HomeMy WebLinkAboutPW Parking Garage Lighting Replacement; NOC RecordedAgenda Item No: 3. e
Meeting Date: May 6, 2013
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
er Approval;/ Mana -A
Prepared by: 9
Director of Public Works (HY)
File No. 06.01.2 10
SUBJECT: ACCEPT COMPLETION OF THE PARKING STRUCTURE -GARAGE
LIGHTING REPLACEMENT PROJECT, CITY PROJECT NO. 11205, AND
AUTHORIZE THE CITY CLERK TO FILE THE 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 City of San Rafael currently maintains and operates four parking structures -garages within the
downtown area which currently utilize metal halide and high pressure sodium fixtures. Conversion of
each of the 284 lighting fixtures with photocells, fluorescent fixtures with energy efficient ballasts, and
Light Emitting Diode (LED) fixtures have greatly reduced the energy usage within these structures.
The design of the project was completed by City of San Rafael Department of Public Works engineering
staff. On September 17, 2012, the City Council adopted the plans and specifications and authorized the
City Clerk to call for bids. The project was advertised in accordance with San Rafael's Municipal Code
and policies on September 18, 2012, and sealed bids were publicly opened and read aloud on October 9,
2012 at 10:00 AM. On October 15, 2012, the City Council adopted Resolution No. 13426 authorizing the
Public Works Director to enter into an agreement with the low bidder, DC Electric, and construction
commenced on February 21, 2013.
Construction was completed on March 28, 2013 within the originally authorized construction budget. The
total project cost, including design, bidding, and construction is $74,492.79 as shown below.
The City has received a 0% loan from PG&E which will be paid back over a 10 year period utilizing
energy cost savings from the retrofit project. In addition, the cost savings from the Parking Structure -
Garage Retrofit project will also help offset some of the costs for the City's HVAC replacement project
currently under construction. The final loan amount for both the Parking Structure -Garage Retrofit and
HVAC replacement projects will be determined by PG&E once the HVAC replacement project is
complete.
File No.:
Council Meeting:
Disposition: Appo'Pu'ark
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
PROJECT SUMMARY:
REVENUE
Project Funding Sources
Amount
Notes
PG&E Loan (0% Interest Loan)
$15,430.00
Loan linked with Energy Savings Projects
for City Hall's HVAC Replacement.
Parking Services
$49,573.00
Garage Funds
Estimated Energy Efficiency Rebates
$9,490.00
Exact rebate to be determined by PG&E once
the City Hall HVAC system upgrades are
completed.
Total Available Funds
$74,493.00
1 1
* Final loan amount to be determined by PG&E when both projects and all incentives are finalized.
EXPENSES
Design and Advertisement Costs
October 15, 2011
Document Reproduction
$460.75
Design and Advertisement Sub Total
$460.75
Construction Costs
February 21, 2013
Actual Contract Amount based on Measured Quantities*
$74,032.04
Change Orders*
$0.00
Construction Sub Total
$74,032.04
Total Project Cost
$74,492.79
*Includes the 5% retention to be paid 35 days after Notice of Completion is filed.
The following summarizes the project milestones and working days:
Workin
Item Date Days
Date of Contract
October 15, 2011
Date of Notice to Proceed
February 21, 2013
Construction Work Commencement
February 21, 2013
-
All Work Complete (including Punch List Items)
March 28, 2013
25
Working Days Allowed by Contract
25
Working Days Allowed by Change Order
0
Non -Working Days Due to Weather
0
Actual Working Days Allowed
25
All work was completed within the amount of working days specified. We recommend acceptance of the
project and recordation of a Notice of Completion.
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:
Accept completion of Parking Structure -Garage Lighting Replacement Project City Project No. 11205,
and authorize the City Clerk to file a Notice of Completion.
Enclosure: Notice of Completion
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
2013-0031969
Recorded I REC FEE
Official Records I
County of I
Harin I
RICHARD 11. BENSON I
Assessor -Retarder I
County Clerk I
la
01:47PH 08-Ilay-2013 I Page 1 of 1
RECOR'J MTHOUT
ME PER G.C. 27383 SPACE ABOVE THIS LINE FOR RECORDER'S USE
CITY OF SAN RAFAEL
NOTTCE OF COMPLETION OF IMPROVEMENT
TO ALL PERSONS WHOM IT MAY CONCERN:
0.00
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 March, 2013 and accepted the 6th day of May
2013; 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:
PARKING STRUCTURE GARAGE LIGHTING REPLACEMENT PROJECT
CITY PROJECT #11205
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
DC ELECTRIC
I declare under penalty of perjury that the foregoing is true and correct.
Executed at San Rafael, California, on A I/ 1p�
CITY OF SAN RAFAEL
A Municipal Corporation
By
NADER MANSOURIAN
Public Works Director
STATE OF CALIFORNIA
COUNTY OF MARIN
, 2013.
On this '1-0- day of HA -/ , 20j_�, before me, ESTHER C. BEIRNE, City Clerk of the
City of San Rafael, County of Marin, State of California, residing therein, personally appeared NADER
MANSOURIAN, (or proved to me on the basis of satisfactory evidence) to be the person whose name
is subscribed to the within instrument and acknowledged to me that he executed the same in his
authorized capacity, and that by his signature on the instrument the person, or the entity upon behalf
of which the person acted, executed the instrument.
WITNESS my hand and official seal.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing
paragraph is true and correct.
Signature '� G -
ESTHER C. BEIRNE, City Clerk
File: 06.01.210
CITY OF SAN RAFAEL
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO. 3. e
DATE OF MEETING: 5/6/2013
FROM: NADER MANSOURIAN
DEPARTMENT: PUBLIC WORKS
DATE: 4/25/2013
TITLE OF DOCUMENT:
ACCEPT COMPLETION OF THE PARKING STRUCTURE -GARAGE LIGHTING REPLACEMENT
PROJECT, CITY PROJECT NO. 11205, 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
AGENDA ITEM:
4'c
City Manager (signature)
• j i
APPROVED AS TO FORM:
x
City Attorney (signature)
101• ls o]
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 28th day of March, 2013 and accepted the 6th day of May
2013; 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:
PARKING STRUCTURE GARAGE LIGHTING REPLACEMENT PROJECT
CITY PROJECT #11205
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
DC ELECTRIC
I declare under penalty of perjury that the foregoing is true and correct.
Executed at San Rafael, California, on —2013.
CITY OF SAN RAFAEL
A Municipal Corporation
By
NADER MANSOURIAN
Public Works Director
STATE OF CALIFORNIA
COUNTY OF MARIN
On this day of 20_, before me, ESTHER C. BEIRNE, City Clerk of the
City of San Rafael, County of :Marin, State of California, residing therein, personally appeared NADER
MANSOURIAN, (or proved to me on the basis of satisfactory evidence) to be the person whose name
is subscribed to the within instrument and acknowledged to me that he executed the same in his
authorized capacity, and that by his signature on the instrument the person, or the entity upon behalf
of which the person acted, executed the instrument.
WITNESS my hand and official seal.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing
paragraph is true and correct.
Signature
ESTHER C. BEIRNE, City Clerk
File: 06.01.210