HomeMy WebLinkAboutPW RTSE Project (Vote to Rebid)Agenda Item No: 3.1
Meeting Date: September 8, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Kevin McGowan, City Manager Approval:
Acting Director of Public Works
File No.: 18.01.76
TOPIC: AWARD A CONTRACT FOR THE REGIONAL TRANSPORTATION SYSTEM
ENHANCEMENTS PROJECT.
SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AWARDING A CONTRACT FOR THE REGIONAL TRANSPORTATION SYSTEM
ENHANCEMENTS PROJECT, CITY PROJECT NO. 11237, TO GHILOTTI
BROTHERS, INC., IN THE AMOUNT OF $3,449,545.00.
RECOMMENDATION: Staff recommends that the City Council adopt the resolution awarding the
construction contract to Ghilotti Brothers, Inc., in the amount of $3,449,545.00.
BACKGROUND: Sonoma -Marin Area Rail Transit (SMART) is constructing a new commuter rail train
to downtown San Rafael with operations beginning in 2016. Ultimately, the rail will continue through
San Rafael to Larkspur. The new rail station, which is partially completed at this time, will be located
between Third and Fourth Streets.
The new rail system in downtown San Rafael will have a profound impact on traffic patterns. There has
been no rail service in San Rafael for more than 35 years. The City's infrastructure has grown and
evolved during that time, making it one of the busiest local areas in Marin County. In anticipation of
SMART rail service and construction of a station, the Public Works Department initiated the Regional
Transportation System Enhancements (RTSE) project to prepare San Rafael's downtown transportation
system for upcoming rail operations. The City's existing traffic signal system is not equipped to work
together with the future SMART rail system. Upgrading the majority of the system to include rail pre-
emption is essential for bicycle, pedestrian and vehicular safety as well as overall efficiency of the
downtown roadway network.
Staff applied for and received Congestion Mitigation and Air Quality (CMAQ) funds through the One
Bay Area Grant (OBAG) program for this project, which involves two major components: traffic signal
upgrades and civil improvements. This project was specifically identified in the San Rafael's 2012
Downtown Station Area Plan as a "High" priority.
FOR CITY CLERK ONLY
File No.: 4x4 -
Council Meeting: ' 2_0
Disposition: k0E / "' 77t—
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Traffic signal improvements include:
■ Install fiber optic cables to increase the reliance and speed at which the traffic signal controllers
communicate.
■ Upgrade 14 traffic signal controllers and cabinets to allow cross communication between traffic
signal controllers and rail signal controllers.
■ Install count -down pedestrian signal heads at four signalized intersections.
■ Upgrade and relocate traffic signal equipment at three intersections to achieve ADA compliance.
■ Upgrade service enclosures at seven signalized intersections.
■ Install extinguishable message signs (EMS) and traffic operations video surveillance equipment.
Accessibility improvements include:
■ Install 29 Americans with Disabilities Act (ADA) compliant curb ramps.
■ Widen the sidewalk on Hetherton Street between Third and Fourth streets.
■ Widen the sidewalk on Fourth Street between Hetherton Street and Tamalpais Avenue.
On February 18, 2014, the City Council adopted Resolution number 13680 authorizing the Director of
Public Works to enter into an agreement with Kinley-Horn and Associates, Inc., to design the project and
to complete environmental clearance documents.
As part of the environmental clearance phase of design, the City coordinated with Caltrans' Office of
Local Assistance regarding the high sensitivity for prehistoric and historical archaeological resources.
Caltrans directed the City to conduct extensive subsurface exploration to identify and catalog cultural
resources which might be located within the project limits.
Following extensive review by Caltrans and the State Historic Preservation Office (SHPO), the project
was determined to have no significant effect on the environment and is categorically exempt from
environmental document requirements under the National Environmental Policy Act (NEPA) and the
California Environmental Quality Act (CEQA). The Notice of Exemption (NOE) was filed at the Marin
County Clerk's Office on April 13, 2015.
The entire length of Hetherton Street is located within State right-of-way. Although San Rafael has a
maintenance agreement for this street, Caltrans required the City to obtain an encroachment permit as this
project will include installation of new permanent street improvements. Between August, 2014 and May,
2015, the City coordinated multiple rounds of comments and revisions with Caltrans' Office of Permits.
The encroachment permit was issued on May 14, 2015.
Following environmental clearance, the City coordinated with private utility companies regarding
relocations and/or adjustments to private facilities (e.g., relocation of a PG&E electrical box, relocation of
an MMWD water meter, etc.). Subsequently, the City obtained right-of-way clearance on May 20, 2015,
and on July 24, 2015, the City received authorization to bid and construct the project.
As noted previously, this project will modify existing traffic signals near the new SMART train station.
As part of the design phase, City staff identified new traffic signal equipment to meet the needs of the
City and SMART. The proposed traffic signal equipment system includes new traffic signal controllers,
controller cabinets, railroad pre-emption capabilities, intersection -to -intersection communication
capabilities, battery backup capabilities, and the installation of a new traffic monitoring system at Public
Works. These upgrades will allow cross communication between traffic signal controllers and SMART
rail signal controllers, communication between the traffic signal network, and communication with the
traffic monitoring center, all of which enhances bicycle, pedestrian and vehicular safety while minimizing
downtown roadway network traffic and operational impacts.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 3
To ensure compatibility between the City's existing traffic signal system and the necessary upgrades to
accommodate rail pre-emption, the City Council adopted Resolution number 13872 on February 2, 2015,
and Resolution number 13900 on April 6, 2015, accepting proposals from Econolite Control Products,
Inc., for the procurement of traffic signal controller cabinets and equipment.
The recently completed Puerto Suello multi -use pathway project included improvements to the signal
systems on Hetherton Avenue from Mission Avenue to Fourth Street. These three signal systems are
compatible with the new RTSE network and will be linked together with the 14 new signals targeted by
this project. Conduits which link the three signals together were installed during the Puerto Suello multi-
use project and will be utilized with the RTSE project.
A multi -modal study, which reviews whether all modes of travel can be accommodated by the project,
was completed on July 15, 2015. This study addressed accessibility issues, bicycle travel, pedestrian and
vehicle concerns within the project area.
The project was advertised in accordance with San Rafael's Municipal Code on July 31, 2015, and sealed
bids were publicly opened and read aloud on August 27, 2015, at 11:00 AM. The engineer's estimate was
$2,375,000. A single contractor submitted the following bid:
NAME OF BIDDER AMOUNT
Ghilotti Brothers, Inc. $3,449,545.00
ANALYSIS: The bid response on this project was not ideal, since the City received only one bid, and
that bid, from Ghilotti Brothers, Inc. for $3,449,545.00, is $1,074,545.00 higher than the engineer's
estimate. For that reason, upon opening bids, Public Works staff contacted other jurisdictions throughout
Marin and found that there is a consensus that the cost for civil improvements has increased, even in the
short time since the engineer's estimate was prepared, most likely due to the economic recovery.
Additionally, while this is not a project that many contractors would be equipped to bid on, it is
unfortunate that the City received only one bid for this type of project. However, it is not completely
unexpected, as Public Works staff has noted that there have been fewer bidders for recent City projects.
For example, the City's Del Presidio Boulevard and Point San Pedro Road Improvements Project, which
opened bids on August 20, 2015, received only two bids. The City's Street Resurfacing 2014-2015
Project received three bids on July 22, 2015. It appears that contractors are very busy and may have been
hesitant to submit a bid for this project, which carries a tight timeline.
The tight timeline is a result of the need for the City's infrastructure upgrades to keep pace with the
SMART schedule. Upon opening bids, Public Works contacted SMART staff regarding their schedule
for dynamic testing. While SMART could not provide a specific date for their testing since their rail
system is under construction, they anticipate testing initiation between spring and summer 2016. The
contract documents for this project require completion within 120 working days. Should additional time
be needed due to unanticipated conditions encountered during construction, the duration could be
extended to 150 working days, or eight months. Assuming construction begins in October 2015, and
assuming favorable weather throughout the rainy season, construction may not be completed until May
2016, approximately the same time SMART will begin dynamic testing in San Rafael. Should SMART
begin dynamic testing prior to the City's completion of the RTSE project, traffic in the downtown area
may increase significantly.
For the foregoing reasons, staff recommends that the Council award this project to the bidder Ghilotti
Brothers, Inc. Time is of the essence due to the adverse impacts on traffic should the project lag behind
SMART's schedule. Moreover, the bid is likely closer to current construction costs than is apparent from
the engineer's estimate. Additionally, Public Works staff has reviewed the bid items and will be
discussing ways to reduce construction costs with the contractor. Regardless, supplemental traffic
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
mitigation funds are recommended to complete the construction. The referenced bid has been reviewed by
Public Works staff and found to be both responsive and responsible.
PUBLIC OUTREACH: Public Works staff has attended various meetings to inform the public about
the RTSE project, review its potential impacts on traffic during construction, and to provide updates on
SMART related construction activity in the downtown area. Meetings attended include:
• City Council meeting presentation on January 20, 2015;
• Federation of San Rafael Neighborhoods/North San Rafael Coalition of Residents meeting on
June 24, 2015;
• Bicycle and Pedestrian Advisory Committee (BPAC) on July 1, 2015;
• Economic Vitality Committee meeting on July 14, 2015; and
• Citizens Advisory Committee (CAC) meeting on August 6, 2015.
FISCAL IM.P'ACT: To date, $988,530.69 has been charged to this project for design, procurement of
traffic signal equipment, installation of communications conduit on Hetherton Street, document
reproduction, and oversight by a Native American monitor of the Federated Indians of Graton Rancheria
(FIGR) during environmental soil sampling.
The remaining project expenditures include construction by Ghilotti Brothers, Inc., Native American
monitoring by FIGR during construction, sampling and testing of construction materials, consultant
provided construction inspection services, PG&E construction for new services, and a recommended
contingency of approximately 15%. The total estimated project cost is $5,375,000.00. The following
tables summarize funding sources and expenses:
Funding Source
Amount
Note(s)
Federal Congestion Management and Air
OBAG Grant
$1,900,000
Quality (CMAQ) funds
........
Traffic Mitigation Funds, #246
........ ........ _. .... ........
__.. _ _ .....
$2,820,735
-��.............._ .............
�,.�.�. ��.. w... .....
Gas Tax Funds, #206
_........_.
�.......
$654, 65
...._.._ ......._...__...._..,
_._�-,..�,m
Total Available Funds
$5,375,000
_� ........ ..... ... �.... �....
