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Home My WebLink AboutPW Freitas Las Gallinas ImprovementsSAN RAFAEL Agenda Item No: 4.i THE CITY WITH A MISSION Meeting Date: March 5, 2018 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, City Manager Approval: -I-~--"'--_ Director of Public Works File No.: 18.01.73 TOPIC: FREITAS/LAS GALLINAS AND FREITAS/LOS GAMOS INTERSECTION IMPROVEMENTS SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE CONSTRUCTION CONTRACT WITH GHILOTII BROS., INC. FOR THE MANUEL T. FREITAS PARKWAY/LAS GALLINAS AVENUE INTERSECTION IMPROVEMENTS PROJECT, AND THE FREITAS/LOS GAM OS INTERSECTION IMPROVEMENTS PROJECT, CITY PROJECT NO. 11171, TO EXPAND THE SCOPE OF WORK, AND INCREASING THE PROJECT BUDGET FOR THE ADDITIONAL WORK RECOMMENDATION: Adopt the resolution for the Freitas/ Las Gallinas Intersection Improvements Project, which includes improvements at the Freitas/Los Gamos Intersection. BACKGROUND: In February 2018, the City's construction contractor, Ghilotti Bros., Inc., completed work at the intersection of Freitas/Las Gallinas, including roadway widening, setting new bridge decks, resurfacing the intersection, and turning on the new traffic signal. Following completion of the work at Freitas/Las Gallinas, the contractor began construction of new wheelchair ramps at the intersection of Freitas/Los Gamos, which latter intersection includes minor resurfacing. The Freitas/Las Gallinas project design was finalized over two years ago . Since then, westbound Freitas between Los Gamos and Northgate has shown signs of deterioration, which can be partly attributed to the presence of soft, wet soils underlying the roadway given proximity to the drainage canal. Poor soil conditions coupled with a very wet winter in early 2017 have resulted in the asphalt pavement cracking sooner than expected, a situation not anticipated during the design phase of this project. Staff proposes to expand the construction scope of work and resurface this section of Freitas, shown in red in the figure below, thus taking advantage of the contractor already being mobilized. ANALYSIS: Incorporating the proposed asphalt resurfacing work will increase the total contract value up to $85,000 (based on the engineer's estimate), however this cost is significantly lower than a separate stand-alone resurfacing project would be if it were done at a later date. Performing the work at this time FOR CITY CLERK ONLY File No.: 4·1·695 Council Meeting: 3/05/2018 Disposition: Resolution 14475 SAN RAFAEL CITY COUNCIL AGENDA REPORT I Page: Z project. It is important to note that expanding the scope of work to include this additional resurfacing will not have significant time impacts on project completion as the asphalt work, with or without this additional resurfacing, will be completed within two days. FISCAL IMPACT: The engineer's estimate for the expanded resurfacing, which is based on the contractor's unit prices, is approximately $85,000. Staff proposes to use gas tax funds (#206) to cover the costs of additional resurfacing. OPTIONS: 1. Adopt the resolution as presented; 2. Reject the resolution as presented and direct staff to complete the project as originally scoped . ACTION REQUIRED: Staff recommends that the City Council: 1. Adopt the resolution authorizing an amendment of the Ghilotti contract in a form to be approved by the City Attorney, and authorizing $85,000 in additional construction funds ATTACHMENTS: 1. Resolution RESOLUTION NO. 14475 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE CONSTRUCTION CONTRACT WITH GHILOTTI BROS., INC. FOR THE MANUEL T. FREITAS PARKWAY/LAS GALLINAS AVENUE INTERSECTION IMPROVEMENTS PROJECT, AND THE FREITAS/LOS GAMOS INTERSECTION IMPROVEMENTS PROJECT, CITY PROJECT NO. 11171, TO EXPAND THE SCOPE OF WORK, AND INCREASING THE PROJECT BUDGET FOR THE ADDITIONAL WORK _______________________________________________________________________ WHEREAS, the City Council adopted Resolution number 14305 on April 3, 2017, authorizing the City Manager to enter into a Construction Agreement with Ghilotti Bros. Inc., for the construction of the Manuel T. Freitas Parkway/Las Gallinas Avenue Intersection Improvements Project, and the Freitas/Los Gamos Intersection Improvements Project, City Project No. 11171 (the “Project”); and WHEREAS, staff has recently identified the need for asphalt resurfacing work on westbound Freitas Parkway between Los Gamos Road and Northgate Drive, near to the Project; and WHEREAS, the City’s existing construction contract with Ghilotti Bros. Inc. for the Project includes minor street resurfacing at the intersection of Freitas Parkway/Los Gamos Road, and using this contractor to do the asphalt resurfacing nearby on westbound Freitas Parkway between Los Gamos Road and Northgate Drive would save the City money