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Home My WebLink AboutStaff Report 4.B 06/18/2012 lr-enc a Itew/#4.3 �Q at n Yf 11\� 1X850 • • DATE`. June 18, 2012 . TO: Honorable Mayor:and Members of the City Couneil through City Manager FROM Dan St..John, F.ASCE —.Director, Public Works & UtiIO� Joseph Rye—Transportation Manager SUBJECT'.- Resolution Approving the Project Budget and Authorizing,Award of Contract for . the Petaluma.TransitFacility Rehabilitation Phase I Project to R.E. West Builders, Inc. • RECOMMENDATION ENDATION It-is requested that City Council adopt the resolution approving the projec •budget and authorizing award of contract for the Petaluma Transit'Facility Rehabilitation Phase I Project to R.E. West Builders, Inc.. • ,BACKGROUND Phase I of the referenced project began with development of a master plan for the future use of the transit facility at 555'N::McDowell and proceeded into design ofanupgrade of the existing maintenance building'to enable indoor repair and maintenance of transit buses, and installation of a drive through,bus wash. With S i million in additional,State of Good:Repair(SGR) funding, the project was expanded to includeelements,originallyslated for Phase II: Phase I will complete all improvements desired!on the Maintenance Building and a separate Phase II project, scheduled next year, will improve thegroundsand parking lot areas. The current:Phase I Transit Facility Rehabilitation project will.now: q Reduce the existing maintenance building's footprint„and replace the southerly half of • thedbuilding with anew.two bay, high roofed, pre-engineered building, • Improvelighting, heating, and ventilation in the maintenance area, • Replace the roof on the existing northerly half of the maintenance building'to remain, • • Relocate'the parts room, mechanic's office, traffic signal and street light:shop within the maintenance build ing, o Improve the-most\deteriorated patches offheezisting parking lot, and • Improve transit:operator offices and dispatch space. • Agenda Review: 'n/ City Attorney 1 1////��'�J(: Finance Director City Manager • The work includes demolition of the southerl halt of the;exis`tin maintenance:buildin , and Y' g.` g add-on:structures.on the westerly side which currently`house the parts:room and mechanic's. office., Interior modifications to the remainmg,(northerly,),end include a new parts room, offices for'the mechanic and operationsistaff, a new workshop and storage-area for the traffic technician. A new, pre-engineered metal building erected to replace portions of the southerly end of the building, will wide bays that will be taller than the existing structure, to enable indoor maintenance of longer and taller modern transit buses. DISCUSSION Through a design consiiltant;.,Public Works & Utilities staffprepared'the hid documents and the Notice Inviting Bids Was:issued on May 9, 2012. 3 bids were received on June 6, 2012, as follows: Name of Bidder Base Bid Amount R.E. West Builders, Inc., Santa Rosa $1,390,594.00 A.E.Nelson Construction, Rohhert:Park $1,489,700.00 Dahl, Taylor and Associates, Inc., Santa Ana $1,595,000.00 Engineer's estimate $1,100;000:00 R.E. West Builders, Inc:is the apparent low bidder. Staff has verified that R.E. West possesses a valid California Contractor's License, Class B, number B 883183 that qualifies R.E. West to perform the Project. R.E. West has performed similar work"for"various public agencies including the City of Berkeley.and Lake County, and has done projects,in Petaluma at Petaluma Valley Hospital and Basin Street'.Properties. Staff recommends authorizing the City Manager to enter into a contract with the low bidder, R.E. West Builders, Inc., for the base bid for a total contract award of$1,390,594. The proposed action meets Council Goal: "Plan for and implement.priority capital projects as funding permits". FINANCIAL:IMPACTS' The project is 100%,,grant-fiinded and-therefore will-have-no fiscal impact to Petaluma Transit's operating budget or the geheral fund. Minor energy and maintenance cost savings are anticipated as a-result of new construction with more energy efficient equipment. 2 • the following is.a'breakdown of the project budget` FTA SGR' = TDA ` Total Approved Revised Project • . Grants Match. • Fundint CIP:Bud.et Bud et Design •90;400 - '22;600' 113,000 163,000 113,000 Planning& 3000 •• 7;800' 39;000 42,000 39,000 Environmental Construction 1,139;200.' 284,800' 1,424,000 1,300,000 1,424,000 Contract Construction .30;400* 7'600 38,000 52,000 38,000 Management & - Inspection • Contingency 801000' 120,000_ 100,000 139,000 100,000 OP 281800; 7;200 36,000 54,000 36,000• Overhead/Salaries • • _ TOTAL = • '1;1140000" ,2350,000. 1,750;000 1,750,000 1,750,000 The estimated total project cost of Phase I,including planning, design, construction, . administration, inspection, testing and contingency:is++:$1,689,000. The project will be 80% funded:by Federal Transit Administration (FTA) State of Good Repair (SGR) funds, with the requisite 20% local match coming:from Petaluma Transit's Transportation Development Act (TDA) reserves. All unused FTA:SGR and the committed TDA local matching funds from Phase 1 will be used to design'and construct the Phase 2•project. This project is included in the 2012-2013 Budgetand•CIP which was approved by City•Council on June 4, 2012. ATTACHMENTS 1. Resolution • • 3 Attachment 1 RESOLUTION APPROVING THE;PROJECT BUDGET AND AUTHORIZING THE AWARD OF CONTRACT THE PETALUMA TRANSIT'FACILITY REHABILITATION PROJECT R:E. WEST , BUILDERS, INC. WHEREAS, City staff' has prepared construction bid documents and advertised for construction of this 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 May 9, 2012, and bids were received and opened in accordance with applicable law; and • WHEREAS, the lowest bid for the Project was from RE. West Builders, Inc., ("R.E. West") for $1,3'90,594_for the base bid;and • WHEREAS, staff has determined that R.E. West's bid satisfies the bidding requirements for the Project; and WHEREAS, stdif has verified that R.E. West possesses a valid California Contractor's License, Class B, number B 883183 thatqualifies R.E. West to perform the Project; and • WHEREAS, the Project is exempt pursuant:to California Environmental Quality Act ("CEQA") pursuant to Title 14, the California Code of Regulations ("CEQA Guidelines"), Section 15301, as the minor alteration of existing public_ facilities with negligible or no expansion in use. NOW, THEREEORE,.BE IT RESOLVED that the City Council of the City hereby: 1. Approves the Project Budget in the amount. of $1,559,000 including a construction contingency of$100,000. 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 RE. West Builders, Inc: for the Petaluma Transit Facility Rehabilitation Phase I':project, finds the bid of$1,390,594 to be the lowest, responsive bid and further-find's that.R.E. West Builders, Inc.,is`,the;lowest responsible bidder. 3. Awards the contract for,the Petaluma Transit Facility Rehabilitation Phase I project to R.E. West Builders, Inc., in the amount of $1,390,594, the 'amount of the lowest responsive bid, conditioned on RE: West 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 toy issue a-notice of award to R.E. West Builders, Inc. 4 • 5. Authorizes and directs the City,Manager to execute the project contract on behalf of the City.of Petaluma upon timely submission by RE West o`fthe signed project contract and all other required documents, includingsbut not limited to, executed bonds, certificates of insurance,.and endorsements, in accordance with the project bid documents. • • 5