Loading...
HomeMy WebLinkAbout5.6 Iron Horse Nature Park and Open Space Phase 1 Project, CIP No. PK0422 – Contract Change Order Authorizationr DUBLIN CALIFORNIA STAFF REPORT CITY COUNCIL Agenda Item 5.6 DATE: November 19, 2024 TO: Honorable Mayor and City Councilmembers FROM: Colleen Tribby, City Manager SU B.ECT: Iron Horse Nature Park and Open Space Phase 1 Project, CIP No. PK0422 - Contract Change Order Authorization Prepared by: Laurie Sucgang, City Engineer EXECUTIVE SUMMARY: The City Council will consider increasing the contract change order authority of the City Manager by $400,000 for the Iron Horse Nature Park and Open Space Phase 1 Project, CIP No. PK0422. This will enable a change to the contract with Goodfellow Bros. California, LLC to compensate the contractor for costs due to delays to the schedule associated with environmental resource agency restrictions and unanticipated delays in obtaining permits from the resource agencies. STAFF RECOMMENDATION: Adopt the Resolution Authorizing the City Manager to Approve Contract Change Orders with Goodfellow Bros. California, LLC for the Iron Horse Nature Park and Open Space Phase 1 Project, CIP No. PK0422. FINANCIAL IMPACT: The cost resulting from the delays to the schedule associated with environmental resource agency restrictions and unanticipated delays in obtaining permits is estimated at $400,000. There are sufficient funds in the Iron Horse Nature Park and Open Space Project (CIP No. PK0422) budget to fund this work. DESCRIPTION: On October 17, 2023, the City Council awarded a construction contract of $3,324,491 to Goodfellow Bros. California, LLC for the Iron Horse Nature Park and Open Space Phase 1 Project, CIP No. PK0422, and authorized the City Manager to approve change orders up to a contingency amount of $335,000 (Resolution No. 108-23). The total potential construction contract amount, including the $335,000 contingency, is $3,659,491. Page 1 of 3 1 The Iron Horse Nature Park and Open Space Phase 1 Project is currently under construction. The contractor has begun grading activities from Amador Valley Boulevard to the stream crossing, excavated existing contaminated soils, placed new materials in this first segment for the new park pathway and amenities, and started the pathway connection and improvements at Stagecoach Park. Work within the regulated streams and wetlands has been restricted by the permits from three resource agencies: the Regional Water Quality Control Board, the U.S. Army Corps of Engineers, and the California Department of Fish and Wildlife. Although pre -application engagement was conducted and permit applications were submitted to the agencies beginning in April of 2023, the final permit to construct was not issued to the City until September 2024. Staff, the City's construction management team, and the contractor updated the construction schedule once the final permit was received. Based on this updated schedule, it was determined that there is not sufficient time remaining before the rainy season to begin work within the regulated streams and wetlands. All work within the jurisdictional areas, including bridge construction, installation of storm drainage culverts, and pathway and amenities installation would have to wait until the end of the rainy season, which is around April 15. Work that can be accomplished outside of regulated and jurisdictional areas has commenced. However, the delay to work within the regulated and jurisdictional areas has created inefficiencies. Costs associated with the delay to the schedule, impacts on productivity, and inefficiencies in the contractor's means and methods are not the fault of the contractor. The City is responsible for paying for items such as storing the new bridge and other materials, constructing a new haul road and access to avoid the streams and wetlands, and overhead costs related to contractor staff and equipment that are on standby due to the delay. The cost for these delays and impacts is estimated to cost approximately $400,000. Other change orders have been approved for the project that are unrelated to the delay. These change orders have encumbered approximately $136,000 of the approved $335,000 contingency, leaving $199,000 available. The approved change orders were for additional soil testing and removal of contaminated soils, asbestos testing of the old railroad trestle, and changing railroad interpretive signs from single -sided to double -sided. Since the project is not complete, Staff recommends leaving the remaining $199,000 of contingency balance unencumbered for unforeseen changes that may arise throughout the remaining construction