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Home My WebLink AboutPW Tamalpais Ave Queue Cutter Completion Recorded7 � SAN RAFAEL Agenda Item No: THE CITY WITH A MISSION Meeting Date: April 17, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, City Manager Approval: Director of Public Works File No.: 18.01.81 TOPIC: TAMALPAIS AVENUE QUEUE CUTTER IMPROVEMENTS PROJECT SUBJECT: ACCEPT COMPLETION OF THE TAMALPAIS AVENUE QUEUE CUTTER IMPROVEMENTS PROJECT (CITY PROJECT NO. 11272), 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, located between Third and Fourth Streets, and includes at -grade crossings at Mission Avenue, Fifth Avenue and Fourth Street. As each of the at -grade crossings are in close proximity to adjacent traffic signals, it is possible that traffic queued up at nearby traffic signals could back up onto the rail line. To reduce the possibility of traffic backing up onto the rail line, queue cutter traffic signals have been installed at each of the three crossings. Installing the new traffic signal systems, which includes railroad pre-emption, is essential for bicycle, pedestrian, and vehicular safety as well as overall efficiency of the downtown roadway network. In addition to the new traffic signal systems, new storm drains and curb ramps were installed in 2016 to comply with Americans with Disabilities Act (ADA) requirements. The project was advertised on January 21, 2016. On February 18, 2016, three sealed bids were publicly opened and read aloud. On March 7, 2016, 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 $1,247,146. On March 7, 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 Queue Cutter Project. FOR CITY CLERK ONLY File No.: 4-1-679 Council Meeting: 04/17/2017 Disposition: Accepted completion SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Construction of traffic signal and roadway improvements commenced on April 29, 2016, and the new traffic signals turned on the week of November 7, 2016. The contract work was completed within the number of working days allowed following complex interactions with both PG&E, due to unmarked or mismarked underground utilities, and SMART, for testing of electrical systems. During the design phase, the City directed the design team to implement and assess video detection cameras for both normal vehicle detection and queue detection (i.e., vehicle queues backing up towards the railroad tracks from a downstream traffic signal) as well as for the added benefit of streaming video back to Public Works for monitoring purposes. However, during field implementation between November 2016 and January 2017, it was determined that the cameras did not meet all needs adequately. As a result, City staff worked with the design team to consider other alternatives for vehicle queue detection, including radar and loops cut into the asphalt pavement, while maintaining the video detection cameras for normal signal operations. From February to April 2017, the City solicited quotes from electricians to install Caltrans standard vehicle detection loops in the asphalt pavement, awarded an informal construction contract in the amount of $39,500 to DC Electric Group, Inc., and completed construction. With the loops installed, the design team was quickly able to fine-tune the operations of each new signal to operate as originally designed. The City will continue to monitor overall operations and make any necessary adjustments in the future. ANALYSIS: Pursuant to Civil Code Section 3093, the City is required to record a Notice of Completion upon City acceptance of the improvements. 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 $1,858,326.47 came in under the originally authorized budget of $1,864,000. The funding sources and expenses, including design, advertisement, construction, material acquisition, and inspection services are below. Proiect Budget Funding Sources Amount Note(s) Traffic Mitigation Funds, #246 $1,864,000.00 Total Available Funds $1,864,000.00 Expenses Category -Eden Expense Code Amount Note(s) Already Charged Expenses Design -01 $254,012.21 Kimley-Horn and Associates, Inc. Construction -02 $1,323,151.97 Ghilotti Brothers, Inc. (Construction)* DC Electric Group, Inc. (Construction, and Signal Poles on Hetherton at Mission & Fifth) includes Construction -02 $198,680.16 Queue Cutter loops at $39,500.00 Miscellaneous expenses (i.e., Construction Inspection, Document Reproduction, Utility Construction -02 $82,482.13 Work, Materials Testing etc.) Total Expenses $1,858,326.47 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 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, y Per GC 27383 and 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 I!Illi!II'�I IIII' II II'llll'�IIII IIIIII III lil 2(1 n r —ou 15849 Recorded I REC FEE 0.00 Official Records I County of I CONFORMED COPY 0.00 Harin I RICHARD H. BENSON I Assessor -Recorder I County Clerk I I 02:05PH 19 -Apr -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 101h day of November, 2016 and accepted the 17th day of April, 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: TAMALPAIS AVENUE QUEUE CUTTER IMPROVEMENTS PROJECT CITY PROJECT #11272 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. t^ Executed at San Rafael, California, on A PP-il' 19 CITY OF SAN RAFAEL A Municipal Corporation By .& ) BILL GUERIN Director of Public Works 1201-7. 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 t g 7F+ day of AP el'- , 20L -T, 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 ESTHER C. BEIRNE San Rafael City Clerk File: 18.01.81 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: 4/17/2017 From: Bill Guerin Department: Public Works Date: 4/10/2017 Topic: COMPLETION OF THE TAMALPAIS AVENUE QUEUE CUTTER IMPROVEMENTS PROJECT Subject: ACCEPT COMPLETION OF THE TAMALPAIS AVENUE QUEUE CUTTER IMPROVEMENTS PROJECT (CITY PROJECT NO. 11272), AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: approved - MM 4-11-17 ® City Attorney Remarks: Approved. ETD. 4-11-17 ® Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: