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HomeMy WebLinkAboutPW City Hall and Terra Linda Roof____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: 5/21/2018 Disposition: Approved Staff Recommendation Agenda Item No: 5.e Meeting Date: May 21, 2018 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, Director of Public Works City Manager Approval: __________ File No.: 06.01.237 TOPIC: CITY HALL & TERRA LINDA COMMUNITY CENTER ROOF REPLACEMENT PROJECT SUBJECT: ACCEPT COMPLETION OF THE CITY HALL & TERRA LINDA COMMUNITY CENTER ROOF REPLACEMENT PROJECT (CITY PROJECT NO. 11316), AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION. RECOMMENDATION Accept completion of the project and authorize the City Clerk to file the Notice of Completion. BACKGROUND The winter storms in early 2017 brought enormous rainfall totals to San Rafael, which resulted in flooding, landslides, and leaking buildings. City infrastructure, including City Hall and the Terra Linda Recreation Center, sustained considerable leaking as a result of the rain and the age of the previous roofing systems. It was imperative that the roof systems for both buildings be replaced to ensure public services were not disrupted. In July 2017, the City hired Simpson, Gumpertz & Heger, Inc. (SGH), an Engineering firm, to assess the existing conditions of the rooves, perform preliminary materials testing, and develop plans for roof replacement. SGH completed their assessment and provided the City with plans and specifications for the project. The project was advertised in accordance with San Rafael’s Municipal Code on August 18, 2017 and on September 5, 2017, two bids were received for the construction. On September 19, 2017, the City Council accepted the low bid for the construction from Southwest Construction & Property Management and authorized the City manager to enter into a construction contract to repair the roof systems at City Hall and Terra Linda Community Center. Construction commenced on October 17, 2017. Upon removal of the existing roof system at City Hall and the Terra Linda Community Center, additional dry rot and underlayment damage was discovered and on November 20, 2017, the City Council authorized an increase in the construction contingency to cover the cost of the additional work. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 The majority of construction work was completed in December 2017. Punch list items and certification by the material manufacturer followed with the warrantee being approved by the manufacturer and the City’s Building inspection Department on May 7, 2018. ANALYSIS Pursuant to Civil Code Section 3093, the City is required to record a Notice of Completion upon City acceptance of the improvements. This acceptance initiates a time period during which project subcontractors may file Stop Notices seeking payment from the City from the funds owed to the Contractor for the project work. FISCAL IMPACT Building Fund #603 funded this project. A summary of the expenses, including design and construction costs, is shown in the table below. The original authorized budget for this project was $757,880. Expenses Category Amount Contractor Design $103,930 Simpson Gumpertz & Heger Construction $603,559 Southwest Construction & Property Mgmt. Total Expenses $707,489 Expenses performed by the Department of Public Works for construction management and inspection are not included in the expense table above. RECOMMENDED ACTION Staff recommends that the City Council accept completion of the project and authorize the City Clerk to file the Notice of Completion. ATTACHMENT 1. Notice of Completion When recorded mail to: City of San Rafael Lindsay Lara, 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 7th day of May, 2018 and accepted the 21st day of May, 2018; 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: CITY HALL & TERRA LINDA COMMUNITY CENTER RE-ROOF CITY PROJECT #11316 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 s aid 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 Southwest Construction and Property Management 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 BILL GUERIN Director of Public Works STATE OF CALIFORNIA COUNTY OF MARIN Subscribed and sworn to (or affirmed) before me on this ____________ day of __________________, 20___, by Bill Guerin, 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 _______________________________ LINDSAY LARA San Rafael City Clerk File: 06.01.237 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.