AGENDA
Special City Council Meeting Council Chamber, Chowchilla City Hall 130 S. Second Street, Chowchilla, CA 93610
Tuesday, December 20, 2024
Open Session: 12:30 pm.
Agendas for all City Council meetings are posted at least 72 hours prior to the meeting in the kiosk just outside of City Hall, 130 S. Second St., Chowchilla, CA 93610.
The City of Chowchilla complies with the Americans with Disabilities Act (ADA of 1990). The Council Chambers is accessible to the physically disabled. If you need special assistance, please call (559) 665- 8615, ext. 102, at least four days prior to a regular meeting and one day for a special meeting.
California Levine Act Statement:
California Government Code Section 84308, commonly referred to as the "Levine Act," prohibits any Chowchilla City Council Member from participating in any action related to a license, permit, contract, or entitlement for use application if he or she receives any political contributions totaling more than $250 within the previous twelve months, and for twelve months following the date of a final decision, from the business/board or applicant.
The Levine Act also requires a member of the Chowchilla City Council who has received such a contribution to disclose the contribution on the record of the proceeding.
CALL TO ORDER/ROLL CALL
Mayor: Kelly Smith
Mayor Pro Tem: Jeff Troost
Council Members: Waseem Ahmed, Ray Barragan, John Chavez City staff and contract employees present will be recorded in the minutes.
OPEN SESSION – 12:30 pm
PLEDGE OF ALLEGIANCE
INVOCATION:
PRESENTATION: League of California Cities “Torches” Award Presentation NEW BUSINESS - Section 1
1.1 Consideration and Adoption of a City Council Resolution Awarding the Contract for Well No. 16 Improvements to Alliance Construction Solutions, Inc. in the Amount of $924,300, Authorizing the City Administrator or Designee to Execute Related Documents, and Amending the Fiscal Year 2024/25 City Budget (Rogers)
ADJOURNMENT
I, Joann McClendon, CMC, City Clerk, do hereby declare under penalty of perjury that the foregoing agenda was posted at Chowchilla City Hall, 130 S Second Street, Chowchilla, CA, and made available for public review on this 19th day of December, 2024 at or before 12:30 pm.
City Council Meeting AGENDA December 20, 2024
Joann McClendon, CMC, City Clerk
December 20, 2024 City Council Special Meeting – 12:30pm
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REPORT TO THE CITY COUNCIL
Item 1.1
CLICK HERE
TO RETURN TO
THE AGENDA
Special Meeting of: December 20, 2024
AGENDA SECTION: New Business
SUBJECT: Approval of a Resolution Awarding Contract for Well No. 16 Improvements to Alliance Construction Solutions, Inc and Authorizing the City Administrator or Designee to Execute Related Documents and Amending the Fiscal Year 2024/25 City Budget
PREPARED BY: Spencer Supinger, Contract City Engineer
APPROVED BY: Jason Rogers, Director of Public Works
ATTACHMENTS: Resolution
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Staff recommends that the City Council Adopt a resolution of the City Council of the City of Chowchilla awarding contract for the Well No. 16 Improvements project to Alliance Construction Solutions, Inc in the amount of $924,300.00 and authorizing the City Administrator or designee to execute related documents on behalf of the City and amend the City of Chowchilla Fiscal Year (FY) 2024/25 Budget.
BACKGROUND:
The City is currently in the process of drilling a test well for Well No. 16. On October 25, 2024, the City of Chowchilla published a notice inviting bids for the Well No. 16 Improvements Project. The project work includes installing the concrete pad, water main piping, chlorination equipment, flush stations, drain lines and inlets/outlets, fencing, and electrical improvements to create a fully functional well site, subject to the viability of the test well.
REASON FOR RECOMMENDATION:
The City opened bids for the Well No. 16 Improvements Project on November 21, 2024. The City received three (3) bids for the project as follows:
Contractor Base Bid Alternates Total
Alliance Construction Solutions, Inc $924,300 $207,400 $1,133,700 JT2 Inc dba Todd Companies $1,000,050 $230,520 $1,230,570 WM Lyles Company $1,072,954 $270,480 $1,343,434
The costs submitted by the bidders for the base bid reflect the full improvements needed for the site with the alternates providing upgrades from a chain link fence to a concrete block wall and additional piping for storm drainage structures. As the Well 16 site is currently unimproved, the cost breakdown of the base bid submitted by Alliance Construction Solutions, Inc. is as follows:
Description Cost
Mobilization/Demobilization $105,000
Site grading, 6" Chain Link Fence & Gate $157,000
Electrical Improvements $516,000
Reinforced Concrete Pump Pad $3,300
New Piping, Valves, Fittings, Supports $111,000
Eyewash Station and concrete pad $15,000
Chlorination Equipment $17,000
Total $924,300
Staff has reviewed the bid submitted by Alliance Construction Solutions, Inc, along with information regarding their previous work experience. Based on review, Staff has determined the bid submitted is responsive and Alliance Construction Solutions, Inc to be a responsible contractor. Staff recommends City Council award the contract, for the Well No. 16 Improvements Project, to Alliance Construction Solutions, Inc.
