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HomeMy WebLinkAboutStaff Report 5.C 07/15/2019DATE: July 15, 2019 TO: Honorable Mayor and Members of the City Council through City Manager6— FROM: Jason Beatty, P.E. — Assistant Director, Public Works and Utilities Ken Eichstaedt, P.E., T.E. — Senior Engineer, Capital Projects Division SUBJECT: Resolution Authorizing Award of Contract for Sidewalk Repair Program Project RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing Award of Contract for the Sidewalk Repair Program Project. BACKGROUND On March 21, 2016, the City Council approved an ordinance amending Chapter 13.10 of the Petaluma Municipal Code (PMC) to allow property owners the option of financing repairs of sidewalks and public street landscape planters where the PMC places the repair responsibility on the property owner. When a sidewalk repair is deemed necessary, the City provides Notice (up to three Notices are sent via registered mail) to the property owner. The owner has the option to do the work themselves through an encroachment permit or have the City do the work using a City hired contractor. The City would then invoice the owner for reimbursement. If the property owner opts for the City to complete the repair, they have the option to finance these costs based on the bid prices established by the subject Sidewalk Repair Program Contract. The City will provide the property owner with the cost estimate based on the anticipated scope of work and bid item costs set forth in the subject Contract. The Council approved a prior Sidewalk Repair Program On -Call in 2016 (Resolution No. 2016- 107 N.C.S.). This Contract is lapsed (it is over three years old), thus the need for executing a new contract to repair sidewalks. DISCUSSION Roughly 45 sites have been identified where repairs are needed and, where: 1) Either the required notices have been provided to the property owner; or, 2) The property owner has directed the City to perform the work. Also, there are approximately 5 sites that are City owned that will be repaired. Repairs are primarily sidewalk replacement, although there maybe curb and gutter work, tree removal, driveway installation and/or curb ramp installation. (Note: The curb , ramp installation would be paid for by the City.) The Sidewalk Repair Program On -Call contract documents were developed, and a Notice Inviting Bids was issued on May 19, 2016. The contractors bid on repair at the specific sites with the bid comparative being for the combined total quantities for sidewalk, curb and gutter, tree removal, concrete grinding, driveway and curb ramp installation. On June 19, 2019, one bid was received as follows: Name of Bidder Business Location Base Bid Ghilotti Brothers, Inc. San Rafael $285,352 Engineer's Estimate $184,000 The apparent low bidder, Ghilotti Brothers, Inc. (Ghilotti), came in significantly above the Engineer's Estimate of $184,000. In considering whether to re -bid this work, staff contacted contractors who showed interest but did not bid on the project. Contractors indicated that the current work environment for concrete work is very busy. Also, this type of numerous small disparate concrete sites in the public right of way is not as desirable as large private flat work jobs like warehouse development. From these conversations, it was apparent that a re -bid would not likely significantly change the contract costs and it would delay the work. This work to make our sidewalks safer and more accessible is a pressing City need. Staff verified that Ghilotti possesses a valid Class A California Contractor's License, number 132128, which qualifies Ghilotti to perform the work. Ghilotti has performed several recent similar projects and their work has been timely and satisfactory. If approved by Council, the contract is scheduled to begin in August and have a 120 -day schedule to complete it in. Construction management, public interface and inspection services will be conducted by City staff The Risk Management Fund (e16101718) will finance the direct costs associated with this contract, excluding the staff costs. When the property owner chooses to do the work through the City, the City will provide a Work Order to Ghilotti. After they perform the work, they will provide an invoice to the City, noting the property owner's address. The City will then invoice the property owner or initiate the financing process, if so requested. Paid invoices would be deposited back into the Risk Management Fund for reimbursement for the actual cost of sidewalk repairs, while administration fees would be deposited into the General Fund to offset managing construction and inspecting. PUBLIC OUTREACH The City has typically sent three registered letters to property owners (based on County Assessor's records at the time of the mailing) for notification of sidewalk repairs. The City will make additional efforts for public outreach prior to the start of this work. This effort will be: 1) Doorhangers; 2) Registered letters: and/or, 3) Telephoning. 2 FINANCIAL IMPACTS The sidewalk program intends to fully recover all costs associated with its implementation (reference Chapter 13.10 of the Petaluma Municipal Code). The City has provided homeowners cost estimates based on the Schedule of Values from the 2016 sidewalk on-call contract. The City will perform this work with the new on-call contractor and at a higher cost. To allow property owners to get best value in mitigating sidewalk hazards, the City will notify them of the revised costs. This will give the property owner the ability to seek out sidewalk repair at less cost, if so desired. Cost for City sites will be around $35,000 and will come from the street maintenance funds and Downtown Pedestrian ADA Improvements (C16501602). No financial impact to the City's General Fund will result from this action. All direct costs associated with the subject program will be reimbursed to the City. ATTACHMENTS 1. Resolution Attachment 1 RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR SIDEWALK REPAIR PROGRAM PROJECT WHEREAS, City staff has prepared construction bid documents and advertised for construction of this 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 19, 2019, and one bid was received and opened in accordance with applicable law; and WHEREAS, the Project bid was from Ghilotti Brothers, Inc. for $285,352.50; and WHEREAS, staff has determined that the bid submitted was a responsive and responsible bid and satisfies the bidding requirements for the Contract; and WHEREAS, staff has verified that Ghilotti Brothers Inc. possesses a valid California Contractor's License, Class A, number 132128 that qualifies Ghilotti Brothers, Inc. to perform the Project; and WHEREAS, the Project has a Categorical Exemption pursuant to the California Environmental Quality Act ("CEQA") pursuant to Article 19, Section 15301, of Title 14 of the California Code of Regulations ("CEQA Guidelines") NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. 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 Ghilotti Brothers, Inc. for the Sidewalk Repair Program Contract and finds the bid of $285,352.50 to be the lowest responsive bid, and further finds that Ghilotti Brothers Inc. is the lowest responsible bidder, and 2. Awards the contract for Sidewalk Repairs to Ghilotti Brothers, Inc.in the amount of $285,352.50, conditioned on Ghilotti Brothers, Inc.'s 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, and 4 3. Directs staff to issue a notice of award to Ghilotti, and 4. Authorizes and directs the City Manager to execute the project contract on behalf of the City of Petaluma upon timely submission by Ghilotti of the signed project contract and all other required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents.