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1997-0415_PARSANS CONSTRUCTION COMPANY_G1a_Agenda Report • ► I AGENDA ITEM April 15, 1997 TO: George Scarborough, City Manager FROM: William M. Huber, Director of Engineering & Building SUBJECT: Budget Amendment, Resolution, Notice of Completion and Final Report - I-5 Freeway Soundwalls at San Juan Elementary School and Casitas Capistrano (CIP No. 120) (Parsans) RECOMMENDATION 1. By Resolution, determine that the work for the Capital Improvement Project, 1-5 Freeway Soundwalls at San Juan Elementary School and Casitas Capistrano, has been completed and declare the work to be accepted; direct the City Clerk to forward a Notice of Completion to the Orange County Recorder for recording and authorize Staff to release the 10% retention in the amount of$26,301.53, 35 days after the recordation of the Notice of Completion. 2. By Motion, increase the project budget by $5,000.00 to $305,000.00. SITUATION A. Summary and Recommendation The construction of the I-5 Freeway Soundwalls at San Juan Elementary School and Casitas Capistrano 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 City entered into agreement with the California Corridor Constructors (CCC) to utilize CCC funds to construct I-5 freeway soundwalls on private property rather than on corridor right-of-way. In November 1996, the City Council ratified the City Manager's award of a contract to construct these freeway soundwalls at San Juan Elementary School and Casitas Capistrano. This construction is now complete and ready for acceptance. The San Joaquin Hills Transportation Corridor was opened in 1996. As a condition of construction, San Joaquin Hills Transportation Corridor Mitigation Measure 5-1 requires that noise impacts be reduced to an acceptable level, wherever possible for residences located along the proposed Corridor. In response to the required noise mitigation, CCC ordered the preparation of a Noise Impact Assessment Report, which was completed in February, 1994. The report recommended construction of soundwalls along the Corridor through San Juan Capistrano. FOR CITY COUNCIL AG:-AI., , 67a, , ti t AGENDA ITEM April 15, 1997 Page 2 In the case of two soundwalls (one at Casitas Capistrano near Junipero Serra and the other at San Juan Elementary School near the Ortega Highway interchange), a plan for the City to build the walls on private property was approved. Originally, the two walls were proposed to be located at the edge of the freeway. Through negotiations with the CCC, the walls have been relocated onto private property. The City approved an Agreement for Escrow and Construction of Soundwall on Private Property on April 2, 1996, and approved an Amendment to the Agreement on July 16, 1996. The mitigation measure at Casitas Capistrano requires 312 feet of wall along the northern tract boundary at a height between eight feet and 13 feet. The Casitas Capistrano Homeowner's Association requested to have the additional 81 feet constructed at HOA expense at a height of six feet to complete the full length of this boundary and this also has been completed. COMMISSIONBOARD REVIEW. RECOMMENDATIONS Not applicable. FINANCIAL CONSIDERATIONS The 1996-97 mid-year Capital Improvement Program review allocated $300,000 for this project in Account No. 12-63500-4703-120, $155,000 from TCA and $145,000 from Systems Development. $11,968 of the Systems Development funding will be reimbursed by the Casitas Capistrano HOA. Additional construction costs require a further budget amendment. Three Contract Change Orders have been issued on this project. Contract Change Order No. 1 was issued to reduce the height of a portion of the wall, which was extended at the request of the Casitas Capistrano HOA from eight feet to six feet and produced a savings of$1,296. Contract Change Order No. 2 for $5,519.77 was issued to cover changes required by the State Architect for the wall at San Juan Elementary School. Contract Change Order No. 3 for $26,880.18 was issued to cover wall height changes at