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Home My WebLink AboutStaff Report 3.C 12/3/2012 • 1 unit/Itww#3 .C „ALUM w 4 fq tat 3 � • 1858 DATE: December 3, 2012 TO: Honorable Mayor.and Members of the City Council through City Manager FROM: Dan St:John, F.ASCE— Director,Public Works & Utilities Larry Zimmer, P.E.— Capital.improvements Division Manager SUBJECT: Resolution Accepting Completion ofthe Const_ruction•Contr_act for the Cycle 8 Safe Routes to School Project • • • RECOMMENDATION Staff recommends that the:City Council adopt the attached Resolution accepting completion of the Construction Contract for the Cycle'8 Safe Routes to School Project. BACKGROUND The elementary schools chosen°for this project are located.in the older residential neighborhoods of Petaluma where sidewalks more frequently lack continuity and have increased line-of-site issues due to a combination of matureand overgrown vegetation and rolling terrain. Commuting elementary students in the:areas of Grant, McNear and Mary Collins.schools, must,frequently • negotiate the street and moving traffic when sidewalk paths begin and end intermittently. • The project included the construction,of sidewalk, accessible compliant curb ramps, crosswalks, new signage and pavement markings within 1000' of Grant, McNear and Mary Collins • Elementary Schools. Bids were opened on July 13', 2011.. On August- 1, 2011, the City Council awarded the construction contract to Bay Pacific Pipelines of Novato, California, in the amount of$377,344, and approved a total project budget:of$590,541. Construction was successfully completed on October 15, 2012._ • " DISCUSSION- The final construction contract cost,is $378,847;58, which includes changeorders-totaling $30,946.08. The approved project budget established a:change.order'contingency of$56,858 for • unforeseen conditions. Change orders included;winter shut down ofthe project in 2011, a safety railing, and force account work to accommodate unforseen field conditions. Uncle-runs were Agenda Rev'�w� • City Attorney Finance Director . City Manager • mainly from a change.to the construction,methodwhich greatly reduced asphalt paving. There . are no disputed claims and•the project was completed without any incidences. The proposed.action meets•Council Goal: "Plan for and implement priority capital projects as. funding permits". FINANCIAL IMPACTS • The Cycle 8 Safe Routes to:School, Project Number C16101005, was approved by City Council in the amount of$590,541. With the design, construction contract, change order contingency, construction inspection, and geotechnical and materials'testing, the total cost for the project was $528,525. The City will be approximately reimbursed approximately$464.524 by the State Safe Routes to School Grant for eligible costs associated with the project. At project closeout, any remaining City funds will be,retiirned to the Street Maintenance.Fund:to be used on future projects and any remaining grant:funds'wil1 remain with the State:for future grant cycle allocations. _ ; Estimated, _ l B_ udget at' Estimated, F Cdatactat. Prolect Caltrans ^ ; ' Uses- . _ : FAwardBudget °Completion Reimtiu`rsement� Design and Environmental $ 85,000 $ 79,793' $ 71,813 Construction Contracts, $ 377,344 $ -378,848' $ 340,963 Construction Management $ '57,498 $ 57,498 $ 51,748 CEP Overhead @ 2.4_% $ 13,841 $ 12,387- $ • Project Contingency $ 56,858 $ - TOTAL $ 590,541 •$ 528,525 $ 464,524 Funding Sources StreetMaintOperating-Budget $ :13,841 $ 12,387 (2.4% Overhead) $ - Street.Maint Operating=Budget $ 57670 $ 51,614 (10% Local Match) State CaltransSR2S $ 519,030 $ 464,524- TOTAL $ 590,541 $ 528,525 Following the,acceptanceof 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 $37,884.76 to the contractor within 60 days: ATTACHMENTS 1: Resolution 2. . Location Map 2 Attachment 1 RESOLUTION ACCEPTING COMPLETION.OF°THE CONSTRUCTION CONTRACT FOR THE CYCLE 8 SAFE ROUTES TO SCHOOL PROJECT 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`the Cycle 8 Safe Routes to School Project ("Project"); and WHEREAS, bids for the Project were opened on September 26, 2011 in accordance with California Public Contract Code:Section 4104.5 and other applicable laws; and WHEREAS, the apparent low bidder for the Project was Bay Pacific Pipelines, Inc. (BPP) with a bid of$377;344; and WHEREAS„by Resolution No. 2011-118 N.C.S. adopted August 1, 2011, the City Council of the City of Petaluma"found.the bid of$377;344 for the Project to be the lowest responsive bid; awarded the Project to Bay Pacific Pipelines, Inc. in the amount of$377,344 conditioned on BPP's timely executing the Project contract and submitting all required documents; and authorized andrdirected the City Manager to sign the Project contract on behalf of the City upon such timely submission and to execute on behalf of the City any amendments to the Project contract that aronecessary 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: Winter shutdown of the.project $0.00 CO No. 2: Furnish and Install a Safety,Railing $2,251,52 • CO No. 3: Extra force account work including retaining walls, steps, unmarked utility repair, and driveway treatments $28,694.56 Total Change Orders: $30,946:08; and WHEREAS; the final.contract amount as amended'including all change orders and $29,442:50 of contract items unspent is $378,847.58; and • WHEREAS, City staff has inspected the Project.,and determined,that it has been completed in-accordance with the contract requirements subject to the Contractor''s,continuing warrantyy and other obligations pursuant:to the contract; and WHEREAS, based on the foregoing, staff recommends acceptance of the Project on behalf of the City; • 3 • • • NOW, THEREFORE;BE IT RESOLVED by the City, Council ofthe.City of Petaluma as follows: 1. The contract:entitled Cycle 8 Safe Routes to School Project, City Project Number C16101005 with a final contract amount of$378,847.58, is accepted as complete subject to the Contractor's continuing warranty and other obligations pursuant 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.ofthis Resolution and in accordance with the terms of the Project contract, the Petaluma City Charter, California Public Contract Code Section 7107 and applicable law. • • • 4 - Attachment 2 [ b # 7V �10. a ti 1`:, � �' 4p-- ,� \ u�l 1 Il II =-1 F. ■b ' \ -MEW — e �\ JAI —. , , ® '`� { DOWNTOWN �® ® 1 PE-TALUMA ' j� _ ,s‘KEOKUK AVENUE ' ®j COO JUO- 1�i �'� ,® �,�� CMCN AVENUE,* �, Q� GRANT AVENUE `��Iry .LNJ r /.' ---S r\ • • all Ini all OS glittl/ A Ik‘c • P_ i I STREET � � • ,k 4 .Trii- 2 A 1 - - LOCATION M'A P AREAS OF WORK SCALE:N.T.S. •