HomeMy WebLinkAboutAgenda Bill 3.H 05/16/2011�ALtr�
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DATE:
TO:
May 1'6,2011
Honorable Mayor and Members of the City Council through City Manager
FROM: Larry Zimmer Public Works Capital 'Improvements Division Manager��
SUBJECT: Resolution Accepting Completion of the Construction Contract for the East
Washington Street Pedestrian Crossing Project
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution accepting completion of
the construction contract for the East Washington Street Pedestrian Crossing Project.
BACKGROUND
In 2008, the City of Petaluma was awarded $509,310 of Cycle 2 Federal Highway Safety
Improvement Program (HSIP) grant funding for the East Washington Street Pedestrian Crossing
Project. On January 5, 2009, City Council authorized staff to proceed with the awarded project.
The East Washington Street Pedestrian Crossing Project closes a gap in the Petaluma Ring Trail
(near Sky Ranch Road), where users of -the trail system have had to traverse three lanes of 40
mile- per -hour traffic in order,to cross East Washington Street. The project includes the
installation of a high visibility overhead warning system, new igns,; a pedestrian corral and street
lighting; all of which are designed to work together to increase the safety of pedestrians and
bicyclists. These improvements are expected to encourage more people to walk and bike to
school, shopping, work, and recreational activities.
A consultant prepared the bid' documents, and on July 8, 2010, the City received federal
authorization to advertise the project for bids. Bids were opened on August 18., 2010, . and on
September 13,, 2010, the City Council awarded the construction contract to Ghilotti Bros., Inc
(Contractor). The Contractor- has satisfactorily completed the construction contract for
$24;6,722.21. The estimated total cost of the project, including construction contract,
construction management and inspection, design, administration, and overhead is $436.327.
Per contract requirements, retention will be released within sixty days after Council acceptance
of this project.
Agenda Review:
City Attorney Finailce Directo v fk City Manager
DISCUSSION
Staff recommends accepting completion of the construction contract, since the Contractor has
fulfilled all contract requirements. Approval of this resolution will facilitate release of retention.
FINANCIAL IMPACTS
On January 5, 2009, City Council authorized a project budget of $594,195, which consists of the
HSIP grant and $84,885 of Traffic Mitigation Impact Fees. On September 13, 2010, the City
Council awarded the contract amount of $198,767. Because of the low bid, the City received
more federal funding authorization than needed to complete the project. Typically, additional
work cannot be added to a. project after initial approval offederal grants managed by Caltrans
Local Assistance. However, after ten weeks of negotiating with Caltrans following Council
award of the project, staff received authorization to add $25,757 of additional work to that
included in the bid documents, as follows:
1. Demolish and construct new driveway apron and sidewalks at the entrance to the
Petaluma Ring Trail at East Washington Street.
2. Remove aging and non - removable wood bollards and replace with modern,
lockable /removable bollards; improving emergency vehicle access to Ring Trail.
3. Demolish existing AC paving on Ring Trail from East. Washington Street north for
approximately 40 feet,and replace with new Portland Cement Concrete (PCC) paving.
Add striping for "Stop" legend and limit line.
4. Add signage and way finding at Ring Trail /E. Washington St.
This added work to make accessibility improvements to the Petaluma Ring Trail Entrance at East
Washington Street also includes inspection costs and contingency. Since the contract had
already been awarded by City Council, it was amended through a Contract Change Order (CCO).
No further Council action was sought, since the additional project costs were within the
approved C1P budget, and the award of contract did not modify that budget.
The Highway Safety Improvement Program will fund 90% of design, environmental,
construction, and construction management for eligible projects up to the approved grant amount
of $509;310. The approved budget included' $84,885 of Traffic Mitigation Funds, needed to
meet the required 10 % match, plus pay the City's overhead. It is currently estimated that the
required City match will 'be $68,422, which is an estimated, $16,463 less than the approved
budget. The $16,463 unused Traffic Mitigation Funds will be returned at project closeout.
