HomeMy WebLinkAboutPW Traffic Signal LED Relamping; NOC RecordedAgenda Item No: 3, h
Meeting Date: July 6, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared
Director of Public Works
City Manager Approval; ) Ilu"e-dc (11
File No.: 18.01.78
TOPIC: FILE NOTICE OF COMPLETION FOR CITYWIDE TRAFFIC SIGNAL LED
RELAMPING PROJECT
SUBJECT: ACCEPT COMPLETION OF THE CITYWIDE TRAFFIC SIGNAL LED
RELAMPING PROJECT, CITY PROJECT NO. 11253, 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 owns and maintains 86 traffic signals. Each traffic signal
has red, yellow and green signal lamps and many of the intersections have pedestrian signal lamps.
The Citywide Traffic Signal LED Relamping Project replaced all the lamps with energy efficient LED
lamps to ensure that the City's traffic signals function at maximum efficiency. Furthermore, all
pedestrian indicators were replaced with units containing a countdown timer, a feature which has been
shown to increase pedestrian safety by reducing the number of pedestrians stranded in the crosswalk
when lights change.
The project was advertised in accordance with San Rafael's Municipal Code on October 3, 2014, and
sealed bids were publicly opened and read aloud on October 27, 2014 at 10:00 AM. On November 3,
2014, the City Council adopted a resolution authorizing the Public Works Director to enter into an
agreement with the low bidder, Mike Brown Electric. Construction commenced on February 2, 2015
after a lead period to obtain materials. The project was completed on April 1, 2015.
The following summarizes the project milestones and working days:
Working Non -Working
Item Late Das Days
Date of Contract December 16, 2014 - -
Date of Notice to Proceed December 17, 2014 - -
Construction Work Commencement February 2, 2015 - -
FOR CITY CLERK ONLY
File No.: 1+,1-1:56`1
Council Meeting: 3 jL�
Disposition: A PPS.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Item
Date
Working Non -Working
Das Days
All Work Complete (Including Punch List Items
Aril 1, 2015
-
-
Working Das Allowed by Contract
30
-
Working Days Allowed by Change Order / Extra
Work
15
-
Non -Working Days Due to Weather
-
2
Non -Working Days Other Than Weather
-
9
Actual Working Days Allowed
45
-
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.
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.
PUBLIC OUTREACH: Public outreach is not applicable to this project as it was a maintenance project.
FISCAL EVIPACT: Construction was completed within the originally authorized construction budget.
The total project cost, including advertisement and construction, is $211,625.54 as shown below.
Fundine Sources:
Project Funding Sources
Gas Tax Fund (Fund 206)— Proiect Allocation
Total Available Funds
Allocation Amount
$245,000.00
r:x enses:
Design Costs Amount
Document Reproduction (i.e. Advertisement) $1,585.49
Design Subtotal $1,585.49
Construction Costs
Actual Construction Contract Amount Based on Measured Quantities*
Contract Change Orders*
Construction Subtotal
Total Project Expense =
*Includes the 5% retention to be paid 35 days after Notice of Completion is filed
$138,884.71
$71,155.34
$210,040.05
$211,625.54
The City's Citywide Traffic Signal LED Relamping Project draws upon Gas Tax Fund #206. The project
was completed within the City Council originally approved project budget of $350,000.00.
The project design was completed by Department of Public Works engineering staff at a cost of
approximately $5,000. Supplemental construction inspection by Public Works staff was required to
inspect and manage the construction work at an estimated cost of $20,000. The total estimated staff cost
of $25,000 is not shown in the tables above.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
ACTION REQUIRED: Staff recommends that the City Council accept completion of the project and
authorize the City Clerk to file the Notice of Completion.
Enclosures: Notice of Completion
Record W hout Fee,
.r �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
I! illllllllllllllllllllllllllllilllllllllll
2015-003484.
Recorded I REC FEE 0.00
Official Records I
County of I COHFORHED COPY 0.00
Harin I
RICHARD H. BEHSOH I
Assessor -Recorder I
County Clerk I
I
09:52AII 16 -Jul -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 1st day of April, 2015 and accepted the 6th day of July, 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:
CITYWIDE TRAFFIC SIGNAL LED RELAMPING PROJECT
CITY PROJECT NO. 11253
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 arc hereby incorporated herein by reference thereto; and that the name of the
Contractor who contracted to perform said work and make such improvement is
MIKE BROWN ELECTRIC CO.
I declare under penalty of perjury that the foregoing is true and correct.
Executed at San Rafael, California, on 7//0 , 2015—
CITY
01;
CITY OF SAN RAFAEL
A Municipal Corporation
By `� Al
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 A frt. day of ���- y
20 /S, by ►4Ev1,u f4C&v o 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
Safi Rafael City Clerk
File: 18.01.78
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. & • h
DATE OF MEETING: 7/6/2015
FROM:
DEPARTMENT
DATE:
Kevin McGowan
Public Works
6/18/2015
TITLE OF DOCUMENT:
ACCEPT COMPLETION OF THE CITYWIDE TRAFFIC SIGNAL LED RELAMPING PROJECT, CITY
PROJECT NO. 11253, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION
Depa ment Head (signature)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY
AGENDA ITEM:
City anager (si nature)
NOT APPROVED
REMARKS:
APPROVED AS TO FORM:
City Attorney (signature)
File No.: 18.01.78
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 1st day of April, 2015 and accepted the 6th day of July, 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:
CITYWIDE TRAFFIC SIGNAL LED RELAMPING PROJECT
CITY PROJECT NO. 11253
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
MIKE BROWN ELECTRIC CO.
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: 18.01.78