Ex enses
Category -Eden Expense Code_ Amount Note(s)
Already Charged Expenses
.... _ _.
..............
_ ..—.. ......._ m_. ........................ .
Design -01 .....m._....
r
$384,967.52
................_..._............
Kimley-Horn and Associates, Inc.
....._..._.... _._.._...........
Native American monitoring during
Design -01$1,475.56
........
environmental clearance
............
Communication conduit installation on
Construction -02 ........ ......
.......... _....... $41,037.00
Hetherton by Ghilotti Brothers, Inc.
Construction 02
........_ ........ .........
$1,950.02
.......
Document reproduction
... ...........
Equipment Purchase -07 _............
.........._ $509,804.80
Econolite Control Products, Inc.
........ ............
Econolite Control Products, Inc.
Equipment Purchase -07 ... ...
_.. __._..... $49,295.79
(traffic signal equipment)
__.... ......... .........
RemainingExpenses
Construction -02
$3,449,545.00 Base bid contract amount
........
Construction -02
_..... _ _....._.
$499,924.31
_.
...... ......._............ _. _....
Construction contingency (Approx. 15%)
..............._
$75,000.00
Estimated PG&E engineering and
SAN RAFAEL CITY COUNCIL AGENDA
REPORT
/ Page: 5
Note(s)
Category -Eden Expense Code
Amount
Construction -02
construction fees for traffic signal services
Estimated miscellaneous construction
services (i.e., materials testing and Native
Construction -02
$30,000.00
American/archaeologist monitoring)
Estimated consultant construction
Construction -02
$250,000.00
inspection and design support cost
Estimated miscellaneous expenses (i.e.,
batteries, fiber equipment, server hardware,
permit fees, wireless communication
Equipment Purchase -07
$82,000.00
equipment, etc.)
Total Expenses
$5,375,000.00
OPTIONS:
1. Adopt the resolution awarding the contract to Ghilotti Brothers, Inc., the lowest responsive and
responsible bidder, in the amount of $3,449,545.00. If this option is chosen, construction will
commence as soon as possible.
2. Do not award the contract and direct staff to rebid the project. If this option is chosen, rebidding
will delay construction by approximately two months, not guarantee a lower bid is received, and
will result in increased traffic downtown near the SMART station should SMART begin
dynamic testing of the train before the City can install the necessary traffic signal upgrades.
Do not award the contract and direct staff to stop work on the project. This option will result in
the loss of rail coordination capabilities and may result in additional traffic impacts to the
downtown area once SMART service begins; it will also result in the loss of $1,900,000 in grant
funds.
ACTION REQUIRED: Adopt the resolution awarding the construction contract to Ghilotti Brothers,
Inc., in the amount of $3,449,545.00.
Enclosures: Resolution
Agreement
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AWARDING A CONTRACT FOR THE REGIONAL TRANSPORTATION SYSTEM
ENHANCEMENTS PROJECT, CITY PROJECT NO. 11237, TO GHILOTTI
BROTHERS, INC., IN THE AMOUNT OF $3,449,545.00.
WHEREAS, on the 27`h day of August, 2015, pursuant to due and legal notice published
in the manner provided by law, inviting sealed bids or proposals for the work hereinafter
mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of
the City Clerk of the City of San Rafael, California, the City Clerk of said City did publicly
open, examine, and declare all sealed bids or proposals for doing the following work in said City,
to wit:
"Regional Transportation System Enhancements Project"
City Project No. 11237
In accordance with the plans and specifications therefore on file in the office of said City Clerk;
and
WHEREAS, the bid of Ghilotti Brothers, Inc., at the unit prices stated in its bid was and
is the lowest and best bid for said work and said bidder is the lowest responsible bidder.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESOLVES as follows:
1. The bid of Ghilotti Brothers, Inc., is hereby accepted at said unit prices and that
the contract for said work and improvements is hereby awarded to Ghilotti
Brothers, Inc., at the unit prices mentioned in said bid.
2. The Acting Director of Public Works and the City Clerk of said City are
authorized and directed to execute a contract with Ghilotti Brothers, Inc., in a
form approved by the City Attorney, for said work and to return the bidder's bond
upon the execution of said contract.
3. Funds totaling $5,375,000 will be appropriated for City Project No. 11237, from
the following sources:
o $1,900,000: One Bay Area Grant (OBAG)
o $2,820,735: Traffic Mitigation Fund #246
o $ 654,265: Gas Tax Fund #206
4. The Acting Director of Public Works 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 Tuesday, the 81h day of September, 2015 by the following vote,
to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ESTHER C. BEIRNE, City Clerk
File No.: 18.01.76
City of San Rafael ♦ California
Form of Contract Agreement
For
Regional Transportation System Enhancements Project
City Project No. 11237
This Agreement is made and entered into this 8th day of September 2015 by and between the City of San Rafael
(hereinafter called City) and Ghilotti Brothers, Inc., (hereinafter called Contractor). Witnesseth, that the City and
the Contractor, for the considerations hereinafter named, agree as follows:
I - Scope of the Work
The Contractor hereby agrees to furnish all of the materials and all of the equipment and labor necessary, and to
perform all of the work described in the plans and specifications for the project entitled: Regional Transportation
System Enhancements Project, City Project No. 11237, all in accordance with the requirements and provisions of
the Contract Documents as defined in the General Conditions which are hereby made a part of this Agreement. The
liability insurance provided to City by Contractor under this contract shall be primary and excess of any other
insurance available to the City.
