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Home My WebLink AboutPW Francisco Blvd. E & W Street Repairs; NOC Recordedcrrr of n. Agenda Item No: 3. i Meeting Date: August 3, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Kevin McGowan, Director of Public Works City Manager Approval: File No. 16.01.277 TOPIC: COMPLETION OF FRANCISCO BLVD. EAST AND FRANCISCO BLVD. WEST STREET REPAIRS SUBJECT: ACCEPT COMPLETION OF THE FRANCISCO BLVD EAST AND FRANCISCO BLVD WEST STREET REPAIRS, CITY PROJECT NO. 11246, 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: Over the past several years, the portion of Francisco Boulevard East between Medway Road and Vivian Street has been sinking due to subgrade settling. Consequently, an abrupt bump formed over an existing concrete box culvert that runs perpendicular to the roadway. The box culvert is supported separately and is not settling at the same rate as the adjacent sections of roadway. A second bump formed on Francisco Boulevard West near RAB Motors (540 Francisco Boulevard West). This bump required similar repairs to prevent further settlement due to a storm drain manhole structure which is supported separately from the roadway. Although City personnel performed numerous surface repairs at this location, the roadway continued to settle and more permanent repairs were required. Removing the bumps was a complex project due to the high traffic volumes on both roadways and potential impacts to adjacent businesses associated with partial and complete road closures. In addition, significant coordination with local utility companies (Marin Municipal Water District and PG&E) was required in order to relocate facilities which were in conflict with the proposed roadway repairs. This project included roadway repairs, minor drainage improvements, and replacement of sidewalk, curb, gutter, and striping.. The project was advertised in accordance with San Rafael's Municipal Code February 27, 2015, and sealed bids were publicly opened and read aloud on March 24, 2015, at 10:00 AM. On April 20, 2015, FOR CITY CLERK ONLY: File No.: 4-1-663 Council Meeting: 08/03/2015 Disposition: Approved SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 the City Council adopted a resolution authorizing the Public Works Director to enter into an agreement with the low bidder, Maggiora & Ghilotti, Inc. Construction commenced on May 18, 2015. Construction was completed on June 29, 2015. The total project cost, including public outreach, advertisement, and construction is $202,559.00, as shown below. FUNDING SOURCES Project Funding Sources CIP Allocation Amount Gas Tax Fund #206 $245,000.00 Total Available $245,000.00 EXPENSES Design Services Costs Amount Document reproduction (i.e., advertisement, public outreach flyers) $1,914.46 Topographic survey $5,900.00 Geotechnical services $6,500.00 Potholing $2,912.72 Utility locating $800.00 Design Service Subtotal $18,027.18 Construction Costs Amount Actual construction contract amount based on measured quantities* $174,573.45 Contract change orders* $8,468.37 Material testing $1,490.00 Construction Costs Subtotal $184,531.82 Total Project Expenses = $202,559.00 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. The project design was completed by Department of Public Works engineering staff at an approximate cost of $17,000.00. Public Works staff provided additional construction management at an estimated cost of $28,000.00. The total estimated staff cost of $45,000.00 is not shown in the tables above. The following summarizes the project milestones and working days: Working Non -Working Item Date Days Days Date of Contract Aril 20, 2015 - - Date of Notice to Proceed May 12, 2015 - - Construction Work Commencement May 18, 2015 - - All Work Complete (Including Punch List Items) June 29, 2015 - - Working Days Allowed by Contract 20 - Working Days Allowed by Change Order / Extra Work 0 - Non -Working Days Due to Weather - 0 Non -Working Days Other Than Weather - 12 Actual Working Days Allowed 20 - Actual Working Days Used 18 - Staff recommends acceptance of the project and recordation of the Notice of Completion. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 ANALYSIS: Pursuant to Civil Code Section 3093, the City 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 subcontractors may file Stop Notices seeking payment from the City out of the funds owed to the Contractor for the project work. COMMUNITY OUTREACH: Prior to utility relocations and Maggiora & Ghilotti's work, City staff informed nearby businesses, residents, and homeowner associations of the upcoming construction activities. The City posted notifications at the two project sites, distribute flyers in both English and Spanish, held three public outreach events, and maintained a project -specific website that was updated weekly to reflect changes in the project schedule. A week prior to construction, the Contractor, accompanied by the City's resident engineer, distributed its own notification letter to nearby businesses that included confirmed construction commencement and road closure dates. The project went very smoothly with minimal impacts and disruption to the traveling public. City staff worked very closely with the utilities to coordinate work efforts. During the road closure on Francisco Boulevard East, vehicles and pedestrians were detoured through local residential roadways. When the detour was in place, on -street parking was not permitted to accommodate the increase in traffic and to allow large vehicles and buses room to negotiate turns. During the road closure, the Contractor had a flagger posted on the detour route during working hours to help traffic flow as smoothly as possible. ACTION REQUIRED: Accept completion of the Francisco Blvd East and Francisco Blvd West Street Repairs, City Project No. 11246, and authorize the City Clerk to file a Notice of Completion. Enclosures: Notice of Completion Record Without Fee. Per GC 27383 and L' When recorded mail to: op City of San Rafael Esther C. Beirne, City Clerk 1400 Fifth Avenue P. O. Box 151560 San Rafael, CA 94915-1560 2015-0038182 Recorded I REC FEE 0.00 Official Records I County of I CONFORMED COPY 0.00 Marin I RICHARD H. BENSON I Assessor -Recorder I County Clerk I I 11:05AII 05 -Rug -2015 I Page 1 of 2 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 29th day of June, 2015 and accepted the 3rd day of August, 2015; 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: FRANCISCO BLVD EAST AND FRANCISCO BLVD WEST STREET REPAIRS CITY PROJECT NO. 11246 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 MAGGIORA & GHILOTTI, INC. I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on Pvq 1 -,t A 120, CITY OF SAN RAFAEL A Municipal Corporation BY kc, 44 rL-IR KEVIN MCGOWAN Acting Public Works Director A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF MARIN Subscribed and sworn to (or affirmed) before me on this Lf,'f— day of dc-eiu% 20 /6 , by lGLV tN tt C &—o4 ly proved tome on the basis of satisfactory evidence to be the person(s) who appeared before me. WITNESS my hand and official seal. Signature V9T,11Ek"-C. BEIRNE San• Aael City Clerk f File: 16.01.277 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) -> CITY COUNCIL AGENDA ITEMS --> YEAR 4 MEETING DATE 4 TOPIC Agenda Item # � k Date of Meeting: 8/3/2015 From: Kevin McGowan Department: Public Works Date: 7/22/2015 Topic: FILE NOTICE OF COMPLETION FOR FRANCISCO BLVD EAST AND FRANCISCO BLVD WEST STREET REPAIRS PROJECT Subject: ACCEPT COMPLETION OF THE FRANCISCO BLVD EAST AND FRANCISCO BLVD WEST STREET REPAIRS, CITY PROJECT NO. 11246, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION. Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ❑ Department Director Remarks: ® Finance Director Remarks: ® City Attorney Remarks: N/A ® City Manager Remarks: 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 29th day of June, 2015 and accepted the 3rd day of August, 2015; 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: FRANCISCO BLVD EAST AND FRANCISCO BLVD WEST STREET REPAIRS CITY PROJECT NO. 11246 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 MAGGIORA & GHILOTTI, INC. I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on 120 CITY OF SAN RAFAEL A Municipal Corporation By KEVIN MCGOWAN Acting Public Works Director A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF MARIN Subscribed and sworn to (or affirmed) before me on this day of , 20, by , proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. WITNESS my hand and official seal. Signature ESTHER C. BEIRNE San Rafael City Clerk File: 16.01.277