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HomeMy WebLinkAboutPW 1309 Fifth Ave. DemolitionAgenda Item No: 3. 1 Meeting Date: May 18, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works G ,; Prepared by: 6/1 City Manager Approva1d)fi�e � Acting Director of Public Works File No.: 06.01.226 SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR THE 1309 FIFTH AVENUE DEMOLITION AND PARKING LOT PROJECT, CITY PROJECT NO. 11258, TO TEAM GHILOTTI, INC., IN THE AMOUNT OF $169,690.00 (BID OPENING HELD ON TUESDAY, APRIL 30, 2015). RECOMMENDATION: Staff recommends that the City Council adopt the resolution awarding the contract to Team Ghilotti, Inc., in the amount of $169,690.00 for the base bid. BACKGROUND: The City recently purchased the private residence at 1309 Fifth Avenue with the intention to develop the property with a City facility. This project involves the removal of the existing single family residence and detached garage, removal of all the contents of the residence, grading the area and installing a temporary parking lot to be utilized by City vehicles until a final determination for the property is made. The Public Works Department will work closely with the adjacent City services regarding the construction improvements to minimize disruptions to the public services provided near the facility — Fire Station #51, Economic Development (Blue House), Parking Services, City Hall and the Police Department. This project has been determined to have no significant effect on the environment and is therefore categorically exempt from environmental documents. A Notice of Exemption was filed at the Marin County Clerk's Office. On April 10, 2015, the City's Public Works Department initiated the formal bidding process for the project. The project was advertised in accordance with San Rafael's Municipal Code and policies on April 10, 2015, and sealed bids were publicly opened and read aloud on April 30, 2015, at 2:00 PM. The base bid was used for comparison of prices and award of the contract. The engineer's estimate was $250,000.00 for the base bid work. The following four bids were received: FOR CITY CLERK ONLY File No.: 4-- / -- &%-f Council Meeting: �1/3l�aib Disposition: &�S2407-(®rV /39..6' SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 NAME OF BIDDER AMOUNT Team Ghilotti, Inc. $169,690.00 JS Company, Inc. $208,411.00 Maggiora & Ghilotti, Inc. $209,209.00 CF Contracting, Inc. $241,850.00 ANALYSIS: The referenced bids have been reviewed by Public Works staff and found to be both responsive and responsible. The low base bid from Team Ghilotti, Inc., in the amount of $169,690.00 falls within the allocated project budget. FISCAL IMPACT: To date, a total of $34,471.16 has been charged to this project for design services, asbestos abatement and bid document reproduction. The remaining project expenditures include the construction to be performed by Team Ghilotti, Inc., a recommended contingency of approximately 15%, and construction management costs, bringing the total project budget to $255,000.00. The following tables summarize the revenue and expenses associated with this project: FUNDING SOURCE Project Funding Sources Amount Capital Projects Fund (#401) $450,000 Total Available Funds $450,000 EXPENSES Category -Eden Expense Code Amount Notes Already Charged Expenses Construction $19,247.00 Pre -Demolition Abatement Design $11,853.96 Park Engineering Supplies and Services $2,520.20 Pre -Demolition Sampling (J Stanley Consultin ) Supplies and Services $850.00 Estimated cost for document reproduction Already Charged Expenses Subtotal $34,471.16 Remaining Expenses Construction -02 $169,690.00 Base bid contract amount — City portion Construction -02 $26,838.84 Contingency 15% Construction Management -03 $24,000.00 Estimated (Park Engineering) Remaining Expenses Subtotal 1 $220,528.84 Total Project Cost 1 $255,000.00 Staff is requesting that the Council appropriate funds in a total amount of $255,000.00 from the Capital Projects Fund (#401) for this project. As a requirement of the project, the contractor is to complete the demolition of the residence and construction of the new parking lot within 35 working days. This project will be minimally disruptive to adjacent City service facilities and their employees. Limited lane closures are anticipated and only a brief closure of the sidewalk will be necessary to reconstruct the driveway. OPTIONS: 1. Adopt the resolution awarding the contract to Team Ghilotti, Inc., the lowest responsive and responsible bid, in the amount of $169,690.00. 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. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 3. Do not award the contract and direct staff to stop working on this project. If this option is chosen, the property will continue to deteriorate, potentially attract homeless (as it has done already) and lead to a more costly bid in the future. ACTION REQUIRED: Adopt the resolution awarding contract to Team Ghilotti, Inc., for the bid amount of $169,690.00 and authorize a construction contingency of $26,838.84 to support the project. Enclosures 1. Resolution 2. Agreement RESOLUTION NO. 13925 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR THE 1309 FIFTH AVENUE DEMOLITION AND PARKING LOT PROJECT, CITY PROJECT NO. 11258, TO TEAM GHILOTTI, INC., IN THE AMOUNT OF $169,690.00 (BID OPENING HELD ON THURSDAY, APRIL 30, 2015). WHEREAS, on the 30th day of April, 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: "1309 Fifth Avenue Demolition and Parking Lot Project" City Project No. 11258 in accordance with the plans and specifications therefore on file in the office of said City Clerk; and WHEREAS, the bid of Team Ghilotti, Inc., in the amount of $169,690.00 at the unit prices stated, was and is the lowest and best bid for said work and said bidder is the lowest responsible bidder; and WHEREAS, funds in the sum of $255,000.00 are available in the Capital Projects Fund (#401) to fiord the contract with Team Ghilotti, Inc., and other tasks required for City Project No. 11258; and WHEREAS, there are sufficient funds in the Capital Projects Fund (#401) to support this contract. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. The bid of Team Ghilotti, Inc., is hereby accepted at said unit prices and that the contract for said work and improvements is hereby awarded to Team Ghilotti, 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 Team Ghilotti, 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 $255,000.00 are available in Capital Projects Fund (#401) and will be appropriated for City Project No. 11258. 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 Monday, the 18`h day of May, 2015 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk File No.: 06.01.226 City of San Rafael ♦ California Form of Contract Agreement for Informal Bids for 13095 th Ave Demolition and Parking Lot Project City Project No. 11258 This Agreement is made and entered into this lb-mday of , 2015 by and between the City of San Rafael (hereinafter called City) and Team Ghilotti, 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 specifications for the project entitled: 1309 51h Ave Demolition and Parking Lot Project, City Project No. 11258, 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 Contractor further agrees to provide the insurance as specified in the Insurance Requirements Sheet attached hereto as Attachment A. The required additional insured coverage for City under Contractor's liability insurance policy shall be primary with respect to any insurance or coverage maintained by City and shall not call upon City's insurance or self-insurance for any contribution. 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 THIRTY-FIVE (35) WORKING DAYS and with such extensions of time as are provided for in the General Conditions. III - Liquidated Damages It is agreed that, if all the work required by the contract is not finished or completed by the date 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 working 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. NO. ITEM QUANTITY UNITS UNIT PRICE TOTAL PRICE 1. Mobilization 1 LS @ $ 19,429.00 $ 19,429.00 2. Demolition 1 LS @ $55,000.00$55,000.00 ... ............�.... I............... 3. Site Grading1 LS @25,,356.00-- ..... $ 25,356.00........ $ 4. Minor Concrete 1 LS @ $ 8,600.00 $ 8,600.00 5. Drainage System 1 LS @ $ 17,100 00 $ 17,100.00 6. Class 2 Aggregate Base 240 Ton @ $ 55.00 — $ 13,200.00 7. Hot Mix Asphalt 150 Ton @ $ 152.00$22,800.00 22,800.00 ......._.............................................................................._........_.. 8, Pavement Delineation & Si s 1 LS @ .. $ 1 275.00 _... $ $ 1,275.00 9. Fencing & Gate 1 LS @ $ 6,930.00 $ 6,930.00 TOTAL BASE BID $169,690.00 V - Progress Payments (a) On no 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) 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 five (5) working days make such inspection. (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) 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 twelve (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. (d) 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: /�W- Esther C. Beirne . City Clerk i% . 