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HomeMy WebLinkAboutPW SRTS Belle Ave at Coleman School; NOC RecordedCITY pF 05M Agenda Item No: 3. i Meeting Date: September 17, 2012 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared City Manager ApproV21.-C-L-1-J-� Director of Public Works (HY) File No. 18.10.18 SUBJECT: ACCEPT COMPLETION OF THE BELLE AVENUE PEDESTRIAN IMPROVEMENTS AT COLEMAN ELEMENTARY SCHOOL PROJECT, CITY PROJECT NO. 11175, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION. RECOMMENDATION: Staff recommends that the City Council accept completion of the project and authorize the City Clerk to file the Notice of Completion. BACKGROUND: Safe Routes to School (SR2S) is a state funded program that is intended to improve the safety of children between kindergarten and twelfth grade, and encourage them to walk and bike to school. In August 2009, the City was notified that its proposal to construct pedestrian improvements on Belle Avenue in front of Coleman Elementary School was approved for funding. The City coordinated with Coleman Elementary School representatives and officials to determine the improvements needed. The improvements included construction of a raised crosswalk, ADA compliant curb ramps, sidewalk widening, installation of safety lighting, storm drain improvements, and installation of high visibility signing and striping. The design of the project was completed by City of San Rafael Department of Public Works engineering staff. On February 6, 2012, the City Council adopted the plans and specifications. The project was advertised in accordance with the City of San Rafael's Municipal Code and policies on February 13, 2012. Bids were opened on March 20, 2012 at 10:30 AM and read aloud. On April 2, 2012, the City Council adopted Resolution No. 13320 authorizing the Public Works Director to enter into an agreement with the low bidder, Coastside Concrete, and construction commenced on June 25, 2012. PROJECT UPDATE: Construction was completed on September 5, 2012. At the request of the utility companies, the original contract and authorized construction budget did not include adjustments to private utility facilities, as the utilities stated they would perform the work with their own forces. However, during construction PG&E and MMWD changed their request and asked that the work be performed by the City's Contractor. The changed CITY CLERK ONLY File No.: 4 -_1_--& C Council Meeting: —0-P-�, I– Disposition: —At/218millck of da L-41- SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 additional cost for this request is 100% reimbursable from the utility companies. The total construction cost, including utility adjustments is $204,248.05; after reimbursement for the additional utility adjustment work, the total City cost is $192,998.05. This amount falls below the originally authorized construction budget of $202,000.00. PROJECT SUMMARY: Category Amount Construction April 2, 2012 Contract Amount based on Estimated Quantities $176,190.00 Actual Contract Amount based on Measured Quantities* $180,498.05 Change Orders* $23,750.00 Subtotal* $204,248.05 Anticipated Reimbursement from Various Utility Companies -$11,250.00 Total Construction Cost $192,998.05 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. The following summarizes the project milestones and working days: Working Item Date Days Date of Contract April 2, 2012 - Date of Notice to Proceed June 19, 2012 - Construction Work Commencement June 25, 2012 - All Work Complete (including Punehlist Items) September 5, 2012 48 Working Days Allowed by Contract 30 Working Days Allowed by Change Order 7 Working Days Allowed by Extension 11 Non -Working Days Due to Weather 0 Actual Working Days Allowed 48 All work was completed within the amount of working days specified. We recommend acceptance of the project and recordation of a Notice of Completion. ANALYSIS: Pursuant to Civil Code Section 3093 the City, owner of the improvements, is required to record a Notice of Completion upon acceptance of the improvements by the City. This acceptance initiates a time period during which project sub -contractors may file Stop Notices seeking payment from the City out of the funds owed to the Contractor for the project work. ACTION REQUIRED: Accept completion of the Belle Avenue Pedestrian Improvements at Coleman Elementary School project, City Project No. 11175, and authorize the City Clerk to file a Notice of Completion. Enclosures: Notice of Completion ) L"— When recorded mail to: City of San Rafael Esther C. Beirne, City Clerk 1400 Fifth Avenue P. O. Box 151560 San Rafael, CA 94915-1560 2012—OOS7818 Recorded Official hecords County of Barin RICHMD N. BENSUN Assessor -Recorder Lounty Clerk WhVAM 19 -Sep -M2 HEC FEE 0.00 a Pane 1 SPACE ABOVE THIS LINE FOR RECORDER'S