Agenda Item #13.2
For Council Meeting of: October 22, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DAN HENNESSEY, DIRECTOR OF TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
RACHEL EDE, DEPUTY DIRECTOR-TRANSIT
SUBJECT: TRANSIT MALL ROADBED REHABILITATION - CONTINGENCY ACTION AGENDA ACTION: MOTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that Council, by motion, approve construction contingency funds for the Transit Mall Roadbed Rehabilitation Project, Contract No. C02395, in the amount of $150,000, increasing the total contract amount to $1,356,160.25.
EXECUTIVE SUMMARY
This action will increase contingency funds to the existing construction contract with Ghilotti Bros., Inc. of San Rafael, California for both anticipated additional project components and to mitigate further unforeseen conditions due to inaccurate record plans of existing conditions.
BACKGROUND
This project will rehabilitate the existing 500-foot concrete roadbed in the Santa Rosa Transit Mall to address service disruptions, operational safety issues, and pedestrian hazards resulting from failing pavement that has exceeded its useful life. The project will include constructing a new 10-inch-thick concrete roadway, installing electrical conduit for future pedestrian flashing signals, replacing failing curb and gutter sections, upgrading two curb ramps to directional ramps, and updating striping to deter non-transit vehicles from entering the Transit Mall.
A temporary Transit Mall will be setup on First Street between Santa Rosa Avenue and D Street to provide continued service to the public during construction of the project.
PRIOR CITY COUNCIL REVIEW
On June 18, 2024, the City Council awarded construction contract No. C02395, Transit Mall Roadbed Rehabilitation Project, in the amount of $1,048,835 to the lowest responsible bidder, Ghilotti Bros., Inc. of San Rafael, California, and approved a 15% contract contingency, authorizing a total contract amount of $1,206,160.25.
ANALYSIS
The project was advertised on April 8, 2024, and bids were received on May 16, 2024. The City Council awarded the construction contract to Ghilotti Bros., Inc. who was issued a Notice to Proceed on July 30, 2024. Ghilotti Bros., Inc. mobilized and began construction on September 3, 2024. The length of the contract is 45 working days, and completion is anticipated in mid-October of 2024.
During construction, the following bid item quantity adjustments were identified:
Concrete Pavement Thickness: The pavement was thicker than expected, requiring the removal and replacement of 1,086 square feet, at a cost of $28,779.
Additional Pedestrian Ramp Area: During construction, it was discovered that the initial calculation for the area required to install the directional pedestrian ramps was underestimated. To ensure proper compliance with accessibility standards, an additional 562 square feet of pedestrian ramp area needs to be removed and constructed, resulting in an estimated additional cost of $142,186.
Curb and Gutter Adjustment: The curb and gutter length was adjusted by 121.5 linear feet, increasing costs to a total of $19,197.
Total Adjustments: $190,162
Current Contingency: $157,325.25
Additional Contingency Needed: $32,836.75
Increasing the contingency by $150,000 will cover the additional contingency needed and provide further contingency funds to allow the project to promptly address unforeseen conditions that may arise during the remaining half of the project. The additional contingency will increase the total contract amount to $1,356,160.25.
FISCAL IMPACT
No additional funding is being requested from the General Fund. Funds for this project were previously appropriated in fiscal year 2023/24 Capital Improvement Program budget. The additional contingency will be funded through existing Transit Department funds that have already been allocated to the project in JL Key 45165.
ENVIRONMENTAL IMPACT
This project has been reviewed in accordance with the California Environmental Quality Act (CEQA) and is categorically exempt pursuant to CEQA Guidelines Section 15301, Existing Facilities, as the approval of the contract will facilitate the repair and minor alteration of an existing public facility involving no expansion of existing use.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Location Map
Attachment 2 – Summary of Bids
PRESENTERS
Dan Hennessey, Director of Transportation and Public Works Gregory Mariscal, Supervising Engineer
TRANSIT MALL ROADBED REHABILITATION PROJECT - CONTINGENCY ACTION PAGE 3 OF 3