Casitas Capistrano to the portion of the wall being built to mitigate sound to meet the necessary mitigation top-of-wall elevation. Project costs are as follows: Original Construction Contract $231,911.40 CCO No. 1 ($1,296.00) CCO No. 2 $5,519.77 CCO No. 3 $26,880.18 Utility Relocation $8,496.00 Montana Inspection& Testing $23,382.00 Landscape Design $5,000.00 City Administration& Inspection for Soundwalls $3,576.00 City Administration for Landscape $1.530.65 FY 1996-1997 Project Costs $305,000.00 AGENDA ITEM April 15, 1997 Page 3 The City also committed to landscape the San Juan Elementary School side of that soundwall and a further $30,000 is proposed to be budgeted for construction in FY 1997-1998, from funds to be provided by the TCA. Staff is, therefore, recommending a budget increase of$5,000.00 from Systems Development to cover 1996-1997 costs. The Systems Development fund is currently overdrawn and funds will be borrowed from the City's Sewer fund. NOTIFICATION San Joaquin Hills Transportation Corridor Agency Mike Randall, California Corridor Constructors Orange County Transportation Authority Joe Dixon, Capistrano Unified School District Tina Gustave, Casitas Capistrano Homeowner's Association Parsans Construction Company ALTERNATE ACTIONS 1. Increase the project budget and accept the improvements. 2. Do not accept the improvements. 3. Refer to Staff for additional information. RECOMMENDATION 1. By Resolution, determine that the work for the Capital Improvement Project, I-5 Freeway Soundwalls at San Juan Elementary School and Casitas Capistrano, has been completed and declare the work to be accepted; direct the City Clerk to forward a Notice of Completion to the Orange County Recorder for recording and authorize Staff to release the 10% retention in the amount of$26,301.53, 35 days after the recordation of the Notice of Completion. 2. By Motion, increase the project budget by $5,000.00 to $305,000.00. Respectfully submitted, Prepared by: William M. Huber, P.E. 1:Brian Perry, P.E. Director, Engineering and Building Project Manager WMI I/BP:ssg attachments: 1. Resolution 2. Notice of Completion a:\agendas\4-15i-5.bp RESOLUTION NO. 97-4-15-3 COMPLETION OF I-5 FREEWAY SOUNDWALLS AT SAN JUAN ELEMENTARY SCHOOL AND CASITAS CAPISTRANO (PARSANS CONSTRUCTION) 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 CONSTRUCTION OF THE I-5 FREEWAY SOUNDWALLS AT SAN JUAN ELEMENTARY SCHOOL AND CASITAS CAPISTRANO (PARSANS CONSTRUCTTON) WHEREAS, on the 1st day of October, 1996, the City of San Juan Capistrano entered into a contract with Parsans Construction Company, 6154 Bellaire Avenue, North Hollywood, California 91606, for construction of the I-5 Freeway Soundwalls at the San Juan Elementary School and the Casitas Capistrano development; and, WHEREAS, the Director of Engineering and Building 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 is in the amount of$263,015.35. SECTION 3. That the work is hereby accepted and approved. SECTION 4. That the City Clerk is directed to forthwith forward a "Notice of Completion" to the County Recorder of the County of Orange for recording. PASSED, APPROVED, AND ADOPTED this 15th day of April , 1997. DAVID M. SWERDLIN, MAYOR ATTEST: CITY CLEF -1- STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss CITY OF SAN JUAN CAPISTRANO ) I, CHERYL JOHNSON, City Clerk of the City of San Juan Capistrano, California, DO HEREBY CERTIFY that the foregoing is a true and correct copy of Resolution No. 97-4-15-3 adopted by the City Council of the City of San Juan Capistrano, California, at a regular meeting thereof held on the 15th day of April , 1997, by the following vote: AYES: Council Members Jones, Greiner, Hart, Campbell and Mayor Swerdlin NOES: None ABSTAIN: None ABSENT: None (SEAL) 400 CHERYL JO 0 SOI, CITY CLERK -2- + 1$ The City Manager/Executive Director was authorized to execute the final documents on behalf of the City/Agency, as well as to make minor changes to the documents to ensure that the transaction is completed in a timely manner. RECESS AND