HomeMy WebLinkAboutStaff Report 3.B 05/21/2018DATE: May 21, 2018
TO: Honorable Ma r and Members of the. City Council through City Manager
FROM: Dan t. J ,FAS — irector, Public Works and Utilities
Dan rrera, E. — Associate Civil Engineer, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Recycled Water System Extension -
Sonoma Mountain Alignment Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Recycled Water System Extension — Sonoma Mountain Alignment Project.
BACKGROUND
The City of Petaluma delivers tertiary treated recycled water produced by the Ellis Creek Water
Recycling Facility (ECWRF) to urban users within the City limits to irrigate parks, open spaces,
golf courses, schools, and outside the City limits to agricultural customers. The opening of the
ECWRF in 2009 allowed the City to produce non -potable tertiary recycled water suitable for
urban irrigation. On November 16, 2015, a Recycled Water System Update was presented to
Council, which highlighted the master plan for the expansion of the City's Urban and
Agricultural recycled water systems. The Urban and Agricultural Recycled Water Master Plan
identified specific project alignments and phasing to expand the City's recycled water system.
The Sonoma Mountain Alignment pipeline was one of two near-term pipeline projects included
in the recycled water system expansion designated as Phase IA. Oakmead Business Park — Phase
1 pipeline project, completed last year, was the other project.
In the fall of 2015, the City applied for Proposition 1 (Prop 1) funding from the State Water
Resources Control Board. On September 14, 2015, the City Council authorized the submittal of
an application for funding with the State Board (Resolution No. 2015-138 N.C.S.) addressing
both the Sonoma Mountain Alignment, and the now completed Oakmead Business Park — Phase
1 recycled water line projects. The Prop 1 grant funding agreement was accepted in fall 2016,
and was fully executed in April 2017.
On April 17, 2017, the City Council awarded a construction contract to Terracon Constructors
Inc. of Healdsburg, CA, in the amount of $1,847,936. The project was completed in February
2018.
The subject project extended a 16 -inch recycled water main 8,000 feet within the urban separator
from the Rooster Run Golf Course to Corona Creek Elementary School. The project included an
8 -inch recycled water main to serve Eagle Park and adjacent Landscape Assessment Districts
(LADs). The project makes recycled water available for irrigation to schools, parks, and LADs,
including Corona Creek Elementary School, Kenilworth Junior High School, Sonoma Mountain
Elementary School, Santa Rosa Junior College, Eagle Park, and Leghorn Park.
DISCUSSION
The final construction contract cost is $2,046,079.28, which includes ten change orders, and the
reconciliation of estimated bid quantities and final quantities measured in the field, in the amount
of $198,143.28. The change orders were related to unforeseen conflicts and additional
construction items requested by the Water Operations Division and are listed in detail in
Attachment 1. There are no outstanding claims or issues; the contractor performed satisfactorily
on the project.
The majority of the change orders were directly related to utility work including: additional 8 -
inch water main bid alternative work; utility conflicts; water service changes; existing water
main tie-in; field valve box adjustments; and miscellaneous extra work as part of the pipeline
installation. Based on the favorable prices, Operations authorized an additive bid alternative in
the amount of $86,089 to extend the purple pipe to new service areas. Change Order No. 7 is
unique in that the work performed by the Contractor was not part of the utility installation work.
During construction of the project, City staff received complaints regarding the condition of a
concrete pathway along the urban separator directly adjacent to the project. It was determined
that as the project included sidewalk work, repair of the concrete pathway should be included in
the project to facilitate the repair work. This extra work for change order No.7 will be funded by
the Street Maintenance fund in the amount of $30,505. This change in budget will be reflected in
the budget adjustment going to Council in June 2018.
The grant funding agreement between the City of Petaluma and the State Water Resources
Control board is to fund thirty-five percent of the construction and construction management
costs for the project that are directly related to the installation and operation of the recycled water
line and irrigation areas, with a not to exceed amount of $870,030.
FINANCIAL IMPACTS
The approved FY 17/18 CIP budget and actual expenditures for the Recycled Water System
Extension — Sonoma Mountain Alignment Project (C66401415) is summarized in the following
table.
