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Home My WebLink AboutCC AG PKT 2010-10-11 #K AGENDA STAFF REPORT DATE: October 11, 2010 • TO: Honorable Mayor and City Council THRU: David Carmany, City Manager FROM: Sean P. Crumby, P.E., Director of Public Works SUBJECT: NOTICE OF COMPLETION FOR BEVERLY MANOR ROAD STREET IMPROVEMENT PROJECT NO. ST0903 SUMMARY OF REQUEST: It is requested that the City Council adopt Resolution No. 6059 to formally accept completion of the Beverly Manor Road Street Improvement Project No. ST0903, increasing the budget by $70,000, direct the City Clerk to file a "Notice of Completion" with the Orange County Clerk- Recorder within ten (10) days from the date of acceptance and to release retention in the amount of $16,552.69 in 35 days. BACKGROUND: On December 14, 2009, City Council awarded a contract to Tyner •Paving Company in the amount of $435,518.51 for the Beverly Manor Road Street Improvement Project No. ST0903. The project consists of fully reconstructing the street and installing sidewalk, curb & gutter, and Class 2 bicycle lanes in each direction. During construction, there were several unforeseen conditions that were encountered that resulted in change orders to the contractor such as, unknown underground utility lines and unstable subgrade soil. The unknown utility lines, which were not marked by Underground Service Alert, resulted in the contractor performing numerous potholing, backfilling, re- excavation and re- designing by the design engineer. Also, there were approximately 15,117 square feet of soil which was not compactable that needed subgrade remediation. Lastly, an additional 212 cubic yards of haul away excess pulverized material were not accounted for in the cost estimate. A conflict has been encountered with the Southern California Gas Company. This project began with the standard noticing that all utility companies receive on Agenda Item K Page 2 paving projects. The Gas Company has a facility within North Gate Road that is unique and crucial to the service of gas throughout Southern California. This regulating station is a large project to relocate. Even through it is currently located within the lanes of travel, the Gas Company does not want the station to be located there in the future. Relocating this station is typically a one year process for the Gas Company. During the design and setup of this project, The Gas Company did not indicate to the City what this facility is nor the timeframe to have it moved. Staff proceeded on the project with coordination from the Gas Company that this vault would be moved before Memorial Day of 2010. The Gas Company is in the process of relocating this facility. When the Gas Company has completed relocating their facilities the City will return and finish the project. In the interim the City has opened North Gate Road to one way traffic entering the Leisure World community along with access to and from the bike and pedestrian trail as well. The project is now complete with the satisfaction of the City Engineer and recommends formal acceptance of the project. FINANCIAL IMPACT: In the approved 09/10 Budget, $950,000 was budgeted for the Project ST0903 Beverly Manor Road Street Improvement. On December 14, 2009, a contract was awarded in the amount of $435,518.51. At that time $400,000 in funds were removed from the project leaving a Budget of $550,000. On the June 14, 2010 City Council Meeting, Council approved an increase in funding of $150,000. This brought the complete project budget to $700,000. Below is a breakdown and summary of current expenses for the project. Estimated Expenses: Amount Tyner Paving Construction $662,107.41 Advertising & Printing $411.97 Materials Testing $11,560.00 Construction Management $40,324.00 TOTAL $714,403.38 Due to the Gas Company Vault relocation and the temporary opening of North Gate Road Future Expenses are anticipated to complete the project. Those expenses are as follows: Estimated Future Expenses: Traffic Control Rental $ 40,200.00 Trees $ 2,500.00 Traffic Engineering Design $4,000.00 Paving $ 5,000.00 • TOTAL $ 51,700.00 Page 3 These activities include traffic control rental, tree planting, paving, and professional engineering services under separate contracts. A total of 16 trees will be planted. The remaining paving will include the areas around the existing Gas Company vault. Lastly, professional engineering services were used for preparing a traffic control plan which allowed North Gate Road to be open for entry into Leisure World. The total anticipated expenditures needed to complete the project are $766,103.38. The recommended action includes increasing the budget an additional $70,000 to complete the project. In June of 2008 the City Council designated $5 million dollars from the General Fund for street improvements. Funding for this project is provided from this appropriation. A budget amendment will be created by the Finance Department. RECOMMENDATION: It is recommended the City Council adopt Resolution No. 6059 to formally accept completion of the Beverly Manor Road Street Improvement Project No. ST0903, increasing the budget by $70,000, direct the City Clerk to file a "Notice of Completion" with the Orange County Clerk- Recorder within ten (10) days from the date of acceptance and to release retention in the amount of $16,552.69 in 35 days. SUBMITTED BY: NOTED AND APPROVED: Sean P. Crumby, P.E. David Carmany Director of Public Works City Manager Prepared by: Cesar Rangel, Assistant Engineer Attachments: A. Resolution No. 6059 - Declaring Work Completed B. Notice of Completion RESOLUTION NUMBER 6059 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL DECLARING WORK TO BE COMPLETED PER CONTRACT DOCUMENTS FOR BEVERLY MANOR ROAD STREET PROJECT NO. ST0903 WHEREAS, on December 14, 2009 the City of Seal Beach entered into a contract with Tyner Paving Company; and WHEREAS, the City of Seal Beach is increasing the budget (Budget Amendment No. 11- 04 -01) by $70,000 for Beverly Manor Street Improvement Project No. ST0903, due to unforeseen conditions such as, unknown utility lines, unstable subgrade soil, and increase of bid line items. WHEREAS, the City Engineer has determined that the work has been substantially completed in accordance with the contract documents. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES HEREBY RESOLVE: Section 1. That the work required to be performed by said Contractor has been completed. Section 2. That the total cost of amount to be paid to contractor for the work performed is $662,107.41. Section 3. That the work is hereby accepted and approved. Section 4. It is further ordered that a "Notice of Completion" be filed on behalf of the City in the Office of the Orange County Recorder within ten (10) days of the date of this resolution. PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 11th day of October , 2010 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6059 on file in the office of the City Clerk, passed, approved, and adopted by the Seal Beach City Council at a regular meeting held on the 11th day of October , 2010. City Clerk RECORDING REQUESTED BY AND WHEN RECORDED MAIL TO CITY OF SEAL BEACH Attn: City Clerk 211 - 8th Street Seal Beach, CA 90740 Space of above this line for Recorder's use. * ** No Recording Fee Pursuant to Government Code Section 6103, 27383 * * ** NOTICE OF COMPLETION Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion. Notice is hereby given that: 1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described: 2. The full name of the owner is: City of Seal Beach. 3. The address of the owner is: 211 — 8th Street, Seal Beach, CA 90740. 4. The nature of the interest or estate of the owner is: In Fee. The City of Seal Beach. 5. A work of improvement on the property hereinafter is described as substantially completed on July 13, 2010. The work was Beverly Manor Road Street Improvement Project CIP No. ST0903. 6. The name of the contractor, if any, for such improvement was: Tuner Paving Company. The date of the Contract Award was December 14, 2009. 7. The property on which said work of improvement was completed in the City of Seal Beach, County of Orange, State of California, and is described as follows: Beverly Manor Road. Date: Signature of owner or corporate officer of owner named in paragraph 2 or agent. VERIFICATION I, the undersigned, say: the Director of Public Works declarant of the foregoing notice of completion; have read said notice of completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on , 2010, at Seal Beach, California. (Date of Signature) Director of Public Works