HomeMy WebLinkAboutAgenda Bill 3H 09/14/2009A A ~
CITY OF PETALUMA~ CALIFORNIA ~ •
~~~~ ~,~, September 14, 2009
Agenda Title: Discussion and Possible Adoption of a Resolution Approving 1Vieetln~ IDate: -Sept. 14, 2009
-the Project Budget and Authorizing. Award of Contract' for the Petaluma
Municipal Airport Improvements AWOS III System Project Meeting Timer 7:00 P1VI
Category: ^ Presentation ^ Appoi tments ~ Consent ^ Fublic Hearing ^ Unfinished Business ^ New Business
I9epartme»t: birec or: Contact: Person: Phone Nuffiber:
Public Works ~ Vine 't ~rengo Larry Zimmer 776-3674
Total Cost of Proposal or Project: 1Vame of Fund:
$218,588 Airport Enterprise Fund
Account Nuffiber:
Amount l3udgeted: $182,759 FAA Grant 6T00.6I999
$4,3'87 Caltrans Grant Current Fund Balance:
$31,442 Local Share (maximum) $245,482.16
$218,588 Total `Project
Recommendation: It is recommended that the City Council take the following action:
Adopt a resolution approving the, project budget and authorizing award of contract for the Petaluma Municipal
Airport Improvements AWOS III System Project.
1. ^ Firstxeading of Ordinance approved unanimously, or"with.unanimous vote to allow posting prior to second reading
2. ^ First reading of Ordinance approved without unanimous vote: Ordinance has been published/posted prior to second
reading; see Attachment
3. ^ Other action requiring special notice: Notice has been given, see Attachment
Summary Statement:
The Petaluma Municipal Airport Improvements AWOS III System Project is 95% funded by a Federal Aviation
Administration (FAA) grant. The project scope generally .includes performing the work necessary to provide site
preparation, grading, electrical conduit. trenching and miscellaneous concrete work for the installation of an
Automated Weather Observation System - AWOS III.
Attachments to Agenda Packet Item:
1. Resolution
2. 'FAA Authorization to Award Letter
3. Location Map
Rev'ewed b Finance Director: 12eviewed by City At$ol'IIey: A rov b Mana er:
a e. ~ ~~, ~;D D$te: Date: ~ /-o
Rev.# DateaLast~Reviseds File: S:\E3P DivisionlProjeetslAirport AWOS
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' C6I5010011Design1330 FCDC-City Counci{CContract
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1~ Awardt2009•09.14 Air ort AWOS Award.doc
CITY ®~' PETALI(TIVIA, ~~ALI}~'ORllTIA
SEPTEMBER 119 2009
AGENDA DEPORT
FOR
DISCUSSION AND POSSIBLE. ADOPTION OF A.RESOLUTION APPROVING TIIE PROJECT
~UDGET AND AUTHORIZING' AWARD OF CONTRACT FOR TIIE PETALUMA 1VIUNICIPAL
AIRPORT IMPROVEMENTS A~~~ III ~~'STEIVI PROJECT
RECOMMENDATION:
Adopt a resolution approving the project budget and. authorizing award of contract for the
Petaluma Municipal Airport Improvements AWOS III System Project.
2. BACKGROUND:
On February 23, 2009, the City Council authorized the City Manager to sign.a Federal
Aviation Administration (FAA) grant application for the design and installation of an
Automated Weather Observation System (AWOS) at the Petaluma Municipal Airport. Once
installed, the AWOS, which will provide up-to-date weather specific to Petaluma, will be
accessible from the air or by phone, and play an important role in instrument approaches
during marginal weather.
A Public Works consultant prepared the plans and specifications for the project and the Notice
Inviting Bids was issued on July 2, 2009; On July 28, 2009, a total of six (6) responsive bids
were received, all of which were considered responsive, as follows:
No. _.
Name of )Bidder
Base Bid
Alternate A
Alternate B
l Michael Paul Company, Inc. $ ].47,000.00 $ 2.,200.00 $ 26,000.00
2 Pacific Underground Services $ 1.48,000.0.0 $ 2,160.00 $ 30,000.00
3 Cindy Bales Engineering,, Inc. $ 149,712.00 $ 2,500:00 $ 25,800.00
4 Nessco Construction, Inc: $ 154;775.00 $ 1.,980.00 $ 9900.00:
5 St. Francis Electric $ 162,750:00__ $ 3,600:00 $ 33,500.00
6 Bass Electric $ 165,SZ5.00 $ 2,000.00 $ 26,625.00
The engineer's base bid estimate for construction was $1..20,500. Bid Alternates A and B are
1 and 5 year extensions, respectively, to the base 1 year .maintenance and warranty on parts
and labor for the AWOS system. However, due to budget constraints, the City is not including
either alternate in the contract award.
With a base bid of $147;000, the apparent low bidder is Michael Paul Company, Inc. Michael
Paul Company, Inc. has satisfactorily performed similar projects for~other municipal. agencies.
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Staff verified that Michael Paul Company, .Inc. possesses a valid Class A California
contractor's license no. 3 86001, which qualifies them to perform the work.
3. )DISCUSSION.:
Staff recommends authorizing City Manager to enter into contract with the low bidder,
Michael Paul Company, Inc., to construct the .Petaluma. Municipal Airport Improvements
AWOS III System Project - 06150100`1. If not awarded at this time, the City will still be
accountable. for spending the grant within four years of grant award or risk losing the funding,
as well as future funding.
