AWARD CONSTRUCTION CONTRACT FOR NAVE DRIVE MULTI USE PATH (MUP) AND ADOPT A RESOLUTION AMENDING CIP BUDGET

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STAFF REPORT MEETING DATE: June 9, 2015 TO: City Council FROM: Petr Skala, Engineer II PRESENTER: Russ Thompson, Public Works Director 922 Machin Avenue Novato, CA 94945 (415) 899-8900 FAX (415)

1 STAFF REPORT MEETING DATE: June 9, 2015 TO: City Council FROM: Petr Skala, Engineer II PRESENTER: Russ Thompson, Public Works Director 922 Machin Avenue Novato, CA (415) FAX (415) SUBJECT: AWARD CONSTRUCTION CONTRACT FOR NAVE DRIVE MULTI USE PATH (MUP) AND ADOPT A RESOLUTION AMENDING CIP BUDGET REQUEST Consider 1.) Awarding the construction contract for Nave Drive Multi Use Path, CIP Project No for the base bid plus additive alternate bid item 2A (Substitute Wooden Split-Rail Fence) in the total amount of $617, to Maggiora & Ghilotti, Inc. as the lowest responsible bidder submitting the lowest responsive bid and 2.) Adopting a resolution amending the CIP Budget in the amount of $222,370 for the Nave Drive Multi Use Path, CIP Project No RECOMMENDATION Award construction contract and adopt resolution. DISCUSSION This proposed project will construct a 1,590 lineal feet class I multi-use path along Nave Drive between Main Gate Road and Bolling Drive and a new left turn pocket in southbound Nave Drive. The work to be done includes construction of a retaining wall, pathway lighting, bioretention facility, wooden split-rail fence between the path and street, upgrade to shoulder parking, removal and construction of concrete curb, gutter and sidewalk, removal and replacement of (9) trees, hot mix asphalt road widening, roadway signs installation and pavement striping and markings as shown on the Nave Drive Multi Use Path, CIP project No plans. On April 14, 2015 City Council authorized the advertising for construction bids and staff subsequently advertised the project for public bids. A public bid opening was held on May 19, 2015 and a total of three (3) bids were received. After examination of the same, Maggiora & Ghilotti, Inc. was determined to be the lowest responsible bidder, with a bid amount of $573, The low bid is higher than the engineer s estimate of $486, Received bids are summarized below: cc15_

2 1 2 3 BIDDER Maggiora & Ghilotti, Inc. Team Ghilotti, Inc. W.R. Forde Associates LOCATION BASE BID ($) ALT - 1A ($) ALT - 2A ($) RECOMMENDED AWARD (BASE BID + ALT-2A) San Rafael, CA 573, , , $617, Petaluma, CA 601, , , Richmond, CA 654, , , The attached Bid Abstract shows the bid details. Two alternate bid items were considered for this project. Alternate Bid Item 1A Substitute Solar LED Lighting consists of substituting solar powered luminaires in lieu of the electrically powered luminaires. After a detailed evaluation it was determined that substituting the proposed solar powered LED luminaires for the specified base bid lighting would not be cost effective. Alternate Bid Item 2A Substitute Wooden Split-Rail Fence consists of substituting wooden split rail fencing in lieu of the Landscape Berms. Staff is recommending inclusion of the alternate bid item 2A in the contract. Additional cost for wooden split-rail fence will be offset by eliminating future maintenance needs including the cost of irrigation. The low bidder was determined by the base bid only and not the base bid with Alternates. Staff reviewed the received bids and although the low bid exceeds the engineer s estimate, does not find the low bid to be unreasonably high, and is of the opinion that rebidding the project would not yield a lower bid. Due to the time limit on use of the BAAQMD Grant funds, and the potential cost and uncertainty of rebidding, staff recommends that the City Council allocate additional local funds to the project and award the construction contract to Maggiora & Ghilotti Inc. ENVIRONMENTAL ASSESSMENT This project has been determined to be Categorically Exempt from CEQA as detailed in the staff report presented at the April 14, 2015 City Council meeting. FISCAL IMPACT The Nave Drive Multi Use Path (CIP Project No ) is funded by BAAQMD Grant funds (283), and Gas Tax (272) funds. This project is included in the City of Novato Adopted Capital Improvement Program Budget for 2014/2015. There are insufficient funds in the Construction (430) account to award a contract based on the low bid, inclusive of the alternate bid item 2A and allowing for the standard 10% contingency allowance. Current accounting shows that the Project Development (410) account is $12,000 underfunded, compared with expended funds. cc15_

