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Home My WebLink AboutPW St. Resurfacing 2010-11; NOC RecordedAgenda Item No: 3 D Meeting Date: August 1, 2011 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Director of Public Works City Manager Approv File No. 16.06.74 SUBJECT: ACCEPT COMPLETION OF THE STREET RESURFACING 2010-2011 PROJECT, CITY PROJECT #11162, 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: This project was originally designed to resurface 38 local streets with a low pavement condition index. The design of the project was completed by City of San Rafael Department of Public Works engineering staff. On August 16, 2010 the City Council adopted the plans and specifications which were advertised in accordance with San Rafael's Municipal code and policies on September 14, 2010. Bids were opened on September 29, 2010. On October 4, 2010, the City Council adopted Resolution number 13065 authorizing the Public Works Director to enter into an agreement with Ghilotti Brothers, Inc. (the low bidder) to construct the project. The original start of construction was delayed due to weather; however the work commenced on April 29, 2011. Public Works staff worked closely with the contractor and our construction inspection staff to modify the original plan to meet current field conditions. Some roads that experienced significant damage from last years rainy season required additional digout work while other roads needed additional grinding and asphalt to combat the advanced state of deterioration. A total of 36 of the original 38 roads were resurfaced. One of the roadways removed was in such an advanced state of deterioration that a full reconstruction would be necessary instead of a simple resurfacing. This road will be examined by staff and added to next years resurfacing project in order to incorporate the extensive repair. The other roadway removed was found to have a concrete base, and requires a different method of maintenance than an asphalt overlay. Other modifications, such as adding reinforcement fabric to Mark Drive and adding asphalt thickness to significantly damaged roads, were added in hopes of extending the life of the pavement. The City also worked closely with utilities in the area to raise their facilities in this project. PROJECT UPDATE: Construction was completed on July 11, 2011 within the originally authorized budget of $1,450,000. FOR CITY CLERK ONLY File No.: 14.1 -1-7;10 Council Meeting: -of 1 [.)-oI / Disposition: el C Ce tia I��DIZi: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pase: 2 PROJECT SUMMARY: Category Amount Construction Contract Amount based on Estimated Quantities $1,368,787.95 Actual Contract Amount based on Measured Quantities* $1,334,522.56 Catesory Amount Change Orders* $181,018.00 Extra Work* $1,275.00 Total* $1,516,815.56 Reimbursement from various utility companies -$69,190.25 Advertisement Costs $1,359.99 Total Construction Cost $1,448,985.30 *Includes the 10% retention to be paid 35 days after Notice of Completion is filed. Extra Work noted represents the raising of additional San Rafael Sanitation District facilities Ghirardelli & Associates was hired to provide onsite construction inspection services throughout the duration of the project. This large project was managed by our Public Works staff that facilitated coordination efforts with residents, utilities, inspections and the contractor. The cost of the inspection services will be paid from another funding source and is not shown above. The following summarizes project milestones and working days: Workinm Item Date Days Date of Contract October 10, 2010 - Date of Notice to Proceed November 5, 2010 - Pro'ect on Hold due to Weather November 7, 2010 - April 4, 2011 - Construction Work Commencement Aril 29, 2011 - Pro'ect Complete July 11, 2011 45 Working Days allowed by contract 35 Working Days allowed by change order 10 Actual Working Days Allowed 47 Non -Working Days due to weather 2 All work was completed within the amount of working days specified. We recommend acceptance of the project and recordation of a Notice of Completion. F41Ie •,1W6.y k3 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 Street Resurfacing 2010-2011 Project, (Project #11162) and authorize the City Clerk to file a Notice of Completion. 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 1111111IIIIIIIIIIIi1111IIIIIIIIIII 20 1 1 --0038 1 09 Recorded I REC FEE Official Records I County of I Marin I RICHARD N. BENSON i Assessor—Recorder I County Clerk I I 11:38AN 02—Aug-2011 I Page 1 of i SPACE ABOVE THIS LINE FOR RECORDER'S USE CITY OF SAN RAFAEL NOTICE OF COMPLETION OF IMP ROVEMEINIT 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 11th day of July, 2011 and accepted the 1st day of August 2011; 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: STREET RESURFACING 2010-2011 PROJECT #11162 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. I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on�✓p.7Z ' 20-/-/ CITY OF SAN RAFAEL A Municipal Corporation By NADER MANSOURIAN Public Works Director STATE OF CALIFORNIA COUNTY OF MARIN On this day of vS/ 20� before me, ESTHER C. BEIIZNE, City Clerk of the City of San Rafael, County �arin, State of California, residing therein, personally appeared NADER MANSOURIAN, (or proved to me on the basis of satisfactory evidence) to be the person (s) whose name (s) is are subscribed to the within instrument and acknowledged to me that/she/they executed the same in G/her/their authorized capacity (ies), and that bmN/her/their signature (s) on the instrument the person (s), or the entity upon behalf of which the person (s) acted, executed the instrument. WITNESS my hand and official seal. I certify under PENALTY OF ,PERJURY under the laws of the State of California that the foregoing paragraph is true aZ�`correct:: ` Signature ESTHER C:-$EIRl't, Cit '(flerk File: 16.06.74 1-f,/ —614, 0.00 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. 36 DATE OF MEETING: 8//11 FROM: Nader Mansourian kn IIS'� „y�I" ' { ix DEPARTMENT: Public Works DATE: 7/27/11 1.11- 27 2011 TITLE OF DOCUMENT:1)ATTORNEY ACCEPT COMPLETION OF THE STREET RESURFACING 2010-2011 PROJECT, CITY PROJECT #11162, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) NOT APPROVED REMARKS: APPROVED AS TO FORM: City Attorney (signature) File No.: 16.06.74 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 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 11th day of July, 2011 and accepted the 1st day of August 2011; 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: STREET RESURFACING 2010-2011 PROJECT #11162 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. I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on 20—. CITY OF SAN RAFAEL A Municipal Corporation By NADER MANSOURIAN Public Works Director STATE OF CALIFORNIA COUNTY OF MARIN On this - — day of , 20. before me, ESTHER C. BEIRNE, City Clerk of the City of San Rafael, County of Marin, State of California, residing therein, personally appeared NADER MANSOURIAN, (or proved to me on the basis of satisfactory evidence) to be the person (s) whose name (s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity (ies), and that by his/her/ their signature (s) on the instrument the person (s), or the entity upon behalf of which the person (s) acted, executed the instrument. WITNESS my hand and official seal.