Since the grant funding is for, this specific project alone and is on .a reimbursement basis, there is
no grant money to return, and unused grant obligation (the commitment of funds) cannot be used
for any other purpose.
The following table. is a breakdown of the current budget, the estimated incurred costs to -date,
and the estimated. Caltrans reimbursement:
2
Design
$
78,700
$
117,351
$
105,616
Planning /Environmental
_$
39,355
$
-
Construction Contracts
$
317,7.00
$
246
$°
222,050
Construction Management
$
78,700
$
44,710
$
40,239
Administration
$
-
$
7,105
$
-
CIP Overhead @ 2.4 %
$
28:,295
$
20,43.9
$
-
Construction Contingency
$
51,446
$
-
TOTAL
$
594,196
- S
436,327
$
367,905
Funding Sources
Traffic Mitigation Impact Fees
(2.4% Overhead and Admin)
$
28,295
$
27,544
Traffic Mitigation Impact Fees
(10% Local Match)
$
56,590
$
40,878
Fed Grant - ISTEA /Caltrans HSIP
$
509,310
$
367,9:05
$
367,905
TOTAL
$
594,195
$
436
$
367,905
ATTACHMENTS
1. Resolution
2. Project Location Map
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ATTACHMENT 1
RESOLUTION ACCEPTING COMPLETION OF THE CONSTRUCTION CONTRACT
FOR THE EAST WASHINGTON STREET PEDESTRIAN CROSSING
PROJECT NO. C16100902
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 East Washington Street Pedestrian Crossing Project ( "Project "),
and
WHEREAS, bids for the Project were opened on August 18, 2010 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 Ghilotti Bros., Inc. in the
amount of $198,767; and
WHEREAS, by Resolution No. 2010 -164, adopted on September 13, 2010, the City
Council of the City of Petaluma found the bid of $198,767 for the Project to be the lowest
responsive bid and awarded the Project to Ghilotti Bros., Inc in the amount of $198,767,
conditioned on Ghilotti Bros.,, Inc timely executing the Project contract and submitting all
required documents, and. authorizedend directed the City Manager to .sign the Project contract on
behalf of the City, upon such timely submission, and to execute on behalf of the City any change
orders and other amendments to the Project contract that are necessary to effectively complete
the project and /or to realize the Project and /or cost benefits for the City; and
WHEREAS, because the low bid for the project was lower than expected, the City was
approved by Caltrans Local Assistance to usexemair ing,federally authorized grant funds of
$25,757 for additional project.elements, including Accessibility improvements for the Petaluma
Ring Trial entrance at the pedestrian crossing; and
WHEREAS, the following contract change orders (CCO) affecting the Project amount
have been approved:
Change
'Petaluma Ring Trail Entrance Accessibility improvements
#1 lincluding new sidewalk, bollards, and trash receptacle $25,757.00
(Furnish and replace a utility vault lid in order to meet
#2 – laccessibility compliance._ _ $2,942.00
.------ — . .._..._. --
#3 1130' ofadditional trenching, conduit, electrical, and asphalt to $9,880.00
tie into PG &E facilities.
#4 Time delays and re- mobilization fees due to an unmarked /not
located and abandoned PG &E utility in the field., $2,229.83
#5 1Furnish and place bark where asphalt pathway was removed
i
;and install a standard concrete collar to an existing water valve 1 $2,900.00
0
#6 i Relocate two signs and install,two new pedestrian s
informational signs and final close -out _ $ 1,323.00!
;Total of a ll change orders $45,031.83 -
'Sum of over and under runs $2,921381
and
WHEREAS, the final contract amount, as amended', including all change orders, is
$246,722.21; and
WHEREAS, City staff have inspected the Project and determined that it has been
completed in 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, staff recommends acceptance of the Project on
behalf of the City;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
The contract entitled East Washington Street Pedestrian Crossing Project No.
C 16100902, with the final contract amount of $246,722.21, 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 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.
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ATTACHMENT 2
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