Loading...
CC 2013-03-26_08.f. Accept Sports Complex Electrical and Lighting ProjectMEMORANDUM TO: CITY COUNCIL FROM: BY: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR MIKE LINN, ASSISTANT CITY ENGINEER SUBJECT: CONSIDERATION OF ACCEPTANCE OF THE SOTO SPORTS COMPLEX ELECTRICAL AND LIGHTING UPGRADE PROJECT, PW 2012-01 DATE: MARCH 26, 2013 RECOMMENDATION: It is recommended the City Council: 1. Accept the project improvements as constructed by R&M Electric, Inc. in accordance with the plans and specifications for the Soto Sports Complex Electrical and Lighting Upgrade Project; and 2. Appropriate an additional $1,276 from the Park Improvement Fund to the Soto Sports Complex Electrical and Lighting Upgrade Project; and 3. Direct staff to file a Notice of Completion; and 4. Authorize release of the retention, thirty-five (35) days after the Notice of Completion has been recorded, if no liens have been filed. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The actual total construction cost for the subject project, including authorized construction changes, is $265,930. The total cost of the project, including all design, construction, contract administration and testing costs, is approximately $295,000. BACKGROUND: On November 27, 2012, the Council awarded a construction contract to perform the Soto Sports Complex Electrical and Lighting Upgrade Project for $240,595 and authorized the City Manager to approve change orders in the amount of $24,059. The project scope of work involved upgrades and modernization of the electrical systems and fixtures for the ball field lights to meet current electrical codes. Item 8.f. - Page 1 CITY COUNCIL CONSIDERATION OF ACCEPTANCE OF THE SOTO SPORTS COMPLEX ELECTRICAL AND LIGHTING UPGRADE PROJECT, PW 2012-01 MARCH 26, 2013 PAGE2 ANALYSIS OF ISSUES: The contractor has completed the work in accordance with the approved plans and specifications. There are no outstanding issues. Contract change orders included minor system improvements, such as control cabinet modifications and a stainless steel base for the switchgear to prevent future corrosion. Unknown site conditions required the replacement of damaged components, such as underground conduit and pull boxes, that were unforeseen at the time of project design. Staff believes the discrepancies stemmed from the original construction years ago by volunteers that were not performed in accordance with current electrical code standards. Staff verified each instance and negotiated a fair price with the contractor. However, the total amount of the project change orders exceeded the approved 10% project contingency by $1,276. Therefore, staff is requesting the allocation of an additional appropriation of $1,276 from the Parks Improvement Fund to the project budget to enable final payment to the contractor for the work performed. ALTERNATIVES: The following alternatives are provided for the Council's consideration: Approve staff's recommendations; Do not accept the project; Accept the project, but do not authorize release of retention; or Provide direction to staff. ADVANTAGES: The project is complete. Accepting the improvements will allow staff to close out the project and return any remaining funds to the fund balance. DISADVANTAGES: The disadvantage of accepting the improvements would be if subsequent deficiencies in the work are identified. However, the contract documents include a one-year warranty period for the contractor to address any construction defects that may arise. ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Section 15301 (d). PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, March 21, 2013. The Agenda and report were posted on the City's website on Friday, March 22, 2013. No public comments were received. Attachment: 1 . Notice of Completion Item 8.f. - Page 2 RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: CITY CLERK CITY OF ARROYO GRANDE 300 EAST BRANCH STREET ARROYO GRANDE, CA 93421 NOTICE IS HEREBY GIVEN THAT: ATTACHMENT I NOTICE OF COMPLETION I. The undersigned is owner or agent of owner of the interest or estate or the property hereinafter described as stated below. 2. The FULL NAME of the OWNER is: ~Th~e~C~ity~o .... f~A~rr~o-v~o~G=r~a~n=d~e _________________ _ 3. The FULL ADDRESS of the OWNER is: 300 East Branch Street. Arroyo Grande. Cali{Ornia 93420 4. The NATURE OF THE INTEREST or ESTATE of the undersigned is: ~in'""'"fi~ee~---------- 5. THE FULL NAME and FULL ADDRESS of ALL PERSONS, if any, who hold such interest or estate with the undersigned as JOINT TENANTS or as TENANTS IN COMMON are: NAMES ADDRESSES None 6. THE FULL NAMES and FULL ADDRESSES of the PREDECESSOR'S in interest of the undersigned ifthe property was transferred subsequent to the commencement of the work of improvements herein referred to: NAMES ADDRESSES None 7. All work of improvement on the property hereinafter described was COMPLETED March 11 2013 8. The NAME OF THE ORIGINAL CONTRACTOR, if any, for such work of improvement is: R&M Electric Inc. 9. The street address of said property is: I 275 Ash Street I 0. The property on which said work of improvement was completed is in the City of Arroyo Grande, County of San Luis Obispo, State of California, and is described as follows: Soto Sports Complex Electrical and lighting Upgrade Project. PW 2012-01 Verification of NON-INDIVIDUAL owner: I, the undersigned, declare under penalty of perjury under the laws of the State of California that I am the Community Development Director of the aforesaid interest or estate in the property described in the above notice; that I have read the said notice, that I know and understand the contents thereof, and the facts stated therein are true and correct. Geoff English, Public Works Director March 27, 2013, Arroyo Grande, California --END OF DOCUMENT -- Item 8.f. - Page 3 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.f. - Page 4