11-0621_PAULUS ENGINEERING, INC_Agenda Report_D12_Supplementary 316/2012
SUPPLEMENTARY AGENDA REPORT D12
TO: Karen P. Brust, City Ma
FROM: Nasser Abbaszadeh, Publ Works Director
SUBJECT: Consideration of Change Order No. 1 and Notice of Completion for the
San Juan Creek Road Utility Extension (CIP 11202) (Paulus Engineering,
Inc.)
RECOMMENDATION
By motion,
1. Approve Change Order No. 1 to the San Juan Creek Road Utilities Extension
Construction Contract with Paulus Engineering, Inc. in the amount of$12,573.78;
and,
2. Adopt a Resolution approving a Notice of Completion for the San Juan Creek
Road Utilities Extension; and,
3. Direct the City Clerk to process recording of the notice; and,
4. Authorize staff to release the retention in the amount of $27,131.88, thirty-five
days after recordation.
SITUATION:
Concerned residents brought up two issues at the February 7, 2012, City Council
meeting, which required this item to be continued. The issues related to the fence, gate,
and plantings at the end of San Juan Creek Road and the saw-cut lines in the pavement
near the intersection of San Juan Creek Road and Camino Chico.
PROJECT UPDATE
While the sealing of the saw-cut lines was scheduled for the last week in February, rain
and cooler temperatures prevented the project from completion, even though the
intention was to have the lines sealed before March 6th. The saw-cut lines were sealed
on Monday, March 5, 2012. Please see the attached photos.
In regards to the gate, fence, and plantings, the Public Works Staff attended the San
Juan Creek Estates Homeowners Association meeting on September 15th to go over
Supplementary Agenda Report
Page 2 March 6, 2012
the project. At the meeting, the Board requested that, if possible, the City replace the
existing white plastic fencing with the green treated horse trail fencing that the City uses
as its standard. They also requested that the area behind the fence be replanted. Staff
informed them that the City could not have trees growing over their newly installed utility
lines as the root systems will harm the lines and the trees would inhibit future
maintenance of the lines. It was suggested that native shrubbery similar to that in the
San Juan Creek median islands could be installed as the root system for these plants
are not invasive and the shrubs could be removed for future maintenance, if necessary.
Negotiations with the contractor brought agreement to install the HOA preferred fencing
for no additional cost if the City provided the materials. Staff was also able to get the
contractor to install for no cost an additional 60 feet of fencing to finish off connection to
the HOA slope. Staff met with the Public Works Director to discuss the change and also
the request for plantings behind the fence. The Director was agreeable to providing the
fencing material. He also agreed to have our landscape maintenance contractor install
15 five-gallon Lemonade Berry native shrubs to provide a landscape backdrop to the
fence per the HOA's request. Approval was also received on the cost of the new gate.
It should be noted that the previous gate and fence were constructed of plastic and not
particularly structural in nature. Though the contractor had removed some panels to
provide access to his equipment and work site, all that he was originally required to do
per his contract was to replace in kind. Through negotiation, Staff was able to work with
the HOA and the contractor to come out with a better end result. Please see the
attached photos.
As part of the conditions for completion for the project, the City project manager
required the contractor to perform a complete grind and repave of the San Juan Creek
Road and Camino Chico intersection. This was beyond the required City standard T-cut
for trench paving replacement. Again, this was accomplished for no additional cost to
the City and resulted in a better project.
Supplementary Agenda Report
Page 3 March 6, 2012
RECOMMENDATION
By motion,
1. Approve Change Order No. 1 to the San Juan Creek Road Utilities Extension
Construction Contract with Paulus Engineering, Inc. in the amount of$12,573.78;
and,
2. Adopt a Resolution approving a Notice of Completion for the San Juan Creek
Road Utilities Extension; and,
3. Direct the City Clerk to process recording of the notice; and,
4. Authorize staff to release the retention in the amount of $27,131.88, thirty-five
days after recordation.
Respectfully submitted, 5ankawich
Na��aszadeh, PP.E.
Public Works Director Associate Engineer
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