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05-1206_BELAIRE - WEST LANDSCAPE INC._E3_Agenda Report' 0 0 12/6/2005 E3 AGENDA REPORT TO: Dave Adams, City Manager 9"` FROM: Nasser Abbaszadeh, Engineering & Building Director SUBJECT: Consideration of Notice of Completion — San Juan Capistrano Public Library Phase I: Site Work (Belaire-West Landscape, Inc.) (CIP No. 454) RECOMMENDATION By motion: 1. Adopt a Resolution declaring the work for the San Juan Capistrano Public Library Phase I: Site Work Capital Improvement Project complete, accepted and approved; and, 2. Accept Contract Change Order No. 1 in the amount of $16,446.15. 3. Direct the City Clerk to process the recording of a project Notice of Completion; and, 4. Authorize staff to release the 10% retention, in the amount of $16,269.62, 35 days after recordation. SITUATION A. Summary and Recommendation The work to complete the San Juan Capistrano Public Library Phase I: Site Work Capital Improvement Project has been completed to the satisfaction of the City Engineer and is ready for acceptance and recordation of a Notice of Completion with the County Recorder. B. Background The San Juan Capistrano Regional Library, designed by architect Michael Graves, was opened in December 1983. At its February 1, 2005 meeting, City Council adopted a budget and repair strategy for the Library complex. Agenda Report • Paoe 2 Work was divided into four phases as follows: Phase Cost 1. Site Work Repairs $156,000 2. Building Repairs $375,000 3. Roof $145,000 4. Missing Features $ 87,000 • December 6, 2005 At the June 7, 2005 meeting City Council awarded the first phase to Belaire-West Landscape, Inc. This work is now complete and ready for acceptance by the City. COMMISSIONS/BOARD REVIEW, RECOMMENDATIONS Not applicable. FINANCIAL CONSIDERATIONS The project was awarded at $146,250.00 and completed for $162,696.15. Staff is recommending the approval of Contract Change Order No. 1 to cover the following additional costs totaling $16,446.15. • The contract documents called for the courtyard sod to be removed and replaced. At the time of construction, staff reviewed the existing conditions and requested the contractor provide new sod at an additional cost of $1,610.00 • The contract documents provided for specific additional drainage near the north entry stairway. At the time of construction, staff reviewed the condition and requested the contractor provide additional drainage at an additional cost of $1,209.40 • The Public Works Department requested that the contractor maintain all new plantings for 60 days before the City took over maintenance. This was provided at an additional cost of $9,915.30. • The contract documents provided for grading and sod replacement across the north slope. Actual construction exceeded the work indicated on the plans. This has been assessed by staff as an additional cost of $3,711.45. Funds for this project are budgeted in Account No. 12-65300-4701-454 for Fiscal Year 2005-2006. Agenda Report • • December 6, 2005 Page 3 NOTIFICATION The following parties received notification of this Council agenda report. Belaire-West Landscape, Inc.* *Agenda report included RECOMMENDATION By motion: 1. Adopt a Resolution declaring the work for the San Juan Capistrano Public Library Phase I: Site Work Capital Improvement Project complete, accepted and approved; and, 2. Accept Contract Change Order No. 1 in the amount of $16,446.15. 3. Direct the City Clerk to process the recording of a project Notice of Completion; and, 4. Authorize staff to release the 10% retention, in the amount of $16,269.62, 35 days after recordation. Respectfully submitted: Nasser Abbaszadeh, P.E. Engineering & Building Director Attachment 1. Location Map 2. Contract Change Order No.1 3. Resolution 4. Notice of Completion epared by: Brian Perry, P.E. Project Manager 0 0 ATTACHMENT 0 0 CITY OF SAN JUAN CAPISTRANO CONTRACT CHANGE ORDER In accordance with the contract provisions, the following changes in the contract and/ or contract work are hereby authorized and as compensation, the following additions to or deductions from the contract price are hereby approved. Change Order No. 1, Page 1 of 2 Beginning Contract Date: July 6, 2005 Date: August 29, 2005 Contract Amount: $146,250.00 Project Number 454 This Change Order: $16,446.15 Location: San Juan Library Phase I Adjusted Contract : $162,696.15 ITEM DESCRIPTION OF CHANGES DECREASE IN INCREASE IN NUMBER CONTRACT CONTRACT PRICE PRICE The following items of work are necessary to complete the project and are changes to the work included in the original bid 1. During