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HomeMy WebLinkAboutPW Woodland Ave Sidewalk ImprovementsAgenda Item No: Meeting Date: April 4, 2011 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: City Manager Approval: -M Public Works Director (KM) File No.: 18.10.16 SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR WOODLAND AVENUE SIDEWALK IMPROVEMENTS FOR LAUREL DELL ELEMENTARY SCHOOL, A SAFE PATHWAYS TO SCHOOL PROJECT, PROJECT NO. 11124, TO GHILOTTI BROTHERS, INC., IN THE AMOUNT OF $164,669.00 RECOMMENDATION: Staff recommends that the City Council adopt the resolution awarding the contract to Ghilotti Brothers, Inc. in the amount of $164,669.00. BACKGROUND: On February 19th, 2008 the City Council adopted Resolution No. 12431 which approved an agreement with the Transportation Authority of Marin (TAM) for the safe pathways project at Laurel Dell Elementary School otherwise known as the Woodland Avenue Sidewalk Improvements for Laurel Dell Elementary School. This project includes the installation of more than 1,000 feet of sidewalk and the installation of curb ramps along Woodland Avenue between Lovell Avenue and Lindaro Street. The engineer's estimate was $220,000. The following twelve bids were received: NAME OF BIDDER AMOUNT Ghilotti Brothers, Inc. $164,669.00 Ghilotti Construction, Inc. $192,401.50 Able General Engineering, Inc. $198,150.13 Rosa Brothers Construction $199,524.00 Team Ghilotti, Inc $209,732.00 Fieldstone Construction Co. $218,253.00 Kat Construction $228,293.50 California Contractors $237,057.14 Coast Construction $239,864.00 NorCal Concrete Inc. $251,568.00 Two of the twelve submitted bids we filled out incorrectly and were not accepted as a compliant bid. In addition, the low bidder made a mathematical error in their bid such that the unit prices were used to calculate their total. FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 This project which is funded through a Safe Routes to Schools Program (SR2S) utilizing Measure A funding addresses the installation of the sidewalk and ramps along this roadway. The existing crosswalks on Woodland Avenue do not meet current accessibility code requirements. Upgrading these crosswalks would require full reconstruction of the roadway and its drainage systems which would exceed the allocated budget. It is anticipated that the improvements to the roadway crosswalks and drainage systems in this area will be included in future Capital Improvement projects. ANALYSIS: The City has received a $250,000 allocation from Measure A through the Transportation Authority of Marin for this Safe Routes to School Project. The bid from Ghilotti Brothers, Inc. of $164,669.00 falls within the allocated project budget. A contingency greater than the normal 10% is recommended for this project based on the fact that there are many utilities within this roadway and that there exact location may conflict with the work. FISCAL IMPACT: To date, a total of $16,313.81 has been charged to this project for the project design. The remaining project costs include construction work to be performed by Ghilotti Brothers, Inc. a 15% construction contingency, and some plan and specification reproduction costs resulting in a remaining project cost of $233,686.19 and a total project cost of $250,000. The following table summarizes the costs which are associated with this project: Category -Eden Expense Code Amount Note(s) Already Charged Expenses Surveying $11,000.00 Phil Danskin & Associates Design 5,115.00 KimLey Horn Associates Printing Services 1,989.81 ARC Already Charged Expenses Subtotal $16,313.81 Remaining Expenses Construction $164,669.00 Base Bid Contract Amount 25,331.00 Contingency (approximately 15%) Construction Management 43,686.19 Remaining Ex enses SubTotal $233,686.19 Total Project Cost $250,000.00 We therefore request that the Council approve a total project cost of $250,000 from the following funding sources: Source Amount Note(s) Safe Routes to Schools Grant (SR2S) $250,000.00 Total Available Funds $250,000.00 OPTIONS: The Council can choose not to award the contract and direct Staff to rebid the project. If the project is rebid, loss of the SR2S funding is likely. ACTION REQUIRED: Adopt Resolution awarding contract to Ghilotti Brothers, Inc. in the amount of $164,669.00. Enclosures 1. Resolution 2. Agreement RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR THE WOODLAND AVENUE SIDEWALK IMPROVEMENTS FOR LAUREL DELL SCHOOL, A SAFE PATHWAYS TO SCHOOLS PROJECT, PROJECT NO. 11124, TO GHILOTTI BROTHERS, INC., IN THE AMOUNT OF $164,669.00 WHEREAS, on the 17th day of March, 2011, 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 Cleric of said City did publicly open, examine, and declare all sealed bids or proposals for doing the following work in said City, to wit: "Woodland Avenue Sidewalk Improvements for Laurel Dell School, a Safe Pathways to School Project" Project No. 11124 In accordance with the plans and specifications therefore on file in the office of said City Cleric; 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, BE IT RESOLVED by the Council of the City of San Rafael, that 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. IT IS FURTHER ORDERED AND RESOLVED that the Public Works Director and the City Cleric of said City be 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 bidders bond upon the execution of said contract. RESOLVED, FURTHER, that the Public Works Director is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City held on the 4t" day of April, 2011 by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ESTHER C. BEIRNE, City Clerk File No.: 18.10.16 City of San Rafael ♦ California Form of Contract Agreement for Woodland Avenue Sidewalk Improvements for Laurel Dell School, Project No:11124 This Agreement is made and entered into this 4th day of April, 2011 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 shown on the plans and described in the specifications for the project entitled: Woodland Avenue Sidewalk Improvements for Laurel Dell Elementary School, Project No. 11124, 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 with respect to any other insurance available to the City. II - Time of Completion (a) The work to be performed under this Contract shall be commenced within SEVEN (7) CALENDAR DAYS after the date of written notice by the City to the Contractor to proceed. (b) "Notice to Proceed" will signify the beginning of the work. (c) All work shall be completed within 30 WORKING DAYS for the base bid items, 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 within the number of calendar 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 $500 for each and every calendar day's delay in finishing the work in excess of the number of calendar 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. 1V - 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. Page 1 Item Description Quantity Unit Measure Unit Cost Total 1 Mobilization (Not to exceed 3% of the Base Bid) 1 LS 2,000 2,000.00 2 Signs and Traffic Control 1 LS 3,000 3,000.00 3 Clearing and Grubbing 1 LS 6,100 6,100.00 4 Excavation 115 CY 150 17,250.00 5 Minor Concrete - Minor Structures a. Type A Curb and Gutter 113 LF - 31 - 3,503.00 b. Type A Modified Curb and Gutter 161 LF 31 4,991.00 c. Curb and Gutter Transition 92 LF 30 2,760.00 d. 4 Inch Thick PCC Sidewalk 4269 SF 12 51,228.00 e. 6 Inch Thick PCC Sidewalk 524 SF 14 7,336.00 f. Curb Ramp - Case A 2 EA 1,200 2,400.00 g. Curb Ramp - Case C 1 EA 1,400 1,400.00 h. Curb Ramp - Case C Modified Downturn 1 EA 2,700 2,700.00 i. Curb Ramp - Case F 5 EA 900 4,500.00 j. Curb Ramp - Case G 3 EA 1,100 3,300.00 _ k. Curb Ramp - Case CM 2 EA 1,200 2,400.00 I. Cobblestone Hardscape 128 SF 35 4,480.00 6 Furnish and install ADA Truncated Domes on Existing Curb Ramps 68 SF 20 1,360.00 7 Furnish and Install Trench Drains with Grates 1 LS 12,000 12,000.00 8 Furnish and Install Sidewalk Underdrain 1 LS 1,000 1,000.00 9 Asphalt Concrete Full Depth AC section - 3/4" Max. Aggregate a. (10.5" thick) 112 Ton 170 - 19,040.00 Full Depth AC section - 1/2" Max. Aggregate (1.5" b. thick) 16 Ton 160 2,560.00 10 Wood Fence 24 LF 40 960.00_ 11 Furnish and Install Tree Root Guard 186 LF 16 2,976.00 12 Signs and Striping 1 LS 5,425 5,425.00 13 Pothole Existing PG&E utilities 1 LS - - Total Base Bid = 164,669.00 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 90% 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 Page 2 Government Code. Such securities, if deposited by the Contracor, 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) The 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 CITY OF SAN RAFAEL: Nader Mansourian Public Works Director CONTRACTOR: GHILOTTI BROS., INC. Page 3