HomeMy WebLinkAboutStaff Report 4.A 06/18/2012 •
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DATE: June 18, 2012,. 'tp;
TO Honorable:Mayor andMetnbers;of the CityCouncil through City Manager _
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FROM Dan St.:John;F.ASCE'— Director,Public Works and Utilit P
Larry Zimmer, P.E. —Manager, Capital•Projects Division
SUBJECT: ' Resolution Approving the Project Budget and Authorizing-Award of Contract for
the Petaluma•South Road Diet Project and a Resolution Approving the Water
• Street Parking'ProjectDesign Scope
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RECOMMENDATION
Staffrecommendsthat the City Council adopt the two attachedresolutions:
1. Approving•the project budget and authorizingaward of contract for the Petaluma.
Boulevard South Road Diet Project to Ghilotti Bros.,,Inc. in the amount of$639,876 to
be funded primarily by Regional Transportation for Livable Communities (TLC) and
. Proposition 1B Funding Programs.with no impactto'the General Fund.
2. Approving:the design scope for the Water Street Parking:Project.
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BACKGROUND
TheiPetaluma Boulevard;South Road Diet will reconfigure the current four narrow through lanes
to•two;through,lanes and one two-way left•turn lane between Washington Street and Street,
with a transition to E Street. The project will match up•.to a similar road diet project completed.
on:the+Boulevard:north.of Washington.Street. The reconfiguration will provide lane widths that
Meet City and Federal design staiidardandinclude Class3 Bike delineations to improve
pedestrian safety and additional on-street.parking. The work entails restriping of the;existing •
roadway andjraffic signal modifications to accommodate the new.lane configuration: Prior to
striping,'a minor:non-structural pavement surface treatment will be applied'to eliminate the
existing striping.
Based on public input, additional bike racks, plaza benches and replacement of tree:grates were,
added to the-road•diet project scope: Public input also supported the companion project to add. •
Parking;on Water Street. Public outreach for the overall,project included twopublic meetings,
meetings with;the'Petaluma Downtown Association, loading zone and parking;surveys and
project mailings to approximately 400 nearbypropertyowners. Public?outreach began prior to
the grant application, through.design, and will continue duringconstruction.
Agenda;Review:
City Attorney Finance Director City Manager
The project can alsen?esolvera inotorcycle,iparking problein;at Center Park by adding,designated
Motorcycle-parking at that location. Currently motorcycles-are:illegally parking on the
pedestrian pathway oron the unpaved surface. The project as bid can create a break in the curb
and gavel.a portiomof currently unpaved:_Center Park, north of tthe'crosswalk: This work will
have:no impact,on the.existing redwood frees:or the park redesign. This design is collaboration
between, and fully-,supported by„the Public Works;and•Utilities,staff, Police Department staff,
anff the Pedestrian and Bike Advisory Committee. Discussion of the project with the Recreation
and Parks Board:is currently pending. Should that body advise against-these improvements, they
can-be:removed from the project scope;through the deductive change order process.
DISCUSSION
Staff issued a Notice:Inviting Bidson.April 25,2012. One bid was received on May 16, 2012
and compares reasonably to the Engineer's estimate, as shown below:
Name of Bidder Business Location Total Bid
Ghilotti Bros, Inc. San Rafael $639,876
Engineer'.sestiniate N/A $610,000
It is unusual to receive only one bid ona construction project. It is assumed the reason in this
case isdue to the varied nature.of the work. A prime contractor would need to subcontract such
a-large portion of the work-that it may have been deemed not worth-the effort for a project of this
size. Fortunately the bid we did receive was very close to our engineer's estimate. Ghilotti
Bros.,Inc. is apparent low bidder-: Staff has verified that.Ghilotti Bros., Inc.,possesses a valid •
California,Contractor's.License, Class A, number 132128 that is appropriate for the type of
construction to be performed. Ghilotti Bros., Inc. has satisfactorily completed similar work for
various public agencies and recently completed the East Washington Street Pedestrian.Crossing
for the City of Petaluma: •
Staff recommends City Council authorize the City Manager to_enter into contract for the
Petaluma Boulevard South Road Diet.Project with the,apparent low'bidder, Ghilotti Bros., Inc.
