HomeMy WebLinkAboutPW Terra Linda Pool House Completion RecordedSAN RAFAEL Agenda Item No: 6.c
THE CITY WITH A MISSION Meeting Date: February 6, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works A �'
Prepared by: Bill Guerin, City Manager Approval:
Director of Public Works
File No.: 06.01.215
TOPIC: COMPLETION OF THE TERRA LINDA POOL HOUSE RENOVATION PROJECT
SUBJECT: RESOLUTION TO ACCEPT COMPLETION OF THE TERRA LINDA POOL HOUSE RENOVATION
PROJECT, CITY PROJECT NO. 11229, AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF
COMPLETION, AND INCREASE THE CONTINGENCY TO COVER THE CHANGES ASSOCIATED
WITH THE PROJECT
RECOMMENDATION: Adopt the Resolution to accept completion of the project, authorize the City Clerk
to file the Notice of Completion, and to increase the contingency to cover the changes associated with
the project.
BACKGROUND: The Terra Linda Community Center Pool was constructed in 1966. The pool and entry
was rebuilt in 2002. But the pool house itself, which contains restrooms, changing areas, class rooms,
and a mechanical room for pool equipment and storage, had not been upgraded since the 1960's.
Approximately 32,000 patrons utilize this facility annually. The pool facility is open 9 months of the year
with the majority of the use occurring in the summer.
On February 3, 2014, the City Council of the City of San Rafael authorized the Public Works Director to
enter into a contract with Kappe + Du Architects for architectural and engineering services to upgrade
the existing Terra Linda Pool House.
Upon completion of the design, the project was advertised in accordance with San Rafael's Municipal
Code on October 16, 2014, and sealed bids were publicly opened and read aloud on November 13, 2014
at 2:00 PM. On December 15, 2014, the City Council adopted Resolution No. 13854, which authorized
the Public Works Director to enter into an agreement with the low bidder, Murray Building, Inc.
However, awarding the construction in December of 2014 did not allow sufficient time to complete the
construction before public services were provided in April 2015, therefore, the construction did not
commence until October 12, 2015.
The project experienced significant construction delays. The construction contractor discovered soft
building subgrade material on the north corner of the new building. Changes to the domestic water
service connection were required by Marin Municipal Water District (MMWD), and MMWD also
FOR CITY CLERK ONLY
File No.: 4-1-660 x 4-3-560
Council Meeting: 02/06/2017
Disposition: Resolution 14275 & Accepted completion
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
required the new building plumbing systems to use reclaimed water for waste water which was not
included in the original design. Also, multiple unforeseen existing conditions related to remodeling an
older building were discovered resulting in change orders that were incorporated into the contract. The
project was substantially complete and the building was open to the public on April 29, 2016. Punch list
items were addressed over the summer and all work was completed within the contract working days
allowed (original plus change order days). Final completion was delayed in order to accommodate a City
Fire Marshal requirement to connect and monitor the fire sprinkler suppression system, which was an
additional item of work to the project's scope, and to execute an agreement with the City and the alarm
company (Bay Alarm). These two actions delayed the filing of the final Notice of Completion.
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.
PUBLIC OUTREACH: During the design phase of the project, the design team met with the Community
Development Department to determine the most expeditious renovation method that minimized facility
downtime and lengthy review and approval processes. Based on these meetings, modifications to the
current building footprint were developed without significantly changing the height of the building.
Because the Community Center's primary concern was disruption of regular weekly activities and
scheduled weekend events, construction work was scheduled in the Center's courtyard area at specific
times that did not conflict with weekend events. Other construction operations were executed at a time
that minimized the disruption to the weekday's regularly scheduled activities. The Community Center
staff played a vital role in notifying patrons and scheduling activities.
FISCAL IMPACT: The total project cost, including advertisement and construction, increased by
$135,922.81 to a total project cost of $1,228,350.49 as shown below.