II- Time of Completion
(a) The work to be performed under this Contract shall be commenced within FIVE (5) WORKING DAYS
after the date of written notice by the City to the Contractor to proceed.
(b) All work shall be completed, including all punchlist work, within ONE HUNDRED TWENTY (120)
WORKING DAYS and with such extensions of time as are provided for in the General Provisions.
III - Liquidated Damages
It is agreed that, if all the work required by the contract is not finished or completed within the number of working
days as set forth in the contract, damage will be sustained by the City, and that it is and will be impracticable and
extremely difficult to ascertain and determine the actual damage which the City will sustain in the event of and by
reason of such delay; and it is therefore agreed that the Contractor will pay to the City, the sum of $1,900 for each
and every calendar day's delay in finishing the work in excess of the number of working days prescribed above; and
the Contractor agrees to pay said liquidated damages herein provided for, and further agrees that the City may
deduct the amount thereof from any moneys due or that may become due the Contractor under the contract.
IV - The Contract Sum
The City shall pay to the Contractor for the performance of the Contract the amounts determined for the total
number of each of the units of work in the following schedule completed at the unit price stated. The number of
units contained in this schedule is approximate only, and the final payment shall be made for the actual number of
units that are incorporated in or made necessary by the work covered by the Contract.
ITEM
DESCRIPTION
ESTIMATED
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
I.
Mobilization
1
LS
@
$103,000.00
$103,000.00
2'1
Signs and Traffic Control
1
LS
@
1 $330,000.00
=
$330,000.00
3.
Clearing and Grubbing
1
LS
@
$339,500.00
—
$339,500.00
4.
Aggregate Base (Class 2)
300
1 TON
@
$210.00
=
$63,000.00
ITEMT
DESCRIPTION
ESTIMATED
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
5.
Minor Concrete Minor Structures
a. T A Curb and Gutter
700
LF
@
$110.00
$77,000.00
b. Modified T)Te A Curb and Gutter
40
LF
@
$99.00
$3,960.00
C.
85E
LF
@
$95.00
=
$8,075.00
d. 6 -inch Thick PCC Driveway
520
SF
@
$35.00
=
$18,200.00
e. 4 -inch Thick PCC Sidewalk (Type A/B) -
Gray
10,000
SF
@
$17.00
=
$170,000.00
f. 4 -inch Thick PCC Sidewalk (Type A/B) —
Colored
1,600
SF
@
$15.00
$24,000.00
—_&-_4-inch
Thick PCC Stamped Sidewalk
80
SF
@
$33.00
$2,640.00
h. L -Retaining Curb
230
LF
@
$125.00
$28,750.00
i. 6" Tall Retaining Curb
100
LF
@
$45.00
$4,500.00
J. Curb Ramp —Case A/Modified A
22
EA
@
$5,000.00
=
$110,000.00
k. Curb Ram Case
3
EA
@
$3,200.00
=
$9,600.00
1. Curb Ramp — Case C/Modified C
3
EA
@
$3,900.00
=
$11,700.00
m. Curb Ramp Case F
2
EA
@
$3,100.00
$6,200.00
n. CiT A Storm Drain Manhole
2
EA
@
$7,000.00
$14,000.00
o. T e E Catch Basin
4
EA
@
$6,000.00
=
$24,000.00
P. Modified Type E Catch Basin
2
EA
@
$5,000.00
=
$10,000.00
q. Type GO Catch Basin
2
EA
@
$5,500.00
=
$11,000.00
r. Type G3 Catch Basin
I
EA
@
$5,500.00
=
$5,500.00
s. Re -deck Turning Structure (3`d/Netherton)
I
LS
@
$8,500.00
=
$8,500.00
t. Re -deck Catch Basin (3`d/Irwin)
I
LS
@
$4,500.00
$4,500.00
u. Reconstruct Catch Basin To (P/Lincoln)
I
LS
@
$4,000.00
$4,000.00
1
v. Cap Existing Catch Basin
2
EA
@
$1,800.00
=
$3,600.00
6.
of Mix Asphalt
440
TON
@
$600.00
=
$264,000.00
7.
Storm Drain Pipe
a. RCP (12" Class V)
270
LF
@
$530.00
$143,100.00
b. RCP (18" Class V)
65
LF
@
$580.00
$37,700.00
ITEM
DESCRIPTION
ESTIMATED
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
c. Sidewalk Underdrain (3" PVC)
1
LS
@
$800.00
=
$800.00
8.
Pedestrian Barricades
a. Install New Pedestrian Barricade
3
EA
@
$1,000.00
—
$3,000.00
b. Relocate Existing Pedestrian Barricade
2
EA
@
$700.00
=
$1,400.00
c. Remove and Reinstall (Surface Mount)
Existing Pedestrian Barricade
2
EA
@
$700.00
=
$1,400.00
9.
Adjust Existing Facilities to Grade
a. Adjust City SD Manhole Cover
4
EA
@
$900.00
—
$3,600.00
b. Adjust Sewer Cleanout Box and Cover
3
EA
@
$500.00
=
$1,500.00
c. Adjust SRSD Manhole Cover
1
EA
@
$900.00
=
$900.00
d. Adjust MMWD Gate Valve Cover
4
EA
@
$500.00
=
$2,000.00
10.