USE CITY OF SAN RAFAEL RECOM NfffHOW FEE PER -QC. 2rW NOTICE OF COMPLETION OF IMPROVEMENT TO ALL PERSONS WHOM IT MAY CONCERN: NOTICE IS HEREBY GIVEN for and on behalf of the City of San Rafael, County of Marin, State of California, that there has been a cessation of labor upon the work or improvement and that said work or improvement was completed upon the 5th day of September, 2012 and accepted the 17th day of September 2012; that the name, address and nature of the title of the party giving this notice is as follows: The City of San Rafael, a municipal corporation, in the County of Marin, State of California, within the boundaries of which said work or improvement was made upon land owned by said City and/or over which said City has an easement; that said work or improvement is described as follows: BELLE AVENUE PEDESTRIAN IMPROVEMENTS AT COLEMAN ELEMENTARY SCHOOL CITY PROJECT #11175 and reference is hereby made for a further description thereof to the plans and specifications approved for said work or improvements now on file in the office of the City Clerk of said City, and said plans and specifications are hereby incorporated herein by reference thereto; and that the name of the Contractor who contracted to perform said work and make such improvement is COASTSIDE CONCRETE I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on % 20. CITY OF SAN RAFAEL A Municipal Corporation By NADER MANSOURIAN Public Works Director STATE OF CALIFORNIA COUNTY OF MARIN On this id i H day of ����'`� e 201 Z before me, ESTHER C. BEIRNE, City Clerk of the City of San Rafael, County of Marin, State of California, residing therein, personally appeared NADER MANSOURIAN, (or proved to me on the basis of satisfactory evidence) to be the person whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity, and that by his signature on the instrument the person, or the entity upon behalf of which the person acted, executed the instrument. WITNESS my handand- official seal. I certify under=RENALTY ,OF -PERJURY under the laws of the State of California that the foregoing paragraph is,true:andd correct. Signature EST f ; BEIRN -,'City Clerk LOI �- Tirne : File:18.10.18 "` V 1 L`, �.� i CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM No. 3.1 DATE OF MEETING: 9/17/2012 FROM: NADER MANSOURIAN DEPARTMENT: PUBLIC WORKS DATE: 9/6/2012 TITLE OF DOCUMENT: ACCEPT COMPLETION OF THE BELLE AVENUE PEDESTRIAN IMPROVEMENTS AT COLEMAN ELEMENTARY SCHOOL PROJECT, CITY PROJECT NO. 11175, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION. Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL AGENCY APPROVED AS TO FORM: AGENDA ITEM: City Manager (signature) City Attorney (signature) NOT APPROVED 121MLI When recorded mail to: City of San Rafael Esther C. Beirne, City Clerk 1400 Fifth Avenue P. O. Box 151560 San Rafael, CA 94915-1560 SPACE ABOVE THIS LINE FOR RECORDER'S USE CITY OF SAN RAFAEL NOTICE OF COMPLETION OF IMPROVEMENT TO ALL PERSONS WHOM IT MAY CONCERN: NOTICE IS HEREBY GIVEN for and on behalf of the City of San Rafael, County of Marin, State of California, that there has been a cessation of labor upon the work or improvement and that said work or improvement was completed upon the 5th day of September, 2012 and accepted the 17th day of September 2012; that the name, address and nature of the title of the party giving this notice is as follows: The City of San Rafael, a municipal corporation, in the County of Marin, State of California, within the boundaries of which said work or improvement was made upon land owned by said City and/or over which said City has an easement; that said work or improvement is described as follows: BELLE AVENUE PEDESTRIAN IMPROVEMENTS AT COLEMAN ELEMENTARY SCHOOL CITY PROJECT #11175 and reference is hereby made for a further description thereof to the plans and specifications approved for said work or improvements now on file in the office of the City Clerk of said City, and said plans and specifications are hereby incorporated herein by reference thereto; and that the name of the Contractor who contracted to perform said work and make such improvement is COASTSIDE CONCRETE I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on 20_. CITY OF SAN RAFAEL A Municipal Corporation By NADER MANSOURIAN Public Works Director STATE OF CALIFORNIA COUNTY OF MARIN On this _ _ day of 20_, before me, ESTHER C. BEIRNE, City Clerk of the City of San Rafael, County of Marin, State of California, residing therein, personally appeared NADER MANSOURIAN, (or proved to me on the basis of satisfactory evidence) to be the person whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity, and that by his signature on the instrument the person, or the entity upon behalf of which the person acted, executed the instrument. WITNESS my hand and official seal.