HomeMy WebLinkAboutStaff Report 4.B 02/07/2005CITY OF PETALUMA, CALIFORNIA 4.B
PETALUMA COMMUNITY DEVELOPMENT COMMISSION
AGENDA BILL February 7, 2005
Agenda Title: Meeting Date: February 7, 2005
Discussion and Action Adopting a Resolution Awarding a
Construction Contract for the Petaluma Wayfinding Signs Project Meeting Time: ® 3:00 PM
and Approving the Project Budget. Funded by Central Business ❑ 7:00 PM
District Capital Fund (3300).
Category (check one): ❑ Consent Calendar ❑ Public Hearing ❑ New Business
® Unfinished Business ❑ Presentation
Department: I Director: I Contact Person: Phone Number:
ED & Redevelopment I Paul Marangella'9-1 John Hanson 776-3658
Cost of Proposal: $270,900 Account Number:
3300-54151-C200603
Amount Budgeted: $664,500 Name of Fund: CBD
Attachments to Agenda Packet Item:
1. Resolution Approving the Project Budget and Awarding the Construction Contract
2. City of Petaluma Wayfinding Signage Program Bid Results
Summary Statement:
Pentagram Design worked with a City committee to design a signage program to direct vehicles to the
historic downtown and to public parking in the garages. The committee represented diverse interests such
as Chamber of Commerce, Petaluma Downtown Association, Visitor's Bureau, Arts Council, ZAC
Landscape Architects and City maintenance staff. After much interaction between the steering committee
and Pentagram, two signage designs were selected for full development. The end result of the committee
was to select the design of a signage way -finding system, which was then presented to SPARC for
approval. SPARC approved the final way -finding sign design on January 8, 2004.
Bids were solicited on May 12, 2004. Only one bid was received, from James Nolan Construction for
$682,193. This amount exceeded the previously budgeted amount by $282,193. The bids were rejected on
June 7, 2004. The project was then re -bid on October 29, 2004. Six bids were received. Contracting
Services was the apparent low bidder at $302,565. A copy of the bid package is available for review in the
City Cleric's Office. At its meeting of December 6, 2004, the PCDC directed that the staff perform value
engineering to determine whether the cost could be reduced. Subsequently, staff has identified significant
cost reductions to the project, thereby complying with the PCDC's direction.
The purpose of this agenda item is to adopt a resolution approving a revised project budget, awarding the
construction contract to Contracting Services for $302,565.12, and, upon award, direct staff to reduce
construction contract costs to $172,365.
Recommended PCDC Action/Suggested Motion:
Adopt a resolution approving a revised project budget for $270,900, awarding the construction contract to
Contracting Services for $302,565 and, upon award, direct staff to reduce construction contract costs to
$172,365.
ReVI—eWed by%Fi�nance Director: Reviewed IrPC4t%Attotnev: App�rp v City Manager:
Date:
TddaiP Date: ` Revision # anfl a %evised: File Code:
January 24, 2005 # SX11' Downtown Impr C200603 (9053)\Wayfinding
(603W)\Design\330-PCDC Agenda Bills\January2005
Council Meeting\Wayfinding Agenda Bill 020705 PM
FINAL.doc
CITY OF PETALUMA, CALIFORNIA
PETALUMA COMMUNITY DEVELOPMENT COMMISSION
AGENDA REPORT
FOR
DISCUSSION AND ACTION ADOPTING A RESOLUTION AWARDING A CONSTRUCTION
CONTRACT FOR THE PETALUMA WAYFINDING SIGNS PROJECT AND APPROVING THE
PROJECT BUDGET
1. EXECUTIVE SUMMARY:
Design: .Pentagram Design worked with a City committee to design a signage program to direct
vehicles to the historic downtown and to public parking in the garages. The committee represented
diverse interests such as Chamber of Commerce, Petaluma Downtown Association, Visitor's Bureau,
Arts Council, ZAC Landscape Architects and City maintenance staff. After much interaction between
the steering committee and Pentagram, two signage designs were selected for full development. The two
design alternatives were presented to SPARC, who rejected both, advising that Pentagram needed to get
more advice from local design professionals. To this end an evening workshop was held and
approximately 15 local design professionals attended. Pentagram then incorporated this advice into a
new sign design and presented it for SPARC's second review. SPARC approved the final way -finding
sign design on January 8, 2004.
First Bid: Bids were solicited on May 12, 2004. Only one bid was received, from James Nolan
Construction for $682,193. This amount exceeded the previously budgeted amount by $282,193. The
bids were rejected on June 7, 2004.
