HomeMy WebLinkAboutAgenda Bill 3.D 07/14/2003a rkh
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CITY OF PETALUMA, CALIFORNIA
Petaluma Com iftanity Pevdopment Commission
AGENDA BILL
Agenda Title
Meeting Date July 14, 2003
Presentation and Resolution Approving the Plans and Specifications
Prepared by Architectural Resources Group, Approving the Project
Meeting Time X 3:00 PM
Budget and Awarding the Contract for the Petaluma Railroad Depot
Renovation Project, Phase 1, Project No. 9040. Contract Cost
Dependent on Whether Base Bid or Base Bid + Design Additive
Alternative A is Chosen by the' 'Commission. Phase 1 Work
Focuses on Restoring the Exterior of the Three Depot Buildings.
The Base Bid Work Includes Replacing Rotten Sheathing and Wall
Studs, Repairing the Stucco on, Portions of the. Three 'Depot
Buildings, Rehabilitating/Replacing Wooden Windows, Replacing
Ceiling Framing in a Portion of the .Main Depot. Building, and
Painting. Additive Alternate A. Includes Installing Plywood
Diaphragms under the Roofs of All Three Buildings, and Removing
and Replacing the Clay Tile Roofs, Gutters, and Downspouts.
Estimated Maximum Total Construction Cost: Base Bid:
$326,587; Base Bid + Alternative A $635 Funded by Central
Business District Fund (901).
Category (check one) El consent Calendar ❑Public Hearing X New Business
Department
Director
Contact Person
Phone Number
Redevelopment
Paul Marangella
Paul Marangella
778 2 4581
Cost of Proposal $326,587 Option I
Account Number 901- 400 -9040
$635,104 Option II
Name of Fund: Central Business
Amount Budgeted $485,000
District Project Area Fund (90 1)
Attachments to Agenda Packet Item
1. Vicinity Map (Exhibit A)
2. Resolution approving the plans and specifications, approving the project budget, and awarding the
contract for the Base: Bid (Exhibit B).
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Summary Statement The depot' ,complex is composed of three 'buildings;: the Main Depot near E.
Washington St., the Baggage Building in the middle, and the Freight Buildingon the south.near East "D"
St. All three buildings are badly deteriorated on the exterior from lack of maintenance, building
interiors have been used as railroad offices,. and need to be renovated before being, used for: City purposes.
The renovation of 'the complex is planned in three phases. Phase 1 is intended to restore and preserve the
exteriors of the buildings. Phase 2 (future . contract) is intended to remodel the interiors for City use.
Phase 3 (future contract) will develop the exterior landscape and parking areas.
The restoration of the building exteriors including'the roofs, is vital at this tune in order °to preserve what is
remaining of the historic buildings. The renovation of the clay tile roof on all three buildings,, Additive
Altemative.Bid A, is: needed because the roofs have exceeded their life expectancy, theyVill probably need
to be replaced in the near- future, and could be replaced with:today's dollars. While the tiles are `off, .a new
plywood diaphragm will be installed under the clay tiles to improve seismic stability.
As part of the bid package for Phase 1 (Exterior work) two options were included!
Option I: Base Bid: All stucco and wood repairs including, exterior painting and roof patching;
Option II: Base; Bid + Additive .Alternate A:. Additivei Alternate A includes removal and reinstallation`
of the clay tile roof, replacement of the roof membrane, installation of a plywood diaphragm for seismic
purposes, and replacing the roof drains and :gutters.
The City received two bids on June 24 2003 *for the Petaluma Railroad Depot ;Renovation Project No.
9040, Phase 1, ranging from $326;587 to $457'634�for Option I (Base'Bid.) Bids ranged'from $635,104:to
$694,945, for Option II (Base Bid + Additive Alternate, A.) A copy of the bid package is available for
review in the City Clerk's Office. Therefore the purpose of this report is to award a bid for improvements
to the Petaluma Depot.
Recommended'PCD.0 Action /.Suggested Motion
Adopt a 'resolution ; approving the - ;plans and specific prepared by Architectural Resources Group and
awarding the contract 'for the Base Bid.