Funding Source:
Revenue Source
Parkland Dedication Fund
Building Fund
January 19, 2016 Allocation
Additional Allocation (Requested)
Total Available Funds
Amount
Note(s)
$200,000.00
Noted in FY13/14 CIP
$100,000.00
Noted in FY14/15 CIP
$ 54,927.68
Additional Allocation
$587,500.00
Fund 603 (FY14/15 CIP)
$150,000.00
Building Funds (Fund 603)
$135,922.81
Building Funds (Fund 603)
$1,228,350.49
Design Costs - 01 1 Amount
Document Reproduction (i.e. Advertisement)
Project Design (Kappe + Du Architects)
Site Investigation (J Stanley Consulting)
Project Design / Management (Park Engineering)
Marin Roofing (Repair)
Misc. Expense
Design subtotal
$3,595.41
$63,392.85
$2,224.24
$26,619.08
$4,377.00
$167.00
$100,375.58
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
The additional funding for this project is needed to cover specific items that arose during construction
and that were not addressed with earlier action by the City Council. The January 19, 2016 action by the
City Council to increase the project budget by $150,000 added funding specifically to construction. Since
that time extra work or additions to the original contract were added and the time taken to complete
the project added significant expense to the project budget. The following tables are intended to show
the financial modification.
December 15, 2014 Initial Budget at Award
Category
Construction -02 $616,993.00 Construction (Murray Building, Inc.)
$93,007.00 Construction Contingency
$90,000.00 Construction Management (Park
Engineering)
$15,000.00 Miscellaneous Fees
Estimated Expense Budget $815,000.00
January 19, 2016 Modified Budeet
Category (Modified)
Construction -02 $616,993.00 Construction (Murray Building, Inc.)
$93,007.00 Construction Contingency
$141,173.21 Additional Construction ContinRencv (Januarv. 19-2016)
$90,000.00
$15,000.00
$8,826.79
Estimated Expense $965,000.00
Budget
Construction Management (Park Engineering)
Miscellaneous Fees
Additional Misc. Amount (January 19, 2016)
The Modified Budget for this project only addressed the construction and did not include extra work
items that were needed during the construction. Interactions with contractor were difficult in that the
amount of time taken to complete the project including the punch list did not occur until many months
after the opening of the pool. These delays in finalizing the work required additional time to be spent by
our consultant which was not addressed in the original and modified budgets for the construction.
Based on the original budget line items shown above, the following summarizes the changes, extra work
and overages for the project construction.
Construction Budget — Contract Work
Construction -02 1 $851,173.21 Initial Budget Amount Plus Contingency
Expenses
Construction -02 $616,993.00 Contract Items - Murray Builders
$225,154.72 Change Orders — Required to Complete the Project
Subtotal Contract $842,147.72 This amount is under the original budgeted amount
Work
Construction Budget — Extra Work/Miscellaneous
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
Construction -02 $23,826.79 Initial budget did not include extra work but had some
funding for Miscellaneous Cost.
Expenses
Construction -02 $30,609.06 Extra Work Performed by Contractor Murray Builder
$34,819.95 Extra Work Performed by Others
Subtotal Extra/Misc. $65,429.01
Work
Construction Budget — Construction Management
Construction -02 $90,000.00 Construction Management (Park Engineering)
Expenses
Construction -02 $189,580.98 Construction Management (Park Engineering)
$26,503.30 Construction Management (Kappe+Du Architects)*
$4,313.90 Construction Management (Testing Engineer)
Subtotal CM Work $220,398.18
* Kappe+Du Architects contract included Construction Management. An amount of approximately
$5,000 was added to their scope to redesign the water systems associated with the reclaimed water
system.
Category Budgeted Actual
Design — 01 $127,427.68 $100,375.58 Budgeted amount noted in the December15,
2014 Staff Report
Construction - 02
$851,173.21
$842,147.72
$23,826.79
$65,429.01
$90,000.00
$220,398.18
Construction**
Extra Work/Miscellaneous**
Construction Management
$1,092,427.68 $1,228,350.49
**Includes the 5% retention to be paid 35 days after Notice of Completion is filed.
A total of ($1,228,350.49-$1,092,427.68) $135,922.81 is requested for additional allocation.
As noted above, the action taken by the City Council on January 19, 2016 did not account for the
additional cost for extra work and construction management services needed to finalize the
construction.
ACTION REQUIRED: Staff recommends that the City Council adopt the attached Resolution to accept
completion of the project, authorize the City Clerk to file the Notice of Completion and allocate an
additional $135,922.81 from the Building Fund #603 for this project.
