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Home My WebLink AboutPW H St. Roadway Improvement; Increasing ContingencyCrry 'n, 1� Agenda Item No: 3. g Meeting Date: April 6, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works /� Prepared by:-� '01111(� City Manager Approval�fi'" Acting Public Works Director File No.: 08.02.245 SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL INCREASING THE CONTINGENCY FOR THE H STREET ROADWAY IMPROVEMENT PROJECT, CITY PROJECT NO. 11206. RECOMMENDATION: Staff recommends that the City Council adopt the resolution increasing the contingency assigned to the H Street Roadway Improvement Project in the amount of $140,000. BACKGROUND: The H Street Roadway Improvement Project, City Project No. 11206, involves the removal and replacement of the failing corrugated metal pipe drainage system on H Street from Forbes Avenue to Fifth Avenue. The project also includes the relocation of the existing San Rafael Sanitation District sewer main, installation of curb ramps and resurfacing of the roadway. Prior to starting this project, the Department of Public Works notified Pacific Gas and Electric (PG&E) of the project and requested relocation of their facilities, which are in conflict with the project. The City worked closely with PG&E and postponed this project in order for PG&E to perform testing of their gas main which runs along the east side of H Street. Due to previous meetings and correspondence, staff assumed that all PG&E facilities had been relocated and were not in conflict with the proposed project infrastructure. On July 21, 2014, the San Rafael City Council awarded the construction contract for the H Street Roadway Improvement Project to Ghilotti Construction Company. Initial construction associated with the installation of the sewer main system commenced on August 17, 2014. Following construction initiation, crews discovered that PG&E's 10 inch gas main had not been relocated as originally anticipated and was in conflict with the proposed storm drain system. The Department of Public Works notified PG&E of this conflict and proceeded with the initial phase of the project, which involved installation of the new sanitary system. After this notification, PG&E informed the City that a 10 inch gas main is considered a significant facility, the relocation of which would be very difficult within the time allotted for this project. Public Works then developed an alternative plan that would simultaneously bypass PG&E's gas main and allow for the connection of the City's storm drain system. In November, 2014, the project was halted due to inclement weather and the fact that PG&E had not relocated their service lines which, along with the gas main, are in conflict with the proposed work. FOR CITY CLERK ONLY File No.: 14— I `°~ Council Meeting: (f U )-Cx 11. r e ori VZ,70 2 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 On March 26, 2015, the Department of Public Works received a payment from PG&E for the relocation of the storm drain system. ANALYSIS: The contractor is now ready to recommence work on this project. In order to proceed, a change order to relocate the drainage system is required. The cost of this change order exceeds the initial project budget. It is recommended that the City Council approve the increase in the contingency to allow this project to move forward. FISCAL IMPACT: Additional contingency funding is available in the Gas Tax Fund, #206. This project is supported by the following revenue sources: REVENUE Project Funding Sources Amount Fund #206 (Gas Tax) $1,428,542 Pacific Gas & Electric Company Contribution $80,000 Additional Allocation..- Fund #206 (Gas Tax) $60,000 SRSD Estimated Allocation $682,625 Total Available Funds $2,251,167 The remaining project expenses include construction by Ghilotti Construction Company. EXPENSES Category/Eden Expense Code Amount Notes Charges Already Incurred Design and Consultation -01 $30,061 Design -CSW Stuber Stroeh Supplies & Services -07 $1,000 Reproduction of Plans and Specifications (Estimated) Subtotal $31,061 Remaining Expenses Construction -02 $1,167,381 Base Bid Contract Amount--- City Portion $609,525 Base Bid Contract Amount - SRSD $140,100 Original Contingency Allocation -- City $140,000 Additional Contingency Allocation — City $73,100 Contingency -- SRSD Construction Management $80,000 Estimated Amount (Park Engineering) Testing Services $10,000 Estimated Amount (Testing Engineers) Subtotal $2,220,106 Total Project Cost $2,251,167 The cost of construction management and the testing services will be divided between SRSD and the City per the bid amounts. This project will be disruptive to residents who live along H Street and inconvenient for residents living in upper neighborhoods affected by the necessary traffic detours. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 OUTREACH: Throughout this project, the Department of Public Works has communicated with local Homeowners Associations (HOA's) and has mailed flyers to residents along H Street, Fairhills and within Sun Valley. Prior to restarting the construction, we will forward a flyer to the adjacent neighbors and HOA's. In addition, we will install changeable message signs a few days prior to re -starting the work to alert residents of the forthcoming construction. OPTIONS: The City Council may choose to: 1. Authorize the allocation of additional contingency for this project to allow construction to move forward. 2. The Council may choose not to authorize additional contingency for this project, in which case the construction would be delayed at least a year to allow PG&E to relocate their gas main. ACTION REQUIRED: Adopt the resolution increasing the contingency for the H Street Roadway Improvement Project. Enclosures 1. Resolution RESOLUTION NO. 13903 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL INCREASING THE CONTINGENCY FOR THE H STREET ROADWAY IMPROVEMENT PROJECT, CITY PROJECT NO. 11206. WHEREAS, on the 21" day of July, 2014, the City Council of the City of San Rafael awarded the contract for the H Street Roadway Improvement Project, City Project No 11206, to Ghilotti Construction Company in the amount of $1,776,906; and WHEREAS, the City Council authorized an initial contingency in the amount of $140,100 for this project; and WHEREAS, additional contingency is necessary to relocate the proposed storm drainage system away from an existing PG&E gas main; and WHEREAS, there are sufficient funds in the Gas Tax Fund (#206) to support this allocation. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. To authorize the allocation of additional contingency for this project in order for the construction to move forward and instruct Public Works staff to continue to pursue PG&E's financial obligation to pay their fair share of relocating the storm drain system. 2. An additional $140,000 of available Gas Tax Funds will be appropriated for this project at this time. 3. The Public Works Director is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 6`h day of April, 2015 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin and Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: McCullough ��c'ii.1Z � • /��- St aka . ESTHER C. BEIRNE, City Clerk File No.: 08.02.245 CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRCC AGENDA ITEM NO. �— DATE OF MEETING: April 6, 2015 FROM: Kevin McGowan DEPARTMENT: Public Works FILE NO.: 08.02.245 DATE: March 24, 2015 TITLE OF DOCUMENT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL INCREASING THE CONTINGENCY FOR THE H STREET ROADWAY IMPROVEMENT PROJECT, CITY PROJECT NO. 11206 2014). Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM: AGENDA ITEM: City Manager (signature) City Attorney (signature NOT APPROVED REMARKS: