Agenda Item No: N.3
AGENDA REPORT
DATE: April 15, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025 -56 PW Cement Hill Water Treatment Plant New Entryway Contract Award
Approving Plans and Specifications and Awarding a Contract to Ghilotti Brother s, Inc. for the Cement Hill Water Treatment Plant New Entryway
Funding Source: $1,140,111 ($380,037, AB 1600 Street Fund; $760,074, Northeast District Fund)
Contact: Bryan Heinzelman, (707) 434-6157
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The Public Works Department and Solano Suisun Water Authority (SSWA) are collaborating on a capital project to complete access improvements to the Cement Hill Water Treatment Plant (Plant), which is located near the construction widening of Manuel Campos Parkway. The new entryway for the Plant off Manuel Campos Parkway (CPW070123) is required prior to continuing road widening to the east. This resolution a pproves the plans and specifications for the project and awards a contract in the amount of $991,401.72 to Ghilotti Brothers, Inc. (Ghilotti Bros.) of San Rafael, California.
DISCUSSION
As part of the Villages at Fairfield master planned development, the City Council approved Resolution. No. 2020-106 in June 2020, authorizing the city manager to execute an improvement agreement with Rancho Tolenas Corp. (Developer) to construct the Manuel Campos Parkway Extension – Phase 2 improvements (Phase 2 ). Phase 2 i s a continuation of the roadway improvements on Manuel Campos Parkway from the bridge crossing of the Putah South Canal to Clay Bank Road. This includes widening Manuel Campos Parkway from two lanes to four lanes, traffic signal installation at the intersections of Mystic Drive and Dickson Hill Road, new
streetlights, and bike lanes along the corridor. The Developer is obligated to complete Phase 2 pursuant to a Development Agreement and work will continue through 2026.
Construction began on Phase 2 in late 2020. Phase 2 construction has experienced several conditions that have caused delays (i.e. supply chain issues, extended coordination with utility providers, and existing condition constraints). A key component of Phase 2 is the construction of a new entrance to the Plant. The ultimate configuration of Phase 2 includes a raised concrete landscape median that restricts eastbound left turns into the Plant. The existing entrance to the Plant conflicts with the expansion of Manuel Campos Parkway and needs to be closed to continue widening the Parkway to the east.
The Project originally bid in July 2024 and received only one bid in the amount of $7,674,990 , which is significantly higher than the funds budgeted by the City and SSWA for the Project. The preliminary engineer’s estimate for the Project was $1,261,000 and the sole bid was 600% higher.
In August 2024, the council rejected this sole bid and allowed the evaluation and re- advertisement of the Project.
From September 2024 to February 2025, staff worked closely with the design consultant and SSWA staff to strategize how to implement the project. Collectively the team determined the following:
Clarify the scope of work for the project as work required for access to the Plant and desired upgrades to the Plant itself.
Extend the advertising period to give contractors ample time to properly bid on the Project.
Bid the Project at a more favorable time of year (outside the construction season).
The base bid includes all the work necessary to open the new gate to the treatment plant and thus continue the project. The bid alternatives include work on SSWA property.
Bids for the project were opened on March 25, 2025, with the engineer’s estimate at $1,300,000.
Seven contractors submitted bids, and the apparent lowest bidder was Ghillot i Bros. for $1,276,173.72. The basis for determining the low bidder was the total bid amount (base bid + add alternatives). City and SSWA staff are recommending the award of the base bid amount only ($991,401.72).
Staff will present a reimbursement agreement outlining the funding arrangement between the City and the SSWA at a later council meeting. The purpose of the agreement is to establish a cost- sharing allocation that ensures each agency contributes proportionally to the Project expenses.
Staff will provide detailed information regarding the terms and financial responsibilities of each agency to implement a successful project.
FINANCIAL IMPACT
The construction authorization for this Project will be $1,140,110.83 which is the total bid amount plus a 1 5% contingency ($ 991,401.72 total base bid + $ 148,710.11 contingency). This Project will be funded with $380,036.94 of AB 1600 Streets Fund (Fund 261) and $760,073.89 of Northeast District (Fund 290).
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
A notice inviting bids was advertised in the Daily Republic on February 12, 2025, and February 19, 2025. Additionally, the Plans and Specifications were hosted through the BPX Printing & Graphics online platform planroom. The initial advertisement emailed a notice of the Project and complete bid package to a total of 17 builder’s excha nges in the State of California covering the areas of Redding, San Jose, Santa Rosa and Stockton.
ALTERNATIVE ACTION
If the council has any questions, this request may be delayed so that staff can respond. Staff does not recommend this, however, as it will delay the project's delivery and negatively impact the schedule for future construction phases of Manuel Campos Parkway.
COORDINATED WITH
N/A
STAFF CONTACT
Bryan Heinzelman, Associate Civil Engineer
(707) 434-6157
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Bid Results