HomeMy WebLinkAboutPW Pt. San Pedro Median Project; NOC Recorded440 J
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Agenda Item No.
Meeting Date: May 19, 2014
Department: Public Works
.400/
Prepared by: pity
Manager Approval
Director of Public Works
SUBJECT: ACCEPT COMPLETION OF THE POINT SAN PEDRO MEDIAN
LANDSCAPING IMPROVEMENTS RE -BID PROJECT, CITY PROJECT NO.
11163, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF
COMPLETION.
III
Staff recommends that the City Council accept completion of the project and authorize the City Clerk to
file the Notice of Completion.
In the 1990's, the City Council made difficult budget cuts and service reductions by deciding to abandon
median maintenance throughout the City. This action constituted reducing maintenance of over forty-two
miles of medians. In 2008, the Point San Pedro Medians Committee, a committee of 46 concernelf
residents from 20 homeowners associations, was formed to address the beautification of 41/2miles of the
Pt. San Pedro Road medians from Union Street to Biscayne Drive. Through their hard work and effort
ballots were sent to over 2,700 property owners in May 2011 to form an assessment district to beautify
and maintain the medians. On June 22, 2011 tabulation was conducted and 62% of the valid ballots were
in favor of the assessment district. Consequently, City Council adopted resolution 13181 establishinR the
4-1
assessment district.
The improvements for the assessment district included the installation of irrigation, landscaping and
related median landscaping facilities. Hardscape features such as river rock cobble were incorporated
into the design in areas that could not accommodate landscaping.
On November 21, 2011, the City Council adopted Resolution number 13267 authorizing the Director of
Public Works to enter into an agreement with Abey Arnold Associates to design the landscape and
irrigation improvements. During the design phase, public meetings were held on February 16, 2012 and
February 28, 2012. Many of the comments received during the public meetings were incorporated into the
design.
On April 2, 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
File No.-. k -t
C -Y
Council Meeting:
Disposition: Cr2
April 6, 2012, and sealed bids were publicly opened and read aloud on April 26, 2012 at 2:00 PM.
On May 7, 2012, the City Council adopted Resolution No. 13339 rejecting all bids due to irregularities in
the bid documents and directed the City Clerk to rebid the project. The project was rebid shortly
thereafter and sealed bids were publicly opened and read aloud on May 24, 2012 at 2:00 PM.
On June 4, 2012, the City Council adopted Resolution No. 13352 authorizing the Public Works Director
to enter into an agreement with the low bidder, Cleary Brothers Landscaping. Construction commenced
on August 13, 2012.
During the time between the award of the contract and the commencement of construction, the City was
researching and seeking funding for the upfront capital costs. Ultimately, the City supported the
assessment district in financing the median improvements throu2rh a bond issuance, and helped to reduce
the cost of financing by purchasing the bonds directly which saved the district the cost of packaging and
marketing the bonds for sale.
General management of the project was conducted by public works staff; however, an outside
construction inspection service was required for the day to day inspection of the improvements. On July
2, 2012, the City Council adopted Resolution number 13372 authorizing the Director of Public Works to
enter into an agreement with Ghirardelli Associates, Inc. for construction management and inspection
services throughout the duration of the project.
Over the course of the construction a total of 12 change orders were issued for this project. The following
discusses some of the reasons change orders for this contract were required:
111111IN Falk
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accommodate the new landscaping, the removal of the base and installation of approximately 500
cubic yards of soil was required.
• Upon removal of the existing concrete cobble for the majority of the length of the project, it was
discovered that the concrete material was on average approximately 12" deep, instead of the
typical 6" depth expected. Removal of the extra material was required.
• The installation of a bubbler irrigation system was switched to an in-line drip irrigation system.
Switching the type of system allowed for ease of installation and future maintenance as well as
potentially providing a cost savings to the project.
After installation, deer started rubbing their foreheads and antlers against the base of several of
the newly planted trees causing minor damage to the tree trunks. In order to protect the trees,
installation of tree trunk protectors was required at several locations.
After the plants were installed, staff became concerned about the plant health and failure to thrive for
those shrubs planted within the medians located between Main Drive and Riviera Drive. In order to
determine why the plants were not thriving, we collected and tested soil samples at various locations. In
general, test results indicated that there was an excessive amount of potassium present in the soil of these
medians. Potassium is one of three macronutrients necessary for plant growth and health; however, too
much potassium may inhibit the absorption of other essential nutrients which can lead to poor growth.
Public Works staff worked with the contractor to develop a strategy for reducing the level of potassium
within these medians. Strategies discussed included leaching (saturating the medians with water) and
adding additional nutrients, or removing and replacing the top 18 inches of soil and amendment with the
installation of new shrubs. Ultimately, since water was at a premium, it was decided to leave the shrubs
within the existing soil and let the winter rains leach the potassium. Even with the minimal rain we
received this past winter, the potassium levels were reduced to normal levels by March 2014 and plant
health improved significantly. In addition, the Contractor provided an additional one-year written
guarantee for these medians to ensure the shrubs, trees and groundcover continue to grow and remain
healthy.
