HomeMy WebLinkAboutStaff Report 3.C 02/25/2019DATE: February 25, 2019
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan �t ` , 7 . CE — Director, Public Works and Utilities
Jason* eatt , .E. - Assistant Director, Public Works and Utilities
SUBJECT: Resolution Accepting Completion of the Capri Creek Flood Reduction and
Habitat Enhancement Project, City Project No. C16301413
RECOMMENDATION
It is recommended that the City Council approve a Resolution Accepting Completion of the
Capri Creek Flood Reduction and Habitat Enhancement Project, City Project No. C16301413.
BACKGROUND
Flood terracing within the Petaluma Watershed, in concert with the development of a river and
creek front trail system, was envisioned in the 1996 Petaluma River Access and Enhancement
Plan and is included in the General Plan 2025 adopted in 2008. The restoration of Capri Creek
was selected to create an opportunity to develop a stewardship program with neighboring
residents surrounding Sunrise Park, which lies within Council priority to "Expand Adopt -A -Park
Program." The project included grading and off -haul of excavated soils to establish a newly re-
aligned Capri Creek low -flow channel and associated floodplain bank enhancements and the
installation of educational and maintenance access components. This project also implemented
General Plan Policy 2-P-102 for the Northeast subarea of the City to "Encourage neighborhood
adoption and participation in the restoration of natural habitats (e.g. creeks and urban separator)."
In February 2013, the City Council authorized the submission of a grant application to the
Association of Bay Area Governments (ABAG) and the San Francisco Estuary Institute to
request funds from the State of California Department of Water Resources (Ca1DWR). The
funding structure established ABAG as the lead grantee and the City as the Local Project
Sponsor. Each Local Project Sponsor is a sub -recipient under the grant and is responsible to
perform grant administration and project management services. Petaluma partnered with the
Sonoma Resource Conservation District on the application for Capri Creek. The funding
agreement between the City and ABAG was executed in fall of 2014. A separate funding
agreement with the Sonoma County Water Agency was executed in March of 2015. The CIP
project, designated C16301413, was approved in the FY 16/17 CIP Budget for a total of
$1,140,000.
On July 6, 2015, City Council authorized the execution of a Professional Services Agreement for
design and engineering services with ESA. Design began in August 2015 and was completed in
June 2016. On May 11, 2016, a public meeting was held at the Petaluma Community Center to
review the project. On June 15, 2016, the project's tree planting plan was proposed to the Tree
Committee. Bids were opened on July 14, 2016 and on August 1, 2016, the City Council
authorized the award of the construction contract to Hanford Applied Restoration and
Conservation of Sonoma, CA in the amount of $628,000. Construction was slated to begin
September 2016, but due to existing utility conflicts and permitting deadlines, construction was
delayed until Spring 2017. After further delays due to the Sonoma County fires in fall of 2017,
the project was finally completed in December 2018.
DISCUSSION
The project was managed and inspected by Public Works and Utilities engineering staff with
assistance from the designer, ESA, and resulted in a final construction contract amount of
$846,989.13, including five change orders and reconciling differences between estimated and
actual bid item quantities. In all, the total cost of the change order work and bid item adjustments
increased the contract amount by $218,989.13.
The first change order in the amount of $14,908.24 covered labor and material costs associated
with mobilization and demobilization when the City directed the Contractor to stop construction
and delay until Spring 2017 due to existing utility conflicts and permit deadline that we would
not be able to meet. The second change order in the amount of $8,157.30 covered added costs
associated with clearing and grubbing at the Petaluma Community Sports Fields where the
excavated soil was deposited for a future project. The third change order for $3,485.91 provided
additional grading work at the Petaluma Community Sports Field dump site for drainage
purposes, and placement of fabric and rip rap at one of the storm drain outfalls into the creek.
The fourth change order for $196,238.00 paid for the installation of 1,600 linear feet of an 8 -foot
wide concrete pathway instead of a gravel path that was prone to severe erosion during a flood.
The fifth change order for $1,349.40 allowed installation of two City furnished educational
kiosks along the pathway that were initially left out of the contract. The project was completed
without any outstanding issues and the general contractor and design professional performed
satisfactorily.
The proposed action meets the following Council Goal: "Plan for and implement priority capital
projects as funding permits."
FINANCIAL IMPACTS
On August 1, 2016, City Council approved a project budget of $1,140,000. Project funding is
comprised primarily of CaIDWR Grant in the amount of $825,000, with matching funds to be
provided by the Sonoma County Water Agency from Zone 2A reserves in the amount of
$217,000, and approximately $98,000 of Storm Impact Fees contributed by the City for grant
match, project administration, and construction management services.
The following table summarizes the approved CIP budget versus the actual costs:
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CIP 016301413 Capri Creek
Flood Reduction and Habitat
Enhancement Project
FY 18/19
Adopted
Project Budget
Actual Project
Costs
Design
$
115,000
$
156,000
Construction Contracts
$
628,000
$
847,000
Construction Management
$
125,000
$
123,000
CIP Overhead
$
32,000
$
14,000
Project Contingency
$
240,000
$
-
TOTAL
$
1,140,000
$
1,140,000
Funding Sources
Storm Impact Fees
$
98,000
$
98,000.
State Grants
$
825,000
$
825,000
SCWA Zone 2A Assessments
$
217,000
$
217,000
TOTALI
$
1,140,000
$
1,140,000
Grant funds will be fully expended upon the acceptance of the project.
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE CAPRI CREEK
FLOOD REDUCTION AND HABITAT ENHANCEMENT PROJECT
WHEREAS, City staff has prepared construction bid documents and advertised for
construction of the Capri Creek Flood Reduction and Habitat Enhancement Project, Project
Number C16301413, ("the Project"); 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 June 23, 2016, and five bids were received and
opened on July 14, 2016 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the base bid was submitted by Hanford
Applied Restoration and Conservation from Sonoma, CA for $628,000; and
WHEREAS by Resolution No. 2016-122, adopted on August 1, 2016, the City Council
found the bid of $628,000 for the Project to be the lowest responsive bid, awarded the Project to
Hanford Applied Restoration and Conservation, in the amount of $628,000, conditioned on
Hanford Applied Restoration and Conservation'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
Costs for Mobilization and Demobilization
$14,908.24
when asked to shut down until Spring 2017.
CCO#2
Costs associated with clearing and grubbing
$8,157.30
the soil dump site at the Petaluma Community
Sports Fields
CCO#3
Costs associated with additional grading work
$3,485.91
at the dump site for drainage purposes
CCO#4
Additional labor to install 1,600 linear foot, 8-
$196,238.00
foot wide concrete pathway
CCO#5
Additional labor costs to install the City
$1,349.40
furnished educational kiosks at the site
Total Change Orders
$224,138.85
; and
M
WHEREAS, the final contract amount, as amended, including all change orders, and
reconciliation of estimated bid quantities to actuals is $846,989.13 and is within the approved
project budget; and
WHEREAS, the project was inspected 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
WHEREAS, based on the foregoing, it is recommended that the City Council accept the
project on behalf of the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Accepts the contract titled Capri Creek Flood Reduction and Habitat Enhancement
Project, with the final contract amount of $846,989.13 as complete, subject to the
Contractor's continuing warranty and other obligations pursuant to the contract.
2. The City Clerk 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.
3. Staff is hereby authorized and directed to release all undisputed retention not subject
to pending change orders within 60 days of the date of this Resolution and in
accordance with the terms of the Project contract, California Public Contract Code
Section 7107, and applicable law.
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