16-0405_3M, INC._F14_Agenda ReportTO:
FROM:
SUBMITTED BY:
PREPARED BY:
DATE:
SUBJECT:
City of San Juan Capistrano
Agenda Report
Honorable Mayor and Members of the City Council
~n Siegel, City Manager
Thorn Coughran, P.E., Public Works and Utilities Directo~
Ken Al-lmam, Interim Director of Finance ~ <y
George Alvarez, P .E., T.E., City Engineer _ _glV
April 5, 2016
4/5/2016
F14
Consideration of a Resolution for a Notice of Completion for the
Citywide Regulatory Traffic Sign Replacement Program (CIP
11101) (3M Company, Inc.).
RECOMMENDATION :
By motion,
1. Adopt a Resolution approving the Notice of Completion declaring the work to be
completed as to the Plans and Specifications for the Citywide Regulatory Traffic
Sign Replacement Program (CIP 11101) (3M Company, Inc.); and,
2. Direct the City Clerk to record the Notice of Completion; and,
3. Authorize staff to release the project retention thirty five (35) days after
recordation, in the amount of $73,070.64.
EXECUTIVE SUMMARY :
On June 18, 2013, the City Council awarded a contract to 3M Company, Inc. for Phase
1 of the Citywide Regulatory Traffic Sign Replacement Program (CIP 11101) ("Project")
in the amount of $619,000. The project replaced all regulatory traffic control signs
necessary to bring the City into compliance with the Federal Reflectivity Program
requirements of the Federal Highway Administration (FHWA). The work was completed
on August 5, 2015, at a final cost of $619,020.78. Staff recommends that the City
Council adopt a Resolution (Attachment 1) accepting the work to be complete and direct
the City Clerk to file the Notice of Completion (Attachment 2) with the Orange County
Recorder.
City Council Agenda Report
April 5, 2016
Page 2 of 3
DISCUSSION/ANALYSIS :
In January 2008, the Federal Highway Administration (FHWA) updated the federal sign
reflectivity requirements. The mandate required public agencies to establish a sign
assessment and management method. It also required that traffic regulatory and
warning signs meet the new standards for reflectivity by 2015. The City awarded a
contract to the 3M Company in June 2011 to develop a sign inventory and database.
The City Council then awarded the current contract in June 2013 with the 3M Company,
Inc . to meet the reflectivity requirements of the FHWA. This project is Phase 1 of CIP
11101 and replaced all warning signs and regulatory signs throughout the City.
The Public Works and Utilities Director accepted the work as complete pursuant to the
plans and specifications for the Project on August 5, 2015. The notice of completion has
been delayed due to discrepancies in the final invoice and the timeliness of its submittal.
Staff recommends that the City Council direct the City Clerk to file a Notice of
Completion with the County Recorder for the project. Thirty-five (35) days after the
Notice of Completion is filed, staff will recommend release of the retention in the amount
of $73,070.64. If there are no claims after the Notice of Completion is recorded, the one
(1) year warranty period for the project will commence.
The one (1) year warranty will cover any construction deficiencies. Staff will continue to
oversee the project throughout the one (1) year warranty period. If there are no defects
or warranty issues during this one (1) year period, staff will recommend to the City Clerk
that the Construction Contract Performance and Materials Bonds be released.
FISCAL IMPACT:
The total approved Construction Contract budget was $619,000. The final Construction
Contract amount is $619,020.78. The final payment is $73,070.64. The remaining
balance in Fiscal Year 2015/2016 budget is $182,828. This will fund the final phase for
replacement of street name signs as required by FHWA.
ENVIRONMENTAL IMPACT :
Not applicable.
PRIOR CITY COUNCIL REVIEW:
• On June 18, 2011, the City Council approved a Personal Services Agreement
with 3M Company, Inc. awarding a contract to develop a Sign Inventory and
Database for the City.
• On June 18, 2013, the City Council approved a Personal Services Agreement
with 3M Company, Inc. awarding a contract for CIP 11101 -Citywide Sign
Replacement Program.
City Council Agenda Report
April 5, 2016
Page 3 of 3
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS :
This item does not require commission review.
NOTIFICATION :
3M Company, Inc.
A TT ACHMENT(S):
Attachment 1 -Resolution 16-04-05-xx
Attachment 2 -Notice of Completion
RESOLUTION NO. 16-04-05-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN
CAPISTRANO, CALIFORNIA, DECLARING WORK TO BE COMPLETE
AS TO SPECIFICATIONS FOR THE CITYWIDE REGULATORY
TRAFFIC SIGN REPLACEMENT PROGRAM (CIP 11101) (3M Company,
Inc.).
WHEREAS, on June 18, 2013, the City of San Juan Capistrano entered
into a contract for the Citywide Regulatory Traffic Sign Replacement Project (CIP
11101) with 3M Company, Inc. and,
WHEREAS, the City Engineer has evaluated the final quantities and cost
figures and recommends approval.
NOW, THEREFORE, BE IT RESOLVED, by the City of San Juan
Capistrano as follows:
SECTION 1. That the work required to be performed by said Contractor was
completed on August 5, 2015 .
SECTION 2 . That the total cost of said work is in the amount of $619,020.78.
SECTION 3. That the work is hereby accepted and approved .
SECTION 4. That the City Clerk is directed to forthwith forward a "Notice of
Completion" to the County Recorder of the County of Orange for
recording.
PASSED, APPROVED, AND ADOPTED this 5th day of April 2016.
PAM PATIERSON, ESQ., MAYOR
ATIEST:
MARIA MORRIS, CITY CLERK
ATIACHMENT 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 3M Company , Inc ., 3M Center -Building 225-3S , Maplewood, MN 66144 , for construction of the
Citywide Sign Replacement Program (CIP 11101 ).
That the said work was completed on August 5th, 2015 , by said company to the satisfaction of the Public
Works and Utilities Director of the City of San Juan Capistrano , and that said work was accepted by the
City Co un cil of the City of Sa n Jua n Capi strano as owner, 32400 Paseo Adelanto , San Juan Capistrano ,
Cali fornia 92675, at a regular meetin g the reof held on the 5th day of April 2016.
That upon said contract, Liberty Mutual Insurance Company was the surety for the bonds given by the
said company as required by law.
Dated at San Juan Capistrano this 5th day of April 2016 .
STATE OF CALIFORNIA
COUNTY OF ORANGE
CITY OF SAN JUAN CAPISTRANO
ss
Maria Morris , City Clerk
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 5th day of April 2016 .
Maria Morris, City Clerk
City of San Juan Capistrano
ATTACHMENT 2