1 Electrical Systems
a. Traffic Signal Modifications:
2nd and Lincoln
1
LS
@
$14,000.00
=
$14,000.00
2nd and Tamal ais
1
LS
@
$9,000.00
=
$9,000.00
2nd and Hetherton
1
LS
@
$40,000.00
—
$40,000.00
2nd and Irwin
1
LS
@
$65,000.00
—
$65,000.00
3`d and Lincoln
1
LS
@
$43,000.00
—
$43,000.00
3`d and Tamal ais
1
LS
@
$55,000.00
=
$55,000.00
3`d and Hetherton
1
LS
@
$40,000.00
=
$40,000.00
3`d and Irwin
1
LS
@
$76,000.00
=
$76,000.00
4`h and Lincoln
1
LS
@
$32,000.00
—
$32,000.00
4'h and Irwin
1
LS
@
$45,000.00
=
$45,000.00
5'' and Lincoln
1
LS
@
$7,000.00
=
$7,000.00
5t' and Irwin
1
LS
@
$7,000.00
—
$7,000.00
Mission and Lincoln
1
LS
@
$7,500.00
=
$7,500.00
Mission and Hetherton
1
LS
@
$7,500.00
=
$7,500.00
Mission and Irwin
1
LS
@
$55,000.00
=
$55,000.00
ITEM
DESCRIPTION
ESTIMATED
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
b. Hetherton Street Lighting
I
LS
@
$41,000.00
_
$41,000.00
11.
1 Communications System
a. Install 3" Communications Conduit
8,000
LF
@
$40.00
_
$320,000.00
b. Install Fiber Splice Pull Box with
19
EA
@
$2,200.00
$41,800.00
Extension
c. Install No. 6 Pull Box with Extension
20
EA
@
$1,250.00
=
$25,000.00
d. Install Fiber Optic Cable (144 strand) in
$4.00
$48,000.00
New Conduit
12,000
LF
@
e. Install Fiber Optic Cable (48 strand) in
110
LF
@
$2.00
$220.00
New Conduit
f. Install Fiber Optic Cable (12 strand) in New
$1.50
$2,700.00
Conduit
1800
LF
@
g. Install Fiber Optic Cable ( 144 strand) in
$4.00
$4,400.00
Existing Conduit
1,100
LF
@
h. Install Fiber Optic Cable (48 strand) in
$2.00
$400.00
Existing Conduit
200
LF
@
i. Install Fiber Optic Cable (12 strand) in
$1.50
$1,500.00
Existing Conduit
1,000
LF
j. Install Fiber Optic Splice Closure
21
EA
@
$2,300.00
=
$48,300.00
k. Perform and Test Fiber Splices and
$70.00
$29,400.00
Terminations
420
EA
@
I. Install Fiber Termination Panels in Cabinets
22
EA
@
$400.00
$8,800.00
m. Install Fiber Optic Network Switches
22
EA
@
$16,000.00
$352,000.00
n. Install Signal Interconnect Cable in
4,500
LF
@
$2.00
$9,000.00
Existing Conduit
o. Install Punchdown Block in Cabinet
9
EA
@
$150.00
=
$1,350.00
p. Install Ethernet Extender in Cabinet
3
EA
$550.00
=
$1,650.00
12. 1
Variable Message Signs
4
EA
_@
@
$14,500.00
=
$58,000.00
13.
Roadside Signs
a. Relocate Existing Si (s) to New Post
15
EA
@
$350.00
=
$5,250.00
b. Remove and Reinstall Wayfinding Sign
2
EA
@
$1,200.00
=
$2,400.00
c. Relocate Existing Sign(s) to Existing
I
EA
(i�
$500.00
$500.00
Luminaire
ITEM
DESCRIPTION
ESTIMATED
QUANTITY
UNIT
UNIT PRICE
TOTAL PRICE
14.
Traffic Stripes and Pavement Markings
a. Pavement Markings
1,900
SF
@
$7.00
—
$13,300.00
b. Paint Curb Red
1,300
LF
@
$1.50
—
$1,950.00
15.
Landscape Improvements
a. Hetherton Street (3`d St to 4`h St)
1
LS
@
$70,000.00
$70,000.00
Im rovements
I
=
b. Irwin Street (2"d St to 3`d St) Restoration
1
LS
@
$5,000.00
GRAND TOTAL BID $3,449,545.00
V - Progress Payments
(a) On not later than the 6th day of every month the Public Works Department shall prepare and submit an
estimate covering the total quantities under each item of work that have been completed from the start of the
job up to and including the 25th day of the preceding month, and the value of the work so completed
determined in accordance with the schedule of unit prices for such items together with such supporting
evidence as may be required by the City and/or Contractor.
(b) As soon as possible after the preparation of the estimate, the City shall, after deducting previous payments
made, pay to the Contractor 95% of the amount of the estimate as approved by the Public Works Department.
(c) Final payment of all moneys due shall be made within 15 days after the expiration of 35 days following the
filing of the notice of completion and acceptance of the work by the Public Works Department.
(d) The Contractor may elect to receive 100% of payments due under the contract from time to time, without
retention of any portion of the payment by the public agency, by depositing securities of equivalent value with
the public agency in accordance with the provisions of Section 4590 of the Government Code. Such securities,
if deposited by the Contractor, shall be valued by the City's Finance Director, whose decision on valuation of
the securities shall be final.
