HomeMy WebLinkAboutStaff Report 3.E 12/19/2005CITY OF PETALUMA, CALIFORNIA
AGENDA BILL
3. E!
December 19, 2005.
Agenda Title: Resolution accepting the Marina Dredge Project and Meeting Date: December 19. 2005
authorizing $42,962.20 in additional Flood Mitigation Impact Fees
to cover the shortfall in the project cost.
Meeting Time: ® 3:00 PM
❑ 7.00 PM
Category (check onel: ® Consent Calendar ❑ Public Hearing ❑ New Business
❑ Unfinished Business ❑ Presentation
Denartment: Directo] Contact Person:
Tim Cari�m Carr
Parks and Recreation
Cost of Finished Project: $ 347062.20
Amount Budgeted For Dredging Proiect: $ 305.000.
Attachments to Agenda Packet Item:
Phone Number:
(707) 778-4380
Account Number: 2230-7198
Name of Fund: Flood Mitigation
Impact Fee
a. Post Dredge Survey of Materials Removed from the Petaluma Marina
b. Signature Approval for Change Orders
c. Resolution Accepting the Marina Dredge Project
Summary Statement:
The City Council awarded the contract to dredge the Petaluma Marina on July 24, 2004. The actual project
start date was July of 2005 due to the fish window closing on the Petaluma River before the contractor
could provide required bonds and insurance. The original pre -dredge site survey to obtain required permits
was conducted in the spring of 2003. By the time the dredge project was started and required pre and post -
dredge surveys were conducted, two and one half years had passed and the silt buildup had gone from
36,049 cubic yards to 46,135 cubic yards. The contractor was authorized to remove the additional material
through project change orders. In order to make up the deficit in the project budget, an additional
$42,962.20 from Flood Mitigation Impact Fees is required.
The contractor, Eagle North America of Evans, Georgia completed the dredge project as required and
authorized.
Recommended Citv Council Action/Suggested Motion:
Recommend acceptance of the Marina Dredge Project as complete, and authorize $42,962.20 from Flood
Mitigation Impact Fees be appropriated to make up the project shortfall.
Reviewed by, Finance Director:
Gv�
Date:
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Todav s Date.
Reviewed by City Attornev:
Date:
Revision # and Date Revised:
Anuroved b Citv Manager:
n�/vyy Date:
File Code:
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2.
CITY OF PETALUMA, CALIFORNIA
Acceptance of the Marina Dredge Project
AGENDA REPORT
FOR
December 19, 2005
ExEcuTwE SuNmrARY:
From the date of the Marina pre -dredge survey to determine the volume of silt to be removed and to
secure required permits, to the post dredge survey conducted 3 years later, a differential of 10,000
cubic yards of silt existed. In order to dredge the Marina to the designed depth, the contractor Eagle
North America was authorized to remove the additional silt. The project has been completed as
required and the project is recommended for acceptance by the City Council. It is also recommended
that additional funds in the amount of $42,962.20 be appropriated from Flood Mitigation Impact
Fees to the project account to make up for the project shortfall.
BACKGROUND:
The Petaluma Marina Project was put out to bid in May 2004. Six bids were received ranging from
$276,935.89 (Eagle North America) to $1,198,882. The low bidder, Eagle North America's unit
quantity was considerably lower than the next bidder with the total project cost $200,000 less than
the next lowest bidder. At their meeting of July 12, 2004, the City Council awarded the contract to
Eagle North America of Evans Georgia, for a bid amount of $276,935.89. Due to problems in
securing the required bonds and insurance as required by the City and approved by the State of
California, the project missed the fish window which suspends all work on the river. Despite the
delay, the Contractor was required to do the project the following year at the original bid amount.
In order to obtain required permits from a variety of regulatory agencies including the Army Corps
of Engineers, the State Lands Commission, California Regional Water Control Board, National
Marine Fisheries, California Department of Fish and Game, San Francisco Bay and Conservation
Commission, a pre -dredge survey of the Marina was required to determine the amount of fill to be
removed. That survey was conducted by Winter and Kelly of Santa Rosa in the fall of 2002, winter
of 2003. At that time 36,049 cubic yards of material were to be removed from the Marina. Over the
next 21/2 years, while securing permits, bidding and starting the project, an appreciable amount of
fill was deposited in the Marina following a number of winter storms. Areas including Docks A -D
and the marina mouth were often impassable due to heavy silt deposits.
As required by the Marina project specifications, an engineering firm was to be hired to conduct a
pre -dredge survey to validate the amount of fill to be removed to reach designed depths. At the
completion of the dredge project, a post -dredge survey was required to confirm that desired depths
had been achieved and to validate the amount of fill removed. The actual quantity removed is also to
be filed with a number of regulatory agencies at the completion of the project. Winzler and Kelly of
Santa Rosa was the Engineer firm that conducted both surveys.