construction the contractor was requested to $1,610.00 replace the existing sod in the courtyard with new dwarf fescue sod as an additional cost 2. During construction the contractor was requested to $1,209.40 provide additional drainage near the stairway at the north entrance as an additional cost 3. The contractor was asked to maintain the new plantings $9,915.30 for 60 days before Public Works took over maintenance at $165.25 per day for a total of $9,915.30 4. The outlet from the north culvert across the north $3,711.45 slope required greater grading and sod replacement than anticipated in the original bid at an additional cost Change in Contract Price Due to this Change Order $16,446.15 Net Change in Contract Price $16:446. ATTACHMENT n U CITY OF SAN JUAN CAPISTRANO CONTRACT CHANGE ORDER In accordance with the contract provisions, the following changes in the contract and/ or contract work are hereby authorized and as compensation, the following additions to or deductions from the contract price are hereby approved. Change Order No. 1, Page 2 of 2 Beginning Contract Date: July 6, 2005 Date: August 29, 2005 Contract Amount: $146,250.00 Project Number 454 This Change Order: $16,446.15 Location: San Juan Library Phase I Adjusted Contract: $162,696.15 The additional work contained within this Change Order can be performed incidental to the prime work and within the time allotted for the original Contract and any extensions to the Contract Time made by this and all previously issued Change Orders, if any. It is therefore mutually agreed that the number of calendar days extension of time, if any, provided for in this change order is required for the change of work provided herein, and that no direct or indirect, incidental or consequential costs, expenses, losses or damages have been or will be incurred by Contractor, except as expressly granted and approved by this Change Order, and further that the payment under this change order is the final and complete compensation for the subject work. ACCEPTANCE cvY DATE Accepted by4 7W Be a & st- a e Inc. Recommended by g 3 i fJr7 Brian Perry, Senior Civil Enginee Approved by /-, I 'A—::� I I 9 05 Nasser AbbaszeLh, Director of Engineering & Building 0 0 RESOLUTION NO. 05-12-06-02 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 THE SAN JUAN CAPISTRANO PUBLIC LIBRARY PHASE 1: SITE WORK (BELAIRE-WEST LANDSCAPE, INC.) (CIP No. 454) WHEREAS, on the 7th day of June 2005, the City of San Juan Capistrano entered into a contract with Belaire-West Landscape, Inc., 7370 Walnut Ave., Buena Park, CA 90620 for construction of San Juan Capistrano Public Library Phase I: Site Work Capital Improvement Project; and WHEREAS, the Director of Engineering and Building has evaluated the final quantities and cost figures and recommends approval. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Juan Capistrano does resolve 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 is $162,696.15. SECTION 3. That the work is hereby accepted and approved. SECTION 4. That the City Clerk is directed to forward forthwith Notice of completion to the County Recorder of the County of Orange for Recordings. PASSED, APPROVED, AND ADOPTED this 6`" day of December 2005. MAYO ATTEST: MARGARET R. MONAHAN, CITY CLERK 1 12-06-2005 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 Margaret R. Monahan, City Clerk San Juan Capistrano, CA NOTICE OF COMPLETION NOTICE IS HERBY GIVEN that a contract was heretofore awarded by the City of San Juan Capistrano to Belaire-West Landscape, Inc., 7370 Walnut Ave, Buena Park, CA 90620 for construction of San Juan Capistrano Public Library Phase I: Site Work Capital Improvement Project. That the said work completed on November 10, 2005, by said company according to plans and specifications and to the satisfaction of the City Engineer of the City of San Juan Capistrano, and that said work was accepted by the City Council of the City of San Juan Capistrano at 32400 Paseo Adelanto, San Juan Capistrano, California 92675, at a regular meeting thereof held on the 6`h day of December 2005. That upon said contract, Financial Pacific Insurance Company was the surety for the bonds given by the said company as required by law. Dated at San Juan Capistrano, California, this 6`" day of December 2005. Margaret R. Monahan, City Clerk City of San Juan Capistrano STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF SAN JUAN CAPISTRANO ) I, MARGARET R. MONAHAN, 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 December 2005. Margaret R. Monahan, City Clerk City of San Juan Capistrano ATTACHMENT 4