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Home My WebLink AboutPW SR Avenue Curb Ramps; NOC RecordedAgenda Item No: 3. h Meeting Date: August 3, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works NIX"' Prepared by: Kevin McGowan, City Manager Approval:X' . Acting Director of Public Works File No.: 16.01.278 TOPIC: COMPLETION OF SAN RAFAEL AVENUE CURB RAMP PROJECT SUBJECT: ACCEPT COMPLETION OF THE SAN RAFAEL AVENUE CURB RAMPS, CITY PROJECT NO. 11250, 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: In August of 2004, the City of San Rafael entered into a Settlement Agreement with the Federal Department of Justice (DOJ) to address a lack of compliance with the Americans with Disabilities Act (ADA) and related accessibility issues in City -owned facilities and the public right-of- way. A section of the Agreement calls for the City of San Rafael to construct curb ramps or sloped areas at any intersection to provide access for pedestrians. In 2004, Public Works identified a backlog of 797 curb ramps requiring construction. This project included construction of six new ADA compliant curb ramps and storm drainage improvements. Five of the six locations are specifically included in the backlog of 797 ramps required by the DOJ Settlement Agreement. The remaining ramp was included in this project as it was located at the same intersection as the other proposed ramps and closed a gap in the pedestrian path of travel to Gerstle Park. In addition to the installation of the accessible curb ramps, this project constructed the following: • New drainage improvements at the intersection of Lodge Lane. The existing drainage pipe at this location was not functioning. Crews installed new catch basins and a new pipe across Lodge Lane. • Relocation of a portion of the existing stone wall on the southwest corner of the intersection of San Rafael Avenue/Lodge Lane to increase vehicular sight distance. The existing bluestone rock was reused, as recommended by the Gerstle Park Neighborhood Association. The project was advertised in accordance with San Rafael's Municipal Code on April 6, 2015, and sealed bids were publicly opened and read aloud on April 23, 2015, at 9:00 AM. On May 5, 2015, the City Council adopted a resolution authorizing the Public Works Director to enter into an agreement with the low bidder, Ghilotti Construction Company. Construction commenced on June 1, 2015. The project was completed on June 26, 2015. The following summarizes project milestones and working days: FOR CITY CLERK ONLY File No.: 4-1-666 Council Meeting: 08/03/2015 Disposition: Approved SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Working Non -Working Item Date nays days Date of Contract May 5, 2015 - - Date of Notice to Proceed June 1, 2015 - - Construction Work Commencement June 1, 2015 - - All Work Complete (Including Punch List Items) June 26, 2015 - - Working Days Allowed by Contract $166,413.72 20 - Working Days Allowed by Change Order / Extra Work 0 - Non -Working Days Due to Weather - 0 Non -Working Days Other Than Weather - 0 Actual Working Days Allowed 20 - All work was completed within the number 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 from the funds owed to the Contractor for the project work. COMMUNITY OUTREACH: On August 14, 2014 the City met with the San Rafael's Park Commission and discussed options for the retaining wall options along Lodge Lane and Gerstle Park. The Commission's recommendations to keep as much of the original materials and esthetics was incorporated into the retaining wall design. On May 12, 2015, prior to commencement of construction, letters were sent to the property owners and residents of each of the adjacent residents notifying them of the upcoming construction, providing a link to the project website listing a detailed construction schedule, and providing a phone number to call with questions. FISCAL IMPACT: Construction was completed within the originally authorized budget. The total project cost, including advertisement and construction, is $167,064.47 as shown below. Funding Source: Project Funding Sources Allocation Amount Gas Tax Fund (#206) — Project Allocation $210,000.00 Total Available Funds $210,000.00 Exnenses: Design Costs Amount Document Reproduction (i.e. Advertisement) $650.75 Design subtotal $650.75 Construction Costs Actual Construction Contract Amount Based on Measured Quantities* $163,726.00 Contract Change Orders* $2,687.72 Construction Subtotal $166,413.72 Total Project Expense $167,064.47 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 The City's San Rafael Avenue Curb Ramp Project draws upon Gas Tax Fund #206. The project was completed within the originally approved project budget of $210,000. The difference in funds between the actual project costs and the originally approved project budget will be applied to various other roadway projects. The project design was completed by Department of Public Works engineering staff at an approximate cost of $20,000.00. Public Works staff provided additional construction management at an estimated cost of $25,000.00. The total estimated staff cost of $45,000.00 is not shown in the tables above. 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 mewra vviinoui r-ee, Per GC 27383 and v 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 N Il��ll�llllj�fl�lll�lllllllllllill"1111 Recorded I REC FEE 0.00 Official Records I County of I CONFORMED COPY 0.00 Harin I RICHARD 11. BENSON I Assessor -Recorder I County Clerk I I 10:23AII 24 -Sep -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 4th day of August, 2015 and accepted the 21St day of September, 2015; that the name, address and nature of the title of the party giving this notice is as follows: The City of San Rafael, 1400 Fifth Avenue, San Rafael, California, 94901, 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: ADA -DOJ CURB RAMPS 2014-2015 PROJECT CITY PROJECT #11249 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 ��_�T��G t , 20 CITY OF SAN RAFAEL A Municipal Corporation By f2 L KEVIN MCGOWAN Acting Director of Public Works ,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/s , by Kevin McGowan, 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 z - a r,eu.c . ESTHER C. BEIRNE San Rafael City Clerk File: 16.01.275 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS 4 YEAR 4 MEETING DATE —> TOPIC Agenda Item # z .,h Date of Meeting: 8/3/2015 From: Kevin McGowan Department: Public Works Date: 7/22/2015 Topic: File notice of completion for San Rafael Avenue Curb Ramp Project Subject: Accept completion of the San Rafael Avenue Curb Ramps, city project No. 11250, and authorize the City Clerk to file the Notice of Completion Type: ❑ Resolution ❑ Ordinance ❑ Professional Services Agreement ® Other: Notice of Completion APPROVALS ❑ Department Director Remarks: ® Finance Director Remarks: ® City Attorney Remarks: N/A ® City Manager Remarks: 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 26th day of June, 2015 and accepted the 3rd day of August, 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: SAN RAFAEL AVENUE CURB RAMP PROJECT CITY PROJECT #11250 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 GHILOTTI CONSTRUCTION COMPANY, INC. 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: 16.01.278