During the project, four change orders were issued:
Change order # 1: $6,923 to offset costs for the contractor to obtain California approved
insurance and bonds.
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2. Change Order 92: $7,520.84 to bring in additional discharge pipe and install in the Shollenberger
disposal area, to span the large area that the US Fish and Wildlife Service removed from City use
by declaring the area Habitat for the Salt Water Harvest Mouse.
3. Change Order # 3: $2,075 to dredge under the fuel dock area, which was not part of the original
contract.
4. Change order # 4: $50,000. With the pre -dredge survey conducted prior to the start of dredging,
staff became aware of additional quantities of dredge material that must be removed. Working
with Engineers Winzler and Kelly, Eagle North America star the City's project inspector, and
marina staff authorization was given to remove the additional fill in order to achieve the desired
engineered depth of the marina. Change order # 4 was approved, anticipating the additional
material to be removed, with the understanding that the post —dredge survey would determine
how much material was actually removed. On a daily basis, the City's project manager would
measure depths of the marina to keep and eye on how much material the contractor was
removing. Marina staff would also assist on an additional weekly measuring of marina depth.
The post dredge survey showed that an additional $4,507.71 worth of material was removed.
The dredging contractor Eagle North America completed the project per the plans and specifications
and within required time limits.
ALTERNATIVES:
A. Accept the Marina Dredge Project as complete and appropriate $42,962.20 from Flood Mitigation
Impact Fees to the project to make up the project shortfall.
B. Not accept the project as complete. This alternative is not recommended. The contractor
performed their work as required and as authorized by the City.
4. FINANCIAL IwACrs:
Appropriated Marina Dredge Project Budget $315,000.00
Project Inspection $ 10,000.00
Completed Dredge Portion of Project $347.962.20
Total Dredge Project $357.962.20
Required Budget Appropriation from Flood Mitigation
Impact Fees to make up the project shortfall: $ 42,962.20
5. CONCLUSION:
The silt buildup in the Petaluma Marina, from the initial survey to secure required permits, to the
post dredge survey reflected an increase of 10,086 cubic yards. This was over a three year period. In
order to get the Marina to the designed depths authorization was given for the contractor to do the
required dredging. The contractor completed their work as required under the direction of the City's
project inspector.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS TFRT WILL IDENTIFY SUCCESS OR,
COMPLETION:
The City Clerk can file a notice of Completion with the County Clerk, and after the proscribed
period of time (45 days) the 10 % retention can be paid to the contractor.
7. RECOMMENDATION:
Recommend acceptance of the Marina Dredge Project as completed, and authorize $42,962.20 from
Flood Mitigation Impact Fees to make up the project shortfall.
0
WINZLER(SwKELLY
C G N S U L T I N G E N G t N E E n 5
Ref: 10333.05.001
October 28, 2005
Mr- Marvin Brown
Eagle North America
5105 Pierce Court
Evans, GA 30809
Re: Petaluma Marina Volume Calculations
Dear Mr. Brown:
I have reviewed the pre -dredge survey (6/28/05) and the post -dredge survey (9/29/05) of the
Petaluma Marina, and after discussion with Eric Anderson and Randy Gillespie, I have the
understanding that it is Eagle North America's position that the pay quantity is based upon the
volume of material removed from the pre -dredge survey down to the post -dredge survey
excluding any volume removed below planned grade minus 1 foot, as planned grade is shown on
the design drawings titled "CITY OP PETALUMA MARINA FACILITIES 2004 DREDGING
PROJECT". The volume calculations indicate that within the area delineated on the design
drawings as "LIMITS OF DREDGING TO -9.0" and "LIMITS OF DREDGING TO -10.9" a
total of 52,500 cubic yards were removed. Of the 52,500 cubic yards, 4,806 were below planned
grade minus 1 foot, yielding a pay quantity of 47,694 cubic yards within this area. (52,500 —
4806= 47,694)
It is also my understanding that there were some negotiations with the City of Petaluma on site
regarding the amount of sediment to be removed and the City's desire to limit the depth to one-
half a foot below planned grade. For your information, I am including an additional volume
calculation. Of the 52,500 cubic yards mentioned above, 8,708 were below planned grade minus
half foot
Additionally, there was a volume of 1,973 cubic yards of sediment removed along the edges of
the marina between the area delineated on the design drawings as "LIMITS OF DREDGING TO
-9.0" and "LIMITS OF DREDGING TO -10.9" and the sloped riprap along the perimeter of the
marina.
