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Home My WebLink AboutStaff Report 3.E 04/16/2012 • ge'vi da/it.P,w 1#3 .E zALU� /sae, DATE April 16 ,2012 TO: Honorable Mayorand,Members,ofthe City:,Council through.City Manager FROM Dan St,John, E:ASCE - Ditec ul Works &.Utilities SUBJECT: Resolution Accepting Completion.ofthe.Sewer:Manhole:ReplaccmentProject, Various Locations=- 2011 RECOMMENDATION It is recommended that theity,Cottnciladopt the attached,Resolution accepting completion Of the Sewer Manhole Replacement Project,Various Locations-2011. BACKGROUND To maintain.and improve the condition of the City's wastewater system, the Public Works & Utilities Department annually r'eplaces•or"rehabilitates deteriorating sanitary sewer facilities throughout the City. The City currently has approximately 1'50 manholes m need of replacement. Many of the City's older`manholes were constructed with brick'and mortar. These brick manholes area significant cause of high infiltration and;mflows,;(I&I);'in part due,to the deterioration of interior surfaces°and eroding mortar allowing groundwater to enter the system. This project removed and replaced ten existing.brick manholes in various locations on the west side of Petaluma. The manhole;locations are shown on Attachment 2. The inanholeireplacement • program is the first of an annual effort.to.'address the I&I situation'through manhole replacements. • Bids were opened on.JuneJ 5;.2011. On July 11, 2011,•the;:City Council awarded the construction contract to'W.R._Forde'Associates of Pleasanton, CA, in the amount of$82,850, and approved a project.budgettof$131,850. Construction was successfully completed on February 24, 2012. DISCUSSION. Project costs-included construction inspection performed by'P,ublic Works stafatacostof approximately$5;000, and a Professional;:Services;Agreement for geotechnical and materials testing with Miller Pacific, Inc: att,mcost of$2,022: Project design-wascompleted in house-by PW&U-staff designcosts are captured in,the'CIP administration budget: • Agenda Review: • , City.Attorney. _ Finance Director City-Manag The:final construction contract cost is $_104,016; which ihcludes•change.orders totaling $21,166. The,approved project t;budget establishedia-change order contingency of$25,000 for unforeseen conditions. Extra-work included,revisionsto rpcecast,manholebases;due to existing field. conditions; modification of precast manhole tops to facilitate access,due to depth constraints; extra work to conforin.to.differing site conditions at existing sewer mains; and extra work for removal of excess concrete and asphalt. FINANCIAL.IMPACTS The Manhole Rehabilitation.Project Number 066501003, was approved in the:Wastewater CIP with a'budget of$390,000.. $258,150 has been set-aside for future manhole rehabilitation projects. The intent is to manage ten to twenty sites per phase until all failing manholes have been replaced. The budget for this phase, Sewer,Manhole Replacement Project, Various Locations— 2011, was approved by City Council in the,amountof$131,850. With-the.construction contract, change order contingency, construction°inspection, and geotechnical andntaterials testing, the total expended cost for the-project Was'$111,038. The remaining;account.balance for the project is $20,812. At project closeout, all remaining funds will return to the Wastewater CIP Project Number,C66501003''to be(used on future manhole rehabilitation.projects. Following the acceptance of the project, the City Clerk will.file a Notice of Completion with the Sonoma County Recorder and the,Finance Division will release the retention money ($10,401.60)to the contractor Within 60-days. ATTACHMENTS 1. Resolution 2. Location Map 2 Attachment 1 RESOLUTION ACCEPTING'YCOMPLETION'OF THE SEWER:MANHOLE,REPLACEMENTPROJECT, VARIOUStLOCATIONS— 2011 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 laws, the City of Petaluma solicited bids for theSe wer'Manhole.ReplacementProject, Various Locations —2011 ("Project"); and WHEREAS; bids for the Project were opened on June 15,2011 in accordance with California Public.Contract Code Section 4104.5 and other applibable laws; and WHEREAS, the apparent;low'bid for the Project was thebid•of W.R. Forde Associates (W.R. Forde) in the amount of$82,850; and WHEREAS, by Resolution No. 2011-105 N.GS. adopted JUly 11,2011, the City Council of the City of Petaluma found the bid of$82,850 for the Project to.be the lowest responsive bid and awarded thesP.roject to W.R. Forde Associates in the amount of$82,850 conditioned on W.R. Forde'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 upon,such timely submissiomand;to execute on behalf of the City any 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;;the following change orders (CO) affecting the Project amount have;been approved: CO No 1: Differing site conditions and revisions to manhole bases and tops $16,187.87 CO No 2: Differing site conditions and revision to manhole No 2 $ 4,978.13 • Total Change Orders: $21,166.00; and WHEREAS,the final contract amount as amended including all change orders is $104,016; and WHEREAS;,City staff has inspectedthe Projecband.determined that it has.been completed iri"accordance With the contract req'ui'rements subject to the Contractor's continuing warrantyand:other obligations.pursuant to the(contract; and WHEREAS,,based on the foregoing, staff recommends.acceptahce-ofthe Project on behalf of the City; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma as follows: 1. The contract entitled Sewer Manhole Replacement Project; Various Locations - 2011, City,ProjectNurnber C66501003 with a final contract amount of$104,016, is 3 :accepted as complete subject to the.Contractoes continuing warranty and d other obligations pursa nt:to the contract: 2. The City Clerk/Recording Secretary,is hereby authorized and directed to.file a Notice' • of Completion concerning the Project.with the Sonoma County Clerk's Office within ten(10)'days of the date of this Resolution. 3. Staff is hereby authorized_and,directed to release all-undisputed retention•not subject to pending,change orders within sixty (60) days ofthe date of this Resolution and in accordance:witfithe terms of the Project contract, California Public Contract Code • Section 7107 and applicable.law'. 4 Attachment 2 SEWER MANHOLE REPLACEMENT VARIOUS LOCATIONS - 2011 PROJECT NO . C66501003 LOCATION MAP Iirr0 \ 0 v - S 1 301° , c--- / IrY . 4 '\ rci 1 V \ • --. o 11P . ilz /9 c S Pk-7, iC12 vi ‹,41/414::7 e\ IC 4- ‘r \ S AINCR\4 6/QO7$PCI41 44C Sti?4-Q / MANHOLE LOCATIONS TYP. fr- i4 11 ss / ■ X_ t i [CITY OF PETALUNO'l N 'It w*E ((Si . c S • ,LVIS=6 5