Project Costs
Approved
CIP Budget
Actual
Construction Contract
$ 1,847,936
$ 2,046,079
Planning/Environmental
$ 30,000
$ 34,606
Design
$ 125,000
$ 93,318
Administration
$ 6,000
$ 225
I
Construction Management
$
200,000
$
221,327
CIP Overheads
$
40,000
$
10,421
Contract Contingency
$
450,0000
$
0
Remaining Contingency
$
78,094
$
0
TOTAL
$
2,777,030
$
2,405,976
The project was funded by the Water Capital fund, the Wastewater Capital Fund, and a State
Prop 1 Grant fund that applied to 35% of the Construction and Construction management costs
of the project.
Funding Sources
Approved
Budget
Actual
Wastewater Capital Fund
$ 44,000
$
44,000
Water Capital Fund
$ 1,863,000
$
1,536,411
State Prop 1 Grant
$ 870,030
$
795,000
Street Maintenance Fund
$ 0
$
30,565
Total
$ 2,777,030
$
2,405,976
The Prop 1 grant funding amount was for 35% of the construction and construction management
costs for the project, with a maximum amount of funding in the amount of $870,030. The actual
costs for the construction and construction management for the project did not meet this
threshold; therefore the total amount funded by the state was less than anticipated. At project
closeout, all unspent funds will be returned to the Water and Wastewater Capital fund to be used
on future projects. In addition, a budget adjustment to include the addition of $30,565 from the
Street Maintenance Fund will be included in the June 2018budget adjustment action
recommended to the Council. 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
3
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE RECYCLED WATER SYSTEM
EXTENSION — SONOMA MOUNTAIN ALIGNMENT 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 Recycled Water System Extension — Sonoma Mountain
Alignment Project ("Project"); and
WHEREAS, bids for the Project were opened on March 16, 2017 in accordance with
California Public Contract Code Section 4104.5 and other applicable laws at which time the City
received 7 (seven) bids; and
WHEREAS, by Resolution No. 2017-056 N.C.S. adopted April 17, 2017, the City
Council of the City of Petaluma found the bid of $1,847,936.00 for the Project to be the lowest
responsive bid; awarded Terracon Constructors Inc. in the amount of $1,847,936.00; and
authorized the City Manager to sign the Project contract on behalf of the City; and
WHEREAS, the following change orders (CO) affecting the Project amount have been
approved:
CO No. 1:
Contract Language
CO No. 2:
Construct portion of Bid Alt work
CO No. 3:
Misc. Utility Conflict costs
CO No. 4:
12 -inch Tie -In Modifications
CO No. 5:
2 -inch Water Service and Paving
CO No. 6:
Field ARV and Valve modifications
CO No. 7:
Sidewalk Repair
CO No. 8:
SRJC Service
CO No. 9:
Misc. Extra work and deductive costs
CO No. 10:
Extra Concrete and String work
Reconciliation of Estimated Bid Quantities and Final Quantities
Total Contract Changes:
$ 0.00
$ 86,089.00
$ 38,310.93
$ 15,422.89
$ 17,525.68
$ 13,149.97
$ 30,564.35
$ 8,431.32
<$ 763.98>
$ 14,593.08
<$ 25,179.96>
$ 198,143.28; and
WHEREAS, the final contract amount as amended, including reconciliation of final
quantities, is $2,046,079.28; and
11
WHEREAS, the Project has been inspected and determined that it has been completed in
substantial accordance with the contract requirements and is subject to the Contractor's
continuing warranty and other obligations pursuant to the contract; and
WHEREAS, the Project has been placed into beneficial use on behalf of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
1. The contract entitled Recycled Water Main Extension — Sonoma Mountain Alignment
Project, City Project Number C66401415 with a final contract amount of
$2,046,079.28, 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.
4. Staff is directed to submit a budget adjustment of $30,565 in funding from the Street
Maintenance Fund for costs incurred that are related to sidewalk repair as part of the
year-end budget adjustments scheduled for June.
5
Attachment 2
RECYCLED WATER SYSTEM
EXTENSION
SONOMA MOUNTAIN ALIGNMMENT
PROJECT NO. C66401415
LOCATION MAP
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Date : April 17, 2017
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