CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: June 6, 2023
To: Honorable Mayor and City Councilmembers
From: Mario Landeros, Interim City Engineer
Subject: AmeriCorps Trail Extension Contract No. 2022-03 Bid Award and Budget Amendment Recommendation: City Council Award of Contract to Pat Nelson Construction Inc. for AmeriCorps Trail Extension Contract No. 2022-03 and Approval of Budget Amendment Funding: Currently Budgeted: ___X____ Yes _______ No ______ N/A Account Code/Costs authorized in City Approved Budget (if applicable) ____AK______ (verified by Administrative Services Department) 202-Measure M Parks, 212-Park Improve Fund (In Lieu), 212-Park Improvement (Sonoma Co.) (See “Fiscal Impact” section for details.)
INTRODUCTION/PURPOSE
This item is for City Council consideration of Award of Construction Contract to Pat Nelson Construction Inc. for AmeriCorps Trail Extension (“Project”), Contract No. 2022-03, authorization to City Manager to execute the contract and to approve contract change orders up to 10% of the contract award amount, and adoption of Resolution approving a budget amendment to the Fiscal Year 2022-23 CIP Budget for CIP Project #0411-73.00.
BACKGROUND
The Project, AmeriCorps Trail Extension, is Capital Improvement Program (CIP) Project #0411-73.00 in the adopted Fiscal Year 2022-23 CIP Budget. The Project proposes to construct a trail extension, a pedestrian bridge at Zimpher Creek and make improvements to existing path segments. See Attachment 1 for the location map.
The Project is located east of Morris Street and on the west side of the Laguna Preserve, extending north to south for about 1,850 feet over City property in the area between Laguna Park and Sebastopol Avenue near the west end of the Hwy. 12 bridge. The Project will improve a dirt path in this area, which has been seasonally used since the early 1990’s, with minor grading to cut high points and fill low areas along the alignment to provide a consistent six-ft wide clear trail. On the improved graded trail will be placed a 4-inch-thick section of compacted imported rock aggregate to form a stable walking surface. The improved trail will continue south, extending over low-lying areas that are prone to ponding, by constructing a 6-ft wide “puncheon” bridge. This is a low wood structure set on a series of concrete pier blocks to elevate the trail above typical ponding levels for near year-round use, while minimizing the grading work in this area. Where Zimpher Creek crosses the trail, a new lightweight aluminum pedestrian bridge that will be bolted together in the field will be installed on new concrete footings. From this point the trail extension will continue south, gently winding through a grass plain area, and finally connecting to the existing concrete sidewalk on the north side of Hwy. 12.
In the Project proposal section of the bid documents the bid was set up to include the “Base Bid Schedule” (Base Bid), which includes all the basic elements for making the trail improvements and crossing the low ponding area and Zimpher Creek. These elements address standard project concerns such as mobilization and regulatory issues (e.g., stormwater protection and erosion/sediment control), site clearing and grading, trail surfacing, crossing structures, drainage, etc. In addition to the basic improvement elements, an additive alternate bid schedule was Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for June 6, 2023
included to provide for trail enhancements for possible consideration, pending available funding resulting from favorable base bidding. These trail enhancements alternates include weed barrier to minimize weed intrusion through the trail, metal edging for preserving the trail edge integrity over future years of use and wear, and a finer, tighter surfacing (i.e., decomposed granite) for an even more consistent, uniform walking surface. The basis for determining the lowest bid as specified in the bid documents is the lowest bid price on the Base Bid without consideration of the prices on alternate bid items.
The Project is estimated to start in late June 2023, with duration of approximately four (4) months, and completion in Fall 2023.
DISCUSSION
At its regular meeting on April 4, 2023, the City Council approved the Plans and Specifications and authorized to bid the Project. A notice inviting bids was issued in accordance with the Public Contract Code. The City received three (3) bids and the lowest apparent and responsive Base Bid was from Pat Nelson Construction Inc. in the amount of $325,200. The other bids received were from the apparent second low base bid of $405,810 and the high base bid of $561,892.67. There were no bid irregularities. A summary of all bids received can be found in Attachment 2.
The lowest Base Bid for specified bid items is the product of estimated quantities and fixed unit prices for the total recommended construction contract amount of $325,200. The Alternate Bid sum submitted by Pat Nelson Construction, Inc. for trail enhancements is $212,670, and would result in exceeding the available budget, and the therefore is not being recommended for consideration. A contingency of up to ten percent (10%) of the Base Bid contract amount, or $32,520, is recommended for covering unforeseen conditions that may arise during the work.
Staff is recommending that additional funding be provided to accommodate a 10% contingency for potential contract change orders, and an allowance of up to 15% for construction management and inspection (CM) as summarized in Table 1 below.
Table 1: Construction Cost Summary
Project Management $2,000.
Construction Contract $325,200.
Contingency (10%) $32,520.
Contract Management (15%) $48,780.
Total $408,500.
GOALS:
This action supports the following City Council Goals and General Plan Actions:
• Circulation CIR 2: Maintain and Expand a Safe and Efficient Pedestrian, Bicycle, and Transit Network that Connects Neighborhoods with Key Destinations to Encourage Travel by Non-Automobile Modes while also Improving Public Health
ENVIRONMENTAL REVIEW
The Project involves the repair and maintenance of existing public facilities (pedestrian trails), replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced, minor alterations to land, and small habitat restoration with negligible or no expansion of use and therefore is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines 15301(c), 15302, 15303, 15304(a), and 15333. A Notice of Exemption for the Project was prepared, approved by the Planning Director, and filed with the County Clerk prior to bidding.
PUBLIC COMMENT
As of the writing of this staff report, the City has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for June 6, 2023
be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date. A condition of the City receiving and using Measure M Transportation funds for this Project, the Contractor will be required to post an informational board at the Project site during construction stating that Measure M is used to fund the Project.
FISCAL IMPACT
The adopted CIP Budget and the proposed budget amendment for the project are summarized in Table 2. The proposed budget amendment is an increase to the adopted budget by $108,500.
Table 2: Adopted and Proposed CIP project budget
EXPENDITURES ADOPTED PROPOSED
Project Management 0. $2,000.
Construction and CM $300,00. $406,500.
Total $300,000. $408,500.
FUNDING SOURCE
Measure M - Parks $61,103. $203,557.
Park Improvement Fund (Laguna) $28,000. 0.
Park Improvement Fund (Sonoma County) $126,943 $126,943.
Park Improvement Fund 83,954. $78,000.
Total $300,000. $408,500
RECOMMENDATION
Staff recommends the Sebastopol City Council, by minute order:
1. Award a construction contract to Pat Nelson Construction Inc., for the base bid in the amount of $325,200.00,
2. Authorize the City Manager to execute the construction contract, and
3. Authorize the City Manager to approve contract change orders totaling up to 10% of the original contract amount for AmeriCorps Trail Extension, Contract No. 2022-03.
4. Adopt the Resolution authorizing a budget amendment to the Fiscal Year 2022-23 CIP Budget for CIP Project #0411-73.00.
Attachments:
1 Project Map
2 Bid Summary
3 Resolution
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for June 6, 2023
LAGUNA
YOUTH
PARK
SCCC
CITY LIFT
STATION
LAGUNA DE SANTA ROSA
TRAIL SYSTEM
LOCATION MAP
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for June 6, 2023
ITEM
NO. Description Unit
U
n Quantity Unit Price Cost Unit Price Cost Unit Price Cost 1 Mobilization LS 1 35,000.00$ $ 35,000.00 43,000.00$ $ 43,000.00 $ 14,280.49 $ 14,280.49 2 Stormwater Pollution Prevention Plan (SWPPP) LS 1 $ 3,500.00 $ 3,500.00 $ - $ - $ 3,092.23 $ 3,092.23 3 Erosion & Sediment Control Plan LS 1 12,500.00$ $ 12,500.00 $ 9,000.00 $ 9,000.00 $ 33,171.22 $ 33,171.22 4 Clear and Grub LS 1 27,000.00$ $ 27,000.00 40,000.00$ $ 40,000.00 $ 50,600.16 $ 50,600.16 5 Earthwork CY 1150 $ 45.00 $ 51,750.00 $ 110.00 $ 126,500.00 $ 163.12 $ 187,592.78 6 Class 2 Ag. Base TONS 384 $ 75.00 $ 28,800.00 $ 