HomeMy WebLinkAboutStaff Report 3.E 01/22/2018Agenda Item #3.E
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DATE: January 22, 2018
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St, John, F.ASCE — Director, Public Works and Utilities
Tim Moresco, P.E. — Associate Civil Engineer, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Denman Reach Trail Project, City
Project No. C00500208
RECOMMENDATION
It is recommended that the City Council approve a Resolution Accepting Completion of the
Denman Reach Trail Project, City Project No. C00500208.
BACKGROUND
Placing flood terracing within the Petaluma Watershed in concert with the development of a river
and creek front trail system was envisioned in the 1996 River Access and Enhancement Plan and
was adopted in 2008 as a policy in the General Plan 2025. Phases 1 and 2 of the Denman Reach
Improvements Project were completed in 2005 and the third phase of this project was awarded in
July 2016, involving terracing of the flood plain and installing approximately 3,000 linear feet of
trail. The project was accepted at City Council in March 2017.
As noted in the March 20, 2017 staff report accepting the Denman Reach Phase 3 project,
flooding in the area caused a portion of the new pathway to be washed away at no fault of the
contractor. Rather than have the path repaired by the original contractor, a separate project was
developed to repair and complete the pathway to a satisfactory and usable condition. This
included the rehabilitation of roughly 900 linear feet of recently installed pathway, existing
pathway, and a maintenance access road that was damaged due to the inundation.
DISCUSSION
Bids were opened on July 6, 2017. On August 7, 2017, the City Council authorized the award of
the construction contract for the Demean Reach Trail Project to Coastside Concrete and
Construction in the amount of $134,300. Construction began in October 2017 and was completed
in December 2017. The project was managed and inspected by Public Works and Utilities
engineering staff with assistance from the designer, Questa Engineering. The final construction
contract amount is $127,560, including one change order and adjustments in estimated bid item
quantities to reflect actual construction. In all, the total cost of the change order work and bid
item adjustments decreased the contract amount by $6,740.
The only change order on this project provided for installing an eight -foot wide concrete
pathway in lieu of the quarry fine pathway, which increased the contract value by $6,800.
Initially, the pathway was designed to be constructed with quarry fines, mixed with cement. The
contractor provided the City with a reasonable price to install a concrete pathway in its place.
Considering the future maintenance costs due to the possibility of the quarry fines being washed
away over time, and in combination with the fair price offered for the work, the installation of a
concrete pathway was approved.
The proposed action meets Council Goals: "Plan for and implement priority capital projects as
funding permits."
FINANCIAL IMPACTS
On August 7, 2017, the City Council awarded a contract for the Denman Reach Trail Project and
authorized the use of $254,400 in funds remaining from the original Denman Reach Phase 3
project. The project budget includes a separate landscape maintenance agreement for the site.
The final project cost, including the landscape maintenance agreement, is $230,160. The
following table is a breakdown of the project costs.
Uses
Remaining
Budget (after
Phase 3 )
Actual
Project
Costs
Construction Contracts
$ 134,300
$ 127,560
Construction Management
$ 15,000
$ 28,900
CIP Overhead
$ 3,500
$ 3,500
Administration
$ 1,400
$ 1,400
Landscape Maintenance
$ 68,800
$ 68,800
Project Contingency
$ 31,400
$ -
TOTAL
$ 254,400
$ 230,160
Funding Sources
Remaining Project C00500208
$ 254,400
1 $ 254,400
Note: City staff salary and benefits costs are included in appropriate project
phases for the project.
The remaining $24,240 shall be returned to the appropriate funds for future projects.
ATTACHMENTS
1. Resolution
2, Location Map
2
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF
THE DENMAN REACH TRAIL PROJECT,
CITY PROJECT NO. C00500208
WHEREAS, City staff prepared construction bid documents and advertised for
construction of the Denman Reach Trail Project, Project Number C00500208, ( "the Project ");
and
WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code,
California Public Contract Code Section 20162 and other applicable law, City staff solicited bids
for the Project; and
WHEREAS, the Project was bid on June 22, 2017, and three bids were received and
opened on July 6, 2017 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the base bid was submitted by Coastside
Concrete and Construction, Inc. from Santa Rosa, CA for $134,300; and
WHEREAS, by Resolution No. 2017 -124, adopted on August 7, 2017, the City Council
found the bid of $134,300 for the Project to be the lowest responsive bid, awarded the Project to
Coastside Concrete and Construction, Inc., in the amount of $134,300, conditioned on Coastside
Concrete and Construction, 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 contract change orders (CCO) affecting the project amount
have been approved:
Change Order Number I Description
; and
Amount
CCO #1 Deletion of bid item for quarry fine trail and $6,800
inclusion of costs to install 850 linear feet of
8 -foot wide concrete trail.
Total Change Orders 1 $6,800
WHEREAS, the final contract amount, as amended, including all change orders,
overruns, and underruns is $127,560 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, and 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
hereby:
1. The contract titled Denman Reach Trail Project, with the final contract amount of
$127,560 is accepted as complete, subject to the Contractor's continuing warranty
and other obligations pursuant to the contract.
2. The City Clerk is hereby authorized and directed to file a Notice of Completion
concerning the project with the Sonoma County Clerk's Office within 10 days of the
date of this Resolution.
Staff is hereby authorized and directed to release all undisputed retention not subject
to pending change orders within 60 days of the date of this Resolution and in
accordance with the terms of the Project contract, California Public Contract Code
Section 7107 and applicable law.
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DENMAN REACH TRAIL PROJECT
PROJECT NO. C00500208
LOCATION MAP
Attachment 2
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PROJECT SITE E Public Works and Utilities
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