HomeMy WebLinkAboutStaff Report 3.E 09/09/2019DATE: September 9, 2019
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. John, F.ASCE — Director, Public Works & Utilities
Jason Beatty, P.E. — Assistant Director, Public Works & Utilities
SUBJECT: Resolution Accepting Completion of the Lakeville Highway Channelization
Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Lakeville Highway Channelization Project.
BACKGROUND
The City's Public Works and Utilities and Police departments have long recognized the need to
resolve safety issues on Lakeville Highway at Pine View Way, which is an in -town segment of
State Highway 116 (SR 116). The project upgraded the intersection of Lakeville Highway at
Pine View Way with new signage, including radar speed feedback signs, and new striping and
markings to delineate a dedicated right turn lane onto Pineview Way from Lakeville Highway
and acceleration lanes on Lakeville Highway for both eastbound and westbound directions. This
location was a low priority on Caltrans' project list because of Caltrans' project load and lack of
funding. Therefore, the City took the lead and applied for funding to complete the safety
improvements. The City was awarded a Highway Safety Improvement grant for the design and
construction of channelization improvements on SR 116 at Pine View Way in the amount of
$185,400. The City Council accepted the Cycle 5 Highway Safety Improvement Program Grant
on December 3, 2012.
The Federal Highway Safety Improvement Program is administered through Caltrans and
required significant paperwork, environmental studies and oversight by Caltrans to meet the
grant requirements. Although the project is within the City limits, Lakeville Highway is owned
and maintained by Caltrans and the project was designed to meet the Highway Design Standards
and required a Caltrans Encroachment Permit for construction. During the five-year design
process to bring this project to construction, City staff worked with many different Caltrans
employees, each responsible for an aspect of the highway design, in order to receive the
necessary approvals for the Caltrans encroachment permit and grant requirements.
The proposed action supports the City Council Goal #85 — "Improve traffic safety through
proactive education, engineering, and enforcement strategies."
DISCUSSION
On August 6, 2018 the City Council adopted Resolution No. 2018-134 N.C.S. awarding the
contract to the lowest responsive bidder, American Asphalt, Inc., for $184,302.00. The base bid
included the restriping and slurry seal within the entire project limits, and the installation of new
signage and radar speed feedback signs. The final construction contract is $180,177.40. There
are no change orders for this project. The contractor performed satisfactorily, there are no
disputed claims, and the project was completed without any significant incidents.
PUBLIC OUTREACH
This agenda item appeared on the City's tentative agenda document on Monday August 5, 2019,
which was a publicly noticed meeting.
Prior to the start of the project, postcards were mailed to all businesses within two thousand feet
of the project location. Staff spoke with staff at the Kaiser Permanente facility, so patients could
be notified in advance of the construction activities, and with staff at the Lakeville Fire
Department outside of city limits. The Capital Improvements division web page was kept up-to-
date with a project information sheet. Additionally, the Public Works and Utilities Department
posted project information on social media and traffic impacts were noticed via email to the road
closure distribution list, which includes the City Manager's office, Petaluma Transit, Petaluma
Fire Department, and Petaluma Police Department.
FINANCIAL IMPACTS
The total revised project budget is $378,141. The project is substantially funded with a Highway
Safety Improvement Program grant and the City's required 10 percent match from the street
maintenance fund. The project was completed within the approved budget. The total cost for the
project is summarized below:
Channelization Lakeville & Pine
View Way CIP 016101309
Adopted CIP
Budget
Approved
Revised
Project Budget
Final
Estimated
Project Cost
Desi
$132,000
$132,000
$121,380
Construction Contract
$165,000
$184,302
$180,178
Construction Management
$ 28,000
$ 31,409
$ 35,945
Contingency
$ 17,000
$ 18,430
$ 28,638
CIP Overhead
$ 12,000
$ 12,000
$ 12,000
Total
$354,000
$378,141
$378,141
Funding Sources
Street Maintenance Funds (Includes
10% Local Match
$128,000
$152,141
$152,141
State HSIPL
$226,000
$226,000
$226,000
TOTAL
$354,000
$378,141
$378,141
2
The project contingency balance will be retained to install additional intersection improvements
after Caltrans approves further design modifications. Staff has submitted a design to enhance the
right -turn only lane signage after receiving feedback from a Kaiser employee about commute
hour traffic driving behavior. The Petaluma Police Department followed up with enforcement in
the area which led to the enhanced design.
ATTACHMENTS
1. Resolution
2. Vicinity Map
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE LAKEVILLE HIGHWAY
CHANNELIZATION PROJECT
WHEREAS, in accordance with Section 68 of Article X of the City of Petaluma Charter,
Section 20162 of the California Public Contract Code and other applicable law, the City of
Petaluma solicited bids for the Lakeville Highway Channelization project ("Project"); and
WHEREAS, bids for the Project were opened on July 5, 2018, in accordance with
California Public Contract Code Section 4104.5 and other applicable law; and
WHEREAS, the apparent low bid for the Project was the bid of American Asphalt, Inc.,
in the amount of $184,302.00; and
WHEREAS, by Resolution No. 2018-134 adopted August 6, 2018, the City Council of
the City of Petaluma found the bid of $184,302 for the Project to be the lowest responsive bid
and awarded the Project to American Asphalt, Inc., in that amount; and
WHEREAS, the final construction contract amount as amended including all change
orders is $180,177.40; and
WHEREAS, City staff have inspected the Project and determined that it has been
completed in substantial accordance with the contract requirements subject to the Contractor's
continuing warranty and other obligations pursuant to the contract; and
WHEREAS, based on the foregoing, it is recommended that Council accepts the Project
on behalf of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
1. The contract entitled Lakeville Highway Channelization Project No. C16101309 with a
final construction contract amount of $180,177.40 is accepted as complete subject to the
Contractor's continuing warranty and other obligations pursuant to the contract.
2. The City Clerk/Recording Secretary is hereby authorized and directed to file a Notice of
Completion concerning the Project with the Sonoma County Cleric's Office within ten
(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 sixty (60) days of the date of this Resolution and in
accordance with the terms of the Project contract, the Petaluma City Charter, California
Public Contract Code Section 7107, and applicable law.
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