VI - Acceptance and Final Payment
(a) Upon receipt of written notice that the work is ready for final inspection and acceptance, the Engineer shall
within 5 days make such inspection, and when he finds the work acceptable under the Contract and the
Contract fully performed, he will promptly issue a Notice of Completion, over his own signature, stating that
the work required by this Contract has been completed and is accepted by him under the terms and conditions
thereof, and the entire balance found to be due the Contractor, including the retained percentage, shall be paid
to the Contractor by the City within 15 days after the expiration of 35 days following the date of recordation of
said Notice of Completion.
(b) Before final payment is due the Contractor shall submit evidence satisfactory to the Engineer that all payrolls,
material bills, and other indebtedness connected with work have been paid, except that in case of disputed
indebtedness or liens the Contractor may submit in lieu of evidence of payment a surety bond satisfactory to
the City guaranteeing payment of all such disputed amounts when adjudicated in cases where such payment has
not already been guaranteed by surety bond.
(c) Contractor shall provide a "Defective Material and Workmanship Bond" for 50% of the Contract Price, before
the final payment will be made.
(d) The making and acceptance of the final payment shall constitute a waiver of all claims by the City, other than
those arising from any of the following: (1) unsettled liens; (2) faulty work appearing within 12 months after
final payment; (3) requirements of the specifications; or (4) manufacturers' guarantees. It shall also constitute
a waiver of all claims by the Contractor, except those previously made and still unsettled.
(e) If after the work has been substantially completed, full completion thereof is materially delayed through no
fault of the Contractor, and the Engineer so certifies, the City shall, upon certificate of the Engineer, and
without terminating the Contract, make payment of the balance due for that portion of the work fully completed
and accepted.
Such payment shall be made under the terms and conditions governing final payment, except that it shall not
constitute a waiver of claims.
IN WITNESS WHEREOF, City and Contractor have caused their authorized representatives to execute
this Agreement the day and year first written above.
ATTEST:
Esther C. Beirne
City Clerk
APPROVED AS TO FORM:
Robert F. Epstein
City Attorney
File No.: 18.01.76
CITY OF SAN RAFAEL:
Kevin McCowan
Acting Director of Public Works
GHILOTTI BROTHERS, INC.
By:
Printed Name:
Title:
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval
by the City Council. Save staff report (including this cover sheet) along
with all related attachments in the Team Drive (T:) 4 CITY COUNCIL
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda Item #3�
Date of Meeting: 9/8/2015
From: Kevin McGowan
Department: Public Works
Date: 9/2/2015
Topic: AWARD A CONTRACT FOR THE REGIONAL TRANSPROATION SYSTEM
ENHANCEMENT PROJECT
Subject: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AWARDING A CONTRACT FOR THE REGIONAL TRANSPORTATION SYSTEM
ENHANCEMENTS PROJECT, CITY PROJECT NO. 11237, TO GHILOTTI BROTHERS, INC., IN
THE AMOUNT OF $3,449,545.00.
Type: ® Resolution ❑ Ordinance
❑ Professional Services Agreement ❑ Other:
APPROVALS
❑ Finance Director
Remarks:
❑ City Attorney
Remarks:
❑ Author, review and accept City Attorney / Finance changes
Remarks:
❑ City Manager
Marin Independent Journal
4000 Civic Center Drive, Suite 301
San Rafael, CA 94903
415-382-7335
legals@madnij.com
2070419
SAN RAFAEL,CITY OF
Legal No. 0005539731
CITY OF SAN RAFAEL
CITYOFSANWAU-MARMAK
CITY CLERK, ROOM 209
Of W0013
NOTICEINYMNa PROPCSALSFOR
1400 FIFTH AVENUE, SAN RAFAEL,, CA 94901
PUBLICwoRxs
SAN RAFAEL, CA 94915-1560
iYatiae is hereby given that the city of Save Ra-
fael Department of Public works will receive
bids for furnishing all labor. materials. equip -
mens and services far
PROOF OF PUBLICATION
MWONAL7RANWOt:rATI0NSWUM
011ANCEMEM
(2015.5 C.C.P.)
FEDERALAMPRO CTNO..�CUL 5ons(036)
Project Description:
Thr¢ pm d consists of all associated worts do.
seribad in tattached plans. specifications
STATE OF CALIFORNIA
and the provisions of this document for the
modifim4on of existing traffic signal installa-
tions. traffic installations,
County of Marin
new signal new im-
derground conduit new conduit strapped to
existing culverts/br(dge structures, new curb
ramps, sidewalks, currbbss putters, storm drain-
improvements, hot tsndscap-
age mus asphalt,
ma, and striping modifications at various I=
tions in dawntownsan Rafael,
I am a citizen of the United States and a resident of the
Each bid shalt be In accordance with the plans
County aforesaid: I am over the age of eighteen years,
amnednts° nowc n file witother
tt1 ercontract
ity Clerrk Ciroty
and not a party to or interested in the above matter. I am
sRbeatltpntnmntmaybexemcu heDerrneof
the principal clerk of the printer of the MARIN
Public works.; 11MorphewStroel. Sao Rafael.
CA 944001: Public worts will not sal hard cap.
