Mayor and Members of the City Council through City Manager

Transcription

1 Agenda Item # 3. G DATE: June 18, 2018 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. John, F.ASCE Director, Public Works & Utilities Tim Moresco, P. E. Associate Civil Engineer, Public Works & Utilities SUBJECT: Resolution Accepting Completion of the Petaluma Community Sports Fields Restroom Improvement Project RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Accepting Completion of the Petaluma Community Sports Fields Restroom Improvement Project. BACKGROUND Several bathroom, concession, and maintenance buildings are planned as part of the full build out of the Petaluma Community Sports Field Park. This was the first building and consists of a combined restroom and concession building constructed of a split -face Concrete Masonry Unit block located near the soccer and lacrosse fields. Site and utility work included site grading, demolition, constructing two additional ADA parking stalls, sidewalk curb ramp, water service, sewer lateral, and electrical service connections. The construction work included a building slab foundation, sidewalk and patio area, assembly of the City furnished pre- engineered building kit, plumbing, electrical, and various equipment. On June 15, 2015, City Council authorized the purchase of a pre- engineered bathroom and concession building package from Romtec, Inc. utilizing competitive pricing from the State of California' s California Multiple Award Schedules Program. The building includes three restroom stalls for each gender, concession area, and storage area. Bids for construction were opened September 1, On October 3, 2016, City Council authorized the award of the construction contract for the Petaluma Community Sports Fields Building Improvements Project to Coastside Concrete and Construction Inc. in the amount of 354, 640. The proposed action meets Council Goal: " Plan for and implement priority capital projects as funding permits".

2 DISCUSSION Construction did not begin until May 2017 due to the long rainy season; it was completed in May The project was managed and inspected by Public Works and Utilities engineering staff and resulted in a final construction contract amount of $408, The final cost includes three change orders. The three change orders were for re -work caused by an error in the masonry design, adding a fire sprinkler system, and reconciliation of the differences in bid item quantities. The total cost of the change order work and bid item adjustments increased the cost of the project by $54, FINANCIAL IMPACTS The approved FY 16/ 17 CIP budget and actual expenditures for the subject project are summarized in the following table: Total Multi - Year CIP Actual Project Uses Budget Costs Design 30, , 500 JRomtec Building Purchase Construction Contracts Construction Management CIP Overhead Project Contingency TOTAL Funding Sources Parkland Impact Fees Housing Related Parks Grant Donations/ Developer Contributions 129, , , , , , , , , , , 000 $ 346, , 000 $ 189, , 000 $ 125, 000 TOTAL) $ 632, 000 $ 660, 500 Note: City staff salary and benefits costs are included in appropriate project phases for the project. The project was funded by Parkland Impact Fees, housing and parks related grant, and donations/ developer contributions. Additional funds in the amount of $28, 500 from the housing and park related grant were added to this project budget to pay for the fire sprinklers. This addition will be included in the year end CIP budget adjustment. Following the acceptance of the project, the City Clerk will file a Notice of Completion with the Sonoma County Recorder and the Finance Department will release the contract retention account to the contractor within 60 days. ATTACHMENTS 1. Resolution 2. Location Map

3 Attachment 1 RESOLUTION ACCEPTING COMPLETION OF THE PETALUMA COMMUNITY SPORTS FIELDS RESTROOM IMPROVEMENTS PROJECT WHEREAS, the City of Petaluma has prepared construction bid documents and advertised for construction of the Petaluma Community Sports Fields Restroom Improvements Project, Project Number , (" the Project"); and WHEREAS, in accordance with the City of Petaluma Chatter and Municipal Code, California Public Contract Code Section and other applicable law, City staff solicited bids for the Project; and WHEREAS, the Project was bid on July 28, 2016, and four bids were received and opened on September 1, 2016 in accordance with applicable law; and WHEREAS, the lowest responsible bid for the base bid was submitted by Coastside Concrete & Construction Inc. from Santa Rosa, CA for $ 354, 640; and WHEREAS, by Resolution No , adopted on October 3, 2016, the City Council found the bid of $354, 640 for the Project to be the lowest responsive bid, awarded the Project to Coastside Concrete & Construction Inc. in the amount of $354, 640, conditioned on Coastside Concrete & Construction Inc. 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; and WHEREAS, the following contract change orders ( CCO) affecting the project amount have been approved: Change Order Number Description Amount CCO# 1 Additional labor and materials to remove two 26, courses of block and cut/ grind the remaining courses at proper slope for roof pitch. CCO# 2 Additional labor and subcontractor costs to install fire sprinklers in building. CCO# 3 Reconciliation of differences in bid item 34, , ) quantities Total Change Orders 54, and WHEREAS, the final contract amount, as amended, including reconciliation of final quantities, is $ 408, ; and

4 WHEREAS, the Project has been inspected and determined that it has been completed in substantial accordance with the contract requirements and is subject to the Contractor' s continuing warranty and other obligations pursuant to the contract; and WHEREAS, the Project has been placed into beneficial use on behalf of the City. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. The contract entitled Petaluma Community Sports Fields Restroom Improvement Project, City project Number C with a final contract amount of $408, , is accepted as complete subject to the Contractor' s continuing warranty and other obligations pursuant to the contract. 2. City Clerk is hereby authorized and directed to file a Notice of Completion concerning the Project with the Sonoma County Cleric' s Office within ten ( 10) days of the date of this Resolution. Staff is hereby authorized and directed to release all undisputed retention not subject to pending change orders within sixty ( 60) days of the date of this 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. Staff is directed to submit a budget adjustment during the year end budget amendment action to add $ 28, 500 in funding from the Housing and Parks Related Grant to offset costs incurred that are related to fire sprinklers. 0

5 Attachment 2 PETALUMA COMMUNITY SPORTS FIELDS BUILDING IMPROVEMENTS PROJECT PROJECT NO. C LOCATION MAP Date : June 18, 2018 IX PROJECT SITE W N E City of Petaluma Public Works and Utilities a L S Department 5