4,Ulzu-c APPROVED AS TO FORM: Rob Epstein City Attorney CITY OF SAN RAFAEL: Kevin McGowan Acting Public Works Director CONTRACTOR: Aeamhilotti, Inc. Q�obert E . �2 Vice nt -T-te a rn E, h i I v+h, I n Seven \6. fnQCX SeCr2-�-Q,r� CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT CIVIL CODE § 1189 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California ) County of SbnOrnc ) On maw, ak, RDis before me, 3-ennAr -9- G)t,lo %i . N3oAaL3 Qu�b►ic Date Here Insert Name and Title of the Officer personally appeared Q r`10-ck CLna `Rh.ber-r Lee. Name(s) of Signer(s) who proved to me on the basis of satisfactory evidence to be the person s) whose name(s) ' re° subscribed to the within instrument and acknowledged to me that h ey executed the same in hie+fher/ ei uthorized capacity(ies), and that by-hisfher heir signatures) on t e instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. *MaJEUMIFER L. GHIH.OTni SignatureJr Commltsion # 1948729 Sig a re of No;ae Public LIS Mobxlr public - Cwftwo sononw County Com. 1, 2015 Place Notary Seal Above OPTIONAL Though this section is optional, completing this information can deter alteration of the document or fraudulent reattachment of this form to an unintended document. Description of Attached Document Title or Type of Document: Number of Pages: Document Date: Signer(s) Other Than Named Above: Capacity(les) Claimed by Signer(s) Signer's Name: ❑ Corporate Officer — Title(s): ❑ Partner — ❑ Limited ❑ General ❑ Individual ❑ Attorney in Fact ❑ Trustee ❑ Guardian or Conservator ❑ Other: Signer Is Representing: Signer's Name: [.1 Corporate Officer — Title(s): :: ➢ Partner — 4._1 Limited 11 General C' I Individual 1:;_1 Attorney in Fact I Trustee L:_li Guardian or Conservator u: i Other: Signer Is Representing: 02014 National Notary Association • www.NationaiNotary.org - 1 -800 -US NOTARY (1-800-876-6827) Item #5907 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. SRRA / SRCC AGENDA ITEM NO. 3,1 DATE OF MEETING: May 18, 2015 FROM: Leslie Blomquist DEPARTMENT: Public Works DATE: May 6, 2015 TITLE OF DOCUMENT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR THE 1309 FIFTH AVENUE DEMOLITION AND PARKING LOT PROJECT, CITY PROJECT NO. 11258, TO TEAM GHILOTTI, INC., IN THE AMOUNT OF $169,690.00 (SID OPENING HELD ON THURSDAY, APRIL 30, 2015). Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: r)-1 o,"t-J—�e City Mal nager (signature) NOT APPROVED APPROVED AS TO FORM: City Attorney (signature) File No.: 06.01.226 City of San Rafael ♦ California Form of Contract Agreement for Informal Bids for 13095 th Ave Demolition and Parking Lot Project City Project No. 11258 This Agreement is made and entered into this —day of , 2015 by and between the City of San Rafael (hereinafter called City) and Team Ghilotti, 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 specifications for the project entitled: 1309 5"' Ave Demolition and Parking Lot Project, City Project No. 11258, 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 Contractor further agrees to provide the insurance as specified in the Insurance Requirements Sheet attached hereto as Attachment A. The required additional insured coverage for City under Contractor's liability insurance policy shall be primary with respect to any insurance or coverage maintained by City and shall not call upon City's insurance or self-insurance for any contribution. 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 THIRTY-FIVE (35) WORKING DAYS and with such extensions of time as are provided for in the General Conditions. III - Liquidated Damages It is agreed that, if all the work required by the contract is not finished or completed by the date 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 working 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. NO. ITEM QUANTITY UNITS UNIT PRICE TOTAL PRICE 1. Mobilization 1 LS @ $ 19,429.00 = $ 19,429.00 2. Demolition 1 LS @ $ 55,000.00 = $-55,000.0011- 55,000.003. 3. Site Grading 1 LS @ $ 25,356.00 = $ 25,356.00 4. Minor Concrete 1 LS @ $ 8,600.00 = $ 8,600.00 5. Drainage System 1 LS @$ 17,100.00 = $ 17,100.00 6. Class 2 Aggregate Base 240 Ton @ $ 55.00 = $ 13,200.00 -------------- 7. Hot Mix Asphalt 150 Ton @ $ 152.00 = $ 22,800.00 8. Pavement Delineation & Signs 1 LS @ $ 1,275.00 = $ 1,275.00 9. Fencing & Gate 1 LS @ $ 6,930.00 = $ 6,930.00 TOTAL BASE BID $169,690.00 V - Progress Payments (a) On no 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) 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 five (5) working days make such inspection. (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) 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 twelve (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. (d) 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: Rob Epstein City Attorney CITY OF SAN RAFAEL: Kevin McGowan Acting Public Works Director CONTRACTOR: Team Ghilotti, Inc.