After initial construction was complete, Glenwood Homeowner Association representatives as well as
many Glenwood residents expressed their concern regarding the lack of trees installed within the medians
between Main Drive and Knight Drive. Because of their concerns, staff worked with the Pt. San Pedro
Road Coalition, the Homeowner's Association, and the design consultant to determine suitable locations
and to select a species for the installation of eight additional trees. These trees were installed at no cost to
the contract. In addition, staff worked with the contractor to add additional routine maintenance items
weed removal in the non -landscaped areas, application of deer repellent, trash and litter pick up) ani
to install cobble on the top side of the retaining wall between Mooring Road and Harbor View Court, all
q.t no cost to the contract.
Construction was completed on March 29, 2013 within the originally authorized construction budget of
$1 594572.06. The completion of the construction initiated a one year plant establishment period for the
landscaping which concluded on March 31, 2014.
The total project cost, including design, advertisement, and construction, was $1,723,823.12. This
amount falls below the originally authorized construction budget of $1,750,000.00.
0 AUDI
Abey Arnold Associates (Design Consultant) $149,750.00
Public Outreach $615.001
I Document Reproduction 1 $8,797.94 1
I Sub Total 1 $159,162.94 1
I 1 1111
pil
Chan2e Orders and Extra Work*
$779342.00
Construction Management and Inspection (Ghirardelli Associates)
$56067.94
Soil Analysis and Testing (Environmental Technical Services)
1i MMWD Water Meter Installation
iM
I Sub Total 1 $1,564,660.18 1
I Total Project Cost ** 1 $1,723,523.12'
*Includes the 5% retention to be paid 35 days after Notice of Completion is filed.
Minor expenses related to equipment will be addressed with the Engineer's Report for this
Assessment District.
In addition to the costs noted above, the City of San Rafael dedicated staff time to administer and manage
the development, design, construction and maintenance of this project. This effort is estimated to be
$110,000.00. The details regarding staff time and costs will be given to our financial consultant for
inclusion in the annual engineer's report.
The following summarizes the project milestones and working days:
Item Date Working Days
Date of Contract June 4, 2012��®����
August 6, 2012
I Construction Work Commencement August 13, 2012
5X-11 Work Complete (Including Punch List Items) March 29, 2013
I Working Days Allowed by Change Order Extra Work
Non -Working Days Other Than Weather
7 Actual Working Days Allowed
All work was completed within the working days allowed.
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.
III
ACTION REQUIRED:
Accept completion of the Point San Pedro Road Median Landscaping Improvements Re -Bid, City Project
No. 11163 and authorize the City Clerk to file a Notice of Completion.
III
Record Without Fee
P r GC 27383 and
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
X020748
Recorded I REC FEE 0.00
Official Records I
County of I CONFORMED COPY 0.00
Marin I
RICHARD N. BENSON I
Assessor -Recorder I
County Clerk I
la
01:33PH 20 -flay -2014 I Page 1 Of 1
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 29th day of March 2013 and accepted the 19th day of May
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:
POINT SAN PEDRO MEDIAN LANDSCAPING IMPROVEMENTS -REBID
PROJECT #11163
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
CLEARY BROTHERS LANDSCAPING
I declare under penalty of perjury that the foregoing is true and correct.
Executed at San Rafael, California, on 20/
OF
CITY OF SAN RAFAEL
A Municipal Corporation
By
NADER MANSOURIAN
Public Works Director
STATE OF CALIFORNIA
COUNTY OF MARIN
On this 207.q day of NA -1 , 20Ili, 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 (s6/are subscribed to the within instrument and acknowledged to me tha6�/she/they
executed the same inb/her/their authorized capacity (ies), and that b) lq/her/their signature (s) on
the instrument the person (s), or the entity upon behalf of which the person (s) acted, executed the
ROUTING SLIP / APPROVAL FORM
]NSTRUCTIONS: USE THIS FORM WITH EACH
SUBMITTAL
ORDINANCE
j iESOLUTION BEFORE APPROVAL
iii♦ AGENCY.
• i ♦ SRCC
AGENDA
i * �
5/7/14
1 4
TITLE OF DOCUMENT:
ACCEPT COMPLETION OF THE POINT SAN PEDRO MEDIAN LANDSCAPING IMPROVEMENTS
RE -BID PROJECT, CITY PROJECT NO. 111631 AND AUTHORIZE THE CITY CLERK TO FILE THE
NOTICE OF COMPLETION.
Department Head (signature)
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(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL 1 AGENCY
AGENDA ITEM:
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City an ger (signature)
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City Attorney (signature)