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17-0606_HILLCREST CONTRACTING, INC._Agenda Report_E14 6/6/2017 r E14 City of San Juan Capistrano Agenda Report T©: Honorable Mayor and Members of the City Council FROM: -men Siegel, City Manager SUBMITTED BY: Steve May, Public Works and Utilities Director — PREPARED BY: Paul Meshkin, P.E., Senior Civil Engineer DATE: June 6, 2017 SUBJECT: Consideration of a Resolution Declaring Work Completed for the Multi-modal and La Sala Parking Lots Rehabilitation Project (CIP 15301 and 15303) (Hillcrest Contracting Inc.) RECOMMENDATION: By motion, 1. Adopt the attached Resolution declaring the work to be completed as to plans and specifications for the Multi-Modal and La Sala Parking Lots Rehabilitation Project (CIP 15301 and 15303) (Hillcrest Contracting Inc.); and, 2. Direct the City Clerk to process recording of the attached Notice of Completion for the Project;. and, 3. Authorize staff to release the Project retention in the amount of $16,301.07 thirty- five days after recordation of the Notice of Completion. EXECUTIVE SUMMARY: Construction work for the Multi-modal and La Sala Parking Lots Rehabilitation Project (CIP 15301 and 15303 respectively) was completed on April 7, 2017, to the satisfaction of the Public Works and Utilities Director and is ready for acceptance and recordation of a Notice of Completion. The Project reconstructed and restriped the parking lots shown on the attached Location Map (Attachment 1), replaced or refurbished lighting fixtures in the Multi-modal Lot, and added three parking spaces to the Multi-modal Lot. City Council Agenda Report June 6, 2017 Page 2 of 3 DISCUSSION/ANALYSIS: On October 18, 2016, the City Council awarded a construction contract for the Project to Hillcrest Contracting Inc. in the amount of $296,206. Two contract change orders totaling $26,159 were issued for the Multi-modal Parking Lot, and one construction change order was issued for the La Sala parking lot in the amount of $3,674, for a total construction contract amount of $326,039. Staff recommends that the City Council adopt a resolution (Attachment 2) declaring the work completed in accordance with the approved plans and specifications, and direct the City Clerk to process recording of a Notice of Completion (Attachment 3). Final payment of retention to the contractor in the amount of $16,301.97 will be made after 35 days following recordation of the Notice of Completion, after which time claims against the City for payment to any unpaid labor or material suppliers are barred. A one-year warranty provided for in the construction contract will cover any construction deficiencies that might become evident within the next year. Staff will continue to evaluate the improvements through the warranty period. If there are no defects or warranty issues during this time, then staff will advise the City Clerk to release the performance and materials bonds for the Project. FISCAL IMPACT: The accounting summary below shows the total Project budget and costs, with a total budget surplus of $24,004. PROJECT ACCOUNTING Multi-modal La Sala Total CIP 15301 CIP 15303 Construction Contract ($242,160) ($ 54,046) ($296,206) Change Order No. 1 ($ 10,955) ($ 3,674) ($ 14,629) Change Order No. 2 ($ 15,204) ($ 15,204) Staff Administration Costs $ 42,324) ($ 8,949) ($ 51,273) Totals Project Cost ($310,643) ($ 66,669) ($377,312) Project Budget $332,916 $ 6_8,400 $401,316 Remaining Balance $ 22,273 $ 1,731 $ 24,004 ENVIRONMENTAL IMPACT: The present action of declaring the work to be completed for the Project is not subject to CEQA pursuant to Section 15060(c)(3) of CEQA Guidelines because the action is not a project as defined in Section 15378 of the CEQA Guidelines, and the action has no potential for resulting in physical change to the environment, directly or indirectly. The Rehabilitation Project, prior to construction, was determined to be Categorically Exempt under CEQA Guidelines Section 15301; Class 1(c) "Existing Facilities". City Council Agenda Report June 6, 2017 Page3 of 3 PRIOR CITY COUNCIL REVIEW: • On May 5, 2015, the