as the contractor is already mobilized in the area; and WHEREAS, staff recommends expanding the Project scope of work to include the additional asphalt resurfacing on westbound Freitas Parkway between Los Gamos Road and Northgate Drive, which will require additional funding of the Project, in an amount not-to- exceed $85,000.00; and WHEREAS, there are sufficient funds in the Gas Tax Fund (#246) for these additional Project expenses; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. The City Manager is hereby authorized to execute an amendment to the City’s contract for the Project with Ghilotti Bros., Inc, in a form to be approved by the City Attorney, to expand the scope of work to include asphalt resurfacing on westbound Freitas Parkway between Los Gamos Road and Northgate Drive. 2. The Project construction budget for the additional work is hereby increased in an amount not-to-exceed $85,000. 3. An additional $85,000 of available Gas Tax Funds (#246) will be appropriated for this project at this time. 4. The Director of Public Works is hereby authorized to take any and all other actions necessary to accomplish the purpose of this resolution. I, LINDSAY LARA, 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 on the 5th day of March 2018, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None _______________________________ LINDSAY LARA, City Clerk File No.: 18.01.73 [ DATE: TO: FROM: SUBJECT: " ' CITY OF SAN RAFAEL, CALIFO~J.A DEP ARTMENT OF PUBLIC WORKS MEMORANDUM ) March 19,2018 FILE NO. 18.01.73 Jim Schutz, City Manager Bill Guerin, Public Works Directo!' Freitas and Las Gallinas Intersection Improvement Project Contract Amendment On March 5, 2018, the City Council approved increasing the project budget for the Freitas and Las Gallinas Intersection Improvement Project by an amount not to exceed $85,000. As noted in the staff repmi, this budget increase will allow the resurfacing of westbound Freitas between Los Gamos and Northgate. Public Works previously negotiated the enclosed contract change order to include some of the asphalt work associated with this additional resurfacing as the intent was to include this work within the original project contingency. Due to changes in the field requiring additional effOlts, the budget increase became necessaly. The Council authorized the City Manager to sign an amendment in a form approved by the City Attorney. Lisa has approved the amendment for your signature, and which is in the form of a Public Works standard contract change order. Please sign and return to me at your earliest convenience. t , CITY OF SAN RAFAEL Depar~ment of Public Works CONTRACT CHANGE ORDER NO: 5 REV. NO: ---'--SUPPL. NO: " ------------------ PROJECT Freitas and Las Gallinas Intersection Improvements NO; 11171 TO Ghllottl Brothers, Inc.. . 526 Jacoby Street, San Rafael, CA 94901 SHeET OF _---=-1 __ You are hereby directed to malee the h!lreln described changes from the plans and specifications or do the following described worle not Included In the plans and specifications on this contract. ADJUSTMENT OF COMPENSATION AT CONTRACT UNIT PRICES (DECREASE) The Contractor shall remove from the contract the followlhg Items of worle: Item Descrlptioh Quantity Unit Item 6, Full Width Grind -99,120 SF Item 6A, Full Width Grind for Los Gamos Intersection Subtotal -2,680 SF Unit Price $0.60 $0.60 ADJUSTMENT OF COMPENSATION AT AGREED UPON UNIT PRICE (INCREASE) The Contractor shall furnIsh and Install or perform the followln{:l Items of worl<: It.em Description Quantity Unit Unit Price Additional Traffic Control and Lavout Bid Alternate Grind Remoblllzation DIgouts -Inside Freitas/Las Galllnas Overlay LImits DIgouls -OUlslde Frellas/Las Galllnas Overlav LImits Variable Depth Grinding Subtotal 1 1 140 260 100,394 LS $8,000.00 LS $5,000.00 TON $216.00 TON $215.00 SF $0 ,~6 Total Cost ($59,472 .00) ($1,608.00 ($61,080.00) Total Cost $8,000.00 $5,000.00 $30,100.00 $55,900.00 $95,374.30 $194,374.30 The estimated net Increase In contract worle under this change order Is $133,294.30 (-$61,080.00+$194,374.30). Four worlclng days Will be added to lhe contract to accomplish this extra worle Estimated Cost: Increase $ 133,294.30 Deorease $ Adjustment of Tlma NoAdj Deferred I 4 Add'i Daya I Less Days I subml!"d by: '. . ~:t!zt:,tJfJ. Hun!er YoUn9, S.nlor Civil Eng"ea, 0.1. Appr9val Recommended V. .,w6"t Kevin McGowan, Assl!!tant Public Works Dale A bYp:proval" :01!:::::!I:::: JI'j:t:_.L.~4~j~ '!:J~~;"cl~ ____________ ....!D::!!lr~e~cl~O~~/C~It~tY'..!:E:!.!nH!gpll!.!!ne!:!.!e!.Lr ~ L« Bill GUerin, Publlo Works Dlreotor Date 2/(p/tj 2-/1' '1 f ilCfiJf> We, Ihe undersigned conlraoldr, heve given oereful conslderaUon 10 Ihe change proposed and hereby egree, If Ihls proposel Is approved, Ihsl We will p'rovlde all ·equlpmenl. furnish ell malE!rlals, i!