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CC 2013-12-10_08.h. Citywide Drainage Improvements PW 2013-04MEMORANDUM TO: CITY COUNCIL FROM: BY: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR MIKE LINN, ASSISTANT CITY ENGINEER SUBJECT: CONSIDERATION OF ACCEPTANCE OF THE CITYWIDE DRAINAGE IMPROVEMENTS PROJECT, PW 2013-04 DATE: DECEMBER 10, 2013 RECOMMENDATION: It is recommended the City Council: 1. Accept the project improvements as constructed by V. Lopez Jr. & Sons in accordance with the plans and specifications for the Citywide Drainage Improvements Project ("project"); 2. Transfer $4,000 from the Local Sales Tax Fund Drainage Project to the Citywide Drainage Improvements Project; 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 TO FINANCIAL AND PERSONNEL RESOURCES: The amended Capital Improvement Program budget included $111,332 for the project. The actual total construction project cost, including authorized construction changes, is $115,005. BACKGROUND: On July 9, 2013, Council awarded a construction contract to V. Lopez Jr. & Sons for $90,301.50 and authorized the City Manager to approve change orders in the amount of $9,030.00. The project scope of work involved the construction of improvements for the following drainage deficiencies in accordance with the City's Stormwater Drainage Master Plan: Schedule A: Larchmont Drive Installation of edge drain on northern roadway edge. Schedule B: West Branch at Wesley Street Install additional catch basins. Item 8.h. - Page 1 CITY COUNCIL CONSIDERATION OF ACCEPTANCE OF THE CITYWIDE DRAINAGE IMPROVEMENTS PROJECT, PW 2013-04 DECEMBER 10, 2013 PAGE2 Schedule C: East Branch at Crown Hill Drive Install interceptor drain to capture intermittent water seepage within the roadway. During the course of the construction, staff authorized the following project changes: Delete Schedule C: East Branch at Crown Hill Upon completion of. the underground service alert markings (USA), it became apparent that the water seepage through the roadway was due to a utility trench failure, not water seeping from the sides of the roadway. Staff notified the utility companies that occupy the joint trench to address the issue and removed the scope of work from the project. Oro Drive Edge Drain Since the contractor had already ordered the edge drain material for Schedule C, and had edge drain material remaining from the construction of Schedule A, staff authorized the placement of the edge drain on the west side of Oro Drive, directly south of Platino Lane. This work had been previously identified in the City's Stormwater Drainage Master Plan for future construction. Schedule B: West Branch at Wesley Street Upon excavation to replace a catch basin directly west of the Wesley Street intersection (adjacent to Bank of America), the excavated trench collapsed, essentially doubling the size of the excavation. The contractor also discovered additional drain lines entering the catch basin and a number of tree roots required removal. The Schedule B excavation proved to be more costly than originally anticipated, an amount which would exceed the authorized project contingencies of $9,030. On October 22, 2013, Council agreed with staffs recommendation and authorized an increase of the contingencies from $9,030 to $20,800. At that time, staff believed the final cost would be within the budgeted amount. It was explained in that report that the work was authorized due to safety issues and potential impacts to the Harvest Festival activities. ANALYSIS OF ISSUES: The contractor has completed the work in accordance with the approved plans and specifications. There are no outstanding issues. Upon completion of the work, Staff performed a final review of project quantities with V. Lopez Jr. & Sons. Unfortunately, the final project cost calculates to $115,005, Item 8.h. - Page 2 CITY COUNCIL CONSIDERATION OF ACCEPTANCE OF THE CITYWIDE DRAINAGE IMPROVEMENTS PROJECT, PW 2013-04 DECEMBER 10, 2013 PAGE3 exceeding by $3,904 the Council authorization of $111, 101 ($90,301 Base Bid + $20,800 Contingencies). Staff requests a transfer of $4,000 from the Local Sales Tax Fund Drainage Project to Citywide Drainage Project budget accordingly. ALTERNATIVES: The following alternatives are provided for the Council's consideration: -Approve staff's recommendations accepting the improvements and transferring additional funds to the project budget; -Do not accept the project improvements; -Accept the project improvements, 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 (c). PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, December 5, 2013. The Agenda and report were posted on the City's website on Friday, December 6, 2013. No public comments were received. Attachment: 1. Notice of Completion Item 8.h. - Page 3 RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: CITY CLERK CITY OF ARROYO GRANDE 300 EAST BRANCH STREET ARROYO GRANDE, CA 93420 NOTICE IS HEREBY GIVEN THAT: Attachment No. 1 NOTICE OF COMPLETION 1. 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~1~·1y~of~A=rn-"-"-oy~o~G~ra=n=d~e _________________ _ 3. The FULL ADDRESS of the OWNER is: 300 East Branch Street. Arroyo Grande. California 93420 4. The NATURE OF THE INTEREST or ESTATE of the undersigned is: --'1=·n'"'"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 if the 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 December 8 20 I 3 8. The NAME OF THE ORIGINAL CONTRACTOR, if any, for such work of improvement is: V. Lopez Jr. & Sons 9. The street address of said property is: None 10. 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: Citywide Drainage Improvements Project. PW 2013-04 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 Director of Parks, Recreation and Facilities 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 December 11, 2013, Arroyo Grande, California --END OF DOCUMENT -- Item 8.h. - Page 4