HomeMy WebLinkAboutStaff Report 3.B 09/16/2019DATE: September 16, 2019
TO: Honorable Mayor and Members of the City Council through City Manager f )
FROM: Dan St. John, F.ASCE — Director, Public Works & Utilities
Jeff Stutsman, P.E. — Senior Civil Engineer
SUBJECT: Resolution Accepting Completion of the Sewer Main Replacement 2017-2018 by
. Coastside Concrete and Construction, Inc.
RECOMMENDATION
It is recommended that the City Council approve the Resolution Accepting Completion of Sewer
Main Replacement 2017-2018 by Coastside Concrete and Construction, Inc.
BACKGROUND
To maintain and improve the condition of the City's water and wastewater systems, the Public
Works and Utilities Department annually replaces or rehabilitates deteriorating water and
sanitary sewer mains throughout the City. A 5 -year priority list of water and sewer line
replacements has been created. These projects are cross-referenced with the City's street
maintenance program, development projects, and proposed PG&E work to endeavor to assure
that new or nearly new pavement will not be impacted.
The Sewer Main Replacement 2017-2018 Project included the replacement of the sewer main
and manholes on Belleview Avenue, Hill Drive, and Hayes Lane and the installation of a new
sewer main on Orchard Lane. The sewer main was rerouted down Orchard Lane to eliminate a
section of sewer main in private backyards and under houses with limited access for maintenance
and repairs. The project also identified areas of occasional sanitary sewer overflows during high
flow events.
The original sewer system was constructed in the early 1930's when the Linda Vista Subdivision
was created. The sewer lines were not constructed to today's standards by installing them thru
private properties without proper easements. By rerouting the lines into the road and upsizing the
lines nearly eliminates the sewer overflows during high flow events and allow for more routine
maintenance that was previously not possible.
The proposed action supports the City Council Objective — "Preserve and Protect Petaluma's
environment with smart and efficient use of resources," item 55; making our utility system more
resilient by repairing and replacing pipes.
DISCUSSION
The final construction contract for the Sewer Main project with Coastside Concrete and
Construction, Inc. is $948,564.87, which includes 2 change orders for $141,680.87 for various
unforeseen items including the repair to two storm -drain crossings and paving within the project
limits. Additionally, estimated unit quantities of supplies added up to a decrease of $62,791.00
based on the quantities that were used.
The installation and replacement of the sewer main required deep excavation through hard rock,
which required larger equipment which damaged the street road much more than anticipated.
Because of this, it was decided to increase paving for the street fiom paving over the planned
trench to grinding and paving over the width of the street.
There are no disputed claims and the project was completed satisfactorily without any significant
incidents.
PUBLIC OUTREACH
Public outreach included presenting the project at City Council during the authorization for
award of the construction contract, which was approved on May 7, 2018 with Resolution 2018-
063 N.C.S., mailing notifications to properties within 500 feet of the project site, posting project
information on the City's website, providing social media posts on the project, and placing door
hangers on affected properties 48 -hours in advance of the work.
FINANCIAL IMPACTS
The Sewer Main Replacement 2017-2018 Project, CIP C66401822, had a revised budget of
$1,236,094, approved on May 7, 2018, as part of the resolution to award the construction
contract. The funding source was the Waste Water Capital.
The following table compares the approved budget estimated cost with the actual cost of the
proj ect.
2
Sewer Main Replacement
2017-2018 C66401822
Revised, Approved
Project Budget
Final Project Budget
Uses
Planning and Environmental
$1,000
$1,000
Land and Easements
$2,000
$0
Design (City Staff
$35,000
$35,000
Legal Services
$1,000
$1,000
Administration
$5,000
$500
Construction Contract
$869,675
$948,565
Construction Management &
Inspection
$100,000
$100,000
Contract Contingency
$217,419
$147,529
CIP Overheads
$5,000
$2,500
Total Uses
$1,236,094
$1,236,094
Sources
Waste Water Capital
$1,236,094
$1,236,094
Unused funds will be returned to the Waste Water operating accounts for use on future
maintenance and operations of the City's waste water collection system.
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE
SEWER MAIN REPLACEMENT 2017-2018
BY COASTSIDE CONCRETE AND CONSTRUCTION, INC.
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 Sewer Main Replacement 2017-2018 to replace sewer main and
laterals ("the project"); and
WHEREAS, bids for the Project were opened on April 18, 2018, in accordance with
California Public Contract Code Section 4104.5 and other applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by Coastside
Concrete and Construction, Inc. (Coastside) of Rohnert Park, CA for $869,675; and
WHEREAS, by Resolution No. 2018-063 N.C.S., adopted on May 7, 2018, the City
Council found the bid of $869,675 for the project to be the lowest responsive bid, awarded the
Project to Coastside Concrete and Construction Inc., conditioned on Coastside'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) for replacing two storm drains
and paving within the project limits affecting the Project amount have been approved:
Water Services Project(C67501713)
Change Order #1
Change Order #2
Decrease in quantities
Total Change Orders and decrease in quantities
Cost
$ 30,882.87
$110,798.00
-$ 62,791.00
$ 78,889.87; and
WHEREAS, the final contract amount, as amended, including all change orders,
overruns, and underruns, is $948,564.87 and is within the approved project budget and;
WHEREAS, based on the foregoing, staff recommends acceptance of the project on
behalf of the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
The contract titled Sewer Main Replacement 2017-2018, project no. C66401822, with
the final contract amount of $948,564.87, is accepted as complete, subject to the
Contractor's continuing warranty and other obligations pursuant to the contract.
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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 ten (t 0) days
of the date of this Resolution.
3. Staff are 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, California Public Contract Code
Section 7107, and applicable law.
Attachment 2
REPLACEMENTSEWER MAIN 2017-2018
BELLEVIEW AVENUE, ORCHARD LANE, HILL
• . - ..• TERRACE
LOCATION MAP
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