3 Adoption of a budget resolution is required to cover the Project Development (410) increase and the anticipated Construction (430) cost based on low bid and allowing for 10% contingency. There are no available supplemental funds from the granting agency, and without transferring already allocated local funds designated for pavement rehabilitation there are limited gap fund sources. Staff is proposing an allocation of General Fund (101) in the total amount of $222,370 to fill the funding gap. The specific allocations are as follows. 1. Allocate General Fund (101) in the amount of $12,000 to Project Development (410) account of CIP Project No , Nave Drive Multi-Use Path and 2. Allocate General Fund (101) in the amount of $210,370 to Construction (430) account of CIP Project No , Nave Drive Multi-Use Path. ALTERNATIVES 1. Take no action at this time; direct staff as to action requested. 2. Award base bid only. 3. Award base bid plus Alternate Bid Item 1A Substitute Solar LED Lighting. 4. Award base bid plus Alternate Bid Item 2A Substitute Wooden Split-Rail Fence. 5. Award base bid plus Alternate Bid Item 1A and Alternate Bid Item 2A. ATTACHMENTS 1. Bid Abstract 2. Resolution 3. Vicinity Map 4. CIP Budget Excerpt cc15_

4 CITY OF NOVATO ABSTRACT OF BIDS AND AWARD OF CONTRACT PROJECT NAME : Nave Drive Multi Use Path (MUP) BID NO. : PROJECT NO. : CIP DATE : 19-May-2015 BID OPENING : 2:00 pm BIDDERS Engineer's Estimate Maggiora & Ghilotti, Inc Team Ghilotti, Inc W.R. Forde Associates Item TOTAL BID $486, $573, $601, $654, No. DESCRIPTION Unit Qty Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount 1 Temporary Water Pollution Control ( ) LS 1 $ 5, $ 5, $ 1, $ 1, $ 2, $ 2, $ 10, $ 10, Removal of Existing Portland Cement Concrete "LF" ( ) LF 690 $ 6.00 $ 4, $ 7.50 $ 5, $ $ 6, $ $ 6, Removal of Existing Portland Cement Concrete "SF" ( ) SF 600 $ 5.00 $ 3, $ 4.75 $ 2, $ 2.00 $ 1, $ 8.00 $ 4, Removal of Existing Asphalt Concrete ( ) SF 2,200 $ 4.00 $ 8, $ 2.25 $ 4, $ 2.00 $ 4, $ 2.00 $ 4, Temporary Removal and Replacement of Bus Shelter ( ) LS 1 $ 2, $ 2, $ 3, $ 3, $ 5, $ 5, $ 6, $ 6, Removal of Existing Pavement Markings and Striping ( ) LS 1 $ 1, $ 1, $ $ $ $ $ $ Construction Area Signs ( ) LS 1 $ 1, $ 1, $ 1, $ 1, $ 2, $ 2, $ 4, $ 4, Maintaining Traffic ( ) LS 1 $ 5, $ 5, $ 3, $ 3, $ 1, $ 1, $ 15, $ 15, Traffic Control System for Lane Closure ( ) LS 1 $ 10, $ 10, $ 2, $ 2, $ 2, $ 2, $ 25, $ 25, Clearing and Grubbing ( ) LS 1 $ 15, $ 15, $ 14, $ 14, $ 25, $ 25, $ 30, $ 30, Tree Removal ( ) EACH 9 $ $ 7, $ $ 4, $ $ 5, $ $ 4, Tree Stump Removal ( ) EACH 1 $ $ $ $ $ $ $ $ Common Excavation (Cut and Fill) ( ) CY 500 $ $ 10, $ $ 42, $ $ 50, $ $ 32, Landscape - Berm ( ) LF 955 $ $ 14, $ $ 11, $ $ 19, $ $ 14, Final Stabilization - Hydroseeding ( ) LS 1 $ 5, $ 5, $ 2, $ 2, $ 2, $ 2, $ 2, $ 2, Class 2 Aggregate Base ( ) TON 530 $ $ 31, $ $ 31, $ $ 59, $ $ 18, Class 2 Aggregate Base - Shoulder Parking ( ) TON 60 $ $ 3, $ $ 9, $ $ 12, $ $ 2, Concrete Sidewalk ( ) SF 332 $ $ 5, $ $ 4, $ $ 3, $ $ 3, Type "A" Curb ( ) LF 41 $ $ 2, $ $ 2, $ $ 1, $ $ 1, Type "E" Curb ( ) LF 555 $ $ 30, $ $ 16, $ $ 13, $ $ 19, Concrete Driveway Approach ( ) SF 360 $ $ 7, $ $ 5, $ $ 9, $ $ 5, Concrete Bus Pad ( ) SF 106 $ $ 2, $ $ 7, $ $ 5, $ $ 2, Remove and Construct Concrete Stairs ( ) LS 1 $ 7, $ 7, $ 5, $ 5, $ 9, $ 9, $ 11, $ 11, Structural Excavation (Retaining Wall) ( ) CY 230 $ $ 8, $ $ 31, $ $ 14, $ $ 14, Structural Concrete (Retaining Wall - Footing) ( ) CY 30 $ $ 19, $ 1, $ 30, $ $ 20, $ 1, $ 30, Page 41 of 2

