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CC 2015-11-24_09i Acceptance of Corp Yard BuildingMEMORANDUM TO: CITY COUNCIL FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR SUBJECT: CONSIDERATION OF ACCEPTANCE OF THE CORPORATION YARD ADMINISTRATION BUILDING PROJECT, PW 2013-12 DATE: NOVEMBER 24; 2015 RECOMMENDATION: It is recommended the Council: - 1. Accept the project imprQvements as constructed by Pickard & Butters Construction, Inc. in accordance with the plans and specifications ·for the Corporation Yard Administration Building Project; 2. Direct staff to file a Notice of Completion; and 3. Authorize release of the retention to North Am_erican Specialty Surety. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The FY 2015-16 capital improvement program budget included $48,000 for the Corporation Yard Administration Building project. The total project budget, including prior fiscal years, is $525,668. The total project cost (design, construction·, administration, testing, etc.) is estimated at $515,055. The contractor's final construction cost is $405,873. The recommended action will not result in any impact on staff resources. BACKGROUND: On ·October 29, 2014, Council awarded a construction contract to perform the subject project to Pickard & Butters Construction, Inc. for $396,796 and authorized the City Manager to approve change orders in the amount of $39,680. The project scope involved the construction of a new single story 2,000 square foot administration building adjacent to an existing building that was being used for administration at the City's Corporation yard. ANALYSIS OF ISSUES: The contractor had nearly completed the work in ·accordance with tne approved plans and specifications when one of the owners of Pickard & Butters Construction, Inc. notified the City that he was experiencing "financial-difficulties" and would not be able to Item 9.i. - Page 1 CITY COUNCIL CONSIDERATION OF ACCEPTANCE OF THE CORPORATION YARD ADMINISTRATION BUILDING PROJECT, PW 2013-12 NOVEMBER 24, 2015 PAGE2 complete the Corporation Yard Renovation Project. At this point, City staff worked with the contractor's bonding company, North American Specialty Surety, to ensure payments are made to subcontractors for work 'completed to date, and that the project was properly completed. City staff worked directly with the project Sub-contractors to finish the remaining "punc.h-list" items as well as completing some minor items in-house with City crews. City staff and the contractor's bonding company have reconciled the work completed to · date by the contractor and the amount paid to the contractor to determine the retention due, less items completed by other contractors and City staff. There are no outstanding issues. ALTERNATIVES: The following alternatives are provided for the Commission's consideration: -Approve staff's recommendations to accept the Corporation Yard Administration Building project; -Do not accept the Corporation Yard Administration Building project; -Accept the Corporation Yard Ad.ministration Building project but do not authorize release of retention; or -Provide direction to staff. ADVANTAGES: The project is complete and meets the previous City Council expectations for the Corporation Yard Improvement project as described in the previously established Capital Improvement Program budget. Accepting the improvements will allow staff to close out the project. DISADVANTAGES: Not disadvantages have been identified. ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to CEQA Guidelines Section 15301 (d) and 15303(c). PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted at City Hall on Thursday, November 19, 2015. The agenda and staff report was posted on the City's website on Friday, November 20, 2015. No public comments were received as of the time of preparation of this report. Attachments: 1. Notice of Completion Item 9.i. - Page 2 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 1 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'-'fA=r~r-"-o""-'yo"-=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-'""""-'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 ~S=e""p~te=m~b~e~r~2~1~, 2=0~1~5 _______ _ 8. The NAME OF THE ORIGINAL CONTRACTOR, if any, for such work of improvement is: Pickard & Butters Construction Inc. 9. The street address of said property is: 1375 Ash Street, Arroyo Grande. CA 93420 10. The property on which said work of improvement was completed is in the City of Arroyo Grande, Co,unty of San Luis Obispo, State of California, and is described as follows: Corporation Yard Administration Building. PW 2013-12 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 Public Works Director of the aforesaid interest or estate in the property described in the above riotice; 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 November 25, 2015, Arroyo Grande, California --END OF DOCUMENT -- Item 9.i. - Page 3 THIS PAGE INTENTIONALLY LEFT BLANK Item 9.i. - Page 4