period. To compensate the contractor for the delays and associated impacts caused by the resource agency permitting delays, Staff requests that the City Council authorize an additional $400,000 of change order authority to the City Manager. This will bring the total authorized change order authority to $735,000 and will increase the total potential construction cost to $4,059,491. A budget change is not needed as there are sufficient available funds in the project budget. STRATEGIC PLAN INITIATIVE: None. Page 2 of 3 2 NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. A copy of this report was sent to Goodfellow Bros. California, LLC. ATTACHMENTS: 1) Resolution Authorizing the City Manager to Approve Contract Change Orders with Goodfellow Bros. California, LLC for the Iron Horse Nature Park and Open Space Phase 1 Project, CIP No. PK0422 2) Resolution No. 108-23 - Approving the Plans and Specifications, Waiving a Minor Bid Irregularity, and Awarding a Contract to Goodfellow Bros. California, LLC for the Iron Horse Nature Park and Open Space Project - Phase 1, CIP No. PK0422 3) CIP No. PK0422 Page 3 of 3 3 Attachment I RESOLUTION NO. XX - 24 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING THE CITY MANAGER TO APPROVE CONTRACT CHANGE ORDERS WITH GOODFELLOW BROS. CALIFORNIA, LLC FOR THE IRON HORSE NATURE PARK AND OPEN SPACE PHASE 1 PROJECT, CIP NO. PK0422 WHEREAS, on October 17, 2023, the Dublin City Council adopted Resolution No. 108- 23, Approving the Plans and Specifications, Waiving a Minor Bid Irregularity, and Awarding a Contract to Goodfellow Bros. California, LLC for the Iron Horse Nature Park and Open Space Phase 1 Project, CIP No. PK0422; and WHEREAS, the City Council authorized the City Manager or designee to approve contract change orders based on appropriated funds designated for the Project, up to the contingency amount of $335,000; and WHEREAS, compensation is due to the contractor for delays associated with the various resource agency permits; and WHEREAS, sufficient budget is available in the Iron Horse Nature Park and Open Space Project, CIP No. PK0422, to increase the project contingency by $400,000, thereby facilitating payment for the unanticipated delay costs. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager, or designee, to approve contract change orders with Goodfellow Bros. California, LLC up to the revised contingency amount of $735,000 and increase the construction contract total to $4,059,491. PASSED, APPROVED AND ADOPTED this 19th day of November 2024, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Reso. No. XX-24, Item X.X, Adopted 11/19/2024 Page 1 of 1 4 DocuSign Envelope ID: 504F8FEF-55B2-444E-AC31-81655F27BDD6 RESOLUTION NO. 108 - 23 Attachment 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE PLANS AND SPECIFICATIONS, WAIVING A MINOR BID IRREGULARITY, AND AWARDING A CONTRACT TO GOODFELLOW BROS. CALIFORNIA, LLC FOR THE IRON HORSE NATURE PARK AND OPEN SPACE PROJECT — PHASE 1, CIP NO. PK0422 WHEREAS, on October 1, 2013, the City Council approved the Iron Horse Nature Park and Open Space Master Plan to construct a 12.13-acre nature park and open space adjacent to the existing Iron Horse Regional Trail from the Dublin/San Ramon city limit to the confluence of Alamo and South San Ramon Creeks; and WHEREAS, on December 7, 2021, the City Council approved the filing of an application for the Local Assistance Specified Grant from the State of California, Natural Resources Agency, Department of Parks and Recreation, and the Office of Grants and Local Services in the amount of $2,294,000; and WHEREAS, the design team has completed the plans and specifications for Phase 1 of the Iron Horse Nature Park and Open Space project, CIP No. PK0422, (Project) which will construct approximately 2,000 linear feet of new trail and park amenities from Amador Valley Boulevard to Stagecoach Park with spur trails connecting the Project to Stagecoach Park and to the existing Iron Horse Regional Trail; and WHEREAS, the City of Dublin did, on September 13, 2023, publicly open, examine, and declare all sealed bids for doing the work described in the approved plans and specifications for the Project, which plans and specifications are hereby expressly referred to for a description of said work and for all particulars relative to the proceedings under the request for bids; and WHEREAS, Goodfellow Bros. California, LLC's bid contained a minor bid irregularity in that there was one document submitted that was missing a signature, however, the signed document has since been submitted and the Public Contract Code and the City's bid documents authorize the City to waive any minor irregularity and proceed with the award of the contract; and WHEREAS, the bids were submitted to Staff and Goodfellow Bros. California, LLC was determined to be the lowest, responsive, and responsible bidder for doing said work. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approves the Plans and Specifications for the Project. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby waive the minor bid irregularity in the proposal submitted by Goodfellow Bros. California, LLC. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby award the Contract for the Project to the lowest, responsive, and responsible bidder, Goodfellow Bros. California, LLC. at a base bid of three -million three -hundred twenty-four thousand four -hundred ninety-one dollars and zero cents ($3,324,491.00), the particulars of which bids are on file in the Office of the Public Works Director. Reso. No. 108-23, Item 4.2, Adopted 10/17/2023 Page 1 of 2 5 DocuSign Envelope ID: 504F8FEF-55B2-444E-AC31-81655F27BDD6 BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager or designee to approve the Project Contract Change Orders based on the appropriated funds designated for the Project up to the contingency amount of three - hundred thirty-five thousand dollars and zero cents ($335,000.00). BE IT FURTHER RESOLVED that the City Manager or designee is authorized to execute the Construction Agreement with Goodfellow Bros. California, LLC and make any necessary, non - substantive changes to carry out the intent of this Resolution. PASSED, APPROVED AND ADOPTED this 17th day of October 2023, by the following vote: AYES: Councilmembers Hu, Josey, McCorriston, Qaadri and Mayor Hernandez NOES: ABSENT: ABSTAIN: ATTEST: DocuSigned by: OM,t,&_ -tom City (. Ie Y(LY4VK.. DocuSigned by: F7A387k8481... Mayor Reso. No. 108-23, Item 4.2, Adopted 10/17/2023 Page 2 of 2 6 Attachment 3 Number — PK0422 IRON HORSE NATURE PARK AND OPEN SPACE i Program — PARKS PROJECT DESCRIPTION This project provides for the planning, design, and construction of 12.13 acres of a nature park and open space adjacent to the Iron Horse Regional Trail, from the Dublin/San Ramon city limit to the confluence of Alamo and South San Ramon Creeks, that may be developed in partnership with Zone 7 Water Agency. The park size could increase to over 20 acres of usable parkland when combined with adjacent Zone 7 Water Agency property. The park will be designed in accordance with the Iron Horse Nature Park and Open Space Master Plan, which was approved by the City Council on October 1, 2013. The City has already acquired 12.13 acres and the balance of the parkland would be accessible through an easement and operational agreement with Zone 7 Water Agency. The City will continue to pursue the acquisition of the Alameda County portion of the Iron Horse Regional Trail corridor to add to the City's portion of the parkland. The Phase I improvements will provide a trail connection to Stagecoach Park and the installation of a shade structure over a picnic area. In addition to Public Facilities Fee, possible funding sources are additional statewide grants or federal grants for projects that provide non -motorized infrastructure and enhancements that promote new or alternate access to parks, waterways, outdoor recreational pursuits, and forested or other natural environments to encourage health -related active transportation and opportunities for residents and trail users to reconnect with nature, such as Active Transportation Program grants or Proposition 68. PROJECT TIMELINE: Planning and design for Phase 1 began in Fiscal Year 2021-22 and construction was awarded and work began in spring 2024. Phase 1 construction is anticipated to be completed in late 2024. ANNUAL OPERATING IMPACT: $460,000 2024-2029 CAPITAL IMPROVEMENT PROGRAM ESTIMATED COSTS PRIOR YEARS 2024-2025 2025-2026 2026-2027 FUTURE 2027-2028 2028-2029 YEARS TOTALS 9100 — Salaries & Benefits $210,247 $52,000 $262,247 9200 — Contract Services $2,381,226 $196,505 $2,577,731 9400 — Improvements 9500 — Miscellaneous $2,446,027 $1,215,000 $365,500 $5,403,000 $1,463,505 Parks Five -Year Capital Improvement Program 2024-2029 $5,014,595 $255,000 $5,269,595 $8,675,622 $620,500 $12,136,100 54 7 FUNDING SOURCE PRIOR YEARS 2024-2025 2025-2026 2026-2027 2027-2028 2028-2029 FUTURE YEARS TOTALS 4100 — Public Facilities Fee $3,056,000 $1,463,505 $2,490,941 $7,010,446 2403 — State Park Grant $2,294,000 $2,294,000 9998 — Unidentified $2,778,654 $2,778,654 1001 — General Fund $53,000 $53,000 TOTAL $5,403,000 $1,463,505 $5,269,595 $12,136,100 Parks Five -Year Capital Improvement Program 2024-2029 55 8