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Home My WebLink AboutPW Freitas & Las Gallinas Resurfacing 2010; NOC RecordedAgenda Item No: 3 ' � Meeting Date: August 15, 2011 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works ->it Manager Prepared by: �" - Y g Approval: Director of Public Works (LB) rue iNo. i omo. r i SUBJECT: ACCEPT COMPLETION OF THE FREITAS PARKWAY AND LAS GALLINAS AVENUE RESURFACING 2010 REBID, PROJECT 11152, 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: Staff identified that portions of the pavement of Manuel T. Freitas Parkway and Las Gallinas Avenue have deteriorated to the extent that an overlay project was necessary to avoid complete and costly street reconstruction. The Freitas Parkway and Las Gallinas Avenue Resurfacing 2010 project included the resurfacing of Freitas Parkway from Redwood Highway/Civic Center Drive to 300 feet west of Los Gamos Road and Las Gallinas Avenue from Freitas Parkway to Las Colindas Road. Project design was completed by City of San Rafael Department of Public Works engineering staff. Roadway resurfacing also requires the replacement of traffic signal detection devices at various signalized intersections within the project corridor. At the intersection of Manual T. Freitas Parkway and Northgate Drive, staff determined that replacing existing in -pavement loop detectors with video detection cameras was the best option. The City purchased standardized equipment and solicited informal bids for equipment installation. The equipment was installed prior to removal of the old system in order to maintain functionality during construction. On July 6, 2010 the City Council adopted the plans and specifications which were advertised in accordance with San Rafael's Municipal code and policies on August 20, 2010. Bids were opened on September 1, 2010. On September 7, 2010, the City Council adopted Resolution number 13052 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 May 18, 2011. FOR CITY CLERK ONLY File No.: Council Meeting: / s f Disposition: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Public Works staff worked closely with the contractor and our construction inspection staff to modify the original plan to meet current field conditions. Portions of these roadways had experienced significant damage from last year's rainy season and therefore required additional digout work. In addition, based on resident complaints and input from the Public Works Street Maintenance Division, a portion of Civic Center Drive between the railroad tracks and the southern end of the intersection with McInnis Parkway was added to the project as extra work. The City also worked closely with utilities in the project area to raise their facilities. Ghirardelli & Associates was hired to provide onsite construction inspection. Public Works staff provided overall project management, coordinating and communicating with residents, utilities, the inspection consultant and the contractor. PROJECT UPDATE: Construction was completed on July 11, 2011. Total project expenses, which included extra work to repair pavement at the intersection of Civic Center and McInnis Parkway, exceeded the originally authorized budget of $613,000 by $4,581.33 (.0075%). PROJECT SUMMARY: Council previously approved a total project cost of $613,000.00 from the following funding sources: Sn»rce Amount Note(s) Local Measure A $415,620.00 One-time allocation Proposition 1B $150,000.00 Accumulated previously; already assigned to project Proposition 42 $47,380.00 Accumulated previously; transfer from Fund 225 Total Available Funds $613,000.00 $532,033.20 The summary of actual project costs are as follows: Category Amount Construction Contract Amount based on Estimated Quantities $497,018.00 Actual Contract Amount based on Measured Quantities* $485,729.75 Change Orders* $6,527.05 Extra Work* $39,776.40 Total* $532,033.20 Construction Inspection $48,759.19 Anticipated Reimbursement from various utility companies -$5,621.00 Caltrans Encroachment Permit $36093 Purchase and installation of Traffic Signal Detection Equipment $38,527.22 Advertisement Costs $3,521.79 Total Project Cost $611,581.33 Includes 10% retention to be paid 3-) days atter Notice of t ompletlon is ruea. The construction of the project was completed within the original City Council approved budget. The additional costs for construction inspection caused this project to extend beyond the original budget by $4,581.33. We therefore ask that City Council approve a transfer of $4,581.33 to this project budget from Miscellaneous Right of Way FY 10/1 I (project 1 1141). The following summarizes project milestones and working days: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 Working Item Date Days Date of Contract September 7, 2010 - Date of Notice to Proceed January 21, 2011 - Project on Hold January 22, 2011 — May 17, 2011 - Construction Work Commencement May 18, 2011 - Project on Hold June 29, 2011 - July 14, 2011 - Project Complete July 18, 2011 31 Working Days allowed by contract 25 Working Days allowed by chap e order 6 Actual Working Days Allowed 31 Non -Working Days due to weather 0 All work was completed within the number of working days specified. Staff recommends acceptance of the project and recordation of a Notice of Completion. 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 Freitas Parkway and Las Gallinas Avenue Resurfacing 2010 Rebid, (Project #11152) and authorize the City Clerk to file a Notice of Completion. �- NII III 11111111 l lilt f I II I Iillil i ll L11 When recorded mail to: 2� 1 1—Qt�40697 City of San Rafael Recorded I REC FEE Esther C. Beirne, City Clerk Official Records I County of 1400 Fifth Avenue KarinRICHARD N. BENSON I P. O. Box 151560 Assessor -Recorder I San Rafael, CA 94915-1560 County Clerk I ; a 11:34M 17-Auo-2811 1 Page 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 18th day of July, 2011 and accepted the 15th 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: FREITAS PARKWAY AND LAS GALLINAS AVENUE RESURFACING 2010 REBID PROJECT #11152 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 � 1 (/ 6� 20-&. CITY OF SAN RAFAEL A Municipal Corporation By NADER MANSOURIAN Public Works Director STATE OF CALIFORNIA COUNTY OF MARIN On this 1-17N day of >4u&ue -i 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/she/they executed the same in (9/her/their authorized capacity (ies), and that b ni /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 PENALLY-OF.FERJURY under the laws of the State of California that the foregoing paragraph is true_.and cozr6ct.. Signature ESTHER C. B1RTE, City Clerk File: 16.06.71 44-6/1 AX 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 MARIN COUNTY RECORDER AUG 17 2011 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 18th day of July, 2011 and accepted the 15th 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: FREITAS PARKWAY AND LAS GALLINAS AVENUE RESURFACING 2010 REBID PROJECT #11152 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 '00� By NADER MANSOURIAN Public Works Director STATE OF CALIFORNIA COUNTY OF MARIN On this P-1'r*1 day of A G6 -u c, , 20-!Z, 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) 0/are subscribed to the within instrument and acknowledged to me that Lie/she/they executed the same inis her/ their authorized capacity (ies), and that by nis 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 PERJUZZY under the laws of the State of California that the foregoing paragraph is true and. -correct. Signature ESTHER C. BEIRNEity'Clerk' File: 16.06.71