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HomeMy WebLinkAboutPW SRTS Happy Lane; NOC RecordedCITY OF n, U Agenda Item No: 6 Meeting Date: October 4, 2010 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by• City Manager Approval: ecto ublic Works (LB) File No. 18.10.13 SUBJECT: ACCEPT COMPLETION OF THE SAFE ROUTES TO SCHOOL (SRTS) HAPPY LANE PEDESTRIAN IMPROVEMENTS PROJECT, CITY PROJECT NO. 11121, FEDERAL PROJECT NO. SRTSL-5043(028), 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: On April 21, 2008 the City Council adopted Resolution number 12475, and authorized the Director of Public Works to enter into an agreement with Alta Planning + Design to design the Safe Routes to School (SRTS) Happy Lane Pedestrian Improvements. On March 5, 2010, Caltrans approved and issued the required documents allowing the City to proceed with bidding and construction of the project. On May 3, 2010 the City Council adopted the project plans and specifications which were advertised in accordance with San Rafael's Municipal code and policies on May 7, 2010. Bids were opened on June 2, 2010 at 2:00 PM. The City Council adopted Resolution number 12973 authorizing the Public Works Director to enter into an agreement with Ghilotti Brothers, Inc. (the low bidder) to construct the project. Construction commenced on July 15th, 2010. PROJECT UPDATE: The project construction was fully completed (including all punch list items) on September 21", 2010 and the new facilities and improvements were opened to the public. The engineer recommends acceptance of the project and recordation of a Notice of Completion. PROJECT SUMMARY: The following summarizes the project costs: Category Amount Construction Contract Amount based on Estimated Quantities $123,000.00 Actual Contract Amount based on Measured Quantities* $113,565.75 FOR CITY CLERK ONLY File No.: 4-1—&f 1' Council Meeting: IC 4L:2010 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Category Amount Change Orders* $13,740.36 Extra Work* $0.00 Total* $127,306.11 Advertisement Costs $1,610.73 Public Notification Costs $556.22 Total Construction Cost $129,473.06 * includes the 10% retention to be paid 35 days after Notice of Completion is filed. On July 6, 2009 the City Council adopted the 2009/2010 Capital Improvement Program allocating $363,179.00 for the SRTS Happy lane Pedestrian Improvements Project. On June 7, 2010, the City Council approved a total project cost of $195,086.09, of which $145,000.00 was for construction. The total construction cost of the project fell below the allocated project amount. All of the costs listed above, plus design and staff time for construction engineering, will be reimbursed from the federal SRTS grant. The following summarizes the project milestones and working days: Item Date Working Days Date of Contract Jun 7, 2010 - Date of Notice to Proceed Jun 29, 2010 - 2 week Lead Period to Obtain Materials Jun 30 -Jul 14, 2010 - Construction Work Commencement Jul 15, 2010 - All Work Complete(including Punch List Items Sept 21, 2010 58 Calendar Days allowed by contract 35 Calendar Days allowed by adjustment 0 Calendar Days allowed by change order 23 Non -Working Days due to weather 0 Calendar Days No Work Done on Controlling Operation 11 Actual Calendar Days Allowed 58 All work was completed within the amount of working days specified. ANALYSIS: Pursuant to Civil Code Section 3093 the City, owner of the improvements, 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 sub contractors may file Stop Notices seeking payment from the City out of the funds owed to the Contractor for the project work. ACTION REQUIRED: Accept completion of the SRTS Happy Lane Pedestrian Improvements Project (Project #11121) and authorize the City Clerk to file a Notice of Completion. W- e PY 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 2010-004�DZ304 recorded Official Records County of Plarin j0AN C. THAYER Assessor -Recorder 11:40AN 05-Gct-2'010 REC FEE 0. CIO Rage 1 of 1 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 21st day of September, 2010 and accepted by the City Council the 4th day of October, 2010; 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: SAFE ROUTES TO SCHOOL (SRTS) HAPPY LANE PEDESTRIAN IMPROVEMENTS PROJECT CITY PROJECT #11121 FEDERAL AID PROJECT NO. SRTSL-5043(028) 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 Brothers, Inc. 525 Jacoby Street San Rafael, CA 94901 I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on �`� �� ; 20,1 CITY OF SAN RAFAEL A Municipal Corporation OO , P.E. rks Director STATE OF CALIFORNIA COUNTY OF MARIN On this '3 -k day of OC -IvLR 20 io ,before me, ESTHER C. BEIRNE, City Clerk of the vCiLy of San ntxalael, County of Marin, Statc residahngg thcrchn, p`,JV.,lly appeared ne NTT7 CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. DATE OF MEETING: 10/04/2010 FROM: PARVIZ MOKHTARI, P.E. DEPARTMENT: Public Works DATE: 9/27/2010 TITLE OF DOCUMENT: ACCEPT COMPLETION OF THE SAFE ROUTES TO SCHOOL (SRTS) HAPPY LANE PEDESTRIAN IMPROVEMENTS PROJECT, CITY PROJECT NO. 11121, FEDERAL PROJECT NO. SRTSL-5043(028), AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION 'c%q Hea i ature) �Ir�fc�k *kk �nk�k �Ic�k�fc �k�lk�k �k�k�lc �cak�lc �Ic�lc�k �k�k�k �Ic�lcilc �Inkk **�fc �k�k�r *** �Ic�lc�fc �k�lc�k (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY A E AIT City ger (signature NOT APPROVED REMARKS: APPROVED AS TO FORM: / ' , '2 �°. A /— if City Attorney (signature) File No.: 18.10.13