MEETING DATE: November 12, 2013 Accept completion of the 2013 Public Works Curb, Gutter, and Sidewalk Restoration Project (CIP )

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1 AGENDA REPORT Meeting of the San Marcos City Council MEETING DATE: November 12, 2013 SUBJECT: Accept completion of the 2013 Public Works Curb, Gutter, and Sidewalk Restoration Project (CIP ) Recommendation Staff recommends the City Council adopt the attached resolution accepting the improvements of the 2013 Public Works Curb, Gutter, and Sidewalk Restoration Project, order the recording by the County Recorder a Notice of Completion authorizing the release of the construction bonds required per the contract between the City of San Marcos and Tri-Group Construction, Inc. providing no valid claims for labor and materials are filed prior to that date. The City Clerk is to release the Faithful Performance Bond one (1) year after the Notice of Completion has been recorded. Board or Commission Action Not Applicable Relevant Council Strategic Theme Quality of Life Relevant Department Goal Financial Performance: (1) Identify and implement changes that reduce the City s exposure to risk related incidents and claims. (2) Keep contract change orders from increasing the contract amount by more than 5%. # 11.1

2 Introduction The Public Works Department conducts a sidewalk inventory on an annual basis. During these inventories staff has identified a large number of concrete deficiencies that include lifted sidewalk panels, depressed sections of curb and gutter, and pedestrian ramps that are out of compliance with current American Disability Act standards. As a result, the City has budgeted for the repair and/or replacement of concrete improvements in maintenance sectors 4 and 5 (see attached exhibit). In addition to providing safer sidewalks, it is anticipated that the City will see a reduction in trip and fall claims. Discussion The improvements of the 2013 Public Works Curb, Gutter, and Sidewalk Restoration Project (CIP )have been installed and constructed and are in substantial conformance with the approved plans and specifications. Original Engineer s Estimate of Cost: $ 550, Contract Award Amount: $ 496, Contract Change Orders: $ Change to Cost of Bid Items: $ -41, Final Amount Paid to Contractor: $ 455, The attached Report of Completion provides more detailed information regarding this project. There was no cost for contract change orders, which meets the Department goal to avoid contract change orders from increasing the contract amount by more than 5%. Fiscal Impact The 2013 Public Works Curb, Gutter, and Sidewalk Restoration Project was fully funded through Gas Tax Funds. The project will reduce the number of trip, slip, and fall claims filed against the City. # 11.2

3 # 11.3

4 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN MARCOS, CALIFORNIA ACCEPTING THE 2013 PUBLIC WORKS CURB, GUTTER, & SIDEWALK RESTORATION PROJECT WHEREAS, on February 21st, 2013, the City Council of the City of San Marcos, California entered into an agreement with Tri Group Construction, Inc. ( Contractor ) for the construction of the 2013 Public Works Curb, Gutter, and Sidewalk Restoration Project at various locations; and WHEREAS, the Contractor has completed said improvements in substantial conformance to the project s plans and specifications; and WHEREAS, the Contractor has requested that the improvements be accepted and the bonds filed with the city for said improvements be released. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Marcos does hereby accept the improvements as set forth in the project s Construction Plans and Specifications for the 2013 Public Works Curb, Gutter, and Sidewalk Restoration Project. BE IT FURTHER RESOLVED that the City Council orders the Labor and Materials Bond to be released six (6) months plus thirty-five (35) days from the recording of a Notice of Completion by the County Recorder, providing no valid claims for labor and materials are filed prior to that date. The City Clerk is hereby ordered to release the Faithful Performance Bond one (1) year after the Notice of Completion has been recorded. PASSED, APPROVED and ADOPTED this 12 th day of November, 2013, by the following roll call vote: AYES:COUNCILMEMBERS: NOES:COUNCILMEMBERS: ABSENT:COUNCILMEMBERS: # 11.4

5 Resolution No Page 2 James M. Desmond, Mayor City of San Marcos ATTEST: Phillip Scollick, City Clerk City of San Marcos # 11.5

6 REPORT OF COMPLETION AND REPORT OF EXPENDITURES THE 2013 PUBLIC WORKS CURB, GUTTER, & SIDEWALK RESTORATION PROJECT (CIP PROJECT CODE NO ) GENERAL CONTRACTOR: Tri-Group Construction & Development Inc Black Mountain Road Suite L San Diego CA # 11.6

7 Report of Completion / Report of Expenditures 2013 Public Works Curb, Gutter, and Sidewalk Restoration Project (CIP Project Code No ) PAGE 2 I. REPORT OF COMPLETION A. Location and Description of Project 1. Location of Project The repair and/or replacement of curb, gutter, sidewalk and other concrete hardscape took place at various locations throughout maintenance sectors 4 and 5 of the City of San Marcos. (See Attachment 1 for a map of City maintenance sectors.) 2. Description of Project The project addressed deficiencies to the sidewalk, curb & gutter, pedestrian ramps, driveways, and minor drainage structures that were either damaged or posed a risk to pedestrians. The repairs took place in the City s maintenance sectors 4 and 5 which contain some of the City s older improvements. All replacement and repair work complies with current standards including the Americans with Disabilities Act. B. Construction Details 1. Changes from the Plans and Specifications The project was constructed in general accordance with the Plans and Specifications. 2. Working Days. The contract called for (105) one hundred and five working days. Contractor substantially completed all work in the allotted days. C. Chronological Statement of Events 1. Bids Opened 02/22/13 2. Contract Awarded 02/26/13 3. Notice to Proceed with Work 04/15/13 4. Work Commenced 04/15/13 5. Work Completed 10/11/13 6. Acceptance of Improvements 11/12/13 # 11.7

8 Report of Completion / Report of Expenditures 2013 Public Works Curb, Gutter, and Sidewalk Restoration Project (CIP Project Code No ) PAGE 3 D. Engineering Personnel Name Title Duties Mike Edwards City Engineer Engineer of Work James Chafe Deputy PW Director Project Manger Ryan Bishop Supervising Inspector Contract Supervision Paul Buckley Public Works Manager Manager Duane Soileau Public Works Inspector Inspector Nino Abad Associate Civil Engineer Contract Support E. Contractor's Claims None. II. REPORT OF EXPENDITURES A. Payment to Contractor Contractor s Original Bid Amount: $ 496, Final Total of all Contract Change Orders: $ 0.00 Changes Due to Final Bid Item Quantities: $ - 41, Final Total Paid to Contractor: $ 455, III. CERTIFICATION I hereby certify that except as noted herein, the Project was constructed in accordance with the Plans and Specifications, and that all materials placed in the work area were tested and found to be in conformance with the Specifications. Copies of the test reports are on file in the Project records with the City of San Marcos. I also certify that to the best of my knowledge and belief, the information in this report is a true and accurate record of the work performed. Mike Edwards, P.E. City Engineer # 11.8

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~ p bl' S E. S 4,781 (ADA ComQiiance Program) $ 32,006 TOTAL $119,100 (Meadowbrook Rd Pathway) $108,600 (Taft Rd Pathway)

~ p bl' S E. S 4,781 (ADA ComQiiance Program) $ 32,006 TOTAL $119,100 (Meadowbrook Rd Pathway) $108,600 (Taft Rd Pathway) CITY of NOVI CITY COUNCIL Agenda Item K August 27, 2012 SUBJECT: Approval to award an amendment to the engineering services agreement with Spalding DeDecker Associates, Inc. related to the 2012 Pathway