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Home My WebLink AboutPW Medway/Canal Enhancement Project CompletionItem No: Meeting Date: September 8, 2009 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by- Director of Public Works (JC) City Manager Approval. L -- File No. 16.01.195.18 SUBJECT: ACCEPT COMPLETION OF THE MEDWAY/CANAL ENHANCEMENT PROJECT #10705, FEDERAL AID PROJECT NO. STPLER 5043 (019) 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 corridor formed by Francisco Boulevard East, Medway Road, Canal Street and Belvedere Street is the hub of urban life in this apartment dominated and culturally diverse community. Numerous commercial and private vehicles, school buses, pedestrians and bicyclists travel the neighborhood. The area was congested, noisy and unattractive, a mix of large apartment complexes, car related businesses and deteriorating infrastructure. Given the level of foot traffic generated by reliance on public transit and the sheer number of residents, the sidewalks are marginal at best. To address the complex issues facing the Canal, City staff conducted a series of collaborative community meetings in 1996-1997 known as Canal Voice 31. Meetings were held in homes, schools and other community settings. Many of the 300 participants focused on pedestrian, motor vehicle and bicycle safety issues in and around the Medway/Canal/Belvedere corridor and on ways to enhance the area's image and sense of community. The overall goal of the Medway/Canal project is to address the area's physical limitations in a manner envisioned by the individuals who live and work in and around the corridor. The construction plans incorporate the community's vision for the neighborhood by addressing local transportation issues and enhancing the sense of community and place that is so much a part of the Canal. FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 of 4 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 ninety (90) working days. The first working day was on January 7, 2008. The project was suspended on May 29, 2008 to allow MMWD to lower their water main and resumed on October 14, 2008. All asphalt paving operations and most of the curb & gutter and sidewalk were completed on November 10, 2008. The Contractor was on hold again until AT&T finished removing their poles allowing the completion of the curb & gutter and sidewalk work around these poles. The Contractor resumed on April 23, 2009 and finished all concrete work on May 5, 2009 when the project was virtually finished except that some tree grates near driveways had been broken by vehicular traffic. The Contractor was directed to replace such grates with traffic rated versions. The grates had to be specially ordered and were delivery and installed on July 29, 2009, and all the project items were completed. Budget This project has been funded by $900,000 federal grant through the Metropolitan Transportation Commission, $630,600 federal grant from the Non -Motorized Transportation Pilot Program and $134,700 from Measure A (local). The total project funding amount was $1,665,300. The main change orders on this project were issued to cover the suspension and resumption of operations to allow MMWD to lower their line with their own forces and additional repair and maintenance costs caused by this extension of the project. The remaining change orders were issued to covers items as follows: o Planting, irrigation and streetscape improvements, o Added sidewalk and accessible ramps, o Street light, o Relocate traffic signal lights and add video camera, o Contaminated soil, o Drainage improvements, a Adjust to grade or relocate utility boxes, manholes and valve covers, o Minor damage theft and vandalism during construction, o Traffic control improvements, o Punch list changes required to complete the project. Other Highlights This project has greatly enhanced street infrastructure such as drainage, lighting, pavement and pedestrian friendliness of this heavily populated area with intense foot traffic, on a previously intensely deteriorated and unappealing street and sidewalks. PROJECT COMPLETION: 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 / Page: 3 of 4 PROJECT SUMMARY: Schedule -related Information: Item Working Das Date SCHEDULE: $ 175,000.00 $ 193,900.11 Date of contract $ 1,191,198.00 09/17/2007 Date of notice to proceed $ 1.19,102.00 12/17/2007 Date of construction start - 01/07/2008 Date of substantial completion 05/05/2009 Additional Expenses: Right of Way 777 Francisco Blvd. E (Estimate) S 37,500.00 WORKING DAYS ACCOUNT $ 1,310,300.00 $ 1,675,368.60 Working Days allowed by contract 90 days $ 122,786.00 Working Days allowed by change order 24 days $ 53,270.46 Non -Working Days due to weather 18 days $ 7,550.20 Suspension days to allow MMWD work 84 days $ 2,052,875.37 $ 387,575.37 Holding days due to AT&T work 117 days Total days 333 days Revised completion date 05/08/2009 Total actual days 330 days Actual substantial completion date 05/05/2009 Please note that between May 6, 2009 and July 29, 2009, the contractor was responsible for maintaining the project area while waiting for delivery of traffic rated tree grates. Budget -related Information: The project has been completed. The City still needs to pay $79,573.95 mostly retention to the contractor, which is already accounted in the table above. Original Cost Actual Cost Design $ 175,000.00 $ 193,900.11 Construction (Ghilotti Bros. Inc.) $ 1,191,198.00 $ 1,197,425.08 Contingencies (10% of total construction cost) $ 1.19,102.00 Total Change Order (Ghilotti Bros. Inc.) - $ 420,443.52 Additional Expenses: Right of Way 192 Belvedere (Estimate) $ 20,000.00 Additional Expenses: Right of Way 777 Francisco Blvd. E (Estimate) S 37,500.00 TOTAL CONSTRUCTION COST $ 1,310,300.00 $ 1,675,368.60 Construction Mgmt. — Vali Cooper $ 120,000.00 $ 122,786.00 Special Inspections, Testing & Other Construction Costs $ 60,000.00 $ 53,270.46 Miscellaneous, Printing and etc.. $ 7,550.20 Total Project Total Over Budget (including estimates) $ 1,665,300.00 $ 2,052,875.37 $ 387,575.37 The project has been completed. The City still needs to pay $79,573.95 mostly retention to the contractor, which is already accounted in the table above. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4 of 4 ANALYSIS: With Council's permission, we propose to address the $387,575.37 overage by transferring funds from Construction Vehicle hnpact Fees. The City collects approximately $750,000 per year from these fees. The consequence of this transfer is to reduce funding for, and therefore the scope of, other traditional public works capital projects, such as street resurfacing, slurry seal, sidewalk repair, etc. 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: Accept completion of the Medway/Canal Enhancement Project #10705, federal aid project No. STPLER 5043 (019) and authorize the City Clerk to file a Notice or Completion.