HomeMy WebLinkAboutStaff Report 3.H 11/18/2019DATE:
TO:
FROM:
SUBJECT:
Agenda Item #3.H
November 18, 2019
Honorable Mayor and Members of the City Council through City Manager" "k
Dan St. John, F.ASCE — Director, Public Works and Utilities
Dan Herrera, P.E. — Senior Civil Engineer, Public Works and Utilities
Resolution Authorizing the Award of Contract for the Country Club and Victoria
Pump Station Improvement Project and Approve a Revised Project Budget
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the Award of
Contract for the Country Club and Victoria Pump Station Improvement Project and Approve a
Revised Project Budget.
BACKGROUND
The Country Club Pump Station, located on the west side of Petaluma off McNear Avenue, and
the Victoria Pump Station, located on the west side of Petaluma off Windsor Drive, both provide
pumping and pressure to higher elevation pressure zones with the City's water distribution
system. Both pump stations are critical because they are the only stations that pump to their
respective pressure zones. These pump stations, built in 1989, need mechanical and electrical
equipment upgrades because of reliability problems that require excessive maintenance. The
Country Club and Victoria Pump Station Improvement Project, identified in the proposed FY
18/19 CIP Budget, includes structural, mechanical, electrical, instrument control, and
communication upgrades to improve reliability, safety, and maintenance.
The proposed action meets Council Goal 55: "Make the City's water distribution system more
resilient by repairing and replacing leaking water pipes and implementing the water/sewer
masterplan."
DISCUSSION
The Council approved a consulting engineering contract on June 4, 2018 with Schaaf & Wheeler,
Inc. to complete the design documents, and staff issued a Notice Inviting Bids on September 26,
2019. On October 22, 2019, three (3) bids were received as follows:
Name of Bidder Bid Total
Clyde D. Steagall, Inc. $ 1,116,576 Lowest Responsible Bidder
Team Ghilotti $ 1,447,141
Valentine Com $ 1,587,369
Engineer's Estimate $ 750,000
The lowest responsible bidder, Clyde G. Steagall, Inc., has performed similar projects for the
City of Petaluma, East Bay MUD, City of Clovis, Yuba City, and the City of Colusa. Staff
verified that the Contractor possesses a valid Class A California Contractor's License, license
number 389542, which expires on May 31, 2020 that qualifies the Contractor to perform the
work. It is recommended that Council adopt the resolution awarding the contract to the lowest
and responsive bidder, Clyde Steagall, Inc., in the amount of $1,116,576. Award of the contract
will require a budget amendment to the CIP budget as discussed below.
The project was originally conceived as a straight forward electrical upgrade project for the
pump station controls and communications. During the design process, the project scope was
expanded which significantly increased the costs for the project. Due to State requirements for
water infrastructure security and redundancy, several necessary items were added to the project
scope. These items included site grading and improvements such as retaining walls and security
fencing to ensure city equipment was protected and secure during operation. To ensure the City's
pump stations all operate using similar pumps and controls, modifications to the pump stations
electrical connection, controls, and pumps were also included. This allowed ease of maintenance
and having redundancy throughout the City's multiple water pump stations which occurs when
all pump stations run similar components. Finally, an evaluation of the City's mechanical
components for the pump stations, including valving, vaults, and metering, showed the pump
station would benefit from replacement of aging infrastructure. While these items increased the
costs for the project, it would allow the City to completely rehabilitate the pump stations and
comply with State requirements.
Construction is scheduled to begin in Spring 2020 and to be completed by Summer 2020. The
project is expected to have minimal impact to water service in the area, as the Contractor must
maintain bypass pumping to deliver water throughout construction. Construction management
and inspection services will be conducted by City staff with assistance by an outside consultant
for geotechnical and material testing services.
PUBLIC OUTREACH
Public outreach will include a mailer to all stakeholders within the project area prior to
construction, social media notifications including Facebook and Nextdoor, and frequent updates
to the City's website for project information.
FINANCIAL IMPACTS
The total approved budget for the Country Club and Victoria Pump Station Improvement Project
(067401917) is $887,000, as shown in the FY 2019/20 City Capital Project Budget. The
proposed revised project budget is $1,555,000, an increase of $668,000.. This project adjustment
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will result in an increased FY 2019/20 budget. Staff recommends bringing the adjustment
forward in conjunction with the mid -year budget adjustment action. The following is a
breakdown of the approved and revised CIP budget:
Construction Contract (low bid)
Design and Planning
Administration
Construction Management
CIP Overheads
PG&E Upgrades
Contingency
TOTAL
Approved 19/20
CIP Budget
$ 600,000
$ 125,000
$ 2,000
$ 75,000
$ 5,000
$ 0
$ 75,000
$ 887,000
The project is funded through the water capital fund.
Funding Sources
Water Capital Fund
Approved
19/20 CIP Budget
$ 887,000
Revised CIP
Budget
$ 1,116,576
$ 110,000
$ 2,000
$ 101,424
$ 5,000
$ 100,000
$ 120,000
$ 1,555,000
Revised CIP
Budget
$ 1,555,000
Based on a review of the City's Water Capital Fund reserves, the Water Capital Fund has
sufficient funds to cover the proposed budget adjustment of $668,000 in the current fiscal year.
No General Fund sources are used for this project.
ATTACHMENTS
1. Resolution
2. Location Map
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Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE COUNTRY
CLUB AND VICTORIA PUMP STATION IMPROVEMENT PROJECT
FRO I7_1» Z11II 9Iy.1 DTIIki of 019 MllI ICa11 d 30 DIM ON
WHEREAS, City staff has prepared construction bid documents and advertised for
construction of the Country Club and Victoria Improvement Project 067401917 ("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 September 26, 2019, and Three (3) bids were
received and opened on October 22, 2019 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by Clyde G.
Steagall, Inc. from Loomis, CA for $1,116,576; and
WHEREAS, staff has determined that the Contractor's bid satisfies the bidding
requirements for the Project;
WHEREAS, staff has verified that Clyde G. Steagall, Inc. possesses a valid California
Contractor's License, Class A, number 389542 that qualifies Contractor to perform the Project;
and
WHEREAS, the Project is categorically exempt pursuant to California Environmental
Quality Act (CEQA) and Title 14, the California Code of Regulations ("CEQA" Guidelines"),
Section 15302, because the Project consists of replacement and reconstruction of existing utility
systems and/or facilities involving negligible or no expansion of capacity; and
WHEREAS, the FY 19/20 CIP budget is not sufficient to complete the project as bid.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Approves the revised project budget for the Country Club and Victoria Pump Station
Improvement Project.
2. 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 Clyde Steagall Inc. for the Country Club and Victoria Pump
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Station Improvement Project, Project No. C67401917, finds the bid of $1,116,576 to be
the lowest, responsive bid and further finds that Clyde Stegall Inc., is the lowest
responsible bidder.
3. Awards the contract for the Country Club and Victoria Pump Station Project, Project No.
067401917 to Clyde Steagall Inc., in the amount of $1,116,576, the amount of the lowest
responsive bid, conditioned on Clyde Steagall 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.
4. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by Clyde Stegall Inc., of the signed project
contract and all other required document, including but not limited to, executed bonds,
certificates of insurance, and endorsements, in accordance with the project bid documents
5. Approves a construction contract contingency of $120,000.
6. Authorizes staff to prepare a mid -year budget adjustment for the CIP project as outlined
in the Financial Impact Section
Attachment 2
COUNTRY CLUB AND VICTORIA PUMP
STATION IMPROVEMENT PROJECT
31