~ ~lI1mlt(se ba noled above, and perform all -se-rvlces necessary for Ihe work above specllled, end wlJlacceplsB fu!1 ~11~~r~ .lf9,Yii1ab~ _ ~ /~. I -A Accepted by: . ~ ..,;P7 ~---r-~ /" -Date ...... _~"¥-/.u i_4/"": 11. ...... l'L~ __ ~~ __ ~ I~ Contractor: GI11IolU Brothers,lno. Tille: ?AAtt>4' #11i~t( If Ihe Contractor does nol sign ecceplance of Ihls order, his ellen lion Is directed to the reqUirements of the speclRcaUons es to proceeding with Ihe ordered work and IIlIng a willian protest within the lime therein speclnad •. Laraine Gittens From: Sent: To: Cc: . Subject: Laraine Gittens Wednesday, March 21, 2018 2:44 PM Bill Guerin Christine Foster Ghilotti Bros Change Order No.5 Attachments: 03 2018 Checklist-JS-Contract Change Order No. 5-Freitas-Las Gallinas Intersection-Ghilotti.pdf Hi- Jim has signed change order #5 for the Ghilotti Bros. Freitas and Las Gallinas Intersection Improvements project (please see copy attached). I will put the originals in the interoffice mail to you unless you let me know otherwise. Thanks. Laraine Laraine K. Gittens Legal Assistant II Office of the City Attorney City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 Tel: (415) 485-3080 Fax: (415) 485-3109 email: laraine.gittens@cityofsanrafael.org CONFIDENTIALITY NOTICE: ~ECB\fEl)) MAR 2 2 2018 PUBLIC WORKS DEPL CITY OF SAN RAFAEl, This email and any attached files are CONFIDENTIAL and PRIVILEGED, intended only for the use of the individual or entity named as the reCipient. If you have received this email in error, please destroy it and notify the sender by reply to laraine .gittens@cityofsanrafael.org . Thank you. 1 t , , CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Hunter Young Extension: 3408 Contractor Name: Ghilotti Bros., Inc. Contractor's Contact: Debbie Patterson Contact's Email: Debbiep@ghllottibros.com o FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION DEPARTMENT 1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract.(in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward at least two originals of final agreement to contractor for their signature 4 Project Manager When necessary, * contractor-signed agreement agendized for Council approval ·PSA > $20,000; or Purchase> $35,000; or Public Works Contract> $125,000 Date of Council approval PRINT CONTINUE ROUTING PRO CESS W ITH HARD COPY 5 Project Manager Forward signed original agreements to City Attorney with printed. copy of this routing form 6 City Attorney Review and approve hard copy of signed agreement 7 City Attorney Review and approve insurance in PINS and, and bonds (for Public Works Contracts) 8 City Manager / Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager COMPLETED DATE Click here to enter a elate. 3/6/2018 3/6/2018 3/6/2018 0 N/A Or 3/5/2018 ~/ 11 J If(" :J/!q / I r J~U --rJ REVIEWER Check/Initial 0 181 HY 181 LAG 181 LAG 0 181 HY 0 /Jt ~ ~ \- Staff Report Author: Kevin McGowan Date of Meeting: 03/05/2018 Department: Public Works Topic: FREITAS/LAS GALLINAS AND FREITAS/LOS GAMOS INTERSECTION IMPROVEMENTS Subject: A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN RAFAEL INCREASING THE PROJECT BUDGET AND AUTHORIZING $85,000 IN ADDITIONAL CONSTRUCTION FUNDS FOR THE FREITAS AND LAS GALLINAS INTERSECTION IMPROVEMENTS PROJECT, AND THE FREITAS AND LOS GAMOS INTERSECTION IMPROVEMENTS PROJECT Type: (check all that apply) ☒ Consent Calendar ☐ Public Hearing ☐ Discussion Item ☒ Resolution ☐ Ordinance ☐ Professional Services Agreement ☐ Informational Report *If PSA, City Attorney approval is required prior to start of staff report approval process Was agenda item publicly noticed? ☐ Yes ☐No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ Due Date Responsibility Description Completed Date Initial / Comment DEPARTMENT REVIEW FRIDAY noon Director Director approves staff report is ready for ACM, City Attorney & Finance review. 2/21/2018 ☐ BG CONTENT REVIEW MONDAY morning Assistant City Manager City Attorney Finance ACM, City Attorney & Finance will review items, make edits using track changes and ask questions using comments. Items will be returned to the author by end of day Wednesday. Click here to enter a date. 2/22/2018 ☐ ☒ LG ☐ DEPARTMENT REVISIONS WEDNESDAY noon Author Author revises the report based on comments receives and produces a final version (all track changes and comments removed) by Friday at noon. Click here to enter a date. ☐ ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL MONDAY morning Assistant City Manager ACM, City Attorney & Finance will check to see Click here to enter a date. ☐ City Attorney Finance their comments were adequately addressed and sign-off for the City Manager to conduct the final review. Click here to enter a date. Click here to enter a date. ☐ ☐ TUES noon City Manager Final review and approval Click here to enter a date. ☐