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Home My WebLink AboutPW Fifth & Lootens Parking Lot Impr.; NOC Recordedcirc of n,,,:� . 7M 1� Agenda Item No: 3, h Meeting Date: April 20, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works F r g Prepared by:�,�" City Manager Approval roval• 11-��,� Director of ublic Works File No. 06.08.12 SUBJECT: ACCEPT COMPLETION OF THE FIFTH AVENUE AND LOOTENS PLACE PARKING LOT IMPROVEMENTS PROJECT, CITY PROJECT NO. 11181, 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 parking lot located at the intersection of Fifth Avenue and Lootens Place was originally constructed in 1974. This parking lot is heavily used and was showing significant signs of deterioration to the point that a complete resurfacing of the lot was needed. Under the Americans with Disability Act (ADA), asphalt resurfacing triggers the requirement to install improvements to make the facility fully accessible to the public including a path of travel from the sidewalk. In addition to resurfacing, this project addressed the following issues: Americans with Disability Act Compliant Parking Spaces Two accessible parking spaces were installed, as required by ADA. One of the spaces is van accessible. Safety Lighting A light emitting diode (LED) lighting fixture was installed, replacing the existing high pressure sodium fixture. This change is in accordance with program BU5 of San Rafael's Climate Change Action Plan (CCAP) which states: "Develop a program to achieve energy savings in existing buildings with a goal of decreasing energy use by 20 percent as of the year 2020." A second LED safety light was installed on the east side of the lot to increase illumination at night. Electric Vehicle Charging Station An electric vehicle charging station, available at no charge to the public, was installed. This improvement is in accordance with program LF8 of San Rafael's CCAP which states: "Encourage ownership of plug-in electric vehicles, as they become available and in use, by providing charging stations in City garages and FOR CITY CLERK ONLY File No.: 4 - I ,. Council Meeting: Lfbo/ . 9.x. Disposition: a f P��?��t��rs� . SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 parking lots, consider requirements for charging stations in newly constructed private parking facilities, and participate in regional efforts to encourage widespread availability of charging stations." Landscaping Based on the geometry of the reconstruction of the parking lot, four trees were removed and three new trees were planted to mitigate the removals. It was not possible to install a fourth tree given the new layout of the parking lot. Other Improvements Other improvements to the lot included resurfacing of the entire parking lot, reconstruction of the driveway approach from Fifth Avenue, installation of an ADA compliant curb ramp at the southwest corner near the parking lot entrance, drainage improvements, installation of a wood retaining wall, and replacement of the existing pay station. The project was advertised in accordance with San Rafael's Municipal Code on July 9, 2014, and sealed bids were publicly opened and read aloud on August 4, 2014. On August 18, 2014, the City Council adopted a resolution authorizing the Public Works Director to enter into an agreement with the low bidder, Coastside Concrete. Construction commenced on September 15, 2014. Construction was completed on December 17, 2014. The total project cost, including public outreach, advertisement, and construction, is $272,017.10 as shown below. A total of $26,600.00 is being withheld from the contractor for liquidated damages. FUNDING SOURCES Project Funding Sources CIP Allocation Amount Parking Services Fund $340,000.00 Total Available $340,000.00 EXPENSES Design Services Costs Amount Document reproduction (i.e., advertisement, public outreach flyers) $3,301.16 Topographic survey $3,800.00 PG&E electrical connection services $1,322.34 Design Service Subtotal $8,423.50 Construction Costs Amount Actual construction contract amount based on measured quantities* $281,410.00 Contract change orders* $2,609.00 Material testing $2,620.10 Contract construction inspection $3,032.00 Legal services $522.50 Amount withheld for liquated damages -$26,600.00 Construction Costs Subtotal $263,593.60 Total Project Expenses = $272,017.10 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. The project design was completed by Department of Public Works engineering staff at an approximate cost of $16,500.00. Public Works staff provided additional construction management at an estimated cost of $69,600.00. The total estimated staff cost of $86,100.00 is not shown in the tables above. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 The following summarizes the project milestones and working days: Working Non-Workin Item Date Da vs Days Date of Contract August 18, 2014 - - Date of Notice to Proceed September 9, 2014 - - Construction Work Commencement September 15, 2014 - - All Work Complete (Including Punch List Items) December 17, 2014 - - Working Days Allowed by Contract 30 - Working Days Allowed by Change Order / Extra Work 2 - Non -Working Das Due to Weather - 11 Non -Working Das Other Than Weather - 12 Actual Working Days Allowed 32 - Actual Working Das Used 55** - **Liquidated Damages are being withheld. Staff recommends acceptance of the project and recordation of the Notice of Completion. ANALYSIS: 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 Fifth Avenue and Lootens Place Parking Lot Improvements Project, City Project No. 11181, and authorize the City Clerk to file a Notice of Completion. Enclosures: Notice of Completion Record Without Fee, Per 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 2015-0019131 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 02:20PII 24 -Apr -2015 I Page 1 of 2 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 17th day of December, 2014 and accepted the 20th day of April, 2015; that the name, address and nature of the title of the parry 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: FIFTH AVENUE AND LOOTENS PLACE PARKING LOT IMPROVEMENTS CITY PROJECT NO. 11181 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 �,� , 20IS . CITY OF SAN RAFAEL A Municipal Corporation By KEVIN MCGOWAN Acting Public Works Director 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. STATE OF CALIFORNIA COUNTY OF MARIN Subscribed and sworn to (or affirmed) before me on this ZW9 day of 40.el L , 20j�', by 4evw 4%14&PLaA&v , 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 'e�• gat ESTHER C. BEIRNE San Rafael City Clerk File: 06.08.12 CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OFA CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 1.h DATE OF MEETING: April 20, 2015 FROM: Kevin McGowan DEPARTMENT: Public Works DATE: April 7, 2015 TITLE OF DOCUMENT: ACCEPT COMPLETION OF THE FIFTH AVENUE AND LOOTENS PLACE PARKING LOT IMPROVEMENTS PROJECT, CITY PROJECT NO. 11181, AND AUTHORIZE THE CITY CLERIC. TO FILE THE NOTICE OF COMPLETION n Department Head (signatu e) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) NOT APPROVED REMARKS: APPROVED AS TO FORM: City Attorney (signature) File No. 06.08.12 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 17th day of December, 2014 and accepted the 20th day of April, 2015; 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: FIFTH AVENUE AND LOOTENS PLACE PARKING LOT IMPROVEMENTS CITY PROJECT NO. 11181 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 , 20 CITY OF SAN RAFAEL A Municipal Corporation By KEVIN MCGOWAN Acting Public Works Director 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. STATE OF CALIFORNIA COUNTY OF MARIN Subscribed and sworn to (or affirmed) before me on this day of , 20, by , 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 ESTHER C. BEIRNE San Rafael City Clerk File: 06.08.12