HomeMy WebLinkAboutStaff Report 4.D 07/11/2005CITY OF PETALUMA, CALIFORNIA
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PETALUMA COMMUNITY DEVELOPMENT COMMISSION
July 11, 2005
AGENDA BILL
Agenda Title: Discussion and Action Approving a Resolution Meeting Date: July 11, 2005
Authorizing The Project Budget, and Awarding The Contract For
The Petalu na Railroad Depot Renovation — Phase 3, Project Meeting Time: ® 3:00 PNI
#C200703. Estimated Maximum Total Project Cost: $924,000 ❑ 7:00 PM
Category (check one): [ ] Consent Calendar ❑ Public Hearing New Business
❑ Unfinished Business ❑ Presentation
Department; Director: Contact Person: Phone Number:
Economic Development & Paul Marangella Evelyn Onderdonk 776-3673
Redevelopment
Cost of Proposal: $924,000 Account Number:
3300-54151-0200703
Amount Budgeted: $951,484 Name of Fund: Central Business
District Capital Fund
Attachments to Agenda Packet Item:
1. PCDC Resolution approving the project budget, and awarding the contract for the Bid (Exhibit A)
2. Location Map (Exhibit B)
3. Bid Item Costs (Exhibit C)
Summary Statement:
Phase 1 of the Petaluma Railroad Depot Renovation was completed last January 2004. Work under Phase 1
consisted of replacing rotten sheathing and wall studs, repairing stucco on portions of the three Depot
buildings, rehabilitation/replacing wooden windows, replacing ceiling framing in a portion of the Main
Depot Building, painting and authorized additional work including removing, cleaning and replacing clay
the roofs, installing plywood diaphragms for seismic strengthening wider the roofs of all three buildings,
and replacing gutters and downspouts. Phase 2 was completed in June 2005. Work under Phase 2
consisted of exterior infrastructure, landscape and hardscape improvements. Phase 3 involves the
remodeling of the interiors of the Depot and Baggage buildings for City use. Phase 4 focuses on the
remodeling of the Freight building.
The proposed construction package (Phase 3), prepared by Cogenesis Design Group and Winzler & Kelly
Consulting Engineers, involves the interior renovation of the Depot and the Baggage buildings. In
addition, the project also includes the construction of Trash Enclosure Building and Site Electrical
installation.
Phase 3 bids were opened on June 8, 2005 and two (2) bids were received. Vila Construction was the low
bidder. Copies of the bid packages are available for review in the City Clerk's Office.
The purpose of this item is to award the bid to Vila Construction for Base Bid.
Recommended City Council Action/Suggested Motion:
Adopt the PCDC resolution, as described, approving the project budget and awarding the contract to Vila
Construction for Base Bid of $579,933.
Reviewed by Finan a Director:
(_ _ ate:�3(v�
Today's Date:
June 24, 2005
Reviewed by City Attorney:
Date:
Revision # and Date Revised
A ro v City Manager:
/J Date:
File Code : SX1P Depot c200303
(9040)1DesipF Phase 31330.01 Resolutions, Agenda
BIIIsIA%vard of bid 06 0105 eo.doc
CITY OF PETALUMA, CALIFORNIA
PETALUMA COMMUNITY DEVELOPMENT COMMISSION
AGENDA REPORT
FOR
DISCUSSION AND ACTION APPROVING A RESOLUTION AUTHORIZING THE PROJECT
BUDGET, AND AWARDING THE CONTRACT FOR THE PETALUMA RAILROAD DEPOT
RENOVATION - PHASE 3, PROJECT # C200703
1. ExECUTIVE SUMMARY:
Phase 1 of the Petaluma Railroad Depot Renovation was completed last January 2004. Work under
Phase I consisted of replacing rotten sheathing and wall studs, repairing stucco on portions of the three
Depot buildings, rehabilitation/replacing wooden windows, replacing ceiling framing in a portion of the
Main Depot Building, painting and authorized additional work including removing, cleaning and
replacing clay the roofs, installing plywood diaphragms for seismic strengthening under the roofs of all
three buildings, and replacing gutters and downspouts. Phase 2 was completed on June 2005. Work
under Phase 2 consisted of exterior infrastructure, landscape and hardscape improvements. Phase 3
involves the remodeling of the interiors of the Depot and Baggage buildings for City use. Phase 4
focuses on the remodeling of the Freight building.
The proposed construction package, prepared by Cogenesis Design Group and Winzler & Kelly
Consulting Engineers, involves the interior renovation of the Depot and the Baggage buildings. In
addition, the project also includes the construction of Trash Enclosure Building and Site Electrical
installation.
The PCDC received two (2) bids on June 8, 2005, for the Petaluma Railroad Depot Renovation — Phase
3, Project No. 0200303, for $579,933 from Vila Construction and $696,200 from Carr's Construction
Service. Copies of the bid packages are available for review in the City Clerk's Office.
The bid package for Petaluma Railroad Depot Renovation — Phase 3 Project is organized as follows:
• Bid: The low bidder was determined by the addition of the base bid, which is sum of A+B+C.
• A —Provides price for the renovation of Depot Building.
• B — Provides price for the renovation of Baggage Building.
• C — Provides price for the construction of Trash Enclosure Building and installation of Site
Electrical.
2. BACKGROUND:
The Petaluma Railroad Depot complex, which consists of three buildings, the Main Depot, the Baggage
Building and the Freight Building, were badly deteriorated and renovation was needed to preserve the
historic value of the buildings.