Several months ago, Tim Carr with the City of Petaluma called and asked me to calculate the
volume based on the pre -dredge survey and planned grade and also what the volume would be to
one-half a foot below planned grade. We did a hand grid calculation at that time and i reported to
Jim based on those calculations, 41,291 cubic yards to get to planned grade and 46,828 cubic
495 Teuoni Circle, Same Iron, CA 95401.4696
tcl 707.523.1010 fox 707.5719679
aWw.x.and-kmm
r
W IN ZLER(Sx-KELLY
Mr. Marvin Brown
October 28, 2005
Page 2
yards (an additional 5,537) to get to one-half a foot below planned grade. These calculations
were within the area delineated on the design drawings as "LIMITS OF DREDGING TO -9.0"
and "LIMITS OF DREDGING TO -10.9" and did not account for any sediment to be removed
along the edges of the marina between the area delineated on the design drawings as "LIMITS
OF DREDGING TO -9.0" and "LIMITS OF DREDGING TO -10.9" and the sloped riprap along
the perimeter of the marina
Attached is a volume calculation report generated by Autodesk Land Desktop 2005, which
shows the volume figures mentioned above. Please feel free to call if you have any questions or
concerns. Thank you for choosing W inzler & Kelly for your survey requirements and thank you
for your extra effort in getting me a signed contract when it was discovered we had not received
a fully executed contract
Sincerely,
WINZLER & KELLY
��
V�
Jo athan R. Olin, PLS
as
Attachment
Ito
petaluma marina pay volume calcs.txt
site Volume Table: unadjusted
cut Fill Net
yards yards yards Method
site: Petaluma Pay Vol calcs
stratum: pre -post within limits 6-28-calc 9-29-calc
52500 0 52500 (c) composite
stratum: des minus one foot -post design -1 9-29-calc
4806 4258 549 (c) composite
stratum: des minus half foot -post desminushalf 9-29-calc
8708 2604 6104 (c) composite
stratum: pre -post perimeter over -pre over -post
1973 10 1963 (c) composite
Page 1
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City of Petaluma, California
Signature Approvals for Change Orders
Project: Marina Dredger Project AccounUContract Number: 6300-7199
Contractor: Eagle North America, Inc.
Project Manager: Jim Carr
Date of Council Approval: July 12, 2004
Phone Number: 778-4380
1. All Change Orders that affect terms and conditions must be approved by the City
Attorney and signed by the City Manager. Changes must be denoted on the Change Order itself.
2. All Change Orders that add cost, up to $20.000.00, can be signed by the Department Director,
with copies to the Finance Director, City Manager, and City Clerh.
3. All Change Orders that add cost over $20.000.00, for anv reason, regardless of any contingencies,
must be signed by the City Manager.
Original Amount of Contract: $ 276,935.89
Original Amount of Contingency: $ 42,000.00
(If change is only with the terms or conditions, state "terms" in the dollar column) NrNv VALUE or CONTRACT
Date: November 10, 2004 Change Order # 1 $ 6,923.00 $ 283,858.89
Date: August 11; 2005 Change Order # 2 $ 7,520.84 $291,379.73
Date: Sept. 4, 2005 Change Order # 3 $ 2,075.00*** $ 293,454.73***
Date: Sept. 4, 2005 Change Order # 4 $ 50,000.00 $ 343,454.73
Date Change Order # $ $
Date Change Order # $ $
Date Change Order # $ $
Date Change Order # $ $
Date Change Order # $ $
Date Change Order # $ $
AP D: ` PP VE D:
D p ent Director Date Finance Director Date
City Attorney Date City Manager Date
G0-61Lt� glial oS'
DENIED: City Clerk Date
❑ Dollar amount is over Council authorized limit; must be agendized for Council approval.
Scheduled for Council meeting date of: (date assigned by City Clerk).
cc: Finance Director
City Clerk
City Manager
Resolution No.
ME
of the City of Petaluma, California
n
6
7 ACCEPTING COMPLETION OF THE PETALUMA MARINA DREDGE PROJECT
8 AND AUTHORIZING $42,962.20 FROM FLOOD MITIGATION IMPACT FEES TO
9 BE APPROPRIATED TO THE PRJECT BUDGET
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12 WHEREAS, the City Council awarded the contract to dredge the Petaluma Marina to Eagle
13 North America, at their meeting of July 24, 2004; and
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16 WHEREAS, in the course of dredging the Petaluma Marina, additional levels of silt
17 material were required to be removed in order to reach engineered depths for
18 the Marina, requiring a change order to perform such work; and
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21 WHEREAS, the additional work necessitating a change order to remove additional amounts
22 of fill from the Petaluma Marina require additional funds to augment the project
23 budget, and
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25 WHEREAS, the firm of Eagle North America did satisfactorily complete the project to
26 dredge the Petaluma Marina per plans and specifications at a total cost of
27 $347,962.20.
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29 NOW, THEREFORE, BE IT RESOLVED by the City Council of Petaluma that the City
30 does hereby accept the project to dredge the Petaluma Marina, authorizes the appropriation
31 of $42,962.20 in Flood Mitigation Impact Fees to the project budget, and authorizes the City
32 Clerk to file a notice of completion with the Sonoma County Recorder;
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38 s:Marina dredge completion
NO