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HomeMy WebLinkAboutPW MUP Repairs Project; NOC RecordedCITY OF no�. ' I Agenda Item No: 3. m Meeting Date: September 8, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works .,. Prepared by:. "�,..� :.. _ City Manager Approval.. Acting Director of Public Works File No. 22.04.43 TOPIC: NOTICE OF COMPLETION FOR MULTI -USE PATHWAY REPAIRS PROJECT SUBJECT: ACCEPT COMPLETION OF THE MULTI -USE PATHWAY REPAIRS PROJECT, CITY PROJECT NO. 11256, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION. RECOMMENDATION: Staff recommends that the City Council accept completion of the project and authorizes the City Clerk to file the Notice of Completion. BACKGROUND: The Transportation Development Act (TDA) of 1971 provides for the allocation of funds for projects that are consistent with regional transportation plans. TDA is one of the few grants which provide funds for maintenance projects. In August 2014, the Department of Public Works submitted an application for this grant and was awarded all available funds in the amount of $252,502.00. On November 3, 2014, City Council adopted a resolution of local support for this grant application. The City has many multi -use pathways that are maintained and repaired by Department of Public Works maintenance staff; two of which required more extensive repairs than routine maintenance. Using TDA Article 3 funds, this project removed and repaired failed sections of existing asphalt on the following multi -use pathways: Shoreline Park Multi -Use Pathway: The Shoreline Park Multi -Use Pathway is located adjacent to the Canal and Spinnaker Point neighborhoods. It is a popular area to view San Rafael Bay and is frequently used by bicyclists, pedestrians and families. The pathway is approximately 0.9 miles long. 2. Bahia Vista Elementary School Multi -Use Pathway: The Bahia Vista Elementary School Multi - Use Pathway is also located adjacent to the Canal and Spinnaker Point neighborhoods. A high volume of bicyclists and pedestrians use this pathway as a primary route to Bahia Vista Elementary School, Home Depot, Target, the Albert J. Boro Community Center, and a branch of the San Rafael Library. The pathway is approximately 0.4 miles long. This project included pathway repairs, slurry seal treatment, installation of a wooden board retaining wall, replacement of curb, gutter, and sidewalk, and installation of a concrete driveway at the entrance to the Shoreline Park Pathway to be used for maintenance vehicles. FOR CITY CLERK ONLY File No.: 14 —1® Council Meeting:_lglaot� Disposition PP .... � W "r&.6r o�.r. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 The project was advertised in accordance with San Rafael's Municipal Code April 24, 2015, and sealed bids were publicly opened and read aloud on May 21, 2015, at 10:00 AM. On June 1, 2015, the City Council adopted a resolution authorizing the Public Works Director to enter into an agreement with the low bidder, W.R. Forde Associates and construction commenced on July 8, 2015. The project was completed on August 14, 2015. The following summarizes the project milestones and working days: Amount Document reproduction (i.e., advertisement, Working Non -Working Item Date Days Days ........ ..__.. Date of Contract ..___........_ ...... ......... �_.._____.. ......._. _ ._... June 1, 2015 - ....... - _ .__....._ .. Date of N . ........ _ ........_ _ _ .... �. $190,120.70 Contract change orders* Construction Work Commencement Jul 8, 2015 - �.. - All Work Complete (Including Punch List Items) August 14, 2015 - - Working Days Allowed by Contract 20 - _.. _... ... Working Days Allowed by Change Order / Extra _... __.._._ 5 _ ...... ................ - Work .... _...._ ..... _ _. ..___.._ Non Working Das Due to Weather .. .. .... ...................... - .......... ._. 0 .......... _..... Non -W . . ... _. ......_._.._ ..... ..._.._ _. _ ......... _ Actual Working Days Allowed _..._.._m ......_ 25 - Actual Working Days Used 25 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: Prior to construction commencement, City staff informed the nearby school and homeowner's association of upcoming construction activities. The City posted notifications at the two project sites in both English and Spanish and maintained a project -specific website that was updated weekly to reflect changes in the project schedule. FISCAL IMPACT: Construction was completed within the originally authorized budget. The total project cost, including public outreach, advertisement, and construction is $252,364.16, as shown below. Funding Source: Project Funding Sources Allocation Amount Transportation Development Act (TDA) Grant $252,502.00 Total Available Funds $252,502.00 Expenses: Design Costs Amount Document reproduction (i.e., advertisement, public outreach flyers) $898.46 Design Subtotal $898.46 Construction Costs Amount Actual construction contract amount based on measuredquantities* $190,120.70 Contract change orders* $61,345.00 Construction Subtotal $251,465.70 Total Project Expense $252,364.16 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 The project design was completed by Department of Public Works engineering staff at an approximate cost of $16,000.00. Public Works staff provided additional construction management at an estimated cost of $13,300.00. The total estimated staff cost of $29,300.00 is not shown in the tables above. 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 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 14th day of August, 2015 and accepted the 8th day of September, 2015; that the name, address and nature of the title of the party giving this notice is as follows: The City of San Rafael, 1400 Fifth Avenue, San Rafael, California 94901, 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: MULTI -USE PATHWAY REPAI S -eh+ to Va" gam CITY PROJECT NO. 11256 q_ p iahnf M tcherll and reference is hereby made for a further description thereof to thf for said work or improvements now on file in the office of the City and specifications are hereby incorporated herein by reference to Contractor who contracted to perform said work and make such imprc W.R. FORDE ASSOCIATES I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on t._ , 20 1 .......................�.______........_.......I...._.......... ......................... CITY OF SAN RAFAEL A Municipal Corporation By KEVIN MCGOWAN Acting Public Works Director iroved plans of the Record Without Fee, 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 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 14th day of August, 2015 and accepted the 8th day of September, 2015; that the name, address and nature of the title of the party giving this notice is as follows: The City of San Rafael, 1400 Fifth Avenue, San Rafael, California 94901, 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: MULTI -USE PATHWAY REPAI S -eh+ to Va" gam CITY PROJECT NO. 11256 q_ p iahnf M tcherll and reference is hereby made for a further description thereof to thf for said work or improvements now on file in the office of the City and specifications are hereby incorporated herein by reference to Contractor who contracted to perform said work and make such imprc W.R. FORDE ASSOCIATES I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on t._ , 20 1 .......................�.______........_.......I...._.......... ......................... CITY OF SAN RAFAEL A Municipal Corporation By KEVIN MCGOWAN Acting Public Works Director iroved plans of the 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 Qom` day of PQM, 20 41 , by Kevin McGowan, 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 L ' P ESTHER G. BEIRNE SanRafael City Clerk File: 22.04.43 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # 3.M Date of Meeting: 9/8/2015 From: Kevin McGowan Department: Public Works Date: 8/20/2015 Topic: Notice of Completion for Multi -Use Pathway Repairs Project Subject: Accept Completion of the Multi -Use Pathway Repairs, City Project No. 11256, and Authorize the City Clerk to File the Notice of Completion. A Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: vb ® City Attorney Remarks: LG -approved 8/31/15 ® Author, review and accept City Attorney / Finance changes Remarks: City Manager Remarks: 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 14th day of August, 2015 and accepted the 8th day of September, 2015; that the name, address and nature of the title of the party giving this notice is as follows: The City of San Rafael, 1400 Fifth Avenue, San Rafael, California 94901, 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: MULTI -USE PATHWAY REPAIRS CITY PROJECT NO. 11256 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 W.R. FORDE ASSOCIATES 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: 22.04.43