HomeMy WebLinkAboutStaff Report 3.G 06/18/2018DATE: June 18, 2018
TO:
FROM:
SUBJECT:
Agenda Item #3.G
Honorable Mayor and Members of the City Council through City Manager
Dan St. John, F.ASCE — Director, Public Works & Utilities
Tim Moresco, P.E. — Associate Civil Engineer, Public Works & Utilities
Resolution Accepting Completion of the Petaluma Community Sports Fields
Restroom Improvement Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Petaluma Community Sports Fields Restroom Improvement Project.
BACKGROUND
Several bathroom, concession, and maintenance buildings are planned as part of the full build out
of the Petaluma Community Sports Field Park. This was the first building and consists of a
combined restroom and concession building constructed of a split -face Concrete Masonry Unit
block located near the soccer and lacrosse fields. Site and utility work included site grading,
demolition, constructing two additional ADA parking stalls, sidewalk curb ramp, water service,
sewer lateral, and electrical service connections. The construction work included a building slab
foundation, sidewalk and patio area, assembly of the City furnished pre-engineered building kit,
plumbing, electrical, and various equipment.
On June 15, 2015, City Council authorized the purchase of a pre-engineered bathroom and
concession building package from Romtec, Inc. utilizing competitive pricing from the State of
California's California Multiple Award Schedules Program. The building includes three
restroom stalls for each gender, concession area, and storage area.
Bids for construction were opened September 1, 2016. On October 3, 2016, City Council
authorized the award of the construction contract for the Petaluma Community Sports Fields
Building Improvements Project to Coastside Concrete and Construction Inc. in the amount of
$354,640.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits".
DISCUSSION
Construction did not begin until May 2017 due to the long rainy season; it was completed in May
2018. The project was managed and inspected by Public Works and Utilities engineering staff
and resulted in a final construction contract amount of $408,698.68. The final cost includes three
change orders. The three change orders were for re -work caused by an error in the masonry
design, adding a fire sprinkler system, and reconciliation of the differences in bid item quantities.
The total cost of the change order work and bid item adjustments increased the cost of the project
by $54,058.68.
FINANCIAL IMPACTS
The approved FY 16/17 CIP budget and actual expenditures for the subject project are
summarized in the following table:
Uses
Design
JRomtec Building Purchase
Construction Contracts
Construction Management
CIP Overhead
Project Contingency
TOTAL
Funding Sources
Parkland Impact Fees
Housing Related Parks Grant
Donations/Developer
Contributions
' Total Multi -
Year CIP
Actual Project
Budget
Costs
$
30,000
$
62,500
$
129,000
$
495,000
$
409,000
$
60,000
$
46,000
$
14,000
$
14,000
$
33,000
$
-
$
632,000
$
660,500
$ 346,000 $ 346,000
$ 161,000 $ 189,500
$ 125,000 $ 125,000
TOTAL) $ 632,000 $ 660,500
Note: City staff salary and benefits costs are included in appropriate project
phases for the project.
The project was funded by Parkland Impact Fees, housing and parks related grant, and
donations/developer contributions. Additional funds in the amount of $28,500 from the housing
and park related grant were added to this project budget to pay for the fire sprinklers. This
addition will be included in the year end CIP budget adjustment. 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
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE PETALUMA COMMUNITY
SPORTS FIELDS RESTROOM IMPROVEMENTS PROJECT
WHEREAS, the City of Petaluma has prepared construction bid documents and
advertised for construction of the Petaluma Community Sports Fields Restroom Improvements
Project, Project Number 014501604, ("the Project"); and
WHEREAS, in accordance with the City of Petaluma Chatter 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 July 28, 2016, and four bids were received and
opened on September 1, 2016 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the base bid was submitted by Coastside
Concrete & Construction Inc. from Santa Rosa, CA for $354,640; and
WHEREAS, by Resolution No. 2016-158, adopted on October 3, 2016, the City Council
found the bid of $354,640 for the Project to be the lowest responsive bid, awarded the Project to
Coastside Concrete & Construction Inc. in the amount of $354,640, conditioned on Coastside
Concrete & 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
; and
Description
CCO#1 Additional labor and materials to remove two
courses of block and cut/grind the remaining
courses at proper slope for roof pitch.
CCO#2 Additional labor and subcontractor costs to
install fire sprinklers in building.
CCO#3 Reconciliation of differences in bid item
quantities
Total Change Orders
Amount
$26,218.68
$34,805.87
($6,965.87)
$54,058.68
WHEREAS, the final contract amount, as amended, including reconciliation of final
quantities, is $408,698.68; and
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 that the City Council of the City of
Petaluma hereby:
1. The contract entitled Petaluma Community Sports Fields Restroom Improvement Project,
City project Number C14501604 with a final contract amount of $408,698.68, 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 Cleric's Office within ten (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 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 during the year end budget amendment
action to add $28,500 in funding from the Housing and Parks Related Grant to offset
costs incurred that are related to fire sprinklers.
0
Attachment 2
PETALUMA COMMUNITY SPORTS FIELDS
BUILDING IMPROVEMENTS PROJECT
PROJECT NO. C14501604
LOCATION MAP
IX
Date : June 18, 2018
L
N City of Petaluma a
W E
PROJECT SITE Public Works and Utilities
S Department
5