RECONVENE Council recessed at 8:12 p.m. to convene the San Juan Capistrano Community Redevelopment Agency, and reconvened at 8:15 p.m. as the City Council. ADMINISTRATIVE ITEMS ENGINEERING AND BUILDING SERVICES DIRECTOR _. --)p 1. NOTICE OF COMPLETION AND FINAL REPORT - I-5 FREEWAY SOUNDWALLS AT SAN JUAN ELEMENTARY SCHOOL AND CASITAS CAPISTRANO (CIP NO. 120) (PARSANS) (600.30) Written Communication: T Report dated April 15, 1997, from the Engineering and Building Director, recommending that 1) a Notice of Completion and Final Report be approved for the construction of soundwalls along I-5 at San Juan Elementary School and Casitas Capistrano; and 2) that the project budget be increased by $5,000 to cover landscaping design costs for 1996-97. Mr. Huber noted that staff was negotiating with the Transportation Corridor Agency regarding landscaping of the soundwalls and that the proposed budget increase for landscaping may not be necessary. Adoption of Resolution Accepting Work as Completed for I-5 Soundwalls: It was moved by Council Member Jones, seconded by Council Member Greiner, that the following Resolution be adopted: RESOLUTION NO. 97-4-15-1 COMPLETION OF I-5 FREEWAY SOUNDWALLS AT SAN JUAN ELEMENTARY SCHOOL AND CASITAS CAPISTRANO (PARSANS CONSTRUCTION) - 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 I-5 FREEWAY SOUNDWALLS AT SAN JUAN ELEMENTARY SCHOOL AND CASITAS CAPISTRANO (PARSANS CONSTRUCTION). The motion carried by the following vote: AYES: Council Members Campbell, Greiner, Hart, Jones, and Mayor Swerdlin NOES: None ABSENT: None City Council Minutes -9- 4/15/97 The Resolution accepted the work as complete in the amount of$263,015.35 and directed the City Clerk to forward a Notice of Completion to the County Recorder. Staff was authorized to release the 10% retention in the amount of$26,301.53 thirty-five (35) days after recording the Notice of Completion. Authorization to Increase Project Budget: It was moved by Council Member Jones, seconded by Council Member Hart, and unanimously carried that the project budget be increased by $5,000—from $231,911 to $305,000—from Systems Development Fund to cover 1996-97 costs, with funds to be borrowed from the Sewer Fund. COMMUNITY SERVICES DIRECTOR 1. PRELIMINARY ANALYSIS OF PROPOSAL BY THE BOYS AND GIRLS CLUB FOR DEVELOPING YOUTH SERVICES FACILITIES AT THE SAN JUAN CAPISTRANO COMMUNITY CENTER(210.40) Written Communication: Report dated April 15, 1997, from the Community Services Director, advising that on February 18, 1997, staff had been directed to address the feasibility of the proposal from the Boys and Girls Club to develop a youth services facility at the Community Center site. The Report provided an analysis of the following issues: (1) modifications to the existing building program; (2) potential affects on open space bond funds; (3) parking needs; (4) a search to locate other facilities that provide both seniors and youth programs; and, (5) a recommended review and approval schedule. Public Comments: (1) Ken Friess, 31506 Paseo Christina, expressed appreciation to staff for their work in identifying issues that need consideration in making this a viable project. He recommended that in developing the Memorandum of Understanding consideration be given to the City maintaining a level of control and addressing the operation of the youth facilities in the event the Boys and Girls Club was unable to continue as the operating agency. He stated that the facilities' long-term viability was an important issue to clarify with potential investors. Authorization to Staff: It was moved by Council Member Hart, seconded by Council Member Greiner, and unanimously carried that staff be directed to: (1) Approve the initial findings regarding the proposal submitted by the Boys and Girls Club to develop youth services facilities at the San Juan Capistrano Community Center; (2) Complete an analysis of the proposal and process a Community Center Development Plan, to include a workshop and review by City commissions; City Council Minutes -10- 4/15/97