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HomeMy WebLinkAboutStaff Report 3.C 12/18/2017o DATE: December 18, 2017 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. Jo — Director, Public Works & Utilities Larry Zimmer, E. — Deputy Director, Public Works & Utilities SUBJECT: Resolution Accepting Completion of the American Asphalt Repair and Resurfacing Company, Inc. Contract for the Various Streets 16/17 Project RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Accepting Completion of the American Asphalt Repair and Resurfacing Company, Inc. Contract for the Various Streets 16/17 Project. BACKGROUND A pavement management system is used to evaluate road conditions in the City and prioritize maintenance and rehabilitation projects. Priority streets are cross - referenced with the City's other street maintenance projects and pavement crack sealing program, development projects, and proposed PG &E and outside utility work to endeavor to assure that new or nearly new pavement will not be impacted. This project used micro surfacing as a cost effective alternative to surface grinding and overlay as has been done more frequently on projects such as Petaluma Boulevard and Madison Street. To reduce costs, pavement cracks were sealed by City crews within all the project limits. In the past, this work has typically been done by the contractor at a higher cost. The project included portions of Lakeville Street, South McDowell Boulevard and Ely Boulevard South, and change order work at the Petaluma Airport and Ellis Creels Water Treatement Plant as shown on Attachment 2. These streets were selected to provide the most cost effective improvements for the entire pavement system and to provide the most benefit to the traveling public. To remain compliant with the Americans with Disabilities Act (ADA), twenty - three new curb ramps within the projects limits were installed. The proposed action meets Council Goal: "Plan for and implement priority capital projects as funding permits." DISCUSSION Two change orders were included in the project to micro surface Executive Drive and Sky Ranch Drive at the Petaluma Airport as well as the access road in and around the Ellis Creek Water Treatment Facility ( ECWRF). This work was outside the geographic scope of the contract, but the type of work was identical to the original contract work. It was to the City's advantage to approve these change orders to avoid a delay of the pavement maintenance until spring of 2018, which would allow further pavement degradation and to benefit from an existing contract with favorable unit prices. Since both the Airport and the ECWRF have adequate funding within their operating budgets to fund the respective work, it was recommended to include this work into the project to secure the competitive bid prices and get the work done this year. The project was managed and inspected by Public Works and Utilities engineering staff. The final construction contract cost is $692,669.21, which includes two change orders totaling $99,758.89. The two change orders are $55,569.50 to micro surface the Petaluma Airport and $44,189.39 to micro surface the ECWRF. All overruns and underruns of estimated unit quantities added up for an overage of $26,222.82 based on the quantities that were actually used. There are no disputed claims and the project was completed satisfactorily without any significant incidents. FINANCIAL IMPACTS Council approved a project budget of $726,000, which was funded by the street maintenance operating budget. An additional $55,569.50 in the Airport operating budget and $44,189.39 in ECWRF operating budget is required and will increase the total project to $807,669.21. Uses Contract Award Contract Acceptance Design $ 45,000.00 $ 5,000.00 Legal $ 0 $ 0 Planning/Environmental $ 0 $ 0 Construction Contract $566,687.50 $592,910.32 Change Orders $ 0 $ 99,758.89 Construction Management $ 65,000.00 $ 65,000.00 City Furnished Materials $ 0 $ 0 Project Contingency $ 44,312.50 $ 0 Administration $ 2,000.00 $ 2,000.00 CIP Overhead $ 3,000.00 $ 3,000.00 TOTAL $726,000.00 $807,669.21 Funding Sources Street Maintenance Fund $726,000.00 $707,910.32 Airport Hanger Repair budget $ 0 $ 55,569.21 ECWRF CIP $ 0 $ 44,189.39 TOTAL $726,000.00 $807,669!.21 2 It is recommended that the project budget be amended and the transfer of funds for a new revised budget be authorized in the next budget adjustment process. Unused funds will be returned to the Street Maintenance Fund upon project closeout. ATTACHMENTS 1. Resolution 3 Attachment 1 RESOLUTION ACCEPTING COMPLETION OF THE AMERICAN ASPHALT REPAIR AND RESURFACING COMPANY, INC. CONTRACT FOR THE VARIOUS STREETS 16/17, PROJECT NO. C67501714 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 Petaluma Complete Streets project ( "Project "); and WHEREAS, bids for the Project were opened on April 7, 2017, 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 American Asphalt Repair and Resurfacing Company Inc. in the amount of $566,687.50; and WHEREAS, by Resolution No. 2017 -057 adopted April 7, 2017, the City Council of the City of Petaluma found the bid of $566,687.50 for the Project to be the lowest responsive bid and awarded the Project to American Asphalt and Repair and Resurfacing Company, Inc. in the amount of $566,687.50 conditioned on American Asphalt and Repair and Resurfacing Company, Inc. 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; and WHEREAS, the following change orders affecting the Project amount have been approved: Change Order Number Description Amount CC0#1 Airport Micro surface $55,569.50 CCO #2 Ellis Creek Micro surface $44,189.39 Total Change Orders $99,758.89 ; and WHEREAS, the final construction contract amount as amended including all change orders, overruns, and underruns is $692,669.21 and is within the approved project budget; and WHEREAS, City staff have 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. 11 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma as follows: 1. Authorizes the City Manager to include the transfer of $55,569.50 from the Airport Hanger Repair budget 6100.61300.54270 to the project budget for the Various Streets 16/17, Project No. C16101303 in next scheduled mid -year budget adjustment. 2. Authorizes the City Manager to include transfer of $44,189.39 from the ECWRF CIP No.C66501305 -30600 to the project budget for the Various Streets 16/17, Project No. C 161013 03 at the next scheduled mid -year budget adjustment. 3. The contract entitled Various Streets 16/17, Project No. C16101303 with a final construction contract amount of $692,669.21 is accepted as complete subject to the Contractor's continuing warranty and other obligations pursuant to the contract. 4. The City Clerk/Recording Secretary 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. 5. 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.