HomeMy WebLinkAboutStaff Report 3.D 10/07/2019DATE:
TO:
FROM:
SUBJECT
October 7, 2019
Honorable Mayor and Members of the City Council through City Manager''
Dan St. John, F.ASCE — Director, Public Works & Utilities
Dan Herrera P.E. — Senior Civil Engineer
Resolution Accepting Completion of the Sewer Main Replacement FY 18/19
Project by Pat Nelson Construction, Inc.
RECOMMENDATION
It is recommended that the City Council approve a Resolution Authorizing Accepting
Completion of the Sewer Main Replacement FY 18/19 Project by Pat Nelson Construction, Inc.
BACKGROUND
To maintain and improve the condition of the City's water and wastewater systems, the City
replaces or rehabilitates deteriorating water and sanitary sewer lines annually. A five-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 FY 18/19 Project, CIP # C66401822, included: 1) the replacement
of the sewer main and manholes located in the backyards of homes along Coronado Drive and
Cortez Drive between McNeil Drive and McGregor Avenue; 2) sewer main replacement along
McGregor Avenue, Kresky Way, and Reynolds Drive, which will be completed by open trench
construction; and 3) rerouting the sewer main in the right of way on Kresky Way, eliminating a
portion of sewer main running through the backyards of homes on Reynolds Drive and Adrienne
Drive. This project replaced pipes that are over 60 years old, improved service, reduced
maintenance costs, inflow and infiltration, and the risk of sanitary sewer overflows.
The proposed action supports the City Council Goal Objective — "Preserve and Protect
Petaluma's environment with smart and efficient use of resources."
DISCUSSION
The final construction contract for the Sewer Main Replacement FY 18/19 project is
$1,325,280.96, which includes three change orders for $133,932.00 for various unforeseen items
including repairing concrete sidewalk and curb & gutter, paving, and various miscellaneous
items found during construction. There was $27,200.00 that was used for ADA ramp installation.
This work will be funded from a pavement rehabilitation CIP project. Additionally, the variance
between estimated and actual unit quantities of supplies added up to a decrease of $39,151.00
The installation and replacement of the sewer main required extensive work through residential
backyards, which brought issues and unforeseen complications. In addition, paving was included
due to the extent of work needed within paved areas in the project. The project was modified
from paving over the trench work to an edge grind and paving of the entire roadway. This was
necessary due to the extent of trench work from the installation of sewer main lines and laterals.
Also, the project included installing ADA curb ramp in the areas where new paving was
installed.
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 September 17, 2018 with Resolution
2018-150 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. The City also
included additional mailing notifications due to the nature of working in residential backyards
within the City's sewer maintenance easement.
FINANCIAL IMPACTS
The Sewer Main Replacement FY 18/19 Project was performed under the same CIP project
number as the Sewer Main Replacement Project FY 17/18, Project Number 066401822, which
was accepted at council on September 9, 2018. The approved FY 18/19 CIP budget for both
projects is $2,724,000, consisting of the budgets for both the FY 17/18 and FY 18/19 Sewer
Main Replacement projects. The final accepted budget for the Sewer Replacement FY 17/18
project was $1,236,094. Due to the increased cost of the Sewer Main Replacement Project FY
17/18, the remaining budget for the Sewer Main Replacement FY 18/19 project is $1,487,906.
The total budget for both projects does not exceed the total budget of $2,724,000. A portion of
the total project cost includes $27,200 spent on the installation of ADA ramps which will be
funded by street maintenance funds.
The following shows the approved CIP budget and a breakdown of the project costs based on the
bid amounts:
I
Phase
Planning/Environmental
Land & Easements
Design
Legal Services
Administration
Construction Contract
Construction Management
Contingency
CIP Overhead
Sewer Main Replacement 18119 TOTAL
Sewer Main Replacement 17118*
TOTAL:
Revised Sewer
Main
Replacement
18/19
Budget
$
10,000.00
$
1,500.00
$
5,000.00
$
1,230,500.00
$
90,000.00
$
199,906.00
$
35,000.00
$
1,571,906.00
$
1,152, 094.00
$
2,724,000.00
Final Budget
$ 18,000.00
$ 1,000.00
$ 1,325,280.96
$ 48,000.00
$ 95,625.04
$ 1,487,906.00
$ 1,236,094.00
$ 2,724,000.00
Funding Sources
Wastewater Capital Funds $ 2,724,000.00 $ 2,696,800.00
Streets Maintenance Funds $ 27,200.00
Total $ 2,724,000.00 $ 2,724,000.00
*Separate design effort and construction contract authorized under Resolution 2018 -063 N.C.S from May 7, 2018
charged to same CIP - C66401822.
ATTACHMENTS
1. Resolution
2. Location Map
3
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE SEWER MAIN
REPLACEMENT FY 18/19 PROJECT BY PAT NELSON CONSTRUCTION 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 July 19, 2018, and two (2) bids were received and
opened on August 16, 2018 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by Pat Nelson
Construction Inc., from Petaluma, CA for $1,230,500; and
WHEREAS, by Resolution No 2018-150 N.C.S. adopted September 91h,2019, the City
council found the bid of $1,230,500 for the project to be the lowest responsive bid, awarded the
project to Pat Nelson Construction Inc., conditioned on Pat Nelson Construction's timely
executing the project contract and submitting all required documents and authorized and directed
the City Manager to sign the project agreement on behalf of the City; and
WHEREAS, the following contract change orders (CCO) for replacement of sewer
laterals, sidewalk and curb & gutter replacement, installation of paving and ADA ramps, and
misc. construction items affecting the project amount have been approved:
Cost
Change Order#1 $ 99,185.00
Change Order #2 $ 26,100.00
Changer Order #3 $ 8,647.00
Decrease in quantities -$ 39,151.00,
Total Change Orders and decrease in quantities $ 94,781.00; and
WHEREAS, the final contract amount, as amended, including all change orders,
overruns, and underruns, is $1,325,280.96 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 FYI 8/19, project no. 066401822, with
the final contract amount of $1,325,280.96 is accepted as complete, subject to the
Contractor's continuing warranty and other obligations pursuant to the contract.
11
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 (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 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
SEWER MAIN REPLACEMENT 18/19 PROJECT
NO. C66401931
LOCATION MAP
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Public Works and Utilities
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