5 CITY OF NOVATO ABSTRACT OF BIDS AND AWARD OF CONTRACT PROJECT NAME : Nave Drive Multi Use Path (MUP) BID NO. : PROJECT NO. : CIP DATE : 19-May-2015 BID OPENING : 2:00 pm BIDDERS Engineer's Estimate Maggiora & Ghilotti, Inc Team Ghilotti, Inc W.R. Forde Associates Item TOTAL BID $486, $573, $601, $654, No. DESCRIPTION Unit Qty Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount 26 Structural Concrete (Retaining Wall) ( ) CY 40 $ $ 32, $ 1, $ 54, $ 1, $ 56, $ 2, $ 104, Pervious Backfill (Retaining Wall) ( ) CY 130 $ $ 3, $ $ 23, $ $ 16, $ $ 11, Bioretention Facility ( ) LS 1 $ 25, $ 25, $ 20, $ 20, $ 20, $ 20, $ 35, $ 35, Self-Retaining Area ( ) LS 1 $ 7, $ 7, $ 10, $ 10, $ 12, $ 12, $ 10, $ 10, Road Widening Deep Lift HMA ( ) TON 200 $ $ 40, $ $ 50, $ $ 38, $ $ 60, HMA Base Course ( ) TON 55 $ $ 9, $ $ 8, $ $ 10, $ $ 11, Plane Existing AC Pavement 0.15' ( ) SY 390 $ 7.00 $ 2, $ $ 8, $ $ 5, $ $ 5, Pavement Reinforcing Fabric ( ) SY 440 $ 4.00 $ 1, $ 8.50 $ 3, $ 8.50 $ 3, $ 5.00 $ 2, HMA Surface Course (0.15') ( ) TON 180 $ $ 23, $ $ 36, $ $ 27, $ $ 27, Thermoplastic Pavement Stripe Detail 22 ( ) LF 385 $ 2.00 $ $ 1.80 $ $ 1.75 $ $ 2.00 $ Thermoplastic Pavement Stripe Detail 29 ( ) LF 530 $ 3.50 $ 1, $ 3.50 $ 1, $ 3.50 $ 1, $ 3.50 $ 1, Thermoplastic Pavement Stripe Detail 38 ( ) LF 330 $ 2.00 $ $ 1.50 $ $ 1.50 $ $ 1.50 $ Thermoplastic Pavement Stripe Detail 39 ( ) LF 1,700 $ 1.25 $ 2, $ 0.75 $ 1, $ 0.75 $ 1, $ 0.75 $ 1, Thermoplastic Pavement Stripe Detail 39A ( ) LF 144 $ 1.25 $ $ 0.50 $ $ 0.45 $ $ 0.50 $ Thermoplastic Pavement Marking - White ( ) SF 90 $ 4.00 $ $ 4.00 $ $ 4.00 $ $ 4.00 $ MUP Marking - 4" Retroreflective Yellow Stripe ( ) LF 320 $ 2.00 $ $ 1.25 $ $ 1.25 $ $ 1.35 $ Roadway Signs ( ) EACH 10 $ $ 3, $ $ 2, $ $ 2, $ $ 2, Chain Link Railing ( ) LF 125 $ $ 3, $ $ 6, $ $ 11, $ $ 6, Fixed Bollard ( ) EACH 11 $ $ 4, $ $ 3, $ $ 6, $ $ 3, Removable Bollard ( ) EACH 6 $ $ 3, $ 1, $ 7, $ 1, $ 8, $ 1, $ 7, Replacement Tree - 15 Gallon ( ) EACH 9 $ $ 4, $ $ 7, $ $ 4, $ $ 7, Construct MUP Lighting Trench (10-3) LF 1,590 $ $ 23, $ $ 31, $ $ 23, $ $ 31, MUP Lighting (10-3) EACH 21 $ 3, $ 69, $ 2, $ 42, $ 2, $ 60, $ 2, $ 42, Extra Work Allowance ( ) LS 1 $ 10, $ 10, $ 10, $ 10, $ 10, $ 10, $ 10, $ 10, TOTAL BASE BID $486, $573, $601, $654, Alternate Bid Items 1A Substitute Solar LED Lighting ( ) EACH $6, , $95, , $62, , $84, A Substitute Wooden Split-Rail Fence ( ) LF $31, $43, $53, $38, RECOMMENDATION : OTHER INFORMATION : Award contract to Maggiora Ghilotti, Inc. Verified By : Julian Skinner Submitted By : Petr Skala as the lowest responsible bidder for the Base Bid in the amount of $573, Page 2 of 2

