Agenda Item #12.1
For Council Meeting of: March 15, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DANNY CHEN, ASSISTANT ENGINEER
TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
GRANT BAILEY, SUPERVISING ENGINEER
TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
SUBJECT: CONTRACT AWARD – FIRE DAMAGED ROADWAY LANDSCAPING AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by resolution: 1) award Contract No. C02300, Fire Damaged Roadway Landscaping, in the amount of $6,009,025.20 to the lowest responsible bidder, Bortolussi & Watkin, Inc. of San Rafael, California; 2) approve a 10% contract contingency for a total not-to-exceed contract amount of $6,609,927.72; and 3) appropriate $5,850,000.00 from the General Fund reserves for the Fire Damaged Roadway Landscaping project, and increase General Fund federal and state grant revenue by a total of $5,850,000.00.
EXECUTIVE SUMMARY
This resolution will award a contract to Bortolussi & Watkin, Inc., of San Rafael, California, approve a 10% contract contingency and authorize a total contract amount of $6,609,927.72, and appropriate $5,850,000.00 from the General Fund to remove City-owned fire damaged irrigation components from the Coffey Park and Fountaingrove neighborhoods, and replace irrigation and roadway landscaping components.
This Project is eligible for reimbursement under the Federal Emergency Management Agency (FEMA) Public Assistance and Hazard Mitigation Grant programs with funding obligated under FEMA Public Assistance ID #36360 and #36380 and Hazard Mitigation Grant Program ID #351. Funding appropriated from the General Fund for this project will be returned to the General Fund upon reimbursement from FEMA. Tree removal and planting activities are not reimbursable through FEMA.
BACKGROUND
In October 2017, the destruction caused by the Tubbs Fire resulted in extensive damage to City-owned irrigation facilities and landscaping in the Coffey Park and Fountaingrove neighborhoods. Following damage assessments, staff determined nearly 5 miles of roadway irrigation systems and landscaping needed replacement.
In March 2018, the California Governor’s Office of Emergency Services (Cal OES) joined the Federal Emergency Management Agency (FEMA) to inspect the fire destruction aftermath in the City of Santa Rosa. Following the inspection, both agencies determined restoration work associated with existing City-owned irrigation and landscaping facilities was necessary and eligible for funding reimbursement through the Federal Public Assistance Program and funding was obligated in September 2018. In November 2019, the City entered into a professional services agreement with Callander Associates Landscape Architecture, Inc. to provide professional design and engineering services for the fire damaged roadway landscaping project.
PRIOR CITY COUNCIL REVIEW
On November 5, 2019, City Council, by resolution, approved a professional services agreement with Callander Associates Landscape Architecture, Inc. to provide landscape architectural design services for the Fire Damages Roadway Landscaping project.
PG&E settlement funds necessary for this project are, as of the drafting of this staff report, scheduled to be appropriated, by resolution, at the February 22, 2022, Council meeting.
ANALYSIS
1. The project was advertised on December 21, 2021, and bids were received on February 8, 2022. A total of seven (7) bids were received, ranging from $6,009,025.20 to $7,712,495.39. The low bid was 9.78% under the Engineer’s estimate.
2. The low bidder, Bortolussi & Watkin, Inc., possesses a valid contractor’s license of the required class, as verified by the Contractor’s State License Board, and is registered with the State Department of Industrial Relations (DIR).
3. The form of contract agreement has been reviewed and approved by the City Attorney.
4. Construction is anticipated to begin approximately May, 2022. The length of the contract is 231 working days.
5. A Public Participation Plan has been approved by the Transportation and Public Works Marketing and Outreach Coordinator.
6. Estimated total Project Cost and Additional Need:
Contract Cost (including 10% Contract Contingency)
$6,609,927.72
Consultant Construction Management/Inspection
$650,000.00
Staff Costs
$150,000.00
Total Construction Costs
$7,409,927.72
Available Funds
($467,771.10)
Additional Need
$6,942,156.62
7. Activities eligible for FEMA reimbursement include all contract, construction management, inspection, and staff costs with the exception of tree removal and planting component costs, discussed in detail in item 8 below. Reimbursement-eligible activity costs are estimated at $6,299,841.82.
8. Activities not eligible for FEMA reimbursement associated with this project include tree removal and planting components of the contract and associated construction management, inspection, and staff time, estimated at $1,110,085.90. Tree removal and planting component costs are detailed in attachment 2, Summary of Bids, under bid items 5-11, 14-21, 44, and 45. Ineligible cost for these contract items equate to approximately 16.3% of total contract value and ineligible costs associated with construction management, inspection and staff time have been included in the total ineligible cost accordingly.
9. Local matching share and non-reimbursable costs will be funded by available funds and PGE Settlement funds, respectively. PGE Settlement funds necessary for this project were appropriated at the February 22, 2022, Council meeting.
10. The contract documents have been prepared to meet FEMA procurement guidelines and the City will seek reimbursements as follows:
FEMA Reimbursement (75% of eligible costs)
$4,724,881.37
CalOES Reimbursement (18.75% of eligible costs)
$1,181,220.34
Local Matching Share – not reimbursable (6.25% of eligible cost) $393,740.11
Non-reimbursable project activities
$1,110,085.90
Total Construction Costs
$7,409,927.72
11. General Fund Appropriation Request:
Total Construction Costs
$7,409,927.72
Available Funds
($467,771.10)
Non-reimbursable Costs
($1,110,085.90)
General Fund Need
$5,832,070.72
Staff is requesting Council authorize the appropriation of $5,850,000.00 from the General Fund for this project. FEMA reimbursements for this project will be returned to the General Fund.
FISCAL IMPACT
Journal ledger accounts, Number 17626 and 17628 have been established and funded with $370,401.21 and $281,670.00, respectively, from the General Fund and Parks Measure M funds. Funds were appropriated in previous fiscal years. Approximately $1,100,000.00 of the additional need for this project was previously appropriated from PGE Settlement Funds and this item appropriates the remaining need of $5,850,000.00 from the General Fund reserves. General Fund revenue of $5,850,000.00 will be appropriated to offset this amount, with CalOES revenue in 001100-4421 of $1,170,000.00 and FEMA revenue of $4,680,000.00 in 001100-4411. FEMA and CalOES reimbursement shares will be returned to the General Fund upon receipt of project reimbursement.
ENVIRONMENTAL IMPACT
This project is Statutorily Exempt from the California Environmental Quality Act (CEQA) requirements in accordance with CEQA Guidelines Section 15269(a). This project is necessary to restore public facilities destroyed as a result of a disaster in a disaster-stricken area in which a State of Emergency has been proclaimed by the Governor pursuant to the California Emergency Services Act, commencing with Section 8550 of the Government Code.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable
NOTIFICATION
Not applicable
ATTACHMENTS
Attachment 1 – Location Map
Attachment 2 –Summary of Bids
Resolution
CONTACT
Danny Chen, Associate Engineer, [email protected], (707) 543-3911 Grant Bailey, Supervising Engineer, [email protected], (707) 543-4508 CONTRACT AWARD – FIRE DAMAGED ROADWAY LANDSCAPING
PAGE 2 OF 3