Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Award of Petaluma Boulevard South and Airport Boulevard Park and Ride Project Construction Contract
Date: August 08, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council adopt a resolution awarding the Petaluma Boulevard South and Airport Boulevard Park and Ride Project (Project) to Ghilotti Bros., Inc. and authorizing the City Manager to execute the construction contract for the Project, the Construction Management and Inspection Agreement and any needed change orders and amendments up to the approved project budget.
Background
For many years, the 166 space Caltrans park and ride lot on St. Joseph Way was very poorly utilized. This was primarily due to new park and ride lots that were constructed along US 101 in more convenient locations. Additionally, the City of Cotati was not able to improve a large portion of the northern gateway area due to the fact that the St. Joseph Way park and ride occupied a large area that isolated key gateway properties and made them infeasible to develop independently.
With the adoption of the Downtown Specific Plan in 2009, the northern gateway area was identified as a key infill area to develop for economic development, jobs, services, and housing.
In 2014, the City of Cotati and Caltrans executed a Functional Replacement and Exchange Agreement (FREA) for the St. Joseph Park and Ride. The FREA identified two locations where Caltrans desired additional park and ride spaces:
1. Airport Boulevard, which is at the north end of the High Occupancy Vehicle (HOV) system before the congestion coming into Santa Rosa; and
2. Petaluma Boulevard South, which is an existing park and ride at the start of the “Novato Narrows” that is routinely over-subscribed.
In essence, the FREA states that the City shall design and construct park and rides at these two locations for Caltrans, as well as keeping 30 spaces in Cotati, thereby effectively relocating the existing 166 park and ride spaces. In exchange, Caltrans agreed to transfer title of the St. Joseph Park and Ride to the City.
To fund the design and construction of the new park and ride lots for Caltrans, the City intended to use the sale proceeds from the St. Joseph Park and Ride property.
Analysis/Discussion
On March 13, 2018, the City Council awarded the Design contract to BKF Engineers to design (including obtaining the needed encroachment permit from Caltrans), prepare bid documents, and provide assistance through bidding. The design was completed, and the project was advertised with bids opened on June 27, 2023. Two bids were received with the low bid from Ghilotti Bros, Inc. for a total base bid amount of $2,619,734.70, which is 23.7% below the engineer’s estimate of $3,433,464.00. The bid summary is attached to the resolution. The low bid was evaluated and was determined to be a responsive bid. The bid alternate, to slurry the existing Park and Ride Lot for Petaluma South, was a nonrequired request from Caltrans and is not included in this award to keep the total project cost down.
The City issued a request for proposals for construction management services and selected Green Valley Consulting Engineers, based on being best qualified to perform these services. The city staff requested, and Green Valley Consulting Engineer’s provided, a proposal for Construction Management and Inspection services for the Project in an amount not to exceed $377,400. City staff has reviewed the proposal and find it to be fair and reasonable for work on a Caltrans facility.
Financial Considerations
The anticipated total project cost is estimated at $3,039,734, and a total not to exceed of $3,358,100 including the contingency. See attached Project Summary of Proposed Expenses and Budget Reclass document for details. As the proposed costs exceed the land sale proceeds of $2,375,000 and are not currently included as additional budgeted projects for fiscal year 2023/24, staff have evaluated other sources of budget availability to properly fund the project.
Staff identified the following sources of funding from 1) unspent construction contingency on completed or essentially completed projects (Quick Strike, 2023 Street Rehab Project, and Kotate Park Revitalization Project), 2) current projects that include construction support budget but can be reduced as they are expected to be design only in FY 23/24 (Putnam Park design only and Sunflower Park design only), and 3) delaying a budgeted project into next fiscal year (Civic Center Parking Lot paving). The total of these budgeted adjustments provides the additional $983,100 allowing for a total project budget including Project’s construction, construction management, engineering support during construction, and a construction contingency not to exceed $3,358,100.
City staff are requesting approval for the budget amendments as proposed.
Environmental Issues
The City completed the environmental review during the design process and the Project was determined, under CEQA, to be Categorically Exempt, Class 11 (PRC 21084; 14 CCR 15300 et seq). Additionally, Caltrans determined that the Project has no significant impacts on the environment as defined by NEPA, and that there are no unusual circumstances as described in 23 CFR 771.117 (b).
Attachments:
Attachment A - Park and Ride - Project Summary Proposed Expense and Budget Reclass (PDF)