HomeMy WebLinkAboutStaff Report 3.D 08/05/2019z85s
Im
Agenda Item #3.D
August 5, 2019
Honorable Mayor and Members of the City Council through City Manager
Dan St. John, F.ASCE — Director, Public Works & Utilities
Jeff Stutsman, P.E. — Senior Civil Engineer
SUBJECT: Resolution Accepting Completion of the Project C67501713 for the FY 18/19
Water Services Replacement Project and Project 067401916 for the Wilson -
Webster Street Water Main Replacement Project, by Team Ghilotti Inc.
RECOMMENDATION
It is recommended that the City Council approve the Resolution Accepting Completion of the
Project C67501713 for the FY 18/19 Water Services Replacement Project and Project
C67401916 for the Wilson -Webster Street Water Main Replacement Project, by Team Ghilotti
Inc.
BACKGROUND
The FY 18/19 Water Services project, C67501713, was a continuation of the City's initiative to
replace defective water services that result in frequent water service leaks and pipe breaks.
Many of the water services installed during the 1970's and early 80's utilized polybutylene
piping also known as "blue tube," to connect the water main to the customer's water meter.
Polybutylene (PB) is plastic resin used to manufacture pipes and fittings that becomes brittle
causing micro -fractures and ultimately pipe failure. The industry has since moved away from its
use, and many cities, including Petaluma, are left with thousands of PB water services.
Maintenance crews routinely replace these old services as they fail.
The FY 18/19 Water Services project (C67501713) replaced these PB service lines with high-
density polyethylene (HDPE) pipes and associated water main service saddles to the current City
standards. This effort replaced 240 PB service lines bringing the total to approximately 2,240
service lines upgraded, to date. 3,760 existing PB service lines remain in the system and are to be
upgraded in future projects. The scope of this project and future projects are prioritized based on
failure rates and will be phased over multiple years due to cost and size.
The Wilson -Webster Street Water Main Replacement Project (C67401916) was incorporated
into the construction contract to create a larger scope to garner more favorable pricing. This
project upgraded aged and deteriorated water mains at various locations.
The existing 970 linear feet 4 -inch cast iron pipe on Wilson St. from E. Washington St. to
Madison St. was corroded and had reached the end of its service life. It was replaced with an fl-
inch pipe. This project replaced all pipes, fittings and valves to meet current standards. It also
removed and replaced a 2 -inch steel main pipe with an 8 -inch pipe on Hayes Lane as well as
various customer services on Webster St. between Hayes Ln. and B St. The upgrades in water
main size help address current and expected future demand. This includes expected demands
from future upgrades to meet requirements for fire sprinklers in residential units that undergo
substantial remodels or additions, and infill growth.
DISCUSSION
The final construction contract for the water service project is $998,592.68, which includes two
change orders totaling $46,466.68 for various unforeseen items. Additionally, there was a credit
of $2,315 based on actual quantities of services installed. There are no disputed claims and the
project was completed satisfactorily without any significant incidents.
The final construction contract for the Wilson -Webster Water Main project is $626,223.32 which
includes 1 change order for $36,125.32 for various unforeseen items. Additionally, the overruns
and underruns of estimated unit quantities added up to an increase of $19,606 based on the
quantities that were used. There are no disputed claims and the project was completed
satisfactorily without any significant incidents.
During the Wilson Webster Water Main project, multiple unmarked gas mains were hit by the
Contractor while installing the water main. On March 3, 2019 the City filed a claim with PG&E
bankruptcy court to recoup the costs the City incurred for the delays and extra work. The total
claim amount is $25,641.61. This claim with PG&E has not yet been settled.
PUBLIC OUTREACH
Public outreach included project information posted on the City's website, social media posts
and door hangers placed 48 hours in advance of work. This agenda item appeared on the City's
tentative agenda document on Monday, July 22, 2019 which was a publicly -noticed meeting.
FINANCIAL IMPACTS
The Water Services Replacement Project (C67501713) was approved in the 18/19 CIP budget,
with an approved project budget of $1,190,000. The Wilson -Webster Street Water Main
Replacement Project (C67401916) was approved in the FY 18/19 CIP with a budget of
$890,000. The overall project budget was $2,080,000. The funding source is the Water
Enterprise Fund.
