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Willits, California 95490
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WILLITS CITY COUNCIL
SPECIAL MEETING AGENDA
MAY 31, 2023 | 6:00 PM | CITY COUNCIL CHAMBERS
1. OPENING MATTERS
a. Call to Order.
b. Pledge to the Flag.
c. Roll Call.
2. Business Item
a. Authorization to Replace Resolution 2023-29 with Resolution 2023-36 to Award a Contract to Superior Tank Company, Inc., for the Groundwater Resiliency Improvement Project, Phase II, to Include a 1.6-Percent Surcharge for Required Bonding, Bringing the Not to Exceed Amount to $325,105.78.
Presenting staff member: Andrea Trincado-Slater, Project Manager.
3. ADJOURNMENT
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Willits City Hall, located at 111 East Commercial Street, Willits, California, not less than 24 hours prior to the meeting set forth on this agenda.
Dated this 26th day of May, 2023.
Delores Pedersen, City Clerk
AMERICANS WITH DISABILITIES ACT (ADA) COMPLIANCE
The meeting room is wheelchair accessible and disabled parking is available. If you are a person with a disability and need disability-related modifications or accommodations to participate in this meeting, please contact Delores Pedersen at (707) 459-7113 or Fax (707) 459-1562. Requests for such modifications or accommodations must be made at least two full business days prior to the meeting.
ADDITIONAL MEETING INFORMATION FOR INTERESTED PARTIES
Materials related to an item on this Agenda submitted to the Willits City Council, Planning Commission, or Community Development Agency after distribution of the agenda packet are available for public inspection at City Clerk’s office at 111 E. Commercial Street, Willits, during normal business hours.
Item No. 2a
Meeting Date: May 31, 2023
AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Andrea Trincado, Project Manager
Agenda Title: AUTHORIZATION TO REPLACE RESOLUTION 2023-29 WITH RESOLUTION 2023-36 TO AWARD A CONTRACT TO SUPERIOR TANK COMPANY, INC., FOR THE GROUNDWATER RESILIENCY IMPROVEMENT PROJECT, PHASE II, TO INCLUDE A 1.6-PERCENT SURCHARGE FOR REQUIRED BONDING, BRINGING THE NEW TOTAL NOT TO EXCEED AMOUNT TO $325,105.78.
Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 10 minutes Summary of Request: On April 26th, Council adopted Resolution 2023-29, awarding a contract to Superior Tank Company, Inc., for the Groundwater Resiliency Improvement Project, Phase II. The total amount of the contract presented to Council was $319,986; however, a 1.6-percent surcharge for bonding was inadvertently missed in the original presentation to Council. The actual amount of the bid, with the required bonds, is $325,105.78. Staff seeks the Council to accept the actual amount as depicted ($325,105.78) reflecting the cost with the required bonding.
Staff advises the Council that all other contract provisions remain the same.
The original Resolution is attached with redlines to show the proposed correction. The original quote with the bond notation highlighted is also attached for Council’s reference.
Recommended Action: Authorization to replace Resolution 2023-29 with Resolution 2023-36, awarding a contract to Superior Tank Company, Inc., for the Groundwater Resiliency Improvement Project, Phase II, to include a 1.6-percent surcharge for required bonding, bringing the new total not to exceed amount to $325,105.78.
Alternative(s): None.
Fiscal Impact: The budget contains an allocation of $750,00 in the Water Enterprise Fund for Phase II of the Groundwater Resiliency Improvement Project. The increase in cost of $5,119.78 for the bonding will have a negligible effect on the overall budget of the project. Sufficient funds remain to complete other project components for Phase II of the Groundwater Resiliency Improvement Project.
Personnel Impact: Minimal staff time will be needed to make the correction.
Adopted 2021 Goals: This item is consistent with Goal #1 for Public Works…Maintain and improve infrastructure systems of water, wastewater, public facilities and streets capable of managing future growth while responding to current City needs. Furthermore Policy #1.2 under the said Goal contains the following action item…Complete and implement a comprehensive Groundwater Management Plan.
Reviewed by: City Manager City Attorney Assistant City Manager City Clerk Finance Director Human Resources Risk Manager
Council Action: Approved Denied Other: ________________________________________ Records: Agreement Resolution #_________ Ordinance #_________ Other _________
Resolution No. 2023-36 Page 1 of 2 May 31, 2023
RESOLUTION NO. 2023-36
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS REPLACING RESOLUTION NO. 2023-29 AWARDING A CONTRACT TO SUPERIOR TANK COMPANY, INC., TO DESIGN, FABRICATE, AND INSTALL A 250,000-GALLON CONTACT TANK FOR
THE GROUNDWATER RESILIENCY IMPROVEMENT PROJECT, PHASE II, FOR A NOT TO EXCEED AMOUNT OF $325,105.78 AND AUTHORIZE THE CITY MANAGER TO EXECUTE CONTRACT DOCUMENTS AND APPROVE CHANGE ORDERS FOR UP TO 10-PERCENT OF THE TOTAL CONTRACT AMOUNT.
WHEREAS, LACO Associates prepared specifications and bid documents to procure a 250,000-gallon contact tank for the next phase of the Groundwater Resiliency Improvement Project; and
WHEREAS, the City of Willits sought bids for three-weeks for the design, fabrication, and installation of the tank and received one bid for $325,105.78; and WHEREAS, LACO Associates has reviewed their bid and deemed it responsive; and WHEREAS, procurement of the 250,000-gallon tank, along with the design of its foundation is needed to prepare the site improvement plans; and WHEREAS, LACO can complete the site improvement plans, which will be constructed prior to the installation of the tank; and
WHEREAS, Superior Tank, Inc., anticipates a lead time of up to 22-weeks prior to installation of the tank; and
WHEREAS, construction of phase II of the Groundwater Resiliency Improvement Project is anticipated in late fall; and
WHEREAS, the City Council on April 26th adopted Resolution 2023-29 awarding a contract to Superior Tank, Inc., for an amount of $319,986; and WHEREAS, staff failed to note the contractual requirement of a 1.6-percent surcharge for bonding, with the said surcharge, the correct award amount is $325,105.78; and WHEREAS, staff recommends Council award a contract to Superior Tank, Inc., for the not to exceed amount of $325,105.78.
NOW, THEREFORE BE IT RESOLVED, that City Council of the City of Willits replaces Resolution 2023-29 with Resolution 2023-36 to award a construction contract to Superior Tank, Inc., for a not to exceed amount of $325,105.78, for the design, fabrication, and installation of a 250,000-gallon contact tank for the Groundwater Resiliency Improvement Project, Phase II; BE IT FURTHER RESOLVED, that the City Council authorizes the City Manager to execute contract documents and contract change orders up to 10-percent of the total cumulative amount of construction.
The above and foregoing Resolution was introduced by Councilmember seconded by Councilmember , and passed and adopted at a special meeting of the City Council of the City of Willits, held on the 31st day of May 2023, by the following vote:
AYES:
NOES:
ABSENT:
Resolution No. 2023-36 Page 2 of 2 May 31, 2023
ATTEST:
__________________________
__________________________
GRETA KANNE, Mayor
City Council of the City of Willits
DELORES PEDERSEN
City Clerk