ATTACHMENTS:
1. Resolution
2. Notice of Completion
RESOLUTION NO. 14275
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO ACCEPT
THE COMPLETION OF THE TERRA LINDA POOL HOUSE RENOVATION PROJECT,
CITY PROJECT 11229, AUTHORIZE THE CITY CLERK TO FILE A NOTICE OF
COMPLETION, AND INCREASE THE CONTINGENCY TO COVER THE CHANGES
ASSOCIATED WITH COMPLETING THE PROJECT BY $135,922.81 FOR A TOTAL NOT -
TO -EXCEED AMOUNT OF $1,228,350.49
WHEREAS, the City Council adopted Resolution No. 13854 on December 15, 2014
authorizing the City Manager to enter into an Agreement with Murray Building, Inc. to
construct the Terra Linda Pool House Renovation project, City Project No. 11229, for an
amount not to exceed $616,993 (the "Agreement"); and
WHEREAS, work has been completed on the Terra Linda Pool House Renovation
project; and
WHEREAS, the City experienced additional construction contingencies during
construction of the Terra Linda Pool House Renovation project; and
WHEREAS, the City issued change -orders for extra work in addition to the work
prescribed in the contract and incurred additional professional services expenses for construction
inspection and other related costs, in the total amount of $135,922.81; and
WHEREAS, funds in the amount of $135,922.81 are available in Building Funds (Fund
603); and
WHEREAS, staff has reviewed the change orders and other project expenses and found
them to be complete and within industry standards.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby accepts
as complete the Terra Linda Pool House Renovation project, and authorizes the City Clerk
to file for record a Notice of Completion of the project.
BE IT FURTHER RESOLVED that the City Council hereby increases the
contingency amount to cover the change -orders associated with completing the project, in
an additional amount not to exceed $135,922.81, and bringing the project authorization
total to $1,228,350.49.
BE IT FURTHER RESOLVED that the Director of Public Works is hereby
authorized to take any and all such actions and make changes as may be necessary to
accomplish the purpose of this resolution.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the
City Council of said City held on Monday, the 6th day of February, 2017 by the following vote, to
wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ESTHER C. BEIRNE, City Clerk
File No.: 08.06.62
Record Without Fee,
Per GC 27383 and
When recorded mail tt :
City of San Rafael
Esther C. Beirne, City Clerk
1400 Fifth Avenue
P. O. Box 151560
San Rafael, CA 94915-1560
II Illlllllllilllllillllllllllllllillllll ill
2017-0007030
Recorded I REC FEE 0.00
Official Records I
County of I CONFORMED COPY 0.00
iiarin I
RICHARD fl. BENSON I
Assessor -Recorder I
County Clerk I
I
08:50AII 24 -Feb -2017 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 substantially complete on the 29th day of April, 2016 and accepted the 6ch day of
February, 2017; that the name, address and nature of the title of the party giving this notice is as
follows: The City of San Rafael, 1400 Fifth Avenue, San Rafael, California, 94901, 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:
TERRA LINDA POOL HOUSE RENOVATION PROJECT
CITY PROJECT NO. 11229
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
Murray Builders, Inc.
I declare under penalty of perjury that the foregoing is true and correct.
Executed at San Rafael, California, on FEPlud1?" J 20 1-1
CITY OF SAN RAFAEL
A Municipal Corporation
By & t�
BILL GUERIN
Director of Public Works
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 -: 320- { day of rF-4-00eJ gel'
,
2011' ', by Bill Guerin, 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 cwi2 - A pP.- ,
ESTHER C. BEIRNE
' Sari;Rafael City Clerk
.�\' File: 08.06.62
RA f,
z
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 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda Item #
Date of Meeting: 1/17/2017
From: Bill Guerin
Department: Public Works
Date: 1/3/2017
Topic: COMPLETION OF THE TERRA LINDA POOL HOUSE RENOVATION PROJECT
Subject: ACCEPT COMPLETION OF THE TERRA LINDA POOL HOUSE RENOVATION
PROJECT (CITY PROJECT NO. 11229), AUTHORIZE THE CITY CLERK TO FILE THE NOTICE
OF COMPLETION, AND INCREASE THE PROJECT CONTINGENCY TO COVER THE
CHANGES ASSOCIATED WITH THE PROJECT.
Type: ® Resolution ❑ Ordinance
❑ Professional Services Agreement ❑ Other:
APPROVALS
® Finance Director
Remarks: Van Bach -Approved with a minor change in the Reso. 2/1/17
® City Attorney
Remarks: LG -Approved 1/30/17.
® Author, review and accept City Attorney / Finance changes
Remarks: KM - 1/30/17
® City Manager