INDEPENDENT JOURNAL, a newspaper of general
ies of Me contract documents,
circulation, printed and published daily in the County of
Bidders shall obtain copies of the contract
Marin, and which newspaper has been adjudged a
documents by logging on to www.blueprintexp
ress4com/sanrafael or by calling BP%press
newspaper of general circulation by the Superior Court of
Reprographics at (SLD) 569-V" or e -marling Ri
chmondtIDbluepriresscom Cost of con-
the County of Marin, State of California, under date of
tract documents "hail be one Hundred Dollars
(SL00.og)per set, non-refundable. shipping and
FEBRUARY 7, 1955, CASE NUMBER 25566; that the
pendlingcostsareiver and method, on the delivery method. At the bldd-
notice, of which the annexed is a printed co set in a
P Py ( type
er's request and expease, the contract docu-
menu can be sent by overrrght mall. Bidders
not smaller than nonpareil), has been published in each
P
can supply their shl =aunt number to
expedite rocessinG. Iectronle contract doeu-
mentscPformatgc4nalso beordered for a
regular and entire issue of said newspaper and not in
nororofundablo fee of S40 per sot All bidders
any supplement thereof on the following dates, to -wit:
must purchase a complete set of contract
documents (hard copy or PDF format) from
BP%press Reprographics to be included ort the
7/3112015
planholders I'st and to receive addenda notifi-
catiorts k is the m5ponsibalfty of herein pto•
ispoetivit bidder to confirm Irs/lwr irm is en
Ow plau"der's Rrt fwtd at Moiress
R x aravihioa to mum ecelpt of my sub-
sequent aommuni atlons, including addenda
Partial sets of contract documents are not
available from the city.
Bidders are hereby notified that pursuant to
Section 1770 of the Labor Code of the State of
cglifornia, the CIN of San Rafael has aseerr
tinned the general prevailing rate of per diem
for legal holiday
wagon and rates and overtime
work in the locally where the work is to be
I certify (or declare) under the penalty of perjury that the
performed tar each craft or type of workmen
foregoing is true and correct.
or mechanics needed to execute the contract
which will be awarded the successful Bidder.
The prevaifmp rates so determined by the City
file City Clerk,
are on inthe office of the copies
ich available to any interested party
Dated this 3rd day of August, 2015,
on re ueste
Each bid sWI be made out on the forms In-
cluded In the contract documents and shag be
accompanied by cash, certified cheek, or bidd-
er's bond for ten percent (1696) of the amount
of bld, made payable to the ober of the City of
SanyRafael: shall be sealed and fifed with said
Sa
20% Son 14MC�alliifam 9% td on or belic"e
Thursday, Avorrst 27, =5 at 1140 am
The City reserves the ht to reject arty all
bids to Infomblity, in bid. The
I/ tGC�
or waive any a
a "Cl
Contractor shall have a "Class A' contractors
license in good standing registered in the
State of California at the time of award of con -
tract
Signature
No contractor air subcontractrx may be listed
on a bid proposal for a public works prosect
unless registered whh the Department of In-
dustrial Relations to ptla�from tin
PROOF OF PUBLICATION
175f(WwI� limited xce
requirement for bid Labor
purposes only under
Code sactloa 1771.1(a)].
No contractor or subcontractor rnav be award-
ru
ed a contract for public work on a public works
project unless registered with the Department
of industrial Relations pursuant to Labor Code
section 1725.3.
this project is subject to compliance rnonmor-
inpand enforcement by the Department of In-
dustrial Relations.
/s/ Esther C. eeirne
EMERC. BEIRNE
City Clerk
Dated: Jury 31.2015
NO. JULY 31.2Dts
CITY OF SAN RAFAEL - DEPARTMENT OF PUBLIC WORKS
NOTICE INVITING SEALED PROPOSALS FOR PUBLIC WORKS
Notice is hereby given that the City of San Rafael Department of Public Works will receive bids
for furnishing all labor, materials, equipment and services for
REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS
CITY PROJECT NO. 11237
FEDERAL -AID PROJECT NO. CML 5043 (036)
Project Description:
This project consists of all associated work described in the attached plans, specifications
and the provisions of this document for the modification of existing traffic signal
installations, new traffic signal installations, new underground conduit, new conduit
strapped to existing culverts/bridge structures, new curb ramps, sidewalks, curbs, gutters,
storm drainage improvements, hot mix asphalt, landscaping, and striping modifications at
various locations in downtown San Rafael.
Each bid shall be in accordance with the plans and specifications, and other contract documents,
now on file with the City Clerk, City Hall, San Rafael, California. Contract documents may be
examined at the Department of Public Works, 111 Morphew Street, San Rafael, CA 94901;
Public Works will not sell hard copies of the contract documents.
Bidders shall obtain copies of the contract documents by logging on to
or by calling BPXpress Reprographics at (510) 559-8299
or e -mailing i,:4w�ioi°)�] @ 11 [Cl Pt ill. Cost of contract documents shall be One
Hundred Dollars ($100.00) per set, non-refundable. Shipping and handling costs are extra and
prices range depending on the delivery method. At the bidder's request and expense, the contract
documents can be sent by overnight mail. Bidders can supply their shipper account number to
expedite processing. Electronic contract documents (PDF format) can also be ordered for a non-
refundable fee of $40 per set. All bidders must purchase a complete set of contract documents
(hard copy or PDF format) from BPXpress Reprographics to be included on the planholder's list
and to receive addenda notifications. It is the responsibility of each prospective bidder to
confirm his/her firm is on the planholder's list held at BPXpress Reprographics to ensure
receipt of any subsequent communications, including addenda. Partial sets of contract
documents are not available from the City.