Construction is tentatively scheduled,to begin in August 2012, and is expected to last
approximately forty-five'days:
Staff is also requesting approval.of the Water Street Parking project scope. During public
outreach, downtown businesses voiced an overwhelming;concein for additional parking and.
requested that Water”Street be used Staff evaluated re-opening Water Street to Western Avenue
as a separateprojectand received-input from the City Manager, City Traffic Engineer and Police
Department.
Staff estimates the Water Street".Parking project will cost approximately $40';000 including
parking bollards, striping, signageand;accessibility improvements. The existing signal at
Western would•be modified to allow use of Water.Street as a'through way and signs-would be
placed to,state the area maybe closed for special events. The Water Street project would follow
construction of the-Petaluma Boulevard South Road Diet because the planned traffic signal
modifications•afWestern Avenue"are^•needed prior to reopening Water Street. The Water Street
project is included in the FY 12/13 CIP budget-approved by City Council on May 21, 2012.
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,The;proposed actions'meet Council Goal:"Pl'an.for{and implement priority capital projects as
funding permits:"
FINANCIAL IMPACTS
On June21, 201,1, City Council authorized a revised Petaluma Boulevard South Road Diet
project budget of$906,239,which consists of approximately 80% of TLC and 20% Prop 1B
grant•funding,.and $29,000 from-th&Street Maintenance fund,for overhead. The current
estimated total,project cost including planning, design, construction,.administration, inspection,
testing, and project contingency is $959,530. The project budget, see table below, exceeds the
June 20, 2011 staff report estimate by$53,291 for the following reasons:
1. Design cost overrun due to unexpected environmental requirements by Caltrans.
2. Staff and consultant timefor additional public outreach and requested design
modifications.
3. The single bid exceeded estimate.
Some savings are projected for-construction management. If there are grant funds still remaining
by the end of project, it is possible that-Caltrans could approve a higher design reimbursement up
to 25% of the total construction cost.
Staff recommends an increase in the amount of Proposition 1B funds used for the project by
$52,041 and an increase in the total project budget to $959,530.
Petaluma Boulevard South Road Diet Budget
_ ;Eshinated •
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6/20/11 Contract, 'MTGCaltrans
:Uses _ • ,Budget; • Award;; Reimbursement_
Design $53,500 $93,891 $52,392
Planning/Environinental $78,150 $78,150. $43,608
Construction Contracts $600,000 $639,876 $511,901
Construction.Management/Staff $80,000 $61,124 $48;899
CIP Overhead @ 2.4% $21,239 $22,489
Construction Contingency $73,350 $64,000 $51,200
TOTAL $906,239 $959,530 $708,000
Sources forMatching Funds
Street Maint Operating Budget $21,239 $22;489
(2.4%Overhead)
Street Maint Operating:Budget $7;600 $7,600
Prop;1B;Funding $169,400 $221;441
TOTAL MATCHING'`FUNDS $198,239 $251,530
The Water Street Parking project.budget is $40,000 as shoivn.below, and is included in the FY
12/13 CIP budget approved by'City Council on May 21, 2012,(CIP Project Number:
C161013.02). There is no fiscal iinpactof approving the design scope;of this "companion"
project.
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Water Street ParkingrProject4Budget
Estimatedr
User - Budget'.
• Construction Contracts $ '33,000
Construction Management/Staff $ 3,000.
Project Contingency $ 4,000
TOTAL $ 40,000.
Funding Sources
Street Maint Operating Budget $ 40,000
TOTAL $ 40,000.
ATTACHMENTS
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1. Resolution:Petaluma Bouleyard,South Road Diet
2. Location Map:,Petaluma:Boulevard South Road Diet
3. Resolution: WaterSttëet Patting
4. Location Map:'WatecStreet Parking
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Attachment 1 •
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RESOLUTION APPROVING THE PROJECT'BUDGETAND
AUTHORIZING THE AWARD OF CONTRACT FOR THE PETALUMA
BOULEVARD SOUTH ROAD DIET PROJECT TO GHILOTTI BROS.,INC.
WHEREAS, City staff has prepared construction bid documents and advertised for
construction of this Project; and
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WHEREAS, in accordance with.the City of Petaluma'Charter and Municipal Code,
California Public Contract Code Section20162 and other applicable law, City staff solicited bids
• for the Project; and
WHEREAS, the Projectwas-bidon-May 16, 2012, and one (1)bid was received and
opened in accordance with:applicable law; and
WHEREAS, the lowest bid for the Project was'fromGhilotti Bros., Inc. ("GBI") for
$639,876; and
WHEREAS, staff has+determined that GBI's bid satisfies,the bidding requirements for
the Project; and
WHEREAS, staff has verified that GBI possesses a valid California Contractor's
License, Class A, number 132128 that qualifies GBI to perform the Project; and
WHEREAS, the Project has a Categorical Exemption pursuant to the California
Environmental Quality Act ("CEQA") pursuant to Article 19, Section 15302, of Title 14 of the
California Code of Regulations("CEQA Guidelines");
NOW, THEREFORE, BEIT RESOLVED"that the City Council of the City of
Petaluma hereby:
1. Approves the Project Budget in the•amount of$959,530 including a contingency of
$64,000.
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 Ghilotti Bros., Inc: for the Petaluma Boulevard South Road
Diet Project, and finds the of$639,876 to bethe,lowest responsive bid, and further
finds that Ghilotti.Bros.,'Inc. is`the lowest responsible bidder.
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3. Awards the contract.fot the Petaluma Boulevard'South.Road Diet Project to Ghilotti
Bros., Inc., in,thd.amount of$639,876, the amount of.the;lowest responsive.bid,
conditioned on Ghilotti"Bros., Inc. 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. Directs staff to issue a notice of award to Ghilotti Bros., Inc.
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5. Authorizes'and directs the City'Manager,to execute'the project contract onibehalfof the
City'of Petaluma upon timely submission by Ghilotti Bros., Inc. of the::signed project.
contract.and all other required documents,'including but not limited`to, executed bonds,
certificates;of insurance, and endorsements, in accordance with the project bid
• documents.
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• Attachment 3
RESOLUTION APPROVINGTHEWATER.STREET'PARK!ING PROJECT
;DESIGN SCOPE .
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WHEREAS, the proposed projecfwill add vehicle and motorcycle parking to Water
Street;.and
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WHEREAS, the project was developed by theCity'in partnership with the Petaluma
Downtown Association and downtown merchants as a result of public meetings and surveys;and
WHEREAS, the Project was reviewed by the City Engineer and Police Department for
,safety•improvements;and
WHEREAS; necessary traffic signal modifications at intersection of Western Avenue
and Petaluma Boulevard South•will be completed by a sep arate project prior to this project
moving forward; and
WHEREAS, $40,000 is estimated to be the total project costs for implementing design
and construction of this project;:and
WHEREAS, sufficient funds for this purpose were approved in the FY 12/13 CIP budget
on May 21,.2012; and
WHEREAS, the Projecthas a Categorical Exemption.pursuant to the California
• Environmental Quality Act (`-`CEQA")pursuant to Article 19, Section 15301, of Title 14 of the
California Code of Regulations("CEQA.Guidelines");
NOW, THEREFORE,BE IT RESOLVED that the City'Council of the City of
Petaluma hereby approves theWater Street Parking Project Design Scope.
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WATER STREET C 1 T y O F P E T A L u M A DATE MARCHl2012 PROJECT ND. CKWJ(
DESIGNED BY EAS
--- ' PUBLIC WORKS AND UTILITIES DEPARTMENT
PARKING PLAN 11 ENGLISH STREET,PETALUMA,CALIFORNIA,94952 DRAWN BY.EAS
PH.707.778.4303 FAX.707-776.3602 CHECKED BY:L2
Q1 I CJI I 4 W N I