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Agenda Item No: 3. m
Meeting Date: September 8, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
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Prepared by:. "�,..� :.. _ City Manager Approval..
Acting Director of Public Works
File No. 22.04.43
TOPIC: NOTICE OF COMPLETION FOR MULTI -USE PATHWAY REPAIRS PROJECT
SUBJECT: ACCEPT COMPLETION OF THE MULTI -USE PATHWAY REPAIRS PROJECT,
CITY PROJECT NO. 11256, AND AUTHORIZE THE CITY CLERK TO FILE THE
NOTICE OF COMPLETION.
RECOMMENDATION: Staff recommends that the City Council accept completion of the project and
authorizes the City Clerk to file the Notice of Completion.
BACKGROUND: The Transportation Development Act (TDA) of 1971 provides for the allocation of
funds for projects that are consistent with regional transportation plans. TDA is one of the few grants
which provide funds for maintenance projects. In August 2014, the Department of Public Works
submitted an application for this grant and was awarded all available funds in the amount of $252,502.00.
On November 3, 2014, City Council adopted a resolution of local support for this grant application.
The City has many multi -use pathways that are maintained and repaired by Department of Public Works
maintenance staff; two of which required more extensive repairs than routine maintenance. Using TDA
Article 3 funds, this project removed and repaired failed sections of existing asphalt on the following
multi -use pathways:
Shoreline Park Multi -Use Pathway: The Shoreline Park Multi -Use Pathway is located adjacent to
the Canal and Spinnaker Point neighborhoods. It is a popular area to view San Rafael Bay and is
frequently used by bicyclists, pedestrians and families. The pathway is approximately 0.9 miles
long.
2. Bahia Vista Elementary School Multi -Use Pathway: The Bahia Vista Elementary School Multi -
Use Pathway is also located adjacent to the Canal and Spinnaker Point neighborhoods. A high
volume of bicyclists and pedestrians use this pathway as a primary route to Bahia Vista
Elementary School, Home Depot, Target, the Albert J. Boro Community Center, and a branch of
the San Rafael Library. The pathway is approximately 0.4 miles long.
This project included pathway repairs, slurry seal treatment, installation of a wooden board retaining wall,
replacement of curb, gutter, and sidewalk, and installation of a concrete driveway at the entrance to the
Shoreline Park Pathway to be used for maintenance vehicles.
FOR CITY CLERK ONLY
File No.: 14 —1®
Council Meeting:_lglaot�
Disposition PP .... � W "r&.6r o�.r.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
The project was advertised in accordance with San Rafael's Municipal Code April 24, 2015, and sealed
bids were publicly opened and read aloud on May 21, 2015, at 10:00 AM. On June 1, 2015, the City
Council adopted a resolution authorizing the Public Works Director to enter into an agreement with the
low bidder, W.R. Forde Associates and construction commenced on July 8, 2015.
The project was completed on August 14, 2015. The following summarizes the project milestones and
working days:
Amount
Document reproduction (i.e., advertisement,
Working Non -Working
Item Date
Days Days
........ ..__..
Date of Contract
..___........_ ...... ......... �_.._____.. ......._. _ ._...
June 1, 2015
- .......
-
_ .__....._ ..
Date of N . ........ _ ........_ _ _ ....
�.
$190,120.70
Contract change orders*
Construction Work Commencement
Jul 8, 2015
-
�..
-
All Work Complete (Including Punch List Items)
August 14, 2015
-
-
Working Days Allowed by Contract
20
-
_.. _... ...
Working Days Allowed by Change Order / Extra
_... __.._._
5
_ ...... ................
-
Work
.... _...._ ..... _ _. ..___.._
Non Working Das Due to Weather
..
.. .... ......................
-
.......... ._.
0
.......... _.....
Non -W
.
. ... _. ......_._.._ ..... ..._.._ _. _ ......... _
Actual Working Days Allowed
_..._.._m ......_
25
-
Actual Working Days Used
25
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: Prior to construction commencement, City staff informed the nearby school and
homeowner's association of upcoming construction activities. The City posted notifications at the two
project sites in both English and Spanish and maintained a project -specific website that was updated
weekly to reflect changes in the project schedule.
FISCAL IMPACT: Construction was completed within the originally authorized budget. The total
project cost, including public outreach, advertisement, and construction is $252,364.16, as shown below.
Funding Source:
Project Funding Sources Allocation Amount
Transportation Development Act (TDA) Grant $252,502.00
Total Available Funds $252,502.00
Expenses:
Design Costs
Amount
Document reproduction (i.e., advertisement,
public outreach flyers)
$898.46
Design Subtotal
$898.46
Construction Costs
Amount
Actual construction contract amount based on measuredquantities*
$190,120.70
Contract change orders*
$61,345.00
Construction Subtotal
$251,465.70
Total Project Expense
$252,364.16
*Includes the 5% retention to be paid 35 days after Notice of Completion is filed.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
The project design was completed by Department of Public Works engineering staff at an approximate
cost of $16,000.00. Public Works staff provided additional construction management at an estimated cost
of $13,300.00. The total estimated staff cost of $29,300.00 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
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 August, 2015 and accepted the 8th 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:
MULTI -USE PATHWAY REPAI S -eh+ to Va" gam
CITY PROJECT NO. 11256 q_ p iahnf M tcherll
and reference is hereby made for a further description thereof to thf
for said work or improvements now on file in the office of the City
and specifications are hereby incorporated herein by reference to
Contractor who contracted to perform said work and make such imprc
W.R. FORDE ASSOCIATES
I declare under penalty of perjury that the foregoing is true and correct.
Executed at San Rafael, California, on t._ , 20 1
.......................�.______........_.......I...._.......... .........................
CITY OF SAN RAFAEL
A Municipal Corporation
By
KEVIN MCGOWAN
Acting Public Works Director
iroved
plans
of the
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
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 August, 2015 and accepted the 8th 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:
MULTI -USE PATHWAY REPAI S -eh+ to Va" gam
CITY PROJECT NO. 11256 q_ p iahnf M tcherll
and reference is hereby made for a further description thereof to thf
for said work or improvements now on file in the office of the City
and specifications are hereby incorporated herein by reference to
Contractor who contracted to perform said work and make such imprc
W.R. FORDE ASSOCIATES
I declare under penalty of perjury that the foregoing is true and correct.
Executed at San Rafael, California, on t._ , 20 1
.......................�.______........_.......I...._.......... .........................
CITY OF SAN RAFAEL
A Municipal Corporation
By
KEVIN MCGOWAN
Acting Public Works Director
iroved
plans
of the
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 Qom` day of PQM,
20 41 , 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 L ' P
ESTHER G. BEIRNE
SanRafael City Clerk
File: 22.04.43
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 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda Item # 3.M
Date of Meeting: 9/8/2015
From: Kevin McGowan
Department: Public Works
Date: 8/20/2015
Topic: Notice of Completion for Multi -Use Pathway Repairs Project
Subject: Accept Completion of the Multi -Use Pathway Repairs, City Project No. 11256, and
Authorize the City Clerk to File the Notice of Completion. A
Type: ® Resolution ❑ Ordinance
❑ Professional Services Agreement ❑ Other:
APPROVALS
® Finance Director
Remarks: vb
® City Attorney
Remarks: LG -approved 8/31/15
® Author, review and accept City Attorney / Finance changes
Remarks:
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 14th day of August, 2015 and accepted the 8th 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:
MULTI -USE PATHWAY REPAIRS
CITY PROJECT NO. 11256
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
W.R. FORDE ASSOCIATES
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: 22.04.43