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12-0926_HARDY & HARPER, INC._Agenda Report_D1311/13/2012 D13 City of San Juan Capistrano Agend ort TO: Karen P. Bru , City Maga i FROM: James ss, Interim Public Works Director Prep ed : Khoon Tan, P.E., Associate Engineer / .7, DATE: NoVideration r 13, 2012 SUBJECT: Co of Notice of Completion for the Traffic Improvement for the Southbound Rancho Viejo Road at Junipero Serra Road Project (CIP No. 07116) (Hardy and Harper, Inc.) RECOMMENDATION: By motion, 1. Adopt a Resolution declaring the work for the Traffic Improvement for the Southbound Rancho Viejo Road at the Junipero Serra Road Project complete, accepted and approved; and, 2. Direct the City Clerk to process the recording of a Notice of Completion; and, 3. Authorize staff to release the 10% retention, in the amount of $2,016.99, thirty five (35) days after recordation; and, 4. Approve Amendment No. 1 to the Construction Agreement with Hardy and Harper, Inc., in the amount of $2,448. EXECUTIVE SUMMARY: The Traffic Improvement for the Southbound Rancho Viejo Road at Junipero Serra Road Project to remove the existing raised landscape median island to create a separate southbound through lane and two separate right turn lanes has been completed to the satisfaction of the Interim Public Works Director and is ready for acceptance and recordation of a Notice of Completion with the County Recorder. The project was completed at a total cost of $27,028.90, below the engineer's estimated / projected cost of approximately $39,700. City Council Agenda Report November 13, 2012 Page 2 of 3 DISCUSSION/ANALYSIS: Two primary options were presented to City Council on August 21, 2012, with regard to mitigating traffic delays for the southbound right turning traffic on Rancho Viejo Road at Junipero Serra Road. City Council approved Concept Plan "A" for implementation which involved the removal of the existing raised landscape median island to create a separate exclusive southbound through lane and two separate right turn lanes for a total cost of approximately $39,700 (per the engineer's estimate). Bid proposals for primary road work construction inclusive of irrigation removals and capping, removal and disposal of raised landscape median / spoils, new asphalt paving, and traffic control were received as follows: Contractor Name Bid Amount * Hardy and Harper, Inc. $ 17,721.90 Peterson -Chase Engineering Contractors, Inc. $ 26,392.50 R.J. Nobel Company $ 40,290.00 * Bid amounts shown are inclusive of respective bond costs as required for construction agreements construction contracts executed for Capital Improvement Projects. A construction agreement was awarded to Hardy and Harper, Inc., the low responsible bidder for $17,721.90 on September 26, 2012, to perform the prescribed work. Additional cost in, the amount of $2,448 was incurred under this contract during construction to add / replace traffic loops for a total cost of $20,169.90. A purchase order was also issued to Orange County Striping Services, Inc. on September 16, 2012, for $6,859 under the existing maintenance contract with the Public Works Department to perform support work related to traffic signing, striping, markings, and markers. Bid proposals for the prescribed support work were received as follows: Contractor Name Bid Amount ** Orange County Striping Services, Inc. $ 6,859.00 Peterson -Chase Engineering Contractors, Inc. $ 7,800.00 Hardy and Harper, Inc. $ 10,930.00 ** Bid amounts shown are exclusive of bond costs. Bonds are not required for work performed under existing maintenance contracts with the Public Works Department. The final construction cost for the approved Concept Plan "A" improvements is $27,028.90. City Council Agenda Report November 13, 2012 Paae 3 of 3 FISCAL IMPACT: Funds remaining in Capital Improvement Project (CIP) 07116 of $40,000 were carried over to Fiscal Year 2012-2013 in Account No. 50-XXXXX-XXXXX-07116-000 for this work. Sufficient funds are available to cover the final project cost of $27,028.90 and staff time expenditures of approximately $4,946.13 as of October 22, 2012. ENVIRONMENTAL IMPACT: Not applicable. PRIOR CITY COUNCIL REVIEW: On August 21, 2012, the City Council approved Concept Plan "A" improvements to remove the existing raised / landscape median island to create a separate southbound through lane and two separate right turn lanes; staff authorized to receive bids; and City Manager authorized to award a Contract to perform the work per the approved Concept Plan. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: On August 8, 2012, the Transportation Commission voted 4-0 to forward staffs recommendation, and also recommended a review of the traffic operation for three to six months following completion to determine whether or not the signage is effective for motorists. NOTIFICATION: Steve Kirschner (Hardy and Harper, Inc.) Dick Vogels (Peterson -Chase Engineering Contractors, Inc.) Steve Mendoza (R.J. Nobel Company) Kevin Ebnit (Orange County Striping Services, Inc.) ATTACHMENT(S): Attachment 1— Location Map Attachment 2 — Resolution Attachment 3 — Notice of Completion Attachment 4 — Amendment No. 2 to the Construction Agreement with Hardy and Harper, Inc. Attachment 5 — Site Photographs r I - Z W U H H a RESOLUTION No. 12-11-13-xx A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN CAPISTRANO, CALIFORNIA, DECLARING WORK TO BE COMPLETED FOR THE TRAFFIC IMPROVEMENT FOR THE SOUTHBOUND RANCHO VIEJO ROAD AT JUNIPERO SERRA ROAD PROJECT (HARDY AND HARPER, INC., CIP NO. 07116) WHEREAS, on the 26th day of September 2012, the City of San Juan Capistrano entered into a Construction Agreement with Hardy and Harper, Inc., 1312 E. Warner Avenue, Santa Ana, CA 92705 for construction of the Traffic Improvement for Southbound Rancho Viejo Road at Junipero Serra Road Project; and WHEREAS, the Interim Public Works 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, 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 $20,169.90. 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 13th day of November 2012. Larry Kramer, Mayor ATTEST: Maria Morris, City Clerk ATTACHMENT 2 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 Moms, 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 Hardy and Harper, Inc., 1312 E. Warner Avenue, Santa Ana, CA 92705 for construction of the Traffic Improvement for the Southbound Rancho Viejo Road at Junipero Serra Road Project (CIP No. 07116). That the said work completed on October 5, 2012, by said company to the satisfaction of the Interim Public Works 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 13`h day of November 2012. That upon said contract, International Fidelity Insurance Company was the surety for the bonds given by the said company as required by law. Dated at San Juan Capistrano this 13th day of November 2012. Maria Morris, City Clerk City of San Juan Capistrano STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SAN JUAN CAPISTRANO l 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 13`h day of November 2012. Maria Morris, City Clerk City of San Juan Capistrano ATTACHMENT 3 FIRST AMENDMENT TO CONSTRUCTION AGREEMENT THIS FIRST AMENDMENT TO THE CONSTRUCTION AGREEMENT between the City of San Juan Capistrano (hereinafter referred to as the "City") and Hardy and Harper, Inc., (hereinafter referred to as "Contractor") is made and entered into, to be effective this day of , 2012, as follows: RECITALS: WHEREAS, City and Consultant have entered into a Construction Agreement dated September 26, 2012, to remove the existing landscaped median island and appurtenant work on Rancho Viejo Road at the Junipero Serra Road intersection; and WHEREAS, City and Contractor agree that additional services as outlined in the Additional Scope of Work section incorporated herein by reference, are required for which extra compensation will become due. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Additional Scope of Work The additional scope of work to be performed by the Contractor shall consist of adding / replacing traffic signal loops on southbound Rancho Viejo Road at the Junipero Serra Road Intersection. Section 2. Additional Compensation City hereby agrees to pay the additional sum of Two Thousand Four Hundred and Forty Eight Dollars ($2,448) to Contractor for. those services performed as set forth in the Additional Scope of Work section and Exhibit "A" (Contract Invoice), attached and incorporated herein by reference. Section 3. Relationship to Agreement Except as to Sections 1 and 2 herein, all other terms and conditions of the Agreement shall remain unchanged. Section 4. Entire Agreement This entire Agreement between the City and Contractor with respect to those extra services described herein and any other understandings, oral or in writing, are hereby superseded. Attachment 4 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY OF SAN JUAN CAPISTRANO By: Larry Kramer, Mayor CONTRACTOR B Yr: Steve Kirschner Hardy and Harper, Inc. ATTEST: Maria Morris, City Clerk APPROVED AS TO FORM: H ns Va en, City Attorney Exhibit "A" 'DOCBREAK' 'INVOICE" Invoice Total: 20,169.90 overdue on,agularsfafemant dates. ardy & Harper, Inc. Contract Invoice aafkafS {wWny eauGu<ctu2 Amount Pod: 0.00 INVOICE 39518 u,emuu mmu..�.� mnue. w.nnu DATE 1011212012 JOB # 18596 Billed To: CITY OF SAN JUAN CAPISTRANO ATTENTION: PUBLIC WORKS 32400 FAZED ADELANTO PROJECT RANCHO VIEJO RD. MEDIAN SAN JUAN CAPISTRANO CA 92675 HAR06 50-833967401-07118-000 Due Date: 111142012 Terms: 30DY C.m..UPOM 523266 nagrdnom. Amount PROGRESSPAY#1 SEE SCHEDULE OF VALUES BNILLING 20,100.90 Notes: Asor&echargeo/0.00 % perarmum will he Gmrged ar all anwunn Invoice Total: 20,169.90 overdue on,agularsfafemant dates. Retention: 0.00 Thankyou/oryourpmmplpaymend Amount Pod: 0.00 Amount Due 20,169.90 a� 0 M J 9 nuj r J Y/ U -j z W d C v c g H 0 a y z cn 0 z a a a M h m rn Q! a 0 N z a W 0 O 0 ruO z z U) 12 ATTACHMENT 5 Site Photographs 7---I� II 40(or' 32400 PASEO ADELANTO SAN JUAN CAPIS"ANO, CA 92675 (949) 4931171 (949) 4931053 FA% w.H..Uy ma4pufma .,mg MEMBERS OF TIE CRY COUNCIL BM &UNATO LAUMFNEESE LARRY AMER KOERREEVE JOHN TAYLOR NOTIFICATION OF MEETING OF POTENTIAL INTEREST OF THE SAN JUAN CAPISTRANO CITY COUNCIL The City Council of San Juan Capistrano will meet at 6:00 p.m. on Tuesday, November 13, 2012, in the City Council Chamber in City Hall, to consider: "Consideration of Notice of Completion for the Traffic Improvement for the Southbound Rancho Viejo Road at Junipero Serra Road Project (CIP 07116) (Hardy and Harper, Inc.) (600.30)" — Item No. D13. If you have specific thoughts or concerns regarding this item, you are encouraged to participate in this decision making process. You can communicate with the City Council through correspondence addressed to the Council and/or by attending the meeting and speaking to the Council during the public meeting. Correspondence related to this item must be received at the City Clerk's office by 5:00 p.m. on Monday, November 12, 2012, to allow time for the Council to consider its content. If you would like to speak at the meeting, please complete a yellow "Request to Speak" form found inside the entrance to the Council Chamber. This form is turned in at the staff table, just in front of the Council dais. You will be called to speak by the Mayor when the item is considered. You have received this notice at the request of the City staff member Khoon Tan, Associate Engineer. You may contact that staff member at (949) 443-6353 with any questions. The agenda, including agenda reports, is available to you on our web site: www.sanivancapistrano.org. If you would like to subscribe to receive a notice when agendas are posted to the web site, please make that request by sending an e-mail to: citvclerkla sanivancaoistrano.ore. Maria Moms, CMC City Clerk cc: Steve Kirschner, Hardy & Harper, Inc.; Dick Vogels, Peterson -Chase Engineering Contractors, Inc.; Steve Mendoza, R.J. Nobel Company; Kevin Ebnit, Orange County Striping Services, Inc. Son.luan Capistrano: Preccerving the Par! w Fnhanre the Furum