No preview available
HomeMy WebLinkAboutPW Parking Garage Lighting Replacement; NOC RecordedAgenda Item No: 3. e Meeting Date: May 6, 2013 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works er Approval;/ Mana -A Prepared by: 9 Director of Public Works (HY) File No. 06.01.2 10 SUBJECT: ACCEPT COMPLETION OF THE PARKING STRUCTURE -GARAGE LIGHTING REPLACEMENT PROJECT, CITY PROJECT NO. 11205, 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: The City of San Rafael currently maintains and operates four parking structures -garages within the downtown area which currently utilize metal halide and high pressure sodium fixtures. Conversion of each of the 284 lighting fixtures with photocells, fluorescent fixtures with energy efficient ballasts, and Light Emitting Diode (LED) fixtures have greatly reduced the energy usage within these structures. The design of the project was completed by City of San Rafael Department of Public Works engineering staff. On September 17, 2012, the City Council adopted the plans and specifications and authorized the City Clerk to call for bids. The project was advertised in accordance with San Rafael's Municipal Code and policies on September 18, 2012, and sealed bids were publicly opened and read aloud on October 9, 2012 at 10:00 AM. On October 15, 2012, the City Council adopted Resolution No. 13426 authorizing the Public Works Director to enter into an agreement with the low bidder, DC Electric, and construction commenced on February 21, 2013. Construction was completed on March 28, 2013 within the originally authorized construction budget. The total project cost, including design, bidding, and construction is $74,492.79 as shown below. The City has received a 0% loan from PG&E which will be paid back over a 10 year period utilizing energy cost savings from the retrofit project. In addition, the cost savings from the Parking Structure - Garage Retrofit project will also help offset some of the costs for the City's HVAC replacement project currently under construction. The final loan amount for both the Parking Structure -Garage Retrofit and HVAC replacement projects will be determined by PG&E once the HVAC replacement project is complete. File No.: Council Meeting: Disposition: Appo'Pu'ark SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 PROJECT SUMMARY: REVENUE Project Funding Sources Amount Notes PG&E Loan (0% Interest Loan) $15,430.00 Loan linked with Energy Savings Projects for City Hall's HVAC Replacement. Parking Services $49,573.00 Garage Funds Estimated Energy Efficiency Rebates $9,490.00 Exact rebate to be determined by PG&E once the City Hall HVAC system upgrades are completed. Total Available Funds $74,493.00 1 1 * Final loan amount to be determined by PG&E when both projects and all incentives are finalized. EXPENSES Design and Advertisement Costs October 15, 2011 Document Reproduction $460.75 Design and Advertisement Sub Total $460.75 Construction Costs February 21, 2013 Actual Contract Amount based on Measured Quantities* $74,032.04 Change Orders* $0.00 Construction Sub Total $74,032.04 Total Project Cost $74,492.79 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. The following summarizes the project milestones and working days: Workin Item Date Days Date of Contract October 15, 2011 Date of Notice to Proceed February 21, 2013 Construction Work Commencement February 21, 2013 - All Work Complete (including Punch List Items) March 28, 2013 25 Working Days Allowed by Contract 25 Working Days Allowed by Change Order 0 Non -Working Days Due to Weather 0 Actual Working Days Allowed 25 All work was completed within the amount of working days specified. We recommend 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 Parking Structure -Garage Lighting Replacement Project City Project No. 11205, and authorize the City Clerk to file a Notice of Completion. Enclosure: 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 2013-0031969 Recorded I REC FEE Official Records I County of I Harin I RICHARD 11. BENSON I Assessor -Retarder I County Clerk I la 01:47PH 08-Ilay-2013 I Page 1 of 1 RECOR'J MTHOUT ME PER G.C. 27383 SPACE ABOVE THIS LINE FOR RECORDER'S USE CITY OF SAN RAFAEL NOTTCE OF COMPLETION OF IMPROVEMENT TO ALL PERSONS WHOM IT MAY CONCERN: 0.00 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 28th day of March, 2013 and accepted the 6th day of May 2013; 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: PARKING STRUCTURE GARAGE LIGHTING REPLACEMENT PROJECT CITY PROJECT #11205 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 DC ELECTRIC I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on A I/ 1p� CITY OF SAN RAFAEL A Municipal Corporation By NADER MANSOURIAN Public Works Director STATE OF CALIFORNIA COUNTY OF MARIN , 2013. On this '1-0- day of HA -/ , 20j_�, 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 whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity, and that by his signature on the instrument the person, or the entity upon behalf of which the person 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 and correct. Signature '� G - ESTHER C. BEIRNE, City Clerk File: 06.01.210 CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 3. e DATE OF MEETING: 5/6/2013 FROM: NADER MANSOURIAN DEPARTMENT: PUBLIC WORKS DATE: 4/25/2013 TITLE OF DOCUMENT: ACCEPT COMPLETION OF THE PARKING STRUCTURE -GARAGE LIGHTING REPLACEMENT PROJECT, CITY PROJECT NO. 11205, 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: 4'c City Manager (signature) • j i APPROVED AS TO FORM: x City Attorney (signature) 101• ls o] 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 28th day of March, 2013 and accepted the 6th day of May 2013; 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: PARKING STRUCTURE GARAGE LIGHTING REPLACEMENT PROJECT CITY PROJECT #11205 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 DC ELECTRIC I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on —2013. 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 whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity, and that by his signature on the instrument the person, or the entity upon behalf of which the person 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 and correct. Signature ESTHER C. BEIRNE, City Clerk File: 06.01.210