HomeMy WebLinkAboutPW West End Village; NOC Recordedarr of Agenda Item No: 1�
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Meeting Date: June 15, 2009
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by. /`iso///" `' ~� City Manager Approval:
�� Director of Public Works (SC)
File No. 16.01.229
SUBJECT: ACCEPT COMPLETION OF THE `FOURTH STREET WEST
REHABILITATION/WEST END VILLAGE PROJECT- REBID' (PROJECT #11056) AND
AUTHORIZE THE CITY CLERK TO FILE A NOTICE OF COMPLETION
BACKGROUND:
The San Rafael Redevelopment Agency and City staff received requests over a period of several
years from West End Village merchants and property owners regarding the deteriorating
conditions of the roadway and sidewalk areas along Fourth Street from D Street to Second Street.
The Redevelopment Agency was instrumental in the construction of street and sidewalk
improvements in the downtown section of Fourth Street in 1998. At that time, funds were not
available to continue the improvements into the West End Village section of Fourth Street.
In 2004, the City secured a $689,000 Surface Transportation Program (STP) grant to perform
roadway improvements. However, roadway resurfacing triggers Americans with Disability Act
(ADA) access requirements on the adjacent sidewalks. Liquid -amber trees planted by the City in
1986 have uplifted many sections of the sidewalk making a complete sidewalk replacement
project a necessity. Staff envisioned a project to resurface the roadway, remove and replace all
curb, gutter and sidewalk, improve accessibility to businesses, harvest and replace the street
trees, and evaluate and upgrade the storm drainage system. In addition, the 100 -year-old sanitary
sewer system required replacement (project paid by the San Rafael Sanitation District). The
Marin Municipal Water District also replaced its water main and lateral system.
On May 1, 2006, the City Council approved a contract with Harris & Associates to design
improvements for West End Village neighborhood, on Fourth Street from D Street to the
convergence of Second and Fourth Streets. The project scope included replacing damaged
sidewalks and roadways to improve safety for pedestrians and motorists; compliance with ADA
accessibility and parking standards; new curbs and gutters; new streetlight pole foundations; a
joint trench to accommodate future traffic system upgrades; decorative lighting and events
FOR CITY CLERK ONLY
File No.: LI ''t- ( - Go -'L)
Council Meeting: &//s/oa/
Disposition: 01 Cry PbRl 6W 4,ap& (7te-,
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
receptacles; landscaping, lighting and other amenities. The design was completed on December
20, 2007 and the project was advertized for bidding. The bid opening was on February 5, 2008.
The apparent low bidder was Bay Cities Paving, Inc., with a low bid of $3,504,382.00.
On February 19, 2008, staff recommended that the City Council adopt a resolution rejecting all
bids, and authorizing staff to rebid the project. This was due to bid irregularities, which were
based on ambiguities in Government Codes, Business and Professions Codes and our Contract
Documents regarding sub -contractor licensing requirements.
The project was re -advertised on March 5, 2008 with a bid opening of March 18, 2008. On
March 18, 2008 the re -bid project bids were opened with Ghilotti Construction Co. submitting a
low bid of $3,278,234.65. This amount is $226,147.35, or 6.5%, lower than the low bid
submitted on February 5, 2008. The re -bid low bid amount is approximately 60% of the
Engineer's Estimate.
Two important specifications that were modified for the re -bid were the schedule and Partnering.
Public Works decided to tighten the requirements on the construction schedule information
provided by the Contractor during monthly updates. The modified specifications clearly allow
the Resident Engineer to maintain a tight control on time impacts. The Partnering specification
was modified to make the process mandatory. Formal Partnering will be facilitated by Global
Leadership Alliance (GLA), who will also facilitate separate meetings with local merchants and
the public.
The Fourth Street project was designed to enhance the overall character of the area by widening
sidewalks and roadway upgrades, including sidewalk, curb and gutter improvements and
landscaping. The sidewalk replacement included new curb ramps at the corners and the new
sidewalk slopes adhered to ADA requirements. In addition, drainage improvements were made
to prevent localized flooding in major storm events. Another item of work was to refurbish the
decorative gas -lamp style streetlights between the project limits and add twinkle lights, event and
band power receptacles. Two businesses that cater to food services had bulb outs constructed in
front of the property to enhance outdoor dining. Finally, the existing liquid -amber trees that
were damaging the existing sidewalk were removed and a number of ornamental species were
planted in their place along with the inclusion of architectural tree grates, seat benches and
corner flowers and shrub plantings.
The following sections outline the highlights of the project schedule, project budget and other
noteworthy points regarding the project. Information regarding the final budget and milestone
dates for the project is also presented.
Schedule
The project was originally contemplated to take two hundred and forty (240) working days. The
first working day was on May 1, 2008. The plans specified working in only one of eight phases
at a time to minimize the impact to parking for the businesses on Fourth Street in the West End
Village. The Special Provisions also blocked out a window between Thanksgiving and New
Year when the Contractor would not be allowed to work at all. The Contractor, Ghilotti
Construction Company, proposed a schedule such that they would work in two areas
simultaneously, but not adjacent to each other so parking for any business would never be more
than a block away. This schedule would substantially complete the project prior to the
Thanksgiving holiday. The City agreed to this accelerated schedule and agreed to pay $250,000
as a bonus for this acceleration via Contract Change Order #2. One of the provisions to this
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 3
change order was that if the Contractor did not substantially finish by Thanksgiving, the City
would charge liquidated damages for every day after Thanksgiving that work was not
substantially completed by the Contractor. The Contractor finished all major work by
Thanksgiving. Some planting work and punch list items took place between Thanksgiving and
Christmas, but the work did not affect the holiday parking. The substantial work of the project
took one hundred and forty two (142) days to complete. The net total savings in days was eighty
eight (88) working days.
