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Agenda Item No: 4.e
Meeting Date: September 21, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Kevin McGowan, City Manager Approval:
Acting Director of Public Works
File No.: 16.01.275
TOPIC: COMPLETION OF ADA -DOJ CURB RAMPS 2014-2015 PROJECT
SUBJECT: ACCEPT COMPLETION OF THE ADA -DOJ CURB RAMPS 2014-2015 PROJECT,
CITY PROJECT NO. 11249, 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 a backlog of 797 curb
ramps or sloped areas at locations triggered by each resurfacing project undertaken since 1992.
This project included construction of sixteen new ADA compliant curb ramps and storm drainage
improvements. Thirteen of the sixteen locations are specifically included in the backlog of 797 ramps
required by the DOJ Settlement Agreement. The remaining three ramps were included in this project as
they were located at the same or adjacent intersections to other ramps proposed and closed a gap in the
pedestrian path of travel to Terra Linda High School.
The project was advertised in accordance with San Rafael's Municipal Code on March 9, 2015, and
sealed bids were publicly opened and read aloud on April 1, 2015, at 10:00 AM. On April 20, 2015, 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 June 15, 2015.
The project was completed on August 4, 2015. The following tables summarize project milestones and
working days:
Working Non -Working
Item Date Das Days
Date of Contract Aril 20, 2015 - -
Date of Notice to Proceed May 19, 2015 - -
Construction Work Commencement June 15, 2015 - -
FOR CITY CLERK ONLY
File No.: �4 — I — (& 4
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Working Non -Working
Item Date Das Davs
All Work Complete (Including Punch List Items) August 4, 2015 - -
Working Das Allowed by Contract 35 -
Other Working Days Allowed 1 -
Non -Working Days Due to Weather - 0
Non -Working Days Other Than Weather - 0
Actual Working Days Allowed 36 -
All work was completed within the number of 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 April 21, 2015, prior to commencement of construction, letters were
sent to the property owners and residents of each of the adjacent properties 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 $294,029.67 as shown below.
Funding Source:
Pro'ect Funding Sources
Allocation
Gas Tax Fund (Fund #206)
$299,400.00
Community Development Block Grant
$15,600.00
Total Funding Available
$315,000.00
Expenses:
Design Costs
Amount
Document Reproduction (i.e. Advertisement)
$685.67
Environmental Document and Topographic Survey
$15,650.00
Design subtotal
$16,335.67
Construction Costs
Actual Construction Contract Amount Based on Measured Quantities*
$278,194.00
Contract Change Orders*
-$500.00
Construction Subtotal*
$277,694.00
Total Project Expense
$294,029.67
*Includes the 5% retention to be paid 35 days after Notice of Completion is filed.
The City's ADA -DOJ Curb Ramps 2014-2015 Project draws upon Gas Tax Fund #206. The project was
completed within the originally approved project budget of $315,000.00. 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 $60,000.00. Public Works staff provided additional construction management at an estimated cost
of $30,000.00. The total estimated staff cost of $90,000.00 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
mewra vviinoui r-ee,
Per GC 27383 and
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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 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda Item # u, .c"
Date of Meeting: 9/21/2015
From: Kevin McGowan
Department: Public Works
Date: 9/11/2015
Topic: COMPLETION OF ADA -DOJ CURB RAMPS 2014-2015 PROJECT
Subject: ACCEPT COMPLETION OF THE ADA -DOJ CURB RAMPS 2014-2015 PROJECT,
CITY PROJECT NO. 11249, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF
COMPLETION
Type: ❑ Resolution ❑ Ordinance
❑ Professional Services Agreement ® Other: Notice of Completion
APPROVALS
® Finance Director
Remarks: approved 9/14/15
® City Attorney
Remarks: LG -Approved 9/11/15 with minor change to Notice of Completion.
® Author, review and accept City Attorney / Finance changes
Remarks: all changes accepted 9/15/15
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 41h 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 920
CITY OF SAN RAFAEL
A Municipal Corporation
By
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, 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: 16.01.275