The URL can be used to link to this page

Home My WebLink AboutPW Bungalow and Woodland Resurfacing Project____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: June 6, 2022 Disposition: Resolution 15078 Agenda Item No: 5.j Meeting Date: June 6, 2022 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, Director of Public Works City Manager Approval: __________ TOPIC: BUNGALOW AND WOODLAND RESURFACING PROJECT SUBJECT: RESOLUTION APPROVING THE RE-DESIGNED PLANS FOR THE LOWER BUNGALOW ROADWAY SECTION AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER TO THE CONSTRUCTION AGREEMENT FOR THE BUNGALOW AND WOODLAND RESURFACING PROJECT, CITY PROJECT NO. 11397, WITH GHILOTTI BROS., INC. IN THE AMOUNT OF $352,369, AND AUTHORIZING ADDITIONAL PROJECT CONTINGENCY FUNDS IN THE AMOUNT OF $47,631, FOR A TOTAL ADDITIONAL APPROPRIATED AMOUNT OF $400,000 RECOMMENDATION: Adopt the resolution approving the lower Bungalow re-design and authorizing the City Manager to execute a change order to the construction agreement with Ghilotti Bros., Inc. (GBI) for the Bungalow and Woodland Resurfacing Project in an additional amount of $352,369 and authorizing additional contingency of $47,631 for a total additional appropriated amount of $400,000. BACKGROUND: On September 13, 2021 the City Council awarded and authorized a contract with GBI to construct the City’s Bungalow Ave Rehabilitation Project, for the bid amount of $737,373.77, and authorized contingency funds for the project in the amount of $112,626, for a total appropriated project amount of $850,000. In November 2021, City staff issued the first contract change order CCO1 authorizing $50,000 in contingency funds to go towards additional work, including two new curb ramps on Woodland Ave and Bayview Street and storm drain improvements along both Woodland Ave and Bungalow Ave. After a month and a half of construction, residents in the neighborhood requested a site visit with City staff to discuss the overall scope of the project. This site visit took place in late November 2021, when City staff, GBI, residents, Mayor Kate, and Councilmember Hill walked the project together to discuss community needs. Requests from the public included expanding concrete repairs and modifying the lower section of Bungalow Ave from Woodland Ave to Picnic Ave. City staff was able to use a portion of the contingency funds to increase the limits of pavement repair. For areas outside the project budget, the city hired Precision Concrete Cutting to shave remaining offsets within the road that were over half an inch. In May 2022, City staff issued a second change order CCO2 authorizing an additional $40,000 in contingency funds to go towards project work requested by the community. The improvements SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 include: replacement of additional sections of damaged vehicular concrete, re-grading of the concrete road to improve drainage, and the installation of new curbs and concrete berms which would deter stormwater away from downhill driveways that have historically flooded. The City provided comments from the residents regarding the lower section of Bungalow Ave to the design consultant, BKF Engineers, who came up with an alternate design to include removal of steep gutters and widening of the roadway. This re-design of lower Bungalow Ave will allow more space for vehicles to pass each other while maintaining the sidewalk for pedestrians. ANALYSIS: The City had originally budgeted approximately $1.1 million for the construction of the Bungalow and Woodland Resurfacing Project. The construction bids received in September 2021 plus contingency were under the project budget of $850,000. After the community site visit, the paving of the lower section of Bungalow Ave was not performed under the original contract, so it could be re-designed. The City requested and received a change order cost proposal from GBI, in the amount of $352,369, to construct the lower Bungalow Ave as redesigned. City Staff has reviewed the cost proposal against recent bid pricing including the original contract prices and has found the prices fair and reasonable. City Staff recommends the City Council authorize the City Manager to execute the change order in the amount of $352,369, for a total amended contract amount of $1,179,743, and authorize additional project appropriations of $400,000. With adoption of this resolution, the amended total project appropriated amount will increase to $1,250,000. This project change will improve vehicular safety at the entrance to this neighborhood. PUBLIC OUTREACH: In addition to the noticing prior to construction, a site visit with the community was done in November 2021. Since the beginning of construction, City staff has been in consistent communication with members of the community by mail, e-mail, and phone to convey timelines, road closures, detours, and general construction updates. FISCAL IMPACT: Staff proposes to increase the construction appropriations for this project by $400,000 using Gas Tax funds (Fund #206). OPTIONS: 1. Adopt the resolution as presented. 2. Do not adopt the resolution and provide direction to staff. RECOMMENDED ACTION: Adopt the resolution approving the lower Bungalow Ave re-design and authorizing the City Manager to execute a change order to the construction agreement with Ghilotti Bros., Inc. (GBI) for the Bungalow and Woodland Resurfacing Project in an additional amount of $352,369 and authorizing additional contingency of $47,631 for a total additional appropriated amount of $400,000. ATTACHMENTS: 1. Resolution RESOLUTION NO. 15078 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING THE RE- DESIGNED PLANS FOR THE LOWER BUNGALOW ROADWAY SECTION AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER TO THE CONSTRUCTION AGREEMENT FOR THE BUNGALOW AND WOODLAND RESURFACING PROJECT, CITY PROJECT NO. 11397, WITH GHILOTTI BROS., INC. IN THE AMOUNT OF $352,369, AND AUTHORIZING ADDITIONAL PROJECT CONTINGENCY FUNDS IN THE AMOUNT OF $47,631, FOR A TOTAL ADDITIONAL APPROPRIATED AMOUNT OF $400,000 WHEREAS, the City Council adopted Resolution Number 14970 on September 13, 2021, authorizing and directing the City Manager to enter into a Construction Agreement with Ghilotti Bros., Inc. for the Bungalow and Woodland Resurfacing Project, City Project No. 11397, for the bid amount of $737,373.77; and WHEREAS, through Resolution Number 14970, the City Council also authorized contingency funds for the project in the amount of $112,626, for a total appropriated project amount of $850,000; and WHEREAS, through Change Orders CCO1 and CCO2 to the Construction Agreement with Ghilotti Bros., Inc., the City has expended $90,000 of the $112,626 project contingency funds on additional street repair work; and WHEREAS, based on community input, staff has recommended that the project for the lower section of Bungalow Ave. from Woodland Ave. to Picnic Ave. incorporate a re-design to include the removal of steep gutters and overall widening of the roadway; and WHEREAS, staff requested and received a change order proposal from Ghilotti Bros., Inc. in the amount of $352,369 to construct the re-designed lower section of Bungalow, for a total amended contract amount of $1,179,743; and WHEREAS, staff has recommended that the project budget be amended to add contingency funds in the amount of $47,631, for a total additional appropriated amount of $400,000; and WHEREAS, with adoption of this resolution to authorize an additional $400,000 in appropriations, the total appropriated project amount will increase to $1,250,000. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. The revised plans and specifications for the “Bungalow and Woodland Resurfacing Project”, City Project No. 11397, including the re-design of the lower section of Bungalow Ave. from Woodland Ave. to Picnic Ave. on file in the Department of Public Works, are hereby approved. 2. The City Manager is authorized to execute a change order to the Construction Agreement with Ghilotti Bros., Inc. in an amount of $352,369, for a total amended contract amount of $1,179,743, subject to final approval as to form by the City Attorney. 3. Additional funds for the project totaling $400,000, which includes the contract change order of $352,369 and additional contingency funds of $47,631, will be appropriated for City Project No. 11397, using $400,000 in Gas Tax funds (Fund #206). 4. The 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, 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 held on Monday, the 6th day of June 2022 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None LINDSAY LARA, City Clerk File No.: 16.01.252