 736, 807.90
Amount Under 13uda,,et $ 248.192.10
- Total $ 1,11,0, 000.00 NN ITm j $ 836, 953.53
Total Amount Under Budget I $ 273,046.47
/i5. As shown in Table 2, the entire project was $273,046.47 ander budget.
`' Approval of Change Carder leo, l on September 15"' increased the construction contract budget to $754,866,22,
3