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HomeMy WebLinkAboutPW Traffic Signal LED Relamping; NOC RecordedAgenda Item No: 3, h Meeting Date: July 6, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared Director of Public Works City Manager Approval; ) Ilu"e-dc (11 File No.: 18.01.78 TOPIC: FILE NOTICE OF COMPLETION FOR CITYWIDE TRAFFIC SIGNAL LED RELAMPING PROJECT SUBJECT: ACCEPT COMPLETION OF THE CITYWIDE TRAFFIC SIGNAL LED RELAMPING PROJECT, CITY PROJECT NO. 11253, 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 owns and maintains 86 traffic signals. Each traffic signal has red, yellow and green signal lamps and many of the intersections have pedestrian signal lamps. The Citywide Traffic Signal LED Relamping Project replaced all the lamps with energy efficient LED lamps to ensure that the City's traffic signals function at maximum efficiency. Furthermore, all pedestrian indicators were replaced with units containing a countdown timer, a feature which has been shown to increase pedestrian safety by reducing the number of pedestrians stranded in the crosswalk when lights change. The project was advertised in accordance with San Rafael's Municipal Code on October 3, 2014, and sealed bids were publicly opened and read aloud on October 27, 2014 at 10:00 AM. On November 3, 2014, the City Council adopted a resolution authorizing the Public Works Director to enter into an agreement with the low bidder, Mike Brown Electric. Construction commenced on February 2, 2015 after a lead period to obtain materials. The project was completed on April 1, 2015. The following summarizes the project milestones and working days: Working Non -Working Item Late Das Days Date of Contract December 16, 2014 - - Date of Notice to Proceed December 17, 2014 - - Construction Work Commencement February 2, 2015 - - FOR CITY CLERK ONLY File No.: 1+,1-1:56`1 Council Meeting: 3 jL� Disposition: A PPS. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Item Date Working Non -Working Das Days All Work Complete (Including Punch List Items Aril 1, 2015 - - Working Das Allowed by Contract 30 - Working Days Allowed by Change Order / Extra Work 15 - Non -Working Days Due to Weather - 2 Non -Working Days Other Than Weather - 9 Actual Working Days Allowed 45 - All work was completed within the amount of actual working days allowed. Staff recommends acceptance of the project and recordation of the Notice of Completion. ANALYSIS: Pursuant to Civil Code Section 3093, the City 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 subcontractors may file Stop Notices seeking payment from the City out of the funds owed to the Contractor for the project work. PUBLIC OUTREACH: Public outreach is not applicable to this project as it was a maintenance project. FISCAL EVIPACT: Construction was completed within the originally authorized construction budget. The total project cost, including advertisement and construction, is $211,625.54 as shown below. Fundine Sources: Project Funding Sources Gas Tax Fund (Fund 206)— Proiect Allocation Total Available Funds Allocation Amount $245,000.00 r:x enses: Design Costs Amount Document Reproduction (i.e. Advertisement) $1,585.49 Design Subtotal $1,585.49 Construction Costs Actual Construction Contract Amount Based on Measured Quantities* Contract Change Orders* Construction Subtotal Total Project Expense = *Includes the 5% retention to be paid 35 days after Notice of Completion is filed $138,884.71 $71,155.34 $210,040.05 $211,625.54 The City's Citywide Traffic Signal LED Relamping Project draws upon Gas Tax Fund #206. The project was completed within the City Council originally approved project budget of $350,000.00. The project design was completed by Department of Public Works engineering staff at a cost of approximately $5,000. Supplemental construction inspection by Public Works staff was required to inspect and manage the construction work at an estimated cost of $20,000. The total estimated staff cost of $25,000 is not shown in the tables above. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 ACTION REQUIRED: Staff recommends that the City Council accept completion of the project and authorize the City Clerk to file the Notice of Completion. Enclosures: Notice of Completion Record W hout Fee, .r �Per GC 27383 and 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 I! illllllllllllllllllllllllllllilllllllllll 2015-003484. Recorded I REC FEE 0.00 Official Records I County of I COHFORHED COPY 0.00 Harin I RICHARD H. BEHSOH I Assessor -Recorder I County Clerk I I 09:52AII 16 -Jul -2015 I Page 1 of 2 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 1st day of April, 2015 and accepted the 6th day of July, 2015; 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: CITYWIDE TRAFFIC SIGNAL LED RELAMPING PROJECT CITY PROJECT NO. 11253 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 arc hereby incorporated herein by reference thereto; and that the name of the Contractor who contracted to perform said work and make such improvement is MIKE BROWN ELECTRIC CO. I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on 7//0 , 2015— CITY 01; CITY OF SAN RAFAEL A Municipal Corporation By `� Al KEVIN MCGOWAN Acting Public Works Director A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF MARIN Subscribed and sworn to (or affirmed) before me on this A frt. day of ���- y 20 /S, by ►4Ev1,u f4C&v o proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. WITNESS my hand and official seal. Signature�- ESTHER C. BEIRNE Safi Rafael City Clerk File: 18.01.78 CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OFA CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. & • h DATE OF MEETING: 7/6/2015 FROM: DEPARTMENT DATE: Kevin McGowan Public Works 6/18/2015 TITLE OF DOCUMENT: ACCEPT COMPLETION OF THE CITYWIDE TRAFFIC SIGNAL LED RELAMPING PROJECT, CITY PROJECT NO. 11253, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION Depa ment Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City anager (si nature) NOT APPROVED REMARKS: APPROVED AS TO FORM: City Attorney (signature) File No.: 18.01.78 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 1st day of April, 2015 and accepted the 6th day of July, 2015; 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: CITYWIDE TRAFFIC SIGNAL LED RELAMPING PROJECT CITY PROJECT NO. 11253 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 MIKE BROWN ELECTRIC CO. 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 KEVIN MCGOWAN Acting Public Works Director A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF MARIN Subscribed and sworn to (or affirmed) before me on this day of , 20, by , proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. WITNESS my hand and official seal. Signature ESTHER C. BEIRNE San Rafael City Clerk File: 18.01.78