The URL can be used to link to this page

Home My WebLink AboutPW Pavement Maintenance Project FY 2024-25 NOCAgenda Item No: 4.h Meeting Date: March 3, 2025 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Grey Shankel Melgard, Associate Civil Engineer April Miller, Public Works Director City Manager Approval: ______ TOPIC: PAVEMENT MAINTENANCE PROJECT FISCAL YEAR 2024-25 SUBJECT: ACCEPT COMPLETION OF THE PAVEMENT MAINTENANCE PROJECT FISCAL YEAR 2024-25, CITY PROJECT NO. 11454, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION RECOMMENDATION: Staff recommends that the City Council accept the completion of the Pavement Maintenance Project Fiscal Year 2024-25 and authorize the City Clerk to file the Notice of Completion. BACKGROUND: The City’s annual pavement management program (“PMP”) provides vital updates to the City’s 333-lane mile network. One of the most important aspects of managing a road network is the continual investment toward preserving recently rehabilitated roads. These preservation projects represent relatively low-cost improvements that prolong the effective life of roadways in good condition. The City utilizes the industry standard Pavement Condition Index (“PCI”) system to identify streets needing preventative maintenance and then conducts field investigations to analyze conditions. Additionally, the City intentionally applies an equity lens to ensure that pavement conditions are being improved in all neighborhoods annually, and that consistent standards when evaluating potential projects. This year, the pavement maintenance project included crack sealing, slurry sealing, micro-surfacing, and installing new traffic striping, crosswalks, and legends to the current standards for streets located in the West San Rafael neighborhoods. On August 19, 2024, the City Council awarded the construction contract to Pavement Coatings Co. for $1,655,880 and approved a construction contingency of $244,120 for a ____________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: 03/03/2025 Disposition: Accepted completion and authorized City Clerk to file NOC SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 total of $1,900,000. Construction began on September 4, 2024, and was completed on October 23, 2024. ANALYSIS: Under Civil Code Section 3093, the City must record a Notice of Completion upon City acceptance of the improvements. This acceptance initiates a period during which project subcontractors may file Stop Notices seeking payment from the City for the funds owed to the Contractor for the project work. FISCAL IMPACT: The Pavement Maintenance Project Fiscal Year 2024-25 was funded through the Gas Tax Fund (#206). The total cost for completion of this project is approximately $1,557,000 which includes the cost of construction and construction support. In accordance with project specifications, the City retained five percent of the full amount due on each progress payment to Pavement Coatings Co., resulting in a total construction retention of $77,465.88. The final payment and release of retention will be made 35 days after recording the Notice of Completion. The remaining funds of $350,682.39, consisting of unused base contract and construction contingency, from the Pavement Maintenance Project Fiscal Year 2024-25 shall be returned to the PMP for use in the annual program. RECOMMENDED ACTION: Staff recommends that the City Council accept the completion of the Pavement Maintenance Project Fiscal Year 2024-25 and authorize the City Clerk to file the Notice of Completion. ATTACHMENTS: 1.Notice of Completion :� : rri ;tar,., r. u I . ga'iL ��, ail! I ; IIin !� E w 3� } i g,j I�r!o,i'i ,fx I, a i� i $ �'! aoid� ,t;77 l i�� it a ii,li cHfl iiie�HI ll�ell !ii 3ili`s2idi f_G_ Recording Requested By: The City of San Rafael When Recorded Mail To: Lindsay Lara, City Clerk 1400 Fifth Avenue San Rafael, CA 94901 EXEMPT FROM RECORDING FEES PER GOVERNMENT CODE §27383 Cie I Lh," F ��si•_Fn`-mil'•: F�?- F =P _., lJll !_:: 1: ,{7i,i rr_-\a_'.r'�-r_t`5 �%:ter- _. ❑- _ SPACE ABOVE THIS LINE IS FOR RECORDER'S USE NOTICE OF COMPLETION Civil Code §§ 8182, 8184, 9204, and 9208 NOTICE IS HEREBY GIVEN THAT: 1. The undersigned is the agent of the owner of the Project described below. 2. Owner's full name is the City of San Rafael ("City") 3. City's address is 1400 Fifth Ave, San Rafael, CA 94901 4. The nature of City's interest in the Project is: Fee Ownership _ Lessee X Other Public Right of Way Easement 5. Construction work on the Project performed on City's behalf is generally described as follows: the removal of existing striping, the placement of crack seal and fiberized slurry seal on various roadways, and the installation of new striping. 6. The name of the original Contractor for the Project is: Paving Coatings Co., located at 10240 San Sevaine Way, Jurupa Valley CA 91452 7. The Project was accepted as complete on: October 23, 2024 8. The Project is located at: various locations in the City of San Rafael Verification: In signing this document, I, the undersigned, declare under penalty of perjury under the laws of the State of California that I have read this notice, and I know and understand the contents of this notice, and that the facts stated in this notice are true and correct. i -many Od, 202&,—City of San Rafael Date and Place Sig ture mdtm h 5/ 26ZS April Miller, Director of Public Works Name and Title EXEMPT FROM NOTARY ACKNOWLEDGMENT REQUIREMENTS PER GOVERNMENT CODE § 27287 AND CIVIL CODE § 9208 Pavement Maintenance FY 2024-2025 2022 Form NOTICE OF COMPLETION Project #11454 Page 1