Reviewed. by Finance Director:
D a te:
Today's Date ` Revision # and Date.Revise'd File Code:
June 27, 2003 #
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CITY OF PETALUMA, CALIFORNIA
JULY 14, 2003
PETALUMA COMMUNITY DEVELOPMENT COMMISSION
l AGENDA REPORT
FOR
PRESENTATION AND RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS
PREPARED BY ARCHITECTURAL RESOURCES GROUP, APPROVING THE PROJECT BUDGET
AND AWARDING THE CONTRACT FOR THE PETALUMA RAILROAD DEPOT RENOVATION
PROJECT, PHASE 1, PROJECT NO. 9040.
EXECUTIVE SUMMARY
The depot complex is composed of three buildings: the Main Depot near E. Washington St., the
Baggage Building in the middle, and the Freight Building on the south near East "D" St. All three
buildings are badly deteriorated on the exterior from lack of maintenance. The building interiors have
been used as railroad offices, and need to be renovated before being used for City purposes. The
renovation of the complex is planned in three phases. Phase 1 is intended to restore and preserve the
exteriors of the buildings.. Phase 2 (future contract) is intended to remodel the interiors for City use.
Phase 3 (future contract) will develop the exterior landscape and parking areas.
The restoration of the building exteriors, including the roofs,. is vital at this time in order to preserve
what is remaining of the historic buildings. The renovation of the clay the roof on all three buildings,
Additive Alternative Bid A, is needed because. the roofs have exceeded their life expectancy, they will
0 probably need to be replaced in. the near future, and could be replaced with today's dollars. While the
tiles are off, a new plywood diaphragm will be installed under thel clay tiles to improve seismic stability.
As part of the bid package for Phase 1 (Exterior work), two options were included:
Option I: Base Bid: All stucco and wood repairs, including exterior painting, and roof patching;
Option II: Base Bid + Additive Alternate A: Additive Alternate A includes removal and
reinstallation of the clay tile roof, replacement of the roof membrane, installation of a plywood
diaphragm for seismic purposes, and replacing the roof drains and gutters.
The City received two bids on June 24, 2003 for the Petaluma. Railroad Depot Renovation Project No.
9040, Phase 1, ranging from $326,587 to $457,634 for Option I (Base Bid.) Bids ranged from $635,104
to $694,945 for Option.II (Base Bid + Additive Alternate A.) A copy of the bid package is available for
review in the City Clerk's Office.
Therefore, the purpose of this report is to award a bid for improvements to the Petaluma Depot.
2. BACKGROUND.
The Petaluma. Railroad Depot, in the heart of the City, is in need of a face -lift. Not only is the area
unsightly, but also the three buildings that compose the Depot site are deteriorating and renovation is
needed now if the City is going to preserve the historic value of the buildings. Their renovation will be a
catalyst for the development of Central Petaluma.
Discussions to preserve the buildings and use them for City functions began over twenty years ago. The
first step was the securing of a lease of the three buildings from the NWPRA. A 25 -year lease between
the City and NWPRA became effective on July 14, 2003. 'The next step is renovating the exterior of the
e
buildings (Phase 1), followed renovating the interior of the buildings (Phase 2) and :landscaping (Phase
3).
The NWPRA. and SMART have been infonned of `the proj ect and they appreciate that the `PCDC will bO
proceeding with the renovations.
Bids were opened on,June 24, 2003 for the °Petaluma Railroad Depot Renovation Project, Phase 1. The
following.,is "the summary of the bids:
NAME OF`BIDDER
Vila Construction
Reliance Enterprises
BASE BID
$326,587
$457,634
BASE BID
PLUS
ADDITIVE
ALTERNATE'
NO. A
$635,104
$694,949
The Architect's ,construction , estimate for the Base Bid was $274,000, and Base Bid plus Additive
Alternate A was $474,000;
3. ALTERNATIVES
A. Award a contract to Vila Construction •for
the,'$ase bid in the amount of $326;587. -
B. Award a contract to Vila Construction for the Base bid +Additive Alternate Ain the amount of
$63 5,1
C. Award a contract to the second low bidder.
D. Reject all bids and re- advertise.
E. Reject all bids.
4. F'INANCIAL:IMPACTS
The FY 2002 -03 ?CDC Adjusted Budget contains an appropriation.of $250 of which an estimated
$180,000 is encumbered and carried :over for expenditure in FY 2003 -04. In addition, $305,000 was
appropriated in the FY 2003 -04 PCDC Budget_, adopted on June 16, 2003.
Available Project Financing
• FY 2002 -03 Estimated Eneumbrance: $180,000 •
• FY "2003 -04 Appropriation $305,000
Total Appropriation ro riation & En'cumbrance: $485,000
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5. CONCLUSION
Estimated Proiect Costs by Uses: Base Bid
• General Fund Overhead $ 14,000
• Engineering/Design $ 50,000
• City Fees/Permits $ 5,000
• Construction Mgmt. /Inspection $ 20,000
• Construction $326,600
• Contingency (10 %) $ 32,600
TOTAL $448,200
Following the award, the contractor will enter into a contract with the PCDC and submit the required
contract documents, bonds and insurance. The Petaluma Railroad Depot Renovation Phase 1 will begin
immediately after the construction contract is executed. Construction is anticipated to start in August
2003 and be completed November 2003.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION:
Exterior improvements will be completed and accepted in FY 2003 -04.
7. RECOMMENDATION
Adopt a resolution approving the plans and specification prepared by Architectural Resources Group
and approving the project budget and awarding the contract for the Base'Bid.
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Exhibit A
Vicinity Tap
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Exhibit B
RESOLUTION # 2003-
PETALUMA COMMUNITY DEVELOPMENT COMMISSION
A RESOLUTION OF THE CITY OF PETALUMA COMMUNITY DEVELOPMENT COMMISSION
APPROVING THE PLANS AND.SPECIFICATIONS PREPARED BY ARCHITECTURAL
RESOURCES GROUP, APPROVING THE PROJECT BUDGET FOR THE BASE BID AND
AWARDING THE CONTRACT FOR THE PETALUMA RAILROAD DEPOT RENOVATION
PROJECT, PHASE 1, PROJECT NO. 9040 TO VILA CONSTRUCTION.
WHEREAS, over the past fifty years, successive City Councils, civic groups, public agencies and private
enterprises have expressed concern for the deterioration of the Petaluma Depot and an interest in the historic
restoration of the structures; and
WHEREAS, the North. Coast Railroad Authority (NCRA) and the NWPY have had an uncertain business
relationship, leaving the Petaluma Depot buildings vacant and in poor repair; and
k EREAS, on July 14, 2003, the ,Petaluma Community Development Commission (PCDC) entered into a
twenty -five year lease of the Petaluma. Depot Buildings with the NWPRA, agreeing to restore the Depot
Buildings; and
WHEREAS, on June 24, 2003, the PCDC received the lowest Base Bid from Vila Construction in the amount
of $326,600 to make improvements to the depot buildings;
WHEREAS, the Northwestern Pacific Railroad Authority (NWPRA) and Sonoma Marin Area Rail Transit
(SMART) Boards have expressed support for improvements to the Petaluma Depot buildings; and
WHEREAS, the PCDC has appropriated funding for the Depot Project in the FY 2002 -03 and FY 2003 -04
PCDC Budgets; and
WHEREAS, consistent with California Redevelopment Law, the PCDC is desirous of preserving the Petaluma
O epot buildings as a historic resource.
NOW, THEREFORE; BE IT RESOLVED by the Petaluma Community Development Commission hereby: 0
1. Approves the plans and specifications prepared by Architectural Resources Group; and
2. Awards the Base Bid, to Vila Construction for $326
Adopted this 14th day of July, 2003 by the following, vote:
Commissioner Ave No Absent
Glass
Canevaro
Harris
Healy
Moynihan
O'Brien
Torliatt
David Glass, Chairperson
ATTEST:
Gayle Petersen, Recording Secretary
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