City Council approved a personal services agreement with Penco Engineering to perform professional engineering services to prepare pavement design, specifications, and cost estimates for the Multi-modal and La Sala Parking Lots Rehabilitation Project. • On October 16, 2016, the City Council Awarded a Contract for the Multi-modal Parking Lot Pavement Rehabilitation Project (CIP15301) and the La Sala Parking Lot Pavement Rehabilitation Project (CIP 15303) to the lowest responsible bidder, Hillcrest Contracting Inc., in the amount of $296,206, with the condition that construction work will begin after January 1, 2017. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: No prior commission or committee review. NOTIFICATION: Hillcrest Contracting Inc. ATTACHMENTS: Attachment 1 — Location Map Attachment 2 — Resolution Attachment 3 — Notice of Completion I'w/'I�Iti- ac��l ' �rkhrl€ Juan Jr Ga s � MISSi4)fl(t''ril y _ upi w Qrtega s Capistrano ' M F ca HNly e 1 radi g , Star . . Henresse. Ravers o 41 nci .Can U, O , •,+ Winery "� a � `�,, - - E,1 r,� by•(7 . C-3 A >chool .� r i ' 'apo Valley'HeadrStart f AL 1 RESOLUTION NO. 17-06-06-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN CAPISTRANO, CALIFORNIA, DECLARING WORK TO BE COMPLETED AS TO PLANS AND SPECIFICATIONS FOR MULTI-MODAL AND LA SALA PARKING LOTS, BY HILLCREST CONTRACTING, INC. (CIP 15301 AND 15303) WHEREAS, on the 18th day of October 2016, the City of San Juan Capistrano entered into a contract with Hillcrest Contracting (1467 Circle City Drive, Corona, CA 91718) for the Multi-modal and La Sala Parking Lots Rehabilitation Project (CIP 15301 and 15303); and, WHEREAS, the Public Works and Utilities Director has evaluated the final quantities and cost figures and recommends approval. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Juan Capistrano as follows: SECTION 1. That the work required to be performed by said Contractor has been completed. SECTION 2. That the total cost of said work was $329,039 SECTION 3. That the work is hereby accepted and approved. SECTION 4. That the City Clerk is directed to forward forthwith a Notice of Completion to the County Recorder of the County of Orange for recording. PASSED, APPROVED, AND ADOPTED this 6th day of June 2017. Kerry Ferguson, Mayor ATTEST- Maria Morris, City Clerk Attachment 2 Page 1 of 1 RECORDED AT REQUEST OF AND RETURNED TO: City of San Juan Capistrano City Clerk's Office 32400 Paseo Adelanto San Juan Capistrano, CA 92675 RECORDING FEES EXEMPT DUE TO GOVERNMENT CODE SECTION 6103 Maria Morris, City Clerk San Juan Capistrano, CA NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN that a contract was heretofore awarded by the City of San Juan Capistrano to Hillcrest Contracting, 1467 Circle City Drive, Corona, CA 91718 for the Multi-modal and La Sala Parking Lots Rehabilitation Project(CIP 15301 and 15303) That the said work completed on April 7, 2017, by said company according to plans and specifications, and to the satisfaction of th'e Public Works and Utilities Director of the City of San Juan Capistrano, and that said work was accepted by the City Council of the City of San Juan Capistrano as owner, 32400 Paseo Adelanto, San Juan Capistrano, California 92675, at a regular meeting thereof held on the 6th day of June 2017, by Resolution No. 17-06-06-XX That upon said contract, the surety for the bonds given by the said company as required by law. Dated at San Juan Capistrano this 6th day of June 2017. Maria Morris, City Clerk City of San Juan Capistrano STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF SAN JUAN CAPISTRANO ) I, MARIA MORRIS, the duly appointed and qualified City Clerk of the City Council of the City of San Juan Capistrano, California, DO HEREBY CERTIFY, under penalty of perjury, that the foregoing Notice of Completion is true and correct, and that said Notice of Completion was duly and regularly ordered to be recorded in the Office of the Orange County Recorder by said City Clerk. Dated at San Juan Capistrano this 6th day of June 2017. Maria Morris, City Clerk City of San Juan Capistrano Attachment 3 Page 1 of 1