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HomeMy WebLinkAboutStaff Report 5.C 04/01/2019DATE: April 1, 2019 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. John, F.ASCE — Director, Public Works & Utilities Jeff Stutsman, P.E. — Senior Civil Engineer SUBJECT: Resolution Authorizing Award of Contract for the FY 18/19 Pavement Restoration Project to Team Ghilotti, Inc. RECOMMENDATION It is recommended that the City Council approve the Resolution Authorizing the Award of Contract for the FY 18/19 Pavement Restoration Project to Team Ghilotti, Inc. BACKGROUND Sonoma Mountain Parkway was constructed in 1991. Over the last 20 years Sonoma Mountain Parkway has been pushed well beyond its useful life and much of it has been held together by pothole repairs and skim patches for many years. When Sonoma Mountain Parkway was constructed, select fill material was used as a subbase to a road -base of rock and several asphalt lift layers. Over its life, Sonoma Mountain Parkway has seen excessive potholes and rutting indicating a problem with the subbase rather than just an asphalt issue. In 2013, a portion of Sonoma Mountain Parkway was repaved from Campus Circle South to Wyndham Way using $1.4 million from a Metropolitan Transportation Commission (MTC) grant. On January 2, 2019, the Pavement Restoration project was presented to the Pedestrian and Bicycle Advisory Committee. The committee provided input on the projects and requested additional bicycle and pedestrian signage, installation of green bike lane paint at conflict points and a marked crosswalk at Rose Petal Court. These suggestions are being included in the project construction. The project is substantially funded by Senate Bill 1 (SB -1), also known as the Road Repair and Accountability (RMRA) Act of 2017, to address basic road maintenance, rehabilitation, and critical safety needs on both the state highway and local streets and road system. On April 2, 2018, Resolution 2018,-043 N.C.S. was approved by Council including a proposed project list and project budget. Sonoma Mountain Parkway was not originally on that list, however RMRA provides flexibility to adjust that list as needs change. Sonoma Mountain Parkway was added during the annual pavement planning process to address the undeniable need for reconstruction of this high usage roadway. This change will be submitted as part of the FY 19/20 submittal to the California Transportation Commission in accordance with SB -1 procedures. The proposed action meets Council Goal: "Plan for and implement priority capital projects as funding permits." DISCUSSION The proposed construction contract will allow reconstruction of Sonoma Mountain Parkway from Corona Road to Campus Circle South and from Wyndham Way to East Washington Street. Paving rehab methods will reuse the existing pavement materials to reduce greenhouses gas emissions and impact on the environment, while providing a cost-effective pavement solution. The process involves full depth reclamation with cement (FDR -C) which recycles and blends the existing asphalt pavement and underlying base material with cement to create a stiff stabilized road base. A portion of the existing asphalt will be removed and processed offsite into a cold recycled asphalt mix that will be utilized as a first paving course. Revising the existing asphalt material reduces the overall construction costs and recycles a resource that would otherwise be disposed of off-site at additional costs. The Americans with Disabilities Act (ADA) assumes that persons with disabilities have access to the pedestrian routes in the public right-of-way and requires ADA improvements such as compliant curb ramps when a street, roadway, or highway is altered. Eighteen new curb ramps will be installed within the project limits at a significant cost to the project. The construction plans and specifications were prepared by engineering staff and a Notice Inviting Bids was advertised on February 7, 2019. Four (4) bids were received as follows: Name of Bidder Team Ghilotti, Inc Ghilotti Construction, Inc. Ghilotti Brothers, Inc. Granite Construction Engineers Estimate Base Bid $1,727,870.64 $2,031,329.50 $2,156,037.50 $2,692,949.00 $1,615,800.66 The lowest responsible and responsive bidder, Team Ghilotti, Inc., has satisfactorily performed similar projects throughout the Bay Area and for the City. They possess a valid Class A California Contractor's License, #895384, which is appropriate for the nature of the work. It is recommended that Council adopt the resolution awarding the contract to Team Ghilotti, Inc., the lowest and responsive bidder, in the amount of $1,727,870.64. Award of the contract will require a budget amendment to the CIP budget as discussed below. Construction is scheduled to begin in June 2019 and to be completed by September 2019. Construction management and inspections will be conducted by City staff with assistance by an outside consultant for material testing services. 2 FINANCIAL IMPACTS The CIP project will be delivered by three separate but related construction contracts for Traffic Signal Upgrades, Class III Bike Path Striping, and the subject Pavement Restoration contract. The Traffic Signal Video Detection Replacement contract was awarded at a previous Council meeting by Resolution 2019-12, and Bikeway Striping is being brought before City Council on April 1 in in a separate but related action. These two contracts, while addressed in companion Council actions, are included herein for an evaluation of the financial impacts on the overall CIP project budget. The three contracts and related project engineering and construction management expenses are funded from the FY 18/19 Pavement Restoration Project (C16101823) with a current budget of $1,500,000. With a current projected budget of $2,291,311 as summarized below, a CIP project budget adjustment for an additional $792,000 is needed. In January 2019, the RMRA financial estimates were updated to less than previously estimated as reflected in the table below. The estimates for FY 18-19 are 4.6% below the May 2018 estimates because of lower than predicted fuel consumption. FY 19/20 revenue is estimated to grow by 4.4% over the current year. It is recommended that the project funding be adjusted as summarized below by a $5,638 decrease in RMRA funding, an increase of $748,449 from the Street Maintenance Fund reserve and $48,500 from the new BAAQMD Bike Striping Grant. Based on recent updates of the five-year financial projections, the Streets Maintenance Fund balance is adequate to cover the proposed budget adjustment. This is in part due to underspending the FY 17/19 Pavement Restoration Project budget and by accelerating work previously planned for future Intersection Improvements projects which has now been eliminated from the proposed FY 19/20 CIP budget. The fund balance after completion of the subject CIP project is projected to stand at approximately $2,000,000 which is considered conservative given the overall size of the Street Maintenance budget. The following is a breakdown of the budget for the project: 3 CIP C16101823 Pavement FY 18/19 Adopted Revised Project Restoration Project Budget Budget Planning and Environmental $ 2,000 $ 1,000.00 Design (City Staff) $ 27,000 $ 40,000.00 Legal Services $ 1,000 $ 1,000.00 Administration $ 2,000 $ 1,000.00 (Construction: Pavement Restoration $ 1,345,000 $ 1,727,870.64 Traffic Signal Video Detection $ - $ 195,950.00 Replacement* Bikeway Striping* $ - $ 40,490.00 Construction Management $ 75,000 $ 105,000.00 Contingency $ 45,000 $ 175,000.00 �CIP Overheads $ 3,000 $ 4,000.00 Total $ 1,500,000 $ 2,291,310.64 Funding Source IBAAQMD 18/19 Bikeway Grant $ - $ 48,500.00 Street Maintenance (RMRA- SB 1) $ 1,000,000 $ 994,362.00 Street Maintenace $ 500,000 $ 1,248,448.64 Total $ 1,500,000 $ 2,291,310.64 Required Budget Adjustment $ 792,000 *Contracts authorized in separate Resolutions ATTACHMENTS 1. Resolution 2. Location Map M Attachment 1 RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR FY 18/19 PAVEMENT RESTORATION PROJECT TO TEAM GHILOTTI, INC. 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 February 7, 2019, and four (4)'bids were received and opened on February 28, 2019 in accordance with applicable law; and WHEREAS, the lowest responsible bid for the Project was submitted by Team Ghilotti, Inc. from Petaluma CA, for $1,727,870.64; and WHEREAS, Team Ghilotti, Inc. satisfies the bidding requirements for the Project; and WHEREAS, Team Ghilotti, Inc., possesses a valid California Contractor's License, Class A #895384, that covers the work; and WHEREAS, the Project is categorically exempt pursuant to California Environmental Quality Act ("CEQA") and Title 14, the California Code of Regulations ("CEQA Guidelines"), Section 15301, because the project consists of repair and maintenance to an existing public street; and WHEREAS, the adopted CIP project budget is not sufficient to complete the project as 11101 NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: Approves the revised project budget for the FY 18/19 Pavement Restoration Project, which includes other minor contracts for Bikeway and Traffic Signal Upgrades associated with the CIP project. 2. 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 Team Ghilotti, Inc. for the Pavement Restoration 18/19, Project No. C16101823, finds the bid of $1,727,870.64 to be'the lowest, responsive bid and further finds that Team Ghilotti, Inc., is the lowest responsible bidder. 3. Awards the contract for the FY 18/19 Pavement Restoration, Project No. C16101823 to Team Ghilotti, Inc., in the amount of $1,727,870.64, the amount of the lowest responsive bid, conditioned on Team Ghilotti, Inc., timely executing the project contract and submitting all required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 4. Authorizes and directs the City Manager to execute the project contract on behalf of the City of Petaluma upon timely submission by Team Ghilotti, Inc., of the signed project contract and all other required document, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 5. Approves a construction contract contingency of $175,000. 6. Authorizes staff to prepare a year-end budget adjustment for the CIP project as outlined in the Financial Impact Section. 0 Attachment 2 PAVEMENT RESTORATION 18119 SONOMA MOUNTAIN PARKWAY CORONA RD TO CAMPUS CIRCLE SOUTH AND WYNDHAM WAY TO EAST WASHINGTON ST LOCATION MAP u Date :MARCH 18, 2019 N City of Petaluma PROJECT SITE w E Public Works and Utilities S Department 7