Second Bid: The project was then re -bid on October 29, 2004. Six bids were received. Contracting
Services was the apparent low bidder at $302,565.12. A copy of the bid package is available for review
in the City Cleric's Office.
Second Bid Value Engineering: At its meeting of December 6, 2004, the PCDC directed that the staff
perform value engineering to determine if the cost could be reduced. Subsequently, staff has identified
significant cost reductions to the project, thereby complying with the PCDC's direction.
In the value engineering process a concentrated effort was made to relocate sign locations to nearby
existing poles without compromising logistics. By doing this, it would be possible to eliminate 18 of the
29 poles needed. In addition, the 4 largest (Type A) signs and one of the smallest signs can be
eliminated to reduce the estimated construction cost from $302,000 to $172,300. This will be done by
contract change order after award of the bid.
The purpose of this agenda item is to adopt a resolution approving a revised project budget, awarding
the construction contract to Contracting Services for $302,565.12, and, upon award, direct staff to
reduce construction contract costs to $172,365.
2. BACKGROUND:
Need for Signage: Over the past ten years, the City has received complaints from visitors concerning
poor directional signage. Both the Petaluma Downtown Association and the Visitors Bureau have asked
that new signage become a high priority. In FY 2003-04, the PCDC directed that a signage program be
created and implemented. After extensive committee and SPARC involvement, the design was finally
accomplished.
I
Goals for Signage: In the course of the design work, signage goals were also addressed. The signage
program primarily directs people into the present and future parking garages. Secondarily, a pedestrian
signage system was designed to direct the patron once on the street. A third aspect was to identify and
design signage to locations outside of the city center such as the Community Center and the Santa Rosa
Junior College. A comprehensive signage program for the entire city was designed for implementation
in the future.
Types of Signs: The proposed signage can be divided into three categories with potentially different
size signs (referred to in the contract plans as `Type' of sign) for each category.
■ The first category is referred to as Approach signs. These signs are intended to direct traffic
from the major ingressiegress streets (Petaluma Blvd, Lakeville, Washington, etc) toward the
downtown area. These signs also direct to other points of interests along these routes such as:
Transit Centers, Santa Rosa JC, Community Center, Fairgrounds, City Hall, Wetlands Park,
Adobe State Historic Park, etc.
■ The second category of sign is referred to as Downtown Vehicular Direction signs. They direct
traffic into the downtown core and to exact points such as the two downtown garages, Museum,
Boulevard Cinema, etc.
• The third category of signage is Downtown Pedestrian Direction signs. These signs direct
pedestrians to same exact points as the Downtown Vehicular Directions signs. Most of the
signage is located in and near the downtown area through the Downtown Direction signs. Both
downtown garages are referenced the most in these signs (34 of 49 Downtown vehicular &
pedestrian signs have garage direction listed; 24 of 30 Downtown vehicular signs have garage
direction listed). Below is a table summarizing the number and types of possible signs the
contract was bid for, in parentheses are proposed value engineering changes.
—2,
Type A
Type B
Type C
Type D
Type E
TOTALS
(Arrival)
(Primary
(Secondary
(Pedestrian)
(Kiosk)
Vehicular)
Vehicular)
Approach
7
8
(mounted on existing pole)
+1
8
Approach (mounted on new
4
3
2
pole, furnished by Contractor)
0
2
Downtown Vehicular
19
23
(mounted on existing pole)
23
Downtown Vehicular
9
5
(mounted on new pole,
furnished by Contractor)
5
Downtown Pedestrian
S
0
13
(mounted on existing pole)
(+5)
+3
10
3
Downtown Pedestrian
7
6
4
(mounted on new pole
0)
furnished by Contractor,}
2
2
Downtown Pedestrian
1
1
(mounted on wall)
TOTALS
4
10
28
13
5
56
—2,
In summary, the work of the committee was to provide a recommendation for the design of signs that
would be representative of the character of Petaluma, clearly legible, able to be maintained by City
crews and that would direct the visitor to the historic downtown district and garage parldng.
After receiving only one bid on May 12, 2004, and rejecting this bid because it was too expensive, the
project was re -bid on October 29, 2004. This new bid resulted in bids as listed below.
'NAAM OF BIDDER
TOTALBID.
Engineer's Estimate
$430,000.00
Contracting Services
$302,565.12
i James Nolan Const.
$332,900.00
Explore General, Inc
$378,203.00
North Bay Const., Inc.
