HomeMy WebLinkAboutStaff Report 5.F 02/04/2019Agenda Item 5.F
DATE: February 4, 2019
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. John, F.ASCE — Director, Public Works and Utilities
Jason Beatty, P.E. — Assistant Director, Public Works and Utilities
SUBJECT: Resolution Authorizing Award of Contract for the Ellis Creek Bridge Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the Award of
Contract for the Ellis Creek Bridge Project.
BACKGROUND
The Ellis Creek Water Recycling Facility (ECWRF) is currently bisected by Ellis Creek with the
treatment plant's disinfection facility and outfall and storage ponds isolated from the rest of the
facility. To go between the two halves of the facility requires a circuitous route onto Lakeville
Highway, which takes significant extra time when having to make multiple trips in a day.
Additionally, the current route is considerably more dangerous than the route across the future
bridge. Lakeville Highway is a 55 mph, undivided highway, and the access roads to the ponds
have very short deceleration and acceleration lanes along the highway, making merging onto and
off the highway dangerous. Operations, maintenance, and lab staff make an average of 200 trips
to these facilities each month, often driving large maintenance trucks and towing large pumps or
other heavy equipment. The proposed new bridge will allow staff to avoid the traffic on
Lakeville and will save an estimated 80 hours of staff time each month from a four -fold
reduction of travel distance
DISCUSSION
Sturgis Engineering Inc. and City staff completed plans and specifications for construction of a
70 -foot vehicular access bridge constructed of recycled railcars spanning Ellis Creels. Staff
issued a Notice Inviting Bids on December 6, 2018. On December 20, 2018, four bids were
received as follows:
Name of Bidder
Bid Total
Team Ghilotti Inc. of Petaluma*
$
328,120
Pat Nelson Construction of Petaluma
Rege Construction of Cloverdale
Massa Construction of San Rafael
$
$
$
397,600
418,800
468,400
Engineer's Estimate
$
240,000
* Lowest Responsible Bidder
The lowest responsible bidder, Team Ghilotti Inc., has listed Benton Engineering as the
subcontractor to fabricate the railcar bridge. Staff verified that Team Ghilotti Inc. possesses the
required Class A California Contractor's License, number 895384, which expires on April 30,
2019, which is appropriate for the work. City engineering staff reviewed the bid and found it to
be reasonable and that the competitive bids from the four contractors are reflective of the current
market.
Construction is scheduled to begin in March and will continue for 80 working days. The project
is anticipated to be completed by July 2019, weather and conditions permitting. Construction
management will be conducted by City staff with assistance from consulting firms for
construction engineering, special inspections, and materials testing.
The project was addressed in the Water Recycling Facility and River Access Improvement EIR
Bridge Relocation Addendum adopted by Council on March 7, 2016 (Resolution No. 2016-089
N.C.S.).
FINANCIAL IMPACTS
The FY 18/19 budget includes CIP Project C66101627 with an adopted budget of $430,000.
Funding for this project is from Waste Water Capital funds. The recommended award will
require a budget adjustment to increase the total project budget by $160,000 to be funded by
Waste Water Capital funds. The project funding revision will be brought forward in conjunction
with the next available budget adjustment.
A summary of the CIP expenditures and funding sources are shown in the following table. The
proposed budget increase is due to the requirement of using larger cast -in-place concrete piers
and abutments versus pre -cast components to accommodate the poor soil conditions found on the
site, and to unanticipated environmental mitigation measures required by the State and Regional
permits.
Ellis Creek Bridge
CIP Project C66101627
Approved
CIP Budget
Revised
Project Budget
Planning/Environmental
$
33,000
$
45,000
Design
$
65,000
$
65,000
Construction Contracts*
$
240,000
$
400,000
Construction Management
$
50,000
$
35,000
CIP Overhead/Administration
$
12,000
$
8,000
Contingency
$
30,000
$
37,000
TOTAL EXPENSES
$
430,000
$
590,000
FUNDING
SOURCES
Wastewater Capital
$
430,000
$
590,000
TOTAL FUNDING
$
430,000
$
590,000
*Note: The construction costs include $72,000 in labor, materials, and equipment for the previously constructed approach roads
to the bridge.
ATTACHMENTS
1. Resolution
2. Location Map
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Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT
FOR THE ELLIS CREEK BRIDGE PROJECT
WHEREAS, on March 7, 2016, the City Council, by Resolution No. 2016-089 N.C.S.,
approved the bridge as described in the Bridge Relocation Addendum to the Water Recycling
Facility and River Access Improvements EIR and adopted a Mitigation Monitoring Program; and
WHEREAS, City staff prepared construction bid documents and advertised for
construction of the Ellis Creek Bridge Project Number C66101627, ("the Project"); and
WHEREAS, the Ellis Creek Bridge will enhance safety and reduce travel times for staff
by providing direct vehicular access between the plant and treatment ponds of the Ellis Creek
Water Recycling Facility; and
WHEREAS, in accordance with the City of Petaluma Charter 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 December 6, 2018, and four bids were received and
opened on December 20, 2018 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by Team Ghilotti
Inc. from Petaluma, CA for $328,120; and
WHEREAS, it has been determined that the Contractor's bid satisfies the bidding
requirements for the Project; and
WHEREAS, Team Ghilotti Inc. possesses a valid California Contractor's License, Class
A, number 895384 that is acceptable for the Project; and
WHEREAS, project funds of $430,000 are budgeted in the City's FY 18/19 budget as
project C66101627 and will require a budget revision of $160,000 to adjust the project budget to
$590,000.
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 Contractor for the Onsite Vehicular Access Bridge Over Ellis
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Creek Project, Project Number C66101627 and finds the bid from Team Ghilotti Inc. of
$328,120 to be the lowest responsive and responsible bid for the project.
2. Awards the contract for the Onsite Vehicular Access Bridge.Over Ellis Creek Project,
Project Number C66101627 to Team Ghilotti Inc. in the amount of $328,120 on the
condition that Team Ghilotti Inc. timely executes the project contract and submits all
required documents, including but not limited to, executed bonds, certificates of
insurance, and endorsements, in accordance with the project bid documents.
3. Directs the City Manager to bring a budget adjustment for the project forward with all
other adjustments presented at mid -year or year-end.
4. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma.
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Attachment 2