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Home My WebLink AboutPW Regional Transportation System Enhancements NOC Recorded7 � SAN RAFAEL Agenda Item No: THE CITY WITH A MISSION Meeting Date: March 20, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, City Manager Approval: Director of Public Works File No.: 18.01.76 TOPIC: REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS PROJECT SUBJECT: ACCEPT COMPLETION OF THE REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS PROJECT (CITY PROJECT NO. 11237), AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION RECOMMENDATION: Accept completion of the project and authorize the City Clerk to file the Notice of Completion. BACKGROUND: Sonoma -Marin Area Rail Transit (SMART) completed construction of their initial operating segment (IOS 1) in San Rafael and is planning passenger service to begin in 2017. SMART's IOS 1 segment terminates at the downtown rail station, which is located between Third and Fourth Streets. In anticipation of SMART passenger service, the Public Works Department initiated the Regional Transportation System Enhancements (RTSE) project to prepare San Rafael's downtown transportation system for rail operations. The City's aging traffic signal system in the vicinity of the train station was not equipped to work together with SMART's rail system. Upgrading the traffic signal systems to include railroad pre-emption is essential for bicycle, pedestrian, and vehicular safety as well as overall efficiency of the downtown roadway network. In addition to traffic signal upgrades, new curb ramps and sidewalk widening were installed in 2016 to comply with Americans with Disabilities Act (ADA) requirements. The project was originally advertised on July 31, 2015. On August 27, 2015, one sealed bid, submitted by Ghilotti Bros., Inc. in the amount of $3,449,545 was publicly opened and read aloud. On September 8, 2015, the City Council rejected the one bid received and instructed staff to re -advertise the project. The project was re -advertised in accordance with San Rafael's Municipal Code on September 14, 2015 and four sealed bids were publicly opened and read aloud on October 6, 2015 at 11:00 AM. On October 19, 2015, the City Council adopted a resolution authorizing the City Manager to enter into an agreement with the low bidder, Ghilotti Bros., Inc in the amount of $2,748,357.00. FOR CITY CLERK ONLY File No.: 4-1-671 Council Meeting: 03/20/2017 Disposition: Approved and accepted SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 On January 4, 2016, the City Council adopted a resolution authorizing the City Manager to enter into a professional services agreement with Park Engineering, Inc. to provide inspection services associated with the RTSE Project. Construction of new traffic signal and roadway improvements commenced on December 9, 2015 and was completed on November 7, 2016. The contract work was completed within the number of working days allowed. However, extensive coordination with AT&T was required at the very end of the project to assure the City that the Contractor's work did not adversely affect the traffic signal systems on the west end of downtown. This utility coordination with AT&T delayed the final Notice of Completion from November 2016 to March 2017. 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 from the funds owed to the Contractor for the project work. FISCAL IMPACT: The total project cost of $3,797,856 came in well under the originally authorized budget of $4,600,000. The actual construction for the project involved some complex interactions with PG&E as well as other utilities in order to install the signal poles and conduits across intersections. The design and construction team worked closely together with the City's project engineer to modify the scope of work, resulting in the project being delivered $802,144 under the original budget, while adapting to field changes that were necessary to accomplish the work. The funding sources and expenses, including design, advertisement, construction, material acquisition, and inspection services are below. Proiect Budget Funding Sources Amount Note(s) Federal Congestion Management and Air Quality OBAG Grant $1,900,000 (CMAQ) funds Traffic Mitigation Funds, #246 $2,045,735 Gas Tax Funds, #206 $654,265 Total Available Funds $4,600,000 Expenses Category -Eden Expense Code Amount Note(s) Already Charged Expenses Design -01 $384,967.52 Kimley-Horn and Associates, Inc. Construction -02 $3,986.15 Document Reproduction Construction -02 $1,300.00 SMART Right -of -Entry Permit Construction -02 $2,639,643.66 Ghilotti Brothers, Inc. Construction* Construction -02 $9,601.64 DC Electric Group, Inc. Construction -02 $37,598.90 Utility Work (PG&E and MMWD) Construction -02 $104,153.56 Park Engineering, Inc. (Construction Inspection) Construction Support Services (i.e., Materials Testing, Native American Monitoring, and Construction -02 $21,019.34 Archaeologist Monitoring) Miscellaneous expenses (i.e., batteries, server Equipment Purchase -07 $17,375.66 hardware, Marin IT staff time, etc.) Equipment Purchase -07 $578,210.43 Econolite Control Products, Inc. (traffic signal SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 Category -Eden Expense Code Amount Note(s) vendor) Total Expenses $3,797,856.86 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. The remaining budgeted funds of $802,144 will be utilized to add additional mast arm signals on the west side of Hetherton Street at Mission Avenue and Fifth Avenue. Additional resurfacing is also anticipated at Third Street and Irwin Street to improve safety aspects of that intersection. These two smaller projects will be bid separately and should be in place in the next few months. ACTION REQUIRED: Staff recommends that the City Council accept completion of the project and authorize the City Clerk to file the Notice of Completion. ATTACHMENTS: Notice of Completion Record Without Fee, Per GC 27383 and CG 1z CL recorded riiail tc;: 2 City of San Rafael Esther C. Beirne, City Clerk 1400 Fifth Avenue P. O. Box 151560 San Rafael, CA 94915-1560 I II Illilll IIIIIII�Iilll�lillil�llll II III 2017-0011845 Recorded I REC FEE 0.00 Official Records I County of I COHFORHED COPY 0.00 Harin I RICHARD N. BENSON I Assessor -Recorder I County Clerk I I 01:50PIl 21-11ar-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 completed upon the 7 1 day of November, 2016 and accepted the 20'h day of March, 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: REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS PROJECT CITY PROJECT #11237 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 Ghilotti Bros., Inc. I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on t ) '►-4 2► 1201-1 CITY OF SAN RAFAEL A Municipal Corporation By & ) .� 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 2-1S? day of /` 4o2e-N , 20_LT, 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 G ESTHER C. BEIRNE San Rafael City Clerk File: 18.01.76 �Pta RAF,q�I h C'Tr WITH y 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: 3/20/2017 From: Bill Guerin Department: Public Works Date: 3/15/2017 Topic: COMPLETION OF THE REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS PROJECT Subject: ACCEPT COMPLETION OF THE REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS PROJECT (CITY PROJECT NO. 11237), AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: Approved -Van Bach 3/15/17 ® City Attorney Remarks: LG -approved 3/13/17 with changes shown. ® Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: