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CC 2024-10-22_09d Accept 2022 Street RepairsItem 9.d. MEMORANDUM TO: City Council FROM: Bill Robeson, Assistant City Manager/Public Works Director BY: Shannon Sweeney, City Engineer SUBJECT: Accept the 2022 Street Repairs Project PW 2022-05 DATE: October 22, 2024 RECOMMENDATION: 1) Accept improvements as constructed by JJ Fisher Construction, Inc., in accordance with the specifications for the 2022 Street Repairs Project, PW 2022-05; 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. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The original bid price for this project was $3,782,005. Field change orders (contingency costs) of $113,519.89, approximately 4% of the total project, were expended to address additional features that were deemed necessary but were not included in the original project. The final contract and change orders totaled $3,895,524.89. The total amount billed, including retention, was $3,602,807.38, which is less th e total contract amount. The $292,717.51 in unspent funds was due to lower material unit quantities than estimated, and unused allowances such as vegetation removal. BACKGROUND: On April 11, 20231, the City Council approved construction plans and specifications, authorized the solicitation of bids, and provided environmental determination for the 2022 Street Repairs Project. On June 13, 20232, the City Council awarded a construction contract for the 2022 Street Repairs Project to JJ Fisher Construction, Inc. This project was deemed substantially complete on July 2, 2024. ANALYSIS OF ISSUES: 1 https://pub-arroyogrande.escribemeetings.com/filestream.ashx?DocumentId=6245 2 https://pub-arroyogrande.escribemeetings.com/filestream.ashx?DocumentId=7076 Page 113 of 135 Item 9.d. City Council Accept the 2022 Street Repairs Project PW 2022 -05 October 22, 2024 Page 2 Although the project was deemed substantially complete on July 2, 2024, there were numerous punch list items at that time that needed to be resolved. City staff and the contractor conferred several times to come to resolution on those remaining items. The contractor ultimately accepted responsibility of the punch list items involving debris removal from manholes and valve cans and completed that work to the City’s satisfaction on October 7, 2024. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Accept the 2022 Street Repairs Project and authorize release of retention; 2. Do not accept the project; 3. Provide other direction to staff. ADVANTAGES: The project is complete and accepting the improvements allows staff to close out the project. DISADVANTAGES: No disadvantages have been identified in accepting this project. ENVIRONMENTAL REVIEW: On April 11, 20233 the City Council found that the project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Guidelines Section 15301(c), a Class 1 exemption covering the repair and maintenance of existing highways, streets and sidewalks, as it consists of a plan for the repair of existing streets without an expansion of use, and found none of the exceptions to the Class 1 Exemption applied, and directed the City Clerk to file a Notice of Exemption at that time. 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 3 https://pub-arroyogrande.escribemeetings.com/filestream.ashx?DocumentId=6245 Page 114 of 135 ATTACHMENT 1 Page 115 of 135