Bidders are hereby notified that pursuant to Section 1770 of the Labor Code of the State of
California, the City of San Rafael has ascertained the general prevailing rate of per diem wages
and rates for legal holiday and overtime work in the locality where the work is to be performed
for each craft or type of workmen or mechanics needed to execute the contract which will be
awarded the successful Bidder. The prevailing rates so determined by the City are on file in the
office of the City Clerk, copies of which are available to any interested party on request.
Each bid shall be made out on the forms included in the contract documents and shall be
accompanied by cash, certified check, or bidder's bond for ten percent (10%) of the amount of
bid, made payable to the order of the City of San Rafael; shall be sealed and filed with said City
Clerk, 1400 Fifth Avenue, City Hall, Room 209, San Rafael, California 94901 on or before
Thursday, August 27, 2015 at 11:00 a.m.
The City reserves the right to reject any or all bids or to waive any informality in a bid. The
Contractor shall have a "Class A" contractor's license in good standing registered in the State
of California at the time of award of contract.
No contractor or subcontractor may be listed on a bid proposal for a public works project unless
registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5
[with limited exceptions from this requirement for bid purposes only under Labor Code section
1771.1(a)].
No contractor or subcontractor may be awarded a contract for public work on a public works
project unless registered with the Department of Industrial Relations pursuant to Labor Code
section 1725.5.
This project is subject to compliance monitoring and enforcement by the Department of
Industrial Relations.
ESTHER C. BEIRNE
City Clerk
Dated: July 31, 2015
CITY OF SAN RAFAEL - DEPARTMENT OF PUBLIC WORKS
NOTICE INVITING SEALED PROPOSALS FOR PUBLIC WORKS
Notice is hereby given that the City of San Rafael Department of Public Works will receive bids
for furnishing all labor, materials, equipment and services for
REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS
CITY PROJECT NO. 11237
FEDERAL -AID PROJECT NO. CML 5043 (036)
Project Description:
This project consists of all associated work described in the attached plans, specifications
and the provisions of this document for the modification of existing traffic signal
installations, new traffic signal installations, new underground conduit, new conduit
strapped to existing culverts/bridge structures, new curb ramps, sidewalks, curbs, gutters,
storm drainage improvements, hot mix asphalt, landscaping, and striping modifications at
various locations in downtown San Rafael.
Each bid shall be in accordance with the plans and specifications, and other contract documents,
now on file with the City Clerk, City Hall, San Rafael, California. Contract documents may be
examined at the Department of Public Works, 111 Morphew Street, San Rafael, CA 94901;
Public Works will not sell hard copies of the contract documents.
Bidders shall obtain copies of the contract documents by logging on to
or by calling BPXpress Reprographics at (510) 559-8299
or e-mailinwQ:7��:.G�t� .a Hr
g I�l�a 1. ll.'.�'.:... � ��u�,u. Cost of contract documents shall be One
Hundred Dollars ($100.00) per set, non-refundable. Shipping and handling costs are extra and
prices range depending on the delivery method. At the bidder's request and expense, the contract
documents can be sent by overnight mail. Bidders can supply their shipper account number to
expedite processing. Electronic contract documents (PDF format) can also be ordered for a non-
refundable fee of $40 per set. All bidders must purchase a complete set of contract documents
(hard copy or PDF format) from BPXpress Reprographics to be included on the planholder's list
and to receive addenda notifications. It is the responsibility of each prospective bidder to
confirm his/her firm is on the planholder's list held at BPXpress Reprographics to ensure
receipt of any subsequent communications, including addenda. Partial sets of contract
documents are not available from the City.
Bidders are hereby notified that pursuant to Section 1770 of the Labor Code of the State of
California, the City of San Rafael has ascertained the general prevailing rate of per diem wages
and rates for legal holiday and overtime work in the locality where the work is to be performed
for each craft or type of workmen or mechanics needed to execute the contract which will be
awarded the successful Bidder. The prevailing rates so determined by the City are on file in the
office of the City Clerk, copies of which are available to any interested party on request.
Each bid shall be made out on the forms included in the contract documents and shall be
accompanied by cash, certified check, or bidder's bond for ten percent (10%) of the amount of
bid, made payable to the order of the City of San Rafael; shall be sealed and filed with said City
Clerk, 1400 Fifth Avenue, City Hall, Room 209, San Rafael, California 94901 on or before
Thursday, August 27, 2015 at 11:00 a.m.
The City reserves the right to reject any or all bids or to waive any informality in a bid. The
Contractor shall have a "Class A" contractor's license in good standing registered in the State
of California at the time of award of contract.
No contractor or subcontractor may be listed on a bid proposal for a public works project unless
registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5
[with limited exceptions from this requirement for bid purposes only under Labor Code section
1771.1(a)].
No contractor or subcontractor may be awarded a contract for public work on a public works
project unless registered with the Department of Industrial Relations pursuant to Labor Code
section 1725.5.
This project is subject to compliance monitoring and enforcement by the Department of
Industrial Relations.
ESTHER C. BEIRNE
City Clerk
Dated: July 31, 2015