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Home My WebLink AboutPW Third & Cijos Parking Lot Impr.; NOC RecordedAgenda Item No: onm =in=111163M= Department: Public Works Prepared �"ty Manager Approvaok_4_�� Director of Public Works WROGWO01111 SUBJECT: ACCEPT COMPLETION OF THE THIRD STREET AND CIJOS STREET PARKING LOT IMPROVEMENTS PROJECT, CITY PROJECT NO. 11200, 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. The parking lot located at the comer of Third Street and Clios Street is one of the oldest parking lots in the City. The recent reconstruction of this parking lot upgraded the facility to meet current code including parking space dimensions and Americans with Disabilities Act compliant parking spaces. In addition, the reconstruction also included upgrades to the safety lighting, installation of an electric vehicle charging station, landscaping, bicycle parking, pay stations, and increased the overall safety of the lot and adjacent roadways. On August 19, 2013 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 August 22, 2013 and sealed bids were publicly opened and read aloud on September 5, 2013 at 2:00 Pm. On September 16, 2013 the City Council adopted a resolution authorizing the Public Works Director to enter into an agreement with the low bidder, Coastside Concrete, and construction commenced on October 14, 2013. Construction was completed on January 14, 2014 within the originally authorized construction budget. The total project cost including advertisement,, construction., construction inspection, and utility reimbursements is $384,907.46 as shown below. File No.: Council Meeting: Dilsposiftion: ff U—*-Vm MEMO, - Parking Services Fund $390000.00 Total Available Revenue Funds 1 $390,000.00 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. After the start of construction, the existing subgrade soil was discovered to be unsuitable to support the parking lot. In order to remedy this problem, a change order was developed to remove the substandard soil and replace it with suitable material. The presence of this substandard soil and its depth could not have been identified during the design phase and therefore, this change order was necessary to construct the project as intended. The project design was completed by Department of Public Works engineering staff at an approximate cost of $22,000. Additional construction inspection by Public Works staff was required at an estimated cost of $48,000. The total estimated staff cost of $70,000 is not shown in the tables above. The following summarizes the project milestones and working days: Item Date Working Days, Topographic Survey, Geotechnical Soil Testing, Environmental $99850.00 Documentation, etc. Document Reproduction (i.e. Advertisement) $19323.77 Design Total = $119173.77 Working Days Allowed by Contract 30 Actual Construction Contract Amount Based on Measured.Quantities, $3169176.66 Contract Change Orders* $569246.91 Materials Testing, Utility Costs, etc. $1,310.12 Construction Subtotal = $3739733.69 Total Project Expenses = $3849907.46 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. After the start of construction, the existing subgrade soil was discovered to be unsuitable to support the parking lot. In order to remedy this problem, a change order was developed to remove the substandard soil and replace it with suitable material. The presence of this substandard soil and its depth could not have been identified during the design phase and therefore, this change order was necessary to construct the project as intended. The project design was completed by Department of Public Works engineering staff at an approximate cost of $22,000. Additional construction inspection by Public Works staff was required at an estimated cost of $48,000. The total estimated staff cost of $70,000 is not shown in the tables above. The following summarizes the project milestones and working days: Item Date Working Days, Date of Contract September 16, 2013 Date of Notice to Proceed October 3, 2013 Construction Work Commencement October 14, 2013 All Work Complete (Includin Punch List Items) January 14, 2014 47 Working Days Allowed by Contract 30 Working Days Allowed by Change Order / Extra Work 7 Non -Working Days Due to Weather 4 Non -Working Days Other Than ' han Weather 0 Other Days Allowed 10 Actual Working Days Allowed 47 All work was completed within the amount of actual working days allowed. Staff recommends acceptance of the project and recordation of the Notice of Completion. A 0 NALYSIS. Pursuant to Civil Code Section 3093 the City 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 subcontractors 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 Third Street and Clios Street Parking Lot Improvements Project, Cit Project No. 1, 1200 and authorize the City Clerk to file a Notice of Completion. I Enclosures: Notice • Co - 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 If IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII III 4 - 00618 14 11 I h".i NR ...r fi�,�i•�I ;�y;n�l�t �rynt��nt I I;ul�r,r;a i r,�lr�:ar i CrunL� i�itvk I �:1 ;°i'II R`• hai :��;d I I'o;e I ��f I 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 14th day of January, 2014 and accepted the 3rd day of March, 2014; 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: 3RD STREET AND CIJOS STREET PARKING LOT IMPROVEMENTS CITY PROJECT #11200 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 COASTSIDE CONCRETE I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on A I _, 20A CITY OF SAN RAFAEL A Municipal Corporation By NADER MANSOURIAN Public Works Director STATE OF CALIFORNIA COUNTY OF MARIN On this 1-0 day of l`lcl" 204, 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 (s) whose name (s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity (ies), and that by his/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. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. Signature G • f�+P� ESTHER C. BEIRNE, City Clerk File: 06.01.203 INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL 1 AGENCY. SRRA 1 SRCC AGENDA ITEM NO. 4 • k DATE OF MELTING: March 3, 2014 FROM: Nader Mansourian February • t• ACCEPT COMPLETION OF RD STREET AND CIJOS STREET PARKING LOT IMPROVEMENTS PROJECT, PROJECT i 11 AND AUTHORIZE TO FILE THE NOTICEOF i i Department '. i(signatureE *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL 1 AGENCY AGENDA ITEM: Ask Jt� nj AFE City Attorney (signatur4) 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'rHIS 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 14th day of January, 2014 and accepted the 3rd day of March, 2014; 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: 3RD STREET AND CIJOS STREET PARKING LOT IMPROVEMENTS CITY PROJECT #11200 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 I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on 'A .4 20A CITY OF SAN RAFAEL A Municipal Corporation .-0, �1 _ Z. - - . .�� By NADER MANSOURIAN Public Works Director STATE OF CALIFORNIA COUNTY OF MARIN I On this day of 202i _�f , before me,, ESTHER C. BEIRNE, City- Clerk of the City of San Rafael, Colunty of Marin, State of California, residing therein, personally appeared NADER �IANSOURIAN, (or proved to me on the basis of satisfactory evidence) to be the person (s) whose name Vis) is/ are subscribed to the within instrument and acknowledged to me that hei she/ they ( executed the same in his,` her; / their authorized capacity (ies), and that by hisi/hcr = sib -iature s) Oil their sib the instrument the person is s'), or the entity; upon behalf of which the person (s) acted, executed the instrument. WITNESS my hand and official seal. I certifv under PENALTY OF PERTURY under the lax,�,-s of the State of California that the foregoing paragraph is true and correct. Sianature ESTHER C. BEIRNE, City Clerk File: 06.01203