Budget
The project budget came in under the total allocation of funds for the project. However, some of
those funds were shifted around due to the number of change orders on the project. The largest
change order was for the acceleration as described above. The remaining change orders were to
cover items as follows:
o Partnering,
o Pothole existing and unknown utilities,
o Drainage improvements,
o Preparation for bicycle race,
o Conformance to existing driveway,
o Landscape changes at Marin Plaza,
o Under sidewalk drain corrections,
o Traffic control improvements,
o Punch list changes requested by the City's Maintenance and other departments,
o Lighting changes, and
o Coordination with PG&E and other utilities to correct grade differences with their
existing facilities.
Adjustment of PG&E facilities was a fairly large cost to the project. This may have had to do
with the accelerated schedule and the fact that PG&E could not keep up with the faster schedule.
Other Highlights
At the request of the merchants and with the availability of budget, extra work and change orders
were issued to enhance the project. The contractor was very cooperative with the businesses and
residences on this project. His hands-on approach and extra efforts went a long way to
alleviating any apprehension the public had on this difficult project. At a recent street fair, many
comments were made on how well the area now looks. Once the newly planted trees mature in a
few years, the area will look especially good. From an engineering perspective, it seems like
pre-existing drainage issues were alleviated by the drainage modification performed on the
project. The sidewalk ADA compliance issues have also been addressed and the walk from D to
Second Street is relatively smooth now with no bumps caused by tree root upheaval. The project
is currently in a two-year plant establishment period whereby the City holds a bond from the
contractor for the care and maintenance of the plantings on the project to assure the plants mature
and are healthy at the time they are turned over to the City.
PROJECT COMPLETION:
The contractor has completed the work on the project in substantial compliance with the contract
plans and specifications. Staff recommends that this project be accepted by the City Council and
a Notice of Completion be filed by the City Clerk.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 4
PROJECT SUMMARY:
Schedule -related Information:
Start Date
5/1/2008
Original Construction Time
240 days
Time extensions (CCO+PCO)
0
Weather days
0
Holiday break
23 days
Total days
263 days
Revised completion date
5/22/2009
Total actual days
142 days
Actual substantial completion date
11/24/2008
Please note that between November of 2008 and June of 2009, the contractor coordinated with
utility companies to complete the punch list items.
Budget -related Information:
* Includes $250,000.00 bonus for the contractor to complete the project before Thanksgiving of
2008.
The project was completed on time and within budget. The City still needs to pay the retention
to the contractor, which is in the amount of $196,828.51.
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:
Adopt motion to accept completion of the `Fourth Street West Rehabilitation/West End Village
Project- Rebid' (Project #11056) and authorize the City Clerk to file a Notice of Completion.
Original Cost
Actual Cost
Design
$
602,932.00
$
618,901.31
Construction
$
3,278,234.65
$
3,220,019.21
Contingencies (15% of total construction cost)
$
491,736.00
-
Total Change Order & Extra Work
-
$
727,037.65*
5% Construction Retention Remains
-
$
196,828.51
TOTAL CONSTRUCTION COST
$
3,769,970.65
$
4,143,885.37
Construction Mgmt. - Ghirardelli & Associates
$
271,285.00
$
142,915.25
Construction Mgmt. - Vali Cooper & Associates
$
254,437.50
$
99,560.00
Special Inspections & Testing
$
50,000.00
$
21,210.66
Personnel
$
185,036.00
-
Miscellaneous
-
$
45,546.39
Total Project
$
5,133,661.15
$
5,072,018.98
* Includes $250,000.00 bonus for the contractor to complete the project before Thanksgiving of
2008.
The project was completed on time and within budget. The City still needs to pay the retention
to the contractor, which is in the amount of $196,828.51.
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:
Adopt motion to accept completion of the `Fourth Street West Rehabilitation/West End Village
Project- Rebid' (Project #11056) and authorize the City Clerk to file a Notice of Completion.
INSTRUCTIONS:
FROM:
DEPARTMENT
DATE:
CITY OF SAN RAFAEL
ROUTING SLIP / APPROVAL FORM
USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
NADER MANSOURIAN
(SC)
Public Works
6/10/09
TITLE OF DOCUMENT:
SRRA / SRCC AGENDA ITEM NO. /
DATE OF MEETING: 6/15/2009
P„.
ACCEPT COMPLETION OF THE FOURTH STREET WEST REHABILITATION / WEST END VILLAGE
PROJECT -REBID' (PROJECT #11056) AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF
COMPLETION.
W
Department Head (signature)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPRO ASC UNCIL / AGENCY
AG ITEM:
�� ,mow.
ity gersigna re)
NOT APPROVED
REMARKS:
APPROVED AS TO FORM:
jj.� ^F
City Attorney (signature)
File No.: 16.01.229