$417,110.00
FieldStone Const., Co
$442,280.00
Angotti & Reilly
$491,314.00
Contracting Services, a Class A licensed (#670447) construction contractor from Vacaville, was
determined as the lowest, responsible, responsive bidder.
3. ALTERNATIVES:
A. Award the Project and Direct Staff to Reduce Costs: Award project budget as in Alternative A
below and direct staff to reduce project costs from $401,100. to $270,900, as per Alternative B below.
B. Reject all Bids: In rejecting all bids, the project is deferred indefinitely.
4. FINANCIAL IMPACTS:
The FY 2004-05 PCDC adopted budget includes funding of $664,500 for the complete wayfinding sign
project. The low bid, at $302,565.12, is $147,434.88 less than the approved construction budget.
However, for the award and management of this construction contract to Contracting Services, it is
recommended that the project budget, shown in Alternative B, be approved for the construction phase of
this project in the amount of $270,900.
PROPOSED BUDGET FOR WAYFINDING SIGNS
PROJECT 0200603
I
APProvedProjectwltli
.
Costs
Budget '
Prole -t as 11 ,
Yalna Engineering
General Fund Overhead
$22,500.00
$16,000.00
$16,000.00
Design
$22,500.00
$12,500.00
$12,500.00
Administration
$34,500.00
$20,000.00
$20,000.00
Construction Management
$45,000.00
$25,000.00
$25,000.00 l
Construction
$450,000.00
$302,565.12
$172,365.00
Contingency
$90,000.00
$25,034.88
$25,035.00 1
Total
$664,500.00
$401,100.00
$270,900.00 J
I
5. CONCLUSION:
A wayfinding signage program has been developed and approved by SPARC. Bids were received and
are within the project budget. Staff recommends awarding a contract to the low bidder, Contracting
Services, and direct staff implement value engineering to reduce the project cost to $270,900.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION:
A wayfinding signage program is implemented by June 30, 2005.
7. RECOMMENDATION:
It is recommended that the PCDC adopt the attached resolution approving the revised project budget for
$270,900, award the construction contract to Contracting Services for $302,565 and, upon award, direct
staff to reduce construction contract costs to $172,365.
ATTACHMENT 1
RESOLUTION # 2005-
PETALUMA COMMUNITY DEVELOPMENT COMMISSION
DISCUSSION AND ACTION ADOPTING A RESOLUTION AWARDING A CONSTRUCTION
CONTRACT FOR THE PETALUMA WAYFINDING SIGNS PROJECT AND APPROVING THE
PROJECT BUDGET
WHEREAS, at its meeting of July 19, 2004, the PCDC adopted the 2004-05 PCDC Budget and appropriated
funds for the Wayfinding Sign project; and
WHEREAS, the Commission finds that the transactions authorized in this resolution are consistent with and
effectuate the purposes of California Community Redevelopment Law (Health and Safety Code Section 33000
at seq.); and
WHEREAS, of the amount appropriated to the 2004-05 PCDC budget, $664,500 is currently budgeted for the
Petaluma Way -Finding Sign Project, Project No. C200603 ("Project"); and
WHEREAS, PCDC staff have worked diligently with Pentagram Design and the City design committee to
design and prepare construction bid documents and advertise for construction of this Project; and
WHEREAS, in accordance with California Public Contract Code Section 20688.2 and other applicable law,
PCDC staff solicited bids for the Project; and
WHEREAS, the project was originally bid on May 12, 2004 and received one (1) bid; and
WHEREAS, the PCDC rejected the bid on June 7, 2004 because it exceeded the budgeted project amount; and
WHEREAS, the project was re -bid on October 29, 2004 and six (6) bids were received and opened in
accordance with applicable law; and
WHEREAS, the lowest bid for the Project was the bid of Contracting Services in the amount of $302,565; and
WHEREAS, value engineering resulted in a project cost decrease from $401,100 to $270,900, a savings of
$130,200, or 33%; and
WHEREAS, staff has determined that Contracting Services bid satisfies the bidding requirements for the
Project; and
WHEREAS, staff has verified that Contracting Services possesses a valid California Contractor's License,
class A, number 670447 that qualifies Contracting Services to perform the Project; and
PAN
WHEREAS, the Project is exempt from the California Environmental Quality Act ("CEQA') pursuant to
Article 19, Section 15301, of Title 14 of the California Code of Regulations ("CEQA Guidelines"), because the
project consists of repair, maintenance, and minor alteration of existing public structures and/or facilities
involving negligible or no expansion of use beyond that existing at the time of the determination of exemption;
NOW, THEREFORE, BE IT RESOLVED by the Petaluma Community Development Commission hereby:
1. Determines the above recitals are true and correct and hereby declared to be findings of the Petaluma
Community Development Commission.
2. Approves the Project Budget in the amount of $270,900.
3. In accordance with California Public Contract Code Section 20688.2 and other applicable law waives
any and all non -conformities in the bid of Contracting Services for the Petaluma Wayfinding Sign
Project and finds the bid of Contracting Services to be the lowest, responsive bid.
4. Awards the contract for the Petaluma Wayf ding Sign Project to Contracting Services in the amount of
$302,565, the amount of the lowest responsible bid, conditioned on Contracting Services 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. Staff is further directed to value engineer the construction costs not to exceed $172,365.
5. Direct staff to issue a notice of award to Contracting Services.
6. Authorizes and directs the Petaluma Community Development Commission Executive Director to
execute the project contract on behalf of the Petaluma Community Development Commission upon
timely submission by Contracting Services of the signed project contract all other required documents,
including, but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance
with the project bid documents.
7. Further authorizes the Petaluma Community Development Commission Executive Director to execute
on behalf of the Petaluma Community Development Commission any and all change orders and other
amendments to the project contract that are necessary to effectively complete the project and/or to
realize project and/or cost benefits for the Petaluma Community Development Commission and the
public.
8. Based on the foregoing, finds that (i) the expenditure of tax increment funds to undertake the Projects
set forth in this Resolution will be of benefit to the Project Area, (ii) no other reasonable means of
financing the Projects are reasonably available, (iii) completion of the Projects will eliminate blighting
conditions in the Project Area; and (iv) completion of the Public Improvements is consistent with the
Implementation Plan of the Project Area.
Adopted this February 7, 2005 by the following vote:
V
Canevaro
Glass
Harris
Healy
Nau
O'Brien
Torliatt
ATTEST:
Gayle Petersen, Recording Secretary
David Glass, Chairperson
M
ATTACHMENT
City of Petaluma Wayfinding Signage Program Sid Results
Petaluma Wayfinding Sigh Project for Vehicular and Pedestrian Signs
Project #C200603
BID SCHEDULE
Base Bid
No. I Description
1 a IFumish Type A -Arrival Direction Sign
1b
Install sign and pole of Type A- Arrival
Direction Sign on new historic light pole
(Furnished by Contractor)
I 2a
12a IFumish Type B - Primary Direction Sign
Install sign on existing pole- Type B-
ib Primary Direction Sign
Install sign and pole -Type B - Primary
Direction Sign mounted on new historic
2c light pole (Furnished by Contractor)
(Furnish Type C -Secondary Direction Sign
is "Install sign on existing pole- Type C -
3b Secondary Direction Sign
Install sign and pole- Type C - Secondary
Direction Sign mounted on new historic
3c light pole (Furnished by Contractor)
Furnish Type D - Pedestrian Direction
4a Sign
Install sign - Type D - Pedestrian
4b Direction mounted on existing pole
Install sign and pole- Type D - Secondary
Direction Sign mounted on new historic
4c light pole (Furnished by Contractor)
Install Type D - Pedestrian Direction
Sign, wall mounted
Furnish Type E - Pedestrian Directory
5a Sign
Install signs (pair) and pole- Type E -
Pedestrian Directory Sign (Furnished by
5b Contractor)
tstlmateo I unit
Quantity Unit Price Total Price
4 EA 4G -50.4O 1 0@2_0 I. (n0
4 EA 1,G40(- ZO 4-1 C1 ? S. ( ?_-
10 EA 1530.2—+ 6330?_ .40
7 EA 4_1e .1(D :35:53, t ?-
3
3 EA
28 EA
19 EA 4- uP . i Is q047.64-
00106-:5.2
047 . Q ` -
001ag.32
�7 ZD _74.88
9 EA
13 EA iZZ�13g
/
Gia
5 EA 42P . f6
2380 I 00
3�o5;,z8
2.7 a
7 EA
1 EA 5�7.ZJZ
`Jog-?jZ
6 EA 2r5�, 3/2,
15212- y
3 ✓'Cz Ftp
z� Z �i�
6 EA
Total Bid�302 i 156115• ( Z
(In Figures)
WRITTEN IN WORDS:
Three huylcf-ed iwa ousar��,eve hunclr-ec�
Sixty -FNS dollars and - mEwe ceras.
EM
Bid Schedule