FISCAL IMPACT:
The construction costs and available funding for the Project are included in the Fiscal Year 2024/25 Budget and Capital Improvement Plan as summarized in the following table.
Amount
Construction Costs
Test Hole Drilling Contract (Previously Awarded) $810,895 CM/Inspection/Testing Test Well $53,500
Well 16 Improvements $924,300
Contingency $81,000
CM/Inspection/Testing Well 16 Improvements $55,000
Total Construction $1,924,695
Available Construction Funding
ARPA Funds $1,500,000
Total Available Construction Funding $1,500,000
As there is a deficit in funding, the project requires the budgets be amended in order to fully fund the projects. As such, staff is requesting Council amend the budget as follows.
Amount Requested
Change
Amended
Total
Available Construction Funding
ARPA $1,500,000 $200,000 $1,700,000
Water Development Impact Fees $0 $200,000 $200,000
Water Fund $0 $24,695 $24,695
Total Available Construction Funding $1,500,000 $424,695 $1,869,695 The additional funding comes from a combination of ARPA funds and Water Development Impact Fee funds.
ALTERNATIVES:
1. City Council may reject all bids.
2. Council my award base bid and alternates.
ACTIONS FOLLOWING APPROVAL:
1. Finance will amend the FY 24/25 City Budget
2. Execution of Contract, Pre-Construction Meeting and Notice to Proceed.
COUNCIL RESOLUTION # XX-24
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHOWCHILLA, CALIFORNIA AWARDING THE CONTRACT FOR WELL NO. 16 IMPROVEMENTS TO ALLIANCE CONSTRUCTION SOLUTIONS, INC IN THE AMOUNT OF $924,300, AUTHORIZING THE CITY ADMINISTRATOR OR DESIGNEE TO EXECUTE RELATED DOCUMENTS, AND AMENDING THE FISCAL YEAR 2024/25
CITY BUDGET
WHEREAS, the Invitation to Bid for the Well No. 16 Improvements Project (the “Project”) was published in the Madera Tribune on October 25, 2024 and was sent electronically and mailed to all construction trade journals specified for the City by the California Uniform Construction Cost Accounting Commission in accordance with the City’s Formal Contract Procedures and California Public Contract Code Section 22037; and
WHEREAS, the following bids for the Project were received and publicly opened and read aloud at the Chowchilla City Hall on November 21, 2024 at 3:00 p.m.:
Contractor Base Bid Alternates Total
Alliance Construction Solutions, Inc $924,300 $207,400 $1,133,700 JT2 Inc dba Todd Companies $1,000,050 $230,520 $1,230,570 WM Lyles Company $1,072,954 $270,480 $1,343,434
WHEREAS, the City Engineer has determined the bid submitted by Alliance Construction Solutions, Inc. to be responsive and Alliance Construction Solutions, Inc. to be a responsible contractor; and
WHEREAS, the City Engineer recommends the Project be awarded to Alliance Construction Solutions, Inc.; and
WHEREAS, on June 25, 2024, the Chowchilla City Council adopted fiscal year 2024-2025 Operating and Capital Budget with Resolution #33-24; and WHEREAS, per Resolution #33-24, Item #5 and Item #6 states, authority to increase appropriations within a fund by an amount not to exceed $100,000 shall rest with the City Administrator and Authority to transfer appropriations between funds will be represented by resolutions duly approved by the City Council, and
WHEREAS, the budget transfers between funds and the budget amendment exceeds $100,000 and requires City Council approval, and
WHEREAS, Expenditure and transfer accounts will need to be amended within the Project budgets, ARPA, Water Development Impact Fee, and Water Fund budgets in the amount of $424,695.00 for the Project; and
WHEREAS, An adequate fund balance is available in said Funds to allow for said increase of appropriations;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chowchilla hereby finds, determines and declares the following:
1. The above recitals are true and correct.
2. The low bid submitted by Alliance Construction Solutions, Inc. is responsive.
3. The construction contract for the Project is awarded to Alliance Construction Solutions, Inc. in the amount of $924,300.00.
4. The City Administrator is authorized to execute the contract on behalf of the City of Chowchilla.
5. The Finance Director is authorized to make such other revisions, individual appropriation line-items, changes in summaries, fund totals, grand totals, and other portions of the budget document as necessary to reflect and implement the changes specified in this resolution including the following amendments:
a) Well 16 (W-7) – Increase $424,695
b) Transfer Out ARPA – Increase $200,000
c) Transfer Out Water DIF – Increase $200,000
d) Transfer Out Water Fund – Increase $24,695
6. This resolution is effective immediately upon adoption.
PASSED AND ADOPTED by the City Council of the City of Chowchilla this 20th day of December, 2024 by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
Mayor Kelly Smith
ATTEST:
Joann McClendon, CMC
City Clerk