HomeMy WebLinkAboutStaff Report 3.D 01/22/2018DATE: January 22, 2018
Agenda Item #3.D
TO: Honorable Mayor and Members of the City Council through City Manager
�J) FROM: DaSCE — Director, Public Works and Utilities
Dan Herrera, P.E. — Associate Civil Engineer, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Paula Lane Reservoir No. 1
Improvement Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Paula Lane Reservoir No.1 Improvement Project.
BACKGROUND
The Paula Lane Reservoir is located at the west end of Lavender Hill Lane off Paula Lane as
shown on the attached location map. The existing reservoir was built in 1963 and provides
approximately one million gallons of water storage for emergencies, fire flow demand, and daily
operational purposes. The reservoir's existing coating system had exceeded its useful life, and
showed signs of corrosion and deterioration. In addition, the reservoir did not meet current
structural seismic standards or pest exclusion standards.
The subject project was initiated in 2004, at which time a second tank was believed to be
required. In August 2004, the design of a second reservoir was started and in September 2005, a
Mitigated Negative Declaration was approved, which generated public input due to the concerns
about a second tank. In April of 2010, it was determined that funding for the project was not
available and the second reservoir was delayed to allow analysis of more favorable alternatives
such as rehabilitating the existing steel reservoir. In 2014 an assessment was performed to
determine the condition of the existing Paula Lane reservoir including a cost analysis of
constructing a second tank versus rehabilitation of the existing tank. It was determined that the
steel shell of the existing tank was in good condition and that rehabilitation coatings and
structural improvements to the tank was economically favorable to construction of a second tank.
The Paula Lane Reservoir No. 1 Improvement Project consisted of complete replacement of the
tanks interior and exterior coatings, installation of seismic anchorage, replacement of pipes and
valves, and miscellaneous site improvements. Bids for the project were opened on July 11, 2016
and on August 1, 2016 the City Council awarded the construction contract to Resource
Development Company dba Farr Construction of Sparks, NV in the amount of $873,785.00. The
project was completed in November 2017.
DISCUSSION
The final construction cost for the contract was $866,091.87, which included the initial low bid
of $873,785.00 and three change orders totaling a reduction of $7,693.13. The change orders,
listed in detail in Attachment 1, were related to additional items requested by the operations
division and a deduction for damage to the access road pavement. There are no outstanding
claims or issues, and the contractor performed satisfactorily on the project. Following the
acceptance of the project, the City Cleric will file a Notice of Completion with the Sonoma
County Recorder and the Finance Department will release the contract retention amount to the
contractor within 60 days.
FINANCIAL IMPACTS
The approved FY 16/17 CIP project budget and actual expenditures for the CIP project number
C00500101 are $1,550,000 and $1,275,382, as shown in the following table. These costs do not
include $671,000 for Planning/Environmental and Land/Easements that was expended prior to
2010.
At project closeout, all unspent funds of approximately $275,000 will be returned to the Water
Enterprise Fund for use on other projects.
ATTACHMENTS
1. Resolution
2. Location Map
2
Approved
CIP Budget
Actual
Construction Contract (low bid)
$ 873,785
$ 866,092
Design
$ 259,215
$ 232,690
Legal and Administration
$ 20,000
$ 100
Construction Management
$ 150,000
$ 160,000
CIP Overheads
$ 35,000
$ 16,500
Contingency
$ 212,000
$ 0
TOTAL
$ 1,550,000
$ 1,275,382
At project closeout, all unspent funds of approximately $275,000 will be returned to the Water
Enterprise Fund for use on other projects.
ATTACHMENTS
1. Resolution
2. Location Map
2
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE
PAULA LANE RESERVOIR NO.1 IMPROVEMENT 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 Paula Lane Reservoir No. 1 Improvement Project, Project
Number C00500101 ( "Project "); and
WHEREAS, bids for the Project were opened on July 11, 2016 in accordance with
California Public Contract Code Section 4104.5 and other applicable laws at which time the City
received 5 (five) bids; and
WHEREAS, by Resolution No. 2016 -129 N.C.S. adopted August 1, 2016, the City
Council of the City of Petaluma found the bid of $873,785.00 for the Project to be the lowest
responsive bid; awarded to Research Development Company in the amount of $873,785.00
conditioned on Resource Development Company'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: Liquid Level Indicator, Concrete and Bolts $ 5,725.87
CO No. 2: Replace Piping $ 1,581.00
CO No. 3: Reduction for Damaged Asphalt - $ 15,000.00
Total Change Orders: - $ 7,693.13; and
WHEREAS, the final contract amount as amended, including final quantities, is
$866,091.87; 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:
1. The contract Paula Lane Reservoir No.l Project, City Project Number C00500101
with a final contract amount of $866,091.87, is accepted as complete subject to the
Contractor's continuing warranty and other obligations pursuant to the contract.
2. City Clerk is hereby authorized and directed to file a Notice of Completion
concerning the Project with the Sonoma County Clerk's Office within ten (10) days
of the date of this Resolution.
3. Staff is hereby authorized and directed to release all undisputed retention not subject
to pending change orders within sixty (60) days of the date of this Resolution and in
accordance with the terms of the Project contract, the Petaluma City Charter,
California Public Contract Code Section 7107 and applicable law.
M
Attachment 2
PAULA LANE RESERVOIR NO.1 IMPROVEMENT PROJECT
LOCATION MAP
n
PROJE T SITE
LU
Z �
Boy
C
N
PROJECT SITE w E
S
AVE.
T
gOLIA AVE
�O
��
G
Date :January 22, 2018
City of Petaluma R�
Public Works and Utilities
Department =_
xa5$/
5