170.00 $ 65,280.00 $ 215.71 $ 82,832.46 7 6" x 2" Pressure Treated Douglas Fir BF 2600 $ 10.00 $ 26,000.00 $ 3.00 $ 7,800.00 $ 10.21 $ 26,539.22 8 4" x 4" Pressure Treated Douglas Fir BF 520 $ 10.00 $ 5,200.00 $ 17.00 $ 8,840.00 $ 22.84 $ 11,875.30 9 6" x 2" Pressure Treated Douglas Fir BF 520 $ 12.50 $ 6,500.00 $ 17.00 $ 8,840.00 $ 34.61 $ 17,996.79 10 Precast Concrete Pier Blocks EA 70 $ 85.00 $ 5,950.00 $ 125.00 $ 8,750.00 $ 355.15 $ 24,860.42 11 Reinforced Concrete Bridge Footings CY 4 $ 3,000.00 $ 12,000.00 $ 2,750.00 $ 11,000.00 $ 7,339.83 $ 29,359.32 12 42 Ft (span) by 6 Ft (wide) Modular Bridge LS 1 48,000.00$ $ 48,000.00 36,000.00$ $ 36,000.00 $ 48,600.89 $ 48,600.89 13 Project Area Signs EA 6 $ 800.00 $ 4,800.00 $ 650.00 $ 3,900.00 $ 674.67 $ 4,048.01 14 Removable Bollards EA 2 $ 1,800.00 $ 3,600.00 $ 3,500.00 $ 7,000.00 $ 1,152.56 $ 2,305.12 15 12" Diameter x 15' Long HDPE Culverts EA 13 $ 4,200.00 $ 54,600.00 $ 2,300.00 $ 29,900.00 $ 1,902.91 $ 24,737.86 TOTAL $ 325,200.00 $ 405,810.00 $ 561,892.27
ITEM
NO. Description Unit
U
n Quantity Unit Price Cost Unit Price Cost Unit Price Cost A-1 Weed Barrier Fabric SF 21800 $ 0.65 $ 14,170.00 $ 1.00 $ 21,800.00 $ 1.42 $ 31,034.76 A-2 Stabilized Decomposed Granite TON 192 $ 750.00 $ 144,000.00 $ 715.00 $ 137,280.00 $ 882.11 $ 169,365.48 A-3 8" Long Metal Path Edging LF 5450 $ 10.00 $ 54,500.00 $ 20.00 $ 109,000.00 $ 27.09 $ 147,622.03 Bid Opening: MAY 22, 2023, 2:00PM PST
PAT CONSTRUCTION, INC. MURRAY BUILDING, INC.
AMERICORPS TRAIL AND ZIMPHER CREEK BRIDGE CROSSING
M3 INTEGRATED SERVICES,
INC
BID SUMMARY
CITY OF SEBASTOPOL
CONTRACT NO. 2022-03
BASE BID SCHEDULE
ADDITITVE ALTERNATE BID SCHEDULE
1 of 1
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for June 6, 2023
RESOLUTION NUMBER: 2023-XX
CITY OF SEBASTOPOL
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL AUTHORIZING A BUDGET
AMENDMENT FOR AMERICORPS TRAIL EXTENSION PROJECT
(CIP PROJECT #0411-73.00)
WHEREAS, the AmeriCorps Trail Extension Project (Project), located in the Laguna Wetlands Preserve from the Sebastopol Lift Station to Sebastopol Avenue was recently bid and bids were received and opened on May 22, 2023; and
WHEREAS, the lowest apparent responsive bid was received in the amount of $325,200; and WHEREAS, a budget amendment is needed to fully fund the design, environmental, construction and inspection of the Project; and
WHEREAS, the proposed funding sources are summarized in the table below for Fiscal Year 2022-23 with funds being carried over to Fiscal Year 2023-24 to complete the project:
Table 1 Proposed Funding Sources and Budget Amounts for AmeriCorps Trail Extension Project FY 2022-23 Fund No. Funding Source Budget Amount
202 Measure M - Parks $203,557.
212 Park in lieu Fund $78,000.
212 Park Improvement Fund (Sonoma County Ag & Open Space Grant) 126,943.
Total $408,500.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sebastopol does hereby approve a budget amendment for the AmeriCorps Trail Extension Project (CIP #0411-73.00) for $203,557 from Fund 202 (Measure M-Parks), $78,000 Fund 212 (Park In Lieu Fund), and $126,943 from Fund 212 (Park Improvement Fund-Sonoma County).
The above and foregoing Resolution was duly passed, approved, and adopted at a meeting by the City Council on the 6th day of June 2023, by the following vote:
VOTE:
Ayes:
Noes:
Absent:
Abstain:
APPROVED: __________________________________________
Mayor Neysa Hinton
ATTEST: _______________________________________________________________ Mary Gourley, Assistant City Manager/City Clerk, MMC
APPROVED AS TO FORM: _______________________________________________ Larry McLaughlin, City Attorney
Agenda Item Number 4 Agenda Item Number 4
City Council Meeting Packet for June 6, 2023