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CC 2023-11-14_9.e. Acceptance of Fair Oaks Avenue Waterline Replacement Project Item 9.e. MEMORANDUM TO: City Council FROM: Shannon Sweeney, Interim Public Works Director/City Engineer BY: Denver Edwards, Assistant Project Manager SUBJECT: Consideration of Acceptance of the Fair Oaks Avenue Waterline Replacement Project, PW 2023-05 DATE: November 14, 2023 SUMMARY OF ACTION: Consider accepting the Fair Oaks Avenue Water Line Replacement Project and beginning the one-year warranty period for defects that may arise. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The final contract and change orders resulted in a total construction cost of $659,991.95 to the City - $656,453.65 for the direct contract amount and $3,538.30 for additional material quantities and field change orders. This project was identified in the FY 2023-24 Capital Improvement Program budget. $449,724.43 was funded from the American Rescue Plan Act (ARPA), and $341,748.05 was funded from Water Facility Funds for total project funding of $791,472.48. Design, construction management/inspection, construction, and contingency totaled $741,841.17Actua, which is within the funding available for this project. Actual construction cost was $652,915.35, $16,520.15 less than the bid amount due to fewer water service connections that needed to be completed by the contractor and less pavement trench repair than originally estimated. In addition, only $3,358.30 of the $66,943.03 contingency was spent. RECOMMENDATION: 1) Accept the project improvements as constructed by Main Line Engineering Construction, Inc. in accordance with the plans and specifications for the Fair Oaks Avenue Waterline Replacement Project, PW 2023-05; 2) Direct staff to file a Notice of Completion; and 3) Authorize release of retention, thirty-five (35) days after the Notice of Completion has been recorded, if no liens have been filed . Item 9.e. City Council Consideration of Acceptance of the Fair Oaks Avenue Waterline Replacement Project, PW 2023-05 November 14, 2023 Page 2 At its May 23, 2023 meeting, City Council determined that construction of this project was categorically exempt from the California Environmental Qualit y Act (CEQA) pursuant to Guidelines Class 1 Section 15301 Existing Facilities, Class 2 Section 15302 Replacement or Reconstruction, and Class 4 Section 15304 Minor Alterations of Land. No further environmental review is required. BACKGROUND: At its May 23, 2023 meeting, the City Council awarded a construction contract to Main Line Engineering Construction, Inc., to complete the Fair Oaks Avenue Waterline Replacement Project in the amount of $669,435.50 and authorized the City Manager to approve change orders in the amount of $66,934.55 for unanticipated costs during the construction phase of this project. The contractor’s final construction cost for the project, including contingency, is $659,991.95. The Fair Oaks Avenue Waterline Replacement Project consist ed of removing approximately 2,050 linear feet (LF) of 8-inch cast iron pipe and replacing with PVC pipe, new water service laterals, fire hydrant installation/relocation, asphalt removal and replacement, new street striping and pavement markings, and other water service appurtenances. This project was deemed substantially complete on Octobe r 4, 2023. On that day, city staff and the contractor documented a punch list of minor items that needed to be addressed prior to considering the project fully complete. Those items, which consisted of installing chains on hydrants, repairing small areas of asphalt, removing concrete forms, and other minor cleanup, were completed by October 20, 2023. Repairs to the finishing striping were completed November 3, 2023. ANALYSIS OF ISSUES: This waterline installation was completed to Water System staff satisfaction. The waterline is in service and fully operational. No deficiencies have been noted by City staff and no complaints have been received by customers served by this new waterline. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Accept the Fair Oaks Avenue Waterline Replacement Project; 2. Do not accept the Project; 3. Accept the Project but do not authorize release of retention; or 4. Provide other direction to staff. ADVANTAGES: The Project is complete and accepting the improvements will allow staff to close out the project. Item 9.e. City Council Consideration of Acceptance of the Fair Oaks Avenue Waterline Replacement Project, PW 2023-05 November 14, 2023 Page 3 DISADVANTAGES: No disadvantages have been identified in accepting this project. The project was deemed substantially complete on October 4, 2023 , and all items identified on the punch list are scheduled for completion by the Council date of November 14, 2023. ENVIRONMENTAL REVIEW: At its May 23, 2023 meeting, City Council determined that construction of this project was categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Guidelines Class 1 Section 15301 Existing Facilities, Class 2 Section 15302 Replacement or Reconstruction, and Class 4 Section 15304 Minor Alterations of Land. No further environmental review is required. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachments: 1. Notice of Completion ATTACHMENT 1