4. I+'INANCIAL )(1VIPACTS:
The Federal Aviation Adrninistration~ (FAA) has submitted the Authorization to Award the
project to the City of Petaluma. FAA grant offers Part A and B;~totaling $182,759, and the
State of California Division of Aeronautics ;grant. in the amount of $4;387 has been executed
by the City Manager. The FAA grant covers 95% of the project, 2.37% is traditionally funded
by the State of California Division of Aeronautics (,Caltrans); and 2.63% is matched by the
City's Airport Enterprise Fund: There is an allowable LS% contingency on the Federal
awarded grant for unforeseen. costs discovered during construction. However, the 15% has
not been,included under funding sources as part of the FAA Grant, since any costs exceeding
the current grant offer require further approval by the FAA.
The table below identifies the current approved project budget and updated estimate for the
Petaluma Municipal Airport Improvements AWDS III System Project No. 061501001:
IlTses Apgiroved
Resolution
2/23/09 Current
Projected CIP
Costs
Desi n $ 30,000 $ 30,000
Le al Counsel $ - $ -
Plannin /Environmental $ - ~ $ -
Construction Contracts $ 145,000 $ 147,000
Construction 1Vlana ement $ 20 000 . $ 20,000
Administration $ 2,500 $ 2,500
CIP Overhead $ 5 1..23
Project Contin enc $ 13,965
Estimated :Total Pro'ect Cost
__ $ 19T 500 $ 218 588
Fundin Sources
Ai ort E'nte rise Fund $ 5,372 $ 31,442
*Caltrans .Grant $ 4,503 $ 4,387
FAA Grant ~ $ 187,625 $ - 1$2 759
TOTAL $ 197,500 $ 218,588
In the event that Caltrans grant funding becomes unavailable due to State budget cuts,
the Airport Enterprise Fund. will compensate for the $4,387 match within the budget
shown.
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Construction is anticipated to begin in late September and expected to be completed by
January 2010., There are a total of ninety working days on this project, which includes the
lead time for ordering the AWOS equipment.
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ItESOi,><TTION
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APPROVING ~'HE PROJECT BUDGET A1KID A>(JT')EIORIZING AWARD O>F CONTRACT FOR
~'HE PETAI.1(J1VIA MiJNICIPAL AIRPORT Ili~IPROVEIVIENTS AWOS >~ SYSTEM PROJECT
PI~OtTEC'T'NO. 061501001
VVREAS, through a design. consultant, 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 July 28, 2009, and six (6) bids were received and opened in
accordance with applicable law; and
WHEREAS, the lowest bid.for the Project was.from'Mchael Paul Company, Inc. for $147,000.00; and
WHEREAS, the Federal Aviation Administration has awarded a grant to the City of Petaluma in the
amount of $182,759,. for the design and construction of Project No. 061501001; and
WHEREAS, staff has determined that Michael Paul Company, Inc.'s bid satisfies the bidding
requirements for the Project; and
WHEREAS, staff has verified that .Michael Paul Company, .Inc. possesses a valid California
Contractor's License, Class A, number 386001, that qualifies 1Vlchael Paul Company, Inc. to perform
the Project; and
WHEREAS, the Project has a Categorical Exemption pursuant to the California:Environmental Quality
Act ("CEQA") pursuant to Article 1'9, Section 15311, of Title l~4 of the California Code of Regulations
("CEQA Guidelines").
NOW,.TI~ERE)F®R1E, RE I~ )EtESOLVED that the City Council ~of the City of Petaluma hereby:
1. Approves the project budget in the amount of $218,588.
2. In accordance with the City of Petaluma Charter and Municipal Code, California Public Contact
Code Section 20162 and other applicable law, waives any and all non-conformance in the bid of
Michael Paul Company, lnc. for the Petaluma Municipal. Airport Improvements, AWOS III. System
Project; f nds the bid of $] 47,00.0,00 to be the lowest responsive bid,, and further finds that Michael
Paul Company, Inc. is the lowest responsible bidder. .
3. Awards the contract for the. Petaluma Municipal Airport Improvements AWOS III System Project to
Michael Paul Company, Inc., iri the amount of $14.7;000, the amount of the lowest responsive bid,
conditioned on Michael Paul Company, 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 Michael Paul Company, Inc.
5. Authorizes and directs the City Manager to execute the, project contract on behalf of the City of
Petaluma upon timely submission by Michael Paul Company, Inc. ofthe 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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U.S Department
of Transportation
Federal Aviation
Administration
July 29, 2009
Western-Pacific Region
Airpofts'Division:
San Francisco Airports District Office
Ms. Erica Ahmann, P.E.
Senior Engineer
City of Petaluma
Post Office Hox 61
Petaluma, California. 94953-0061
Dear Ms. Ahmann:
Petaluma Municipal Airport
AIP #3-06-0186-19 & -20
Authorization to Award Contract
for
Installation of AWOS-.III
We have reviewed the summary of bids for the subject above.
~~~~V~~'
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BY'
We concur in your recommendation, and you are, authorized to award a.
contract to the lowest responsive bidder, Michael Paul Co. Tnc. in the
amount of $147,000.00.
Please forward one copy of the conformed cunt-Tact to this office along
with the .required contract bonds for our approval pr-or to issuance of
a Notice to Proceed..
At this dime, we request that a preconst;ructon conference be schedule
to discuss pertinent labor regulations, safety and construction
matters. The Notice to Proceed cannot be issued until the
preconstructon conference is held. Please inform us of the date for
such a meeting so that we may attend.
Sincerely,
William Gin., P.E..
Program Manager
Copy To: Bob Patterson/Airport Manager
831 Mitten Road, Suite 210
Burlingame, CA 94010-1300
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