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Home My WebLink AboutStaff Report 3.C 09/10/2018z85a DATE: September 10, 2018 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. John, F.ASCE — Director, Public Works & Utilities Tinn Moresco, P.E. — Associate Civil Engineer, Public Works & Utilities SUBJECT: Resolution Accepting Completion of the Downtown Accessibility Improvements Project, CIP Project No. C16501602 RECOMMENDATION It is recommended that the City Council approve the Resolution Accepting Completion of the Downtown Accessibility Improvements Project, CIP Project No. C16501602. BACKGROUND The City's public walkways are old with aging concrete, root intrusion, expansive soils, and a variety of other causes which have created accessibility issues and potential tripping hazards. Some portions of downtown sidewalks do not meet current accessibility standards. This project is part of the 10 -year downtown accessibility improvement plan to address accessibility issues identified in a settlement agreement. Bids were opened on January 6, 2016, and on February 22, 2016 the City Council authorized the award of the construction contract to Coastside Concrete & Construction Inc. of Santa Rosa in the amount of $234,500. Construction began in July 2016 and was completed in July 2018. DISCUSSION The project was managed and inspected by Public Works and Utilities engineering staff and resulted in a final constriction contract amount of $350,356.35, which includes three change orders, and reconciliation of estimated bid quantities to actual quantities measured in the field. The total cost of the change order work and bid item adjustments increased the contract award amount by $115,856.35. The first change order addressed the removal of seven trees and stump grinding and installation of two curb ramps, which increased the contract amount by $18,500. The trees were removed to allow repair of the buckled sidewalks that were caused by the root intrusion. The second change order added complete removal and replacement of fifteen curb ramps in the Petaluma Theatre District with no change of the contract value. The third change order was for the construction of the Water Sheet Cobblestone Improvements, which was approved at the City Council meeting on April 16, 2018. The Water Street Cobblestone Improvements included removing and replacing the cobblestone circles with colored and textured concrete, providing four ADA compliant crossings along Water Street, excavating along the existing handrail and placing a 6 - foot deep retaining wall to prevent undermining soil into the river. Change order number three also included an estimated $30,000 for sewer main, sewer manhole, and storm drain upgrades, which were funded from the water and sewer enterprise funds. While excavating and potholing during construction, it was determined that the removal and replacement of both the sewer main and manhole would require significantly more work than anticipated due to existing utility conflicts. The sewer main and manholes were visually investigated and were left in place, but an existing storm drain inlet was removed and replaced with straight pipe. Investigation of the existing sewer line and confirmation of the exisiting utility conflicts took significantly more time than anticiapated and a total of $20,000 was expended from wastewater funds. The overall change order increased the contract value by $98,193.60. The project contractor, Coastside Construction, performed satifactorily and there are no outstanding project claims. The proposed action meets Council Goals: "Plan for and implement priority capital projects as fielding permits." FINANCIAL IMPACTS Council approved a total project budget for the ADA Improvement CIP of $525,000 to be funded from Transient Occupancy Tax revenues. On April 16, 2018, City Council approved a project scope change to include the Water Street Cobble repairs and added $20,000 to the CIP budget from sewer enterprise funds to cover the cost of related sewer modifications. The ADA Improvement CIP work was delivered in two construction contracts. The subject contract with Coastside Concrete and Construction is for $350,356.35, while $200,000.00 of downtown ADA improvements were completed by the Pavement Restoration Project 2017/18 contractor for ADA issues associated with that projects paving repairs. A portion of the current contract, which has been on-going for the past two fiscal years, was paid for with FY 16/17 operating fields to allow for additional sidewalk repairs to be made. The Downtown Streets/Sidewalks Maintenance cost center provided $94,500 for work related to ADA repairs downtown. Actual project costs compared to the CIP project budget are as summarized in the table below: 2 Phase Total Approved CIP Budget Actual Project- Budget Planning/Environmental $ $ Design $ 20,000.00 $ - Legal Services $ - $ - Construction Contract $ 434,500.00 $ 550,356.35 Construction Management $ 29,500.00 $ 76,000.00 Contingency $ 39,000.00 $ - CIP Overhead $ 2,000.00 $ 2,000.00 TOTAL: $ 525,000.00 $ 628,356.35 Funding Sources Transient Occupancy Tax $ 525,000.00 $ 513,856.35 FY 16/17 Operating Fund $ 94,500.00 Wastewater Capital Funds $ 20,000.00 Total $ 525,000.00 $ 628,356.35 A budget adjustment for the addition of $20,000 from the Wastewater Capital find to cover the costs of the sewer work connected with the cobblestone improvements will be included in the next routine budget adjustment. Any remaining balance from fund sources will be returned to the appropriate find balance. ATTACHMENTS 1. Resolution 2. Location Map 3 Attachment I RESOLUTION ACCEPTING COMPLETION FOR THE DOWNTOWN ACCESSIBILITY IMPROVEMENTS PROJECT, CITY PROJECT NO. C16501602 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 December 10, 2015, and nine (9) bids were received and opened on January 6, 2016 in accordance with applicable law; and WHEREAS, the lowest responsible bid for the Project was submitted by Coastside Concrete & Construction Inc. of Santa Rosa, CA for $234,500; and WHEREAS, by Resolution No. 2016-027, adopted on February 22, 2016, the City Council found the bid of $234,500 for the Project to be the lowest responsive bid, awarded the Project to Coastside Concrete & Construction Inc., in the amount of $234,500, conditioned on Coastside Concrete & Construction Inc.'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; and WHEREAS, the following contract change orders (CCO) affecting the project amount have been approved: Change Order Number Description Amount CC0#1 Tree Removal and Curb Ramps $18,500.00 CCO#2 Theatre District hnprovements $ - CCO#3 Water St Cobblestone Improvements $98,193.60 Total Change Orders 1. $116,693.60 and; WHEREAS, the final contract amount, as amended, including all change orders, overruns, and underruns is $350,356.35 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 4 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 titled Downtown Accessibility Improvements Project, with the final contract amount of $350,356.35, is accepted as complete, subject to the Contractor's continuing warranty and other obligations pursuant to the contract. 2. The City Cleric 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 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 $20,000 in fielding from the Wastewater Enterprise Fund for costs incurred that are related to sewer repair as part of the first quarter budget adjustments. Attachment 2 DOWNTOWN ACCESSIBILITY IMPROVEMENTS PROJECT C16501602 LOCATION MAP QO Sioo,�0�� 0 �O—LAKEVILLE (HWQ ,z � SRN✓ 00 0 oc`� ,� o OO oo S°&r ;�--- -° _CTSITE O �r l� 00 Date :September 10, 2018 L � City of Petaluma 13PROJECT SITE �� Public Works and Utilities -' S Department � xs�5� 6