HomeMy WebLinkAboutPW Street Resurfacing ARRA 2009; NOC Recordedcirc of Agenda Item No: 6
n. Meeting Date: February 16, 2010
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by:'I., City Manager Approval:
Director of Public Works (DD)
File No. 16.06.67
SUBJECT: ACCEPT COMPLETION OF THE STREET RESURFACING AMERICAN
RECOVERY AND REINVESTMENT ACT 2009 REBID, PROJECT #11108,
FEDERAL AID PROJECT NO. ESPL 5043 (030) AND AUTHORIZE THE CITY
CLERK TO FILE A 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 Street Resurfacing American Recovery and Reinvestment Act 2009 project targets two arterial and two
collector streets throughout the City of San Rafael for resurfacing. The streets to be resurfaced are: Kerner
Boulevard from Bellam Boulevard to Canal Street, Las Gallinas Avenue from Montevideo Way to Lucas
Valley Road, Nova Albion Way from Las Gallinas Avenue to Northgate Drive, and Smith Ranch Road from
Old Redwood Highway to Silveira Parkway.
The City received approval for $1,188,000 from the President's Economic Stimulus Program, which was
spent on this street resurfacing project. There were constraints on the Economic Stimulus money such as the
project had to be awarded in 75 days and the money could only be spent on arterial or collector streets listed
on the Federal Highway Administration's list.
On April 20, 2009, the City Council adopted the plans and specifications for this project and authorized the
City clerk to call for bids. Caltrans sent the authorization to advertise on July 21, 2009, and the project was
originally advertised on July 22, 2009, and that original bid opening was on August 13, 2009. It was
determined that there were irregularities in the bid documents and all the bids were rejected at the City
Council meeting on August 17, 2009. On August 20, 2009, the project was re -advertised to bid, the bid
opening took place on September 1, 2009, and the project was awarded to Ghilotti Bros, Inc. on September 8,
2009, for the amount of $1,137,285.30.
The following sections outline the highlights of the project schedule, project budget and other noteworthy
points regarding the project.
FOR CITY CLERK ONLY
File No.: 14,1-60'0
Council Meeting: /b 1a to
Disposition: Q cceia& k /`e/19jetL
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 of 3
Schedule
The project was originally proposed to take forty-five (45) working days. The first working day was on
October 5, 2009. All asphalt paving operations were completed with very few weather interruptions. The
multiple overlays over the years left little to no curb on Las Gallinas Avenue and Kerner Boulevard. A
contract extra work order was established to remedy that situation and a form was manufactured to ensure a
uniform curb surrounding the medians. The Contractor completed the concrete form work on January 27,
2010.
Budget
This project has been funded by $1,188,000 federal grant through the American Recovery and Reinvestment
Act 2009, and $129,878 from Measure A (local). The total project funding amount was $1,317,878.
The main change for extra work on this project was issued to cover additional grinding needed on Smith
Ranch Road and Nova Albion Way and the median curb work on Las Gallinas Avenue and Kerner
Boulevard.
Project Completion:
Staff recommends that this project be accepted by the City Council and a Notice of Completion be filed by
the City Clerk.
PROJECT SUMMARY:
Schedule -related Information:
Item
SCHEDULE:
Date of contract
Date of notice to proceed
Date of construction start
Date of substantial completion
WORKING DAYS ACCOUNT
Working Days allowed by contract
Working Days allowed by change order
Non -Working Days due to weather
Total days
Revised completion date
Total actual days
Actual substantial completion date
Budget -related Information:
Construction (Ghilotti Bros. Inc.)
Contingencies (15% of total construction cost)
Total Authorized Extra Work
TOTAL CONSTRUCTION COST
Special Inspections, Testing & Other
Construction Costs
Miscellaneous, Printing, Mailings and etc.
Total Project
Total Under Budget
Working Days Date
Original Cost Actual Cost
$ 1,137,285.00 $ 1,069,852.15
$ 170,592.75
$ 200,778.44
$ 1,307,877.75 $ 1,270,630.59
$ 10,000.00 $ 0
$ 0 $ 5,947.47
$ 1,317,877.75 $ 1,276,578.06
$ -41,299.69
09/14/2009
09/26/2009
10/05/2009
01/27/2010
45 days
15 days
25 days
95 days
03/02/2010
73 days
01/27/2010
Original Cost Actual Cost
$ 1,137,285.00 $ 1,069,852.15
$ 170,592.75
$ 200,778.44
$ 1,307,877.75 $ 1,270,630.59
$ 10,000.00 $ 0
$ 0 $ 5,947.47
$ 1,317,877.75 $ 1,276,578.06
$ -41,299.69
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 3 of 3
The project has been completed. The City still needs to pay $63,531.53, the retention to the contractor,
which is already accounted for in the table above. In addition to the City being reimbursed by Federal
Government in the amount of $1,188,000.00, the City will also be reimbursed from the San Rafael Sanitation
District and Las Gallinas Valley Sanitary District for raising their manholes and monuments and from Marin
Municipal Water District for raising their water valves, which are $7,050, $16,400, and $4,275 respectively.
The total utility reimbursement is $27,725. The final city funds utilized will be $62,905.
ACTION REQUIRED:
Accept completion of the Street Resurfacing American Recovery and Reinvestment Act 2009 Rebid, City
Project #11108, Federal Aid Project No. ESPL 5043 (030) and authorize the City Clerk to file a Notice of
Completion.
When recorded mail to:
�Pl City of San Rafael
Esther Beirne, City Clerk
1400 Fifth Avenue
P. O. Box 151560
San Rafael, CA 94915-1560
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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 January, 2010 and accepted the 9th day of
March, 2010; 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:
STREET RESURFACING
AMERICAN RECOVERY AND REINVESTMENT ACT 2009 REBID
City Project No. 11108
Federal Project No. ESPL 5043 (030)
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 Bros., Inc.
I declare under penalty of perjury that the foregoing is true and correct.
Executed at San Rafael, California, on March 10, 2010.
CITY OF SAN RAFAEL
A Municipal Corporation
By
NADER MANSOURIAN
Assistant Public Works Director
STATE OF CALIFORNIA
COUNTY OF MARIN
On this 1010 day of Hs41PdM , 20 AP , before me, ESTHER BEIRNE, City Clerk of the City
of San Rafael, County of Marin, State of California, residing therein, personally appeared NADER
MANSOURIAN, personally known to me (or proved to me on the basis of satisfactory evidence) to be
the person (s) whose name (s)(D are subscribed to the within instrument and acknowled'to me that
she/ they executed the same iu�/her/their authorized capacity (ies), and that b34 ice' 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.
Signature jff0w T' -'-t
ESTHER BEIRNE, City Clerk,
File:16.06.67
CITY OF SAN RAFAEL
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO. l
DATE OF MEETING: 2/16/2010
FROM: NADER MANSOURIAN R
�IvIl
(DD) I•Lt 0
DEPARTMENT: Public Works FEB 112010
DATE: 2/4/10 / -r-rt , �/
TITLE OF DOCUMENT:
CI 1 1 A ! �1€ NE f
ACCEPT COMPLETION OF THE STREET RESURFACING AMERICAN RECOVERY AND
REINVESTMENT ACT 2009 REBID (CITY PROJECT #11108) FEDERAL AID PROJECT NO. ESPL 5043
(030) 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
AG N A ITEM:
City4ger (signaturt/
NOT APPROVED
REMARKS:
APPROVED AS TO FORM:
City Attorney (signature)
File No.: 16.06.67