The following tables of the approved project budgets. The following table compares the
budgeted estimated cost with the actual cost of the project.
I
I7IWKITO so Ill1NL,Ilfly
1. Resolution
2. Location Map
3
Approved CIP Budget
Revised Total Project
Uses
Water Services
Cost (C67501713)
(067501713)
Planning and Environmental
$500
$500
Design (City Staff)
$45,000
$45,000
Legal Services
$1,000
$1,000
Administration
$2,000
$2,000
Construction Contract (low bid)
$954,441
$954,441
Construction Management &
$55,400
$65,036
Inspection
$100,000
$90,000
Contract Contingency
$158,955
$44,152
CIP Overheads
$16,500
$2,303
(Total Costs
$1,233,796
$1,114,432
Funding Source
$835,597
$734,823
Water Capital
$1,170,000
$1,114,432
Total Costs
$1,170,000
$1,114,432
I7IWKITO so Ill1NL,Ilfly
1. Resolution
2. Location Map
3
Approved CIP Budget
Revised Total Project
Uses
Wilson- Webster St
Cost (067401916)
(C67401916)
(Planning and Environmental
$500
$500
(Design (City Stafl)
$15,000
$15,000
(Legal Services
$1,000
$1,000
Administration
$2,000
$2,000
Construction Contract (low
$570,492
$570,492
bid)
Construction Management &
$100,000
$90,000
Inspection
(Contract Contingency
$141,605
$55,731
CIP Overheads
$5,000
$100
Total Costs
$835,597
$734,823
Funding Source
Water Capital
$890,000
$734,823
(Total Costs
$890,000
$734,823
I7IWKITO so Ill1NL,Ilfly
1. Resolution
2. Location Map
3
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE PROJECT C67501713
FOR THE FY 18/19 WATER SERVICES REPLACEMENT PROJECT AND
PROJECT C67401916 FOR THE WILSON-WEBSTER STREET WATER MAIN
REPLACEMENT PROJECT, BY TEAM GHILOTTI INC.
WHEREAS, City staff prepared construction bid documents and advertised for the FY
18/19 Water Services Replacement Project C67501713 to upgrade water services at various
locations and for the Wilson -Webster Water Main Replacement Project C67401916 to upgrade
water mains at various locations ("the project"); and
WHEREAS, the Project was bid on June 21, 2018, and five (5) bids were received and
opened on July 12, 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 $1,515,540.45; and
WHEREAS, by Resolution No. 2018-144 N.C.S., adopted on September 10, 2018, the
City Council found the bid of $1,515.540.45 for the project to be the lowest responsive bid,
awarded the Project to Team Ghilotti Inc., in the amount of $1,515,540.45, conditioned on Team
Ghilotti 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, by Resolution No. 2018-178 N.C.S., adopted on December 3, 2018, the
City Council found the bid for the Project by Team Ghilotti Inc. to be inaccurate and was
corrected from $1,515,540.45 to $1,524,933.00; and
WHEREAS, the following contract change orders (CCO) affecting the Project amount
have been approved:
Water Services Project (C67501713) Cost
Change Order #1 $ 18,663.52
Change Order #2 $ 27,803.16
Water Main Replacement Project (C67401916)
Change Order#1 $ 36,125.32
Total Change Orders $ 82,592.00
and
WHEREAS, the final contract amount, as amended, including all change orders,
overruns and underruns is $1,624,816 and is within the approved project budget and;
WHEREAS, based on the foregoing, staff recommends acceptance of the project on
behalf of the City.
11
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
The contract titled FY 18/19 Water Services Replacement Project, project no.
067501713 and the contract titled Water Main Replacement Project, project no.
C67401916, with the final contract amount of $1,624,816, is accepted 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.
Staff are 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.
Attachment 2
WATER SERVICE 17-18 PROJECT
AND
WILSON-WEBSTER WATER MAIN REPLACEMENT PROJEC
(VARIOUS LOCATIONS) I
Date: SEPTEMBER 10, 2618
N
0 City of Petaluma
PROJECT SITE
W - E * Public Works and Utilities
S Department