6 CITY COUNCIL OF THE CITY OF NOVATO RESOLUTION NO. RESOLUTION AMENDING BUDGET RESOLUTION ALLOCATING GENERAL FUND (101) IN TOTAL AMOUNT OF $222,370 TO NAVE DRIVE MULTI USE PATH, CIP PROJECT NO WHEREAS, the City Council of the City of Novato has adopted a final Capital Improvement Program (CIP) budget for fiscal Year 2014/2015; and WHEREAS, the Project Development (410) account for CIP project , Nave Drive Multi Use Path is underfunded compared with expended funds; and WHEREAS, there are insufficient funds in the Construction (430) account for CIP project , Nave Drive Multi Use Path to award a contract based on the apparent low bid and allowing for 10% contingency; and WHEREAS, adoption of a budget resolution is required to cover the Project Development (410) increase and anticipated Construction (430) cost based on low bid and allowing for 10% contingency; and WHEREAS, there is funding available as an allocation of General Fund (101); and WHEREAS, it is necessary to revise Resolution to amend the budget amounts for CIP Project No , Nave Drive Multi Use Path. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Novato hereby approves this budget amendment for CIP project , Nave Drive Multi Use Path and providing for the revised appropriations as follows: 1. Allocate General Fund (101) in the amount of $12,000 to Project Development (410) account of CIP Project No , Nave Drive Multi-Use Path and 2. Allocate General Fund (101) in the amount of $210,370 to Construction (430) account of CIP Project No , Nave Drive Multi-Use Path. * * * * * * I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the City Council of the City of Novato, Marin County, California, at a meeting thereof, held on the 9 th day of June, 2015, by the following vote, to wit: AYES: NOES: ABSTAIN: ABSENT: Councilmembers Councilmembers Councilmembers Councilmembers res

7 City Clerk of the City of Novato Approved as to form: City Attorney of the City of Novato res

8 GRAPHIC SCALE PROJECT LOCATION SCALE: 1:24,000 PROJECT NAME: Nave Multi Use Path; CIP No: PROJECT LOCATION: Nave Drive between Main Gate Road and Bolling Drive. LOCATION MAP 8

9 Nave Drive Multi Use Path Project No.: R1 Base Code: 431 Funded Project Objective: To improve Nave Drive from Main Gate Road to Bolling Drive to include a multi-use path along the east side and a dedicated left turn lane for southbound traffic entering the Hamilton School/ Gym parking lot. Project Description and Background: In 2013 staff started receiving requests from residents in the Hamilton area for improved pedestrian facilities along Nave Drive in the vicinity of the Hamilton Meadows school and new gym. Staff applied for and recieved two consecutive rounds of Transportation for Clean Air (TFCA) grant through the Bay Area Air Quality Management District, that provide the majority of the funding. Since the filing of the first TFCA grant, an additional improvement (left turn lane) has been identified as a benefit, increasing the proposed cost. Basis for Cost Estimate: The costs are based on the engineer's estimate, which is based on preliminary plans only. Basis for Schedule: Construction is tentatively scheduled to take place in summer of 2015; The first round of TFCA funding has a November 2015 deadline for expenditure. Revenue Considerations: being funded with Gas Tax. Partial funding has been secured through the TFCA grant, and the gap closure is Sub Prior to Project Expenditure Objects 14/15 14/15 15/16 16/17 17/18 18/19 Total Proj Develop ,000 70,000 Construction , ,883 Construction Mgt ,000 47,000 TOTAL 585, ,883 Sub Prior to Funding Source Objects 14/15 14/15 15/16 16/17 17/18 18/19 Total Gas Tax (272) ,000 29,000 Gas Tax (272) ,050 65,050 Gas Tax (272) ,554 12,554 Grant BAAQMD (283) ,000 41,000 Grant BAAQMD (283) , ,833 Grant BAAQMD (283) ,446 34,446 TOTAL 0 585, ,883 CARRYOVER 0 PROPOSED E-41 10/20/2014 9

Both bids are substantially higher than the engineer s estimate of $362, The attached Bid Abstract shows the bid details.

Both bids are substantially higher than the engineer s estimate of $362, The attached Bid Abstract shows the bid details. STAFF REPORT MEETING DATE: September 12, 2017 TO: FROM: City Council David Dammuller, Senior Engineer Chris Blunk, Deputy Public Works Director 922 Machin Avenue Novato, CA 94945 415/ 899-8900 FAX 415/