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
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