HomeMy WebLinkAboutStaff Report 3.G 09/18/2017Agenda Item #3.G
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DATE: September 18, 2017
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan S 10 CE — Director, Public Works and Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Copeland Lift Station Rehabilitation
Project.
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Copeland Lift Station Rehabilitation Project.
BACKGROUND
The Copeland Lift Station, built in 1996, is located at the end of Water Street adjacent to the
Petaluma River as shown on the location map as Attachment 2. The station pumps wastewater
from the northwestern portion of the City over the river and into the City sewer system in
Madison Street, which ultimately flows to the City's Ellis Creek Water Recycling Facility. The
Council approved the CIP project, number C66501501, in FY 15/16 to address improvements
needed for security, motor control, and electrical components necessary to meet reliability,
safety, and maintenance requirements.
The Copeland Lift Station Rehabilitation project addressed repeated failures of electrical service
to pump motors and the automatic pump controls and included replacement of pumps and other
mechanical and electrical equipment, site security alarms, lighting, stand -by generator, building
improvements, and instrumentation for control of the lift station. The project updated the
Supervisory Control and Data Analysis ( SCADA) programming and radio repeater design to
integrate the pump station with the City's wastewater SCADA system to improve the reliability
of the sewer collection system.
Bids were opened on March 23, 2016, and on May 2, 2016, the City Council awarded the
construction contract to Clyde G. Steagall Inc. of Loomis, CA. in the amount of $1,054,776. The
project was completed in August 2017.
DISCUSSION
The final construction contract cost is $1,089,974.98, which includes the initial low bid of
$1,054,776.00 and five change orders totaling $35,198.98. The change orders were related to
unforeseen conflicts and additional construction items requested by the Wastewater Operations
Division and are listed in detail in Attachment 1. There are no outstanding claims or issues, and
the contractor performed satisfactorily on the project.
FINANCIAL IMPACTS
The approved FY 16/17 CIP budget and actual expenditures for the Copeland Lift Station
Rehabilitation Project, number C66501501, is summarized in the following table:
Project Costs
Approved
CIP Budget
Actual
Construction Contract
$
1,054,776
$
1,089,975
Design and Planning
$
345,224
$
335,500
Administration
$
5,000
$
0
Construction Management
$
295,000
$
174,200
CIP Overheads
$
60,000
$
20,700
Contingency
$
290,000
$
0
TOTAL
$
2,050,000
$
1,620,375
Funding Sources
Wastewater Capital Fund
$
2,050,000
$
1,620,375
At project closeout, all unspent funds will be returned to the Wastewater Capital fund to be used
on future projects. Following the acceptance of the project, the City Clerk will file a Notice of
Completion with the Sonoma County Recorder and the Finance Department will release the
contract retention account to the contractor within 60 days.
ATTACHMENTS
1. Resolution
2. Location Map
2
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE COPELAND LIFT STATION
REHABILITATION 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 laws, the City of
Petaluma solicited bids for the Copeland Lift Station Rehabilitation Project ( "Project "); and
WHEREAS, bids for the Project were opened on March 23, 2016 in accordance with
California Public Contract Code Section 4104.5 and other applicable laws at which time the City
received 4 (four) bids; and
WHEREAS, by Resolution No. 2016 -062 N.C.S. adopted May 2, 2016, the City Council
of the City of Petaluma found the bid of $1,054,776.00 for the Project to be the lowest
responsive bid; awarded to Clyde G. Steagall Inc. in the amount of $1,054,776.00 conditioned on
Clyde G. Steagall'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 were necessary to effectively complete the project and /or to realize the Project
and /or cost benefits for the City; and
WHEREAS, the following change orders (CO) affecting the Project amount have been
approved:
CO No. 1:
Gas Detection Equipment Revisions
$
3,164.81
CO No. 2:
Install AT &T Conduit
$
3,840.46
CO No. 3:
Concrete Demolition/Valve Modifications
$
4,145.51
CO No. 3:
Installation of Fencing
$
17,143.50
CO No. 3:
Changes to Lift Station Controls
$
6,904.70
Total Change Orders:
$
35,198.98; and
WHEREAS, the final contract amount as amended, including final quantities, is
$1,089,974.98; and
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:
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1. The contract entitled Copeland Lift Station Rehabilitation Project, City Project
Number C66501501 with a final contract amount of $1,089,974.98, is accepted as
complete subject to the Contractor's continuing warranty and other obligations
pursuant to the contract.
2. City Clerk is hereby authorized and directed to file a Notice of Completion
concerning the Project with the Sonoma County Clerk'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, the Petaluma City Charter,
California Public Contract Code Section 7107 and applicable law.
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Attachment 2
COPELAND LIFT STATION REHABILITATION PROJECT
LOCATION MAP
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PROJECT SITE w E
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Date :September 18, 2017
City of Petaluma
Public Works and Utilities
Department
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