Discussions to preserve the buildings and use them for City functions began several years ago. The first
step was the securing of a lease of the three buildings from the NWPRA. A 25 -year lease between the
City and NWPRA became effective on July 14, 2003. Phase I of construction involved the renovation
of the exterior of the buildings. Phase 2 of construction involved the renovation of the landscaping of
the site and infrastructure improvements. Phase 3 will involve the renovation of the interior of the
Depot and the Baggage buildings and installation of the Trash Enclosure. Phase 4 involves the
renovation of the Freight building. The NWPRA and SMART have been informed of each step of the
El
historic renovation and appreciate that the PCDC will continue with the renovations, as required by the
lease.
Bids were opened on June 8, 2005, for the Petaluma Railroad Depot Renovation — Phase 3 Project No.
C200703, for $579,933 and $696,200. The following is the summary of the bids:
Table 1
Summary of Bid Data
NAME OF BIDDER Base Bid
Engineer's Estimate $650,000
Vila Construction $579,933
Carr's Construction $696,200
Service
ALTERNATIVES:
A. Award a contract to Vila Construction for the base bid, a total award of $579,933.
B. Reject all bids and re -advertise.
C. Reject all bids.
FINANCIAL IMPACTS:
Table 2 identifies the FY 04-05 PCDC CIP budget appropriated by the PCDC for the Petaluma Railroad
Depot Renovation Phase 3 Project Number C200303.
Table 2
CIP Authorized Project Budget for Petaluma Railroad Depot Renovation
Phase 3 Project
General Fund Overhead
Pl anning[Environmental
Design
Construction Management
Construction
Contingency
Admin
Legal Counsel
Purchase Site Furnishings 1
Trees
Total
Phase 3
Phase 3
Total Authorized
Total Adjusted
By PCDC
Project Budget
FY 04-05
$45,309
$44,000
$0
$0
$33,675
$75,067
$70,000
$75,000
$650,000
$579,933
$97,500
$95,000
$55,000
$55,000
$0
$0
$0 $0
$951,484 $924,000
3
5. CONCLUSION:
Following the award, the contractor will enter into a contract with the PCDC and submit the required
contract documents, bonds and insurance. The Railroad Depot Renovation Phase 3 Project begins
immediately after the construction contract is executed. Construction is anticipated to start in July 2005
and be completed by October 2005.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESSOR COMPLETION:
Interior remodel for the Depot and Baggage buildings and construction of Trash Enclosure will be
completed and accepted in FY 2005-06.
7. RECOMMENDATION:
Adopt the PCDC resolution, as described, approving the project budget and awarding the contract to
Vila Construction for the base bid of $579,933.
4
RESOLUTION # 2005- EXHIBIT A
PETALUMA COMMUNITY DEVELOPMENT COMMISSION
DISCUSSION AND ACTION ADOPTING A RESOLUTION AWARDING A CONSTRUCTION
CONTRACT FOR THE PETALUMA RAILROAD DEPOT RENOVATION — PHASE 3 PROJECT #
C200303 AND APPROVING THE PROJECT BUDGET
WHEREAS, at its meeting of July 14, 2003, the PCDC directed that engineering design for parking and site
improvements be added to the project, so as to occur concurrently with the design of interior improvements; 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
et seq.); and
WHEREAS, of the amount appropriated to the 2005-06 PCDC CII' budget, $951,484 is currently budgeted for
the Petaluma Railroad Depot Renovation — Phase 3 Project No. C200303 ("Project"); and
WHEREAS, PCDC staff have worked diligently with Cogenesis Design Group and Winzler & Kelly
Consulting Engineers, 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 bid on June 8, 2005, and two (2) bids were received and opened in accordance
with applicable law; and
WHEREAS, the lowest bid for the Project was the bid of Vila Construction for $579,933; and
WHEREAS, staff has determined that Vila Construction bid satisfies the bidding requirements for the Project;
and
WHEREAS, staff has verified that Vila Construction possesses a valid California Contractor's License, Class
B, number 300454 that qualifies Vila Construction to perform the Project; and
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,
including, but not limited to, restoration or rehabilitation of deteriorated or damaged structures, facilities, or
mechanical equipment to meet current standards of public health and safety;
NOW, THEREFORE, BE IT RESOLVED by the Petaluma Community Development Commission hereby:
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 $924,000.
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 Vila Construction for the Petaluma Railroad Depot
Renovation — Phase 3 Project and finds the bid of Vila Construction to be the lowest, responsive bid.
4. Awards the contract for the Petaluma Railroad Depot Renovation — Phase 3 Project to Vila Construction
in the amount of $579,933, the amount of the lowest responsible bid, conditioned on Vila
Construction's 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.
5. Direct staff to issue a notice of award to Vila Construction.
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 Vila Construction, 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 or his
designee 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 undertalce 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 June 20, 2005 by the following vote:
Commissioner Ave No Absent
Canevaro
Glass
Harris
Healy
Nan
O'Brien
Torliatt
ATTEST:
Claire Cooper, Recording Secretary
David Glass, Chairperson
EXHIBIT B
EXHIBIT C
Project: Petaluma Railroad Depot Renovation Phase 3, Project No.
C200303
BID
SCHEDULE
For all work necessary for the renovation of the
B Baggage Building 1 LS $187,000.00 $207,015.00 $349,200.00
For all work necessary for the renovation of the
C Trash Enclosure and Site Electrical 1 LS $225,000.00 $89,568.00 $132,500.00
Total Bid $650,000.00 $579,933.00 $696,200.00* J
*Error in the Bid Addition - Total Bid Amount is $796,200