HomeMy WebLinkAboutStaff Report 4.G 04/16/2018DATE: April 16, 2018
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan t. CE — Director, Public Works & Utilities
Jeff Stutsman, P.E. — Senior Civil Engineer
SUBJECT: Resolution Authorizing the Award of Contract for the Community Center Parking
Lot Rehabilitation Project to Pat Nelson Construction, Inc.
RECOMMENDATION
It is recommended that the City Council approve the Resolution Authorizing the Award of
Contract for the Community Center Parking Lot Rehabilitation Project to Pat Nelson
Construction, Inc.
BACKGROUND
The Community Center's main parking lot was rehabilitated in 1988, which included a
combination of pavement reconstruction and slurry seals of the existing pavement and the
installation of new concrete flat work for the construction of the new Community Center. The
parking lot has seen minimal improvements over the past 30 years and the pavement is beyond
its useful life. Portions of the pavement have been severely uplifted by the pine trees, the
pavement has extensive alligator cracking with localized pavement failures, and the median
retaining curbs have been broken / uplifted by tree roots.
Over the years, the Community Center parking lot has become highly utilized by programs,
classes and facility rentals at the Community Center, the Petaluma's East Side Farmers Market
and soon the future use of the Miracle Fields, which should be completed in the summer of 2018.
DISCUSSION
The project includes the reconstruction of the portion of the pavement that has been uplifted by
the pine tree roots, asphalt dig outs followed by a 2" grind and overlay over the entire main
parking lot. New landscape retaining curbs will be constructed to replace the ones that have been
uplifted by tree roots. The concrete walkways will be modified to meet current ADA standards.
The north parking lot at the Community Center was constructed in 1998 and is in relatively good
condition. A new accessible drop off area will be constructed and will support handicapped
accessibility to the park and Miracle Field. A high volume slurry seal will be used to extend the
pavement life and provide an opportunity to restripe the parking lot to create five additional
ADA parking stalls. The high volume slurry seal will be performed with the Pavement
Restoration 17/18 project as it has a larger scope and more cost effective pricing.
The project was originally advertised January 18, 2018 and bids were opened on February 8,
2018. The original design incorporated a new fiber reinforced asphalt product as compared to
conventional asphalt. The award of the contract was based off the base bid plus fiber reinforced
asphalt as long as the price was $150 a ton or less; otherwise it would have been awarded to the
base bid plus conventional asphalt. After opening bids, it was apparent that the award of the
contract was not clear and was interpreted several different ways. In order to provide a fair
opportunity for all Contractors, all of the bids were rejected and the project was rebid.
The construction plans and specifications were prepared by engineering staff and a Notice
Inviting Bids was advertised on February 22, 2018. Three (3) bids were received as follows:
Name of Bidder
Base Bid
Pat Nelson Construction, Inc.
$ 287,125.00
Coastside Concrete
$ 297,300.00
Team Ghilotti, Inc.
$ 299,849.00
The lowest responsible and responsive bidder, Pat Nelson Construction Inc. has performed
similar projects throughout the Bay Area and possesses a valid Class A California Contractor's
License, #601031, which qualifies Pat Nelson Construction Inc. to perform the work. It is
recommended that Council adopt the resolution awarding the contract to Pat Nelson Construction
Inc., the lowest and responsive bidder, in the amount of $287,125.
Construction is scheduled to begin in June 2018 and to be completed by August 2018.
Construction management and inspection services will be conducted by City staff with assistance
by an outside consultant for material testing.
FINANCIAL IMPACTS
The total project budget for the Community Center Parking Lot Rehabilitation Project
(C11501910) as approved in the current budget is $400,000 and is,funded the through transient
occupancy tax.
The following is a breakdown of the budget for the project:
Uses
Total
Project
Budget
Revised Total
Project Cost
Planning and Environmental
$
1,000
$
1,000
Design (City Staff)
$
10,000
$
7,500
Legal Services
$
1,000
$
0
Administration
$
1,000
$
0
Construction Contract (low bid)
$
345,000
$
287,125
Construction Management & Inspection
$
10,000
$
20,000
2
Contract Contingency
$
25,000
$
82,375
CIP Overheads
$
7,000
$
2,000
Total
$
400,000
$
400,000
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR
THE COMMUNITY CENTER PARKING LOT REHABILITATION PROJECT TO
PAT NELSON CONSTRUCTION, INC.
WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code,
California Public Contract Code Section 20162 and other applicable law, City staff prepared
construction bid documents and solicited bids for the Project; and
WHEREAS, the project was bid on January 18, 2018, and seven (7) bids were received
and opened on February 8, 2018 in accordance with applicable law; and
WHEREAS, all the bids were rejected based on unclear language on how the bid
alternate was to be awarded; and
WHEREAS, the project was rebid on February 22, 2018, and three (3) bids were
received and opened on March 15, 2018 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by Pat Nelson
Construction Inc., Inc. from Petaluma, CA for $287,125; and
WHEREAS, staff has determined that the Pat Nelson Construction Inc., bid satisfies the
bidding requirements for the Project; and
WHEREAS, staff has verified that Pat Nelson Construction, Inc. possesses a valid
California Contractor's License, Class A, #750905, that allows Pat Nelson Construction Inc. to
perform the Project; and
WHEREAS, the Project is categorically exempt pursuant to California Environmental
Quality Act ("CEQA") and Title 14, the California Code of Regulations ("CEQA Guidelines"),
Section 15301, because the project consists of repair and maintenance to an existing public
street.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma
hereby:
In accordance with the City of Petaluma Charter and Municipal Code, California Public
Contract Code Section 20162 and other applicable law, waives any and all non-
conformance in the bid of Pat Nelson Construction, Inc. for the Cormnunity Center
Rehabilitation, Project No. Cl 1501910, finds the bid of $287,125 to be the lowest,
responsive bid and further finds that American Asphalt Repair and Resurfacing
Company, Inc. is the lowest responsible bidder.
11
2. Awards the contract for the Community Center Parking Lot Rehabilitation, Project No.
C11501910 to Pat Nelson Construction, Inc. in the amount of $287,125, the amount of
the lowest responsive bid, conditioned on Pat Nelson Construction Inc., timely executing
the project contract and submitting all required documents, including but not limited to,
executed bonds, certificates of insurance, and endorsements, in accordance with the
project bid documents.
3. Directs staff to issue a notice of award Pat Nelson Construction, Inc.
4. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by Pat Nelson Construction Inc., of the signed
project contract and all other required document, including but not limited to, executed
bonds, certificates of insurance, and endorsements, in accordance with the project bid
documents.
5. Approves a construction contract contingency of $82,375.
COMMUNITY CENTER PARKING LOT
320N. McDOWELL BLVD
PETALUMA, CA 94954
LOCATION MAP
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Attachment 2
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Date :April 17, 2017
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