16-0315_UNITED BUILDING AND DEVELOPMENT SERVICES LLC_Agenda Report_F63/15/2016
F6
TO: Honorable Mayor and Members of the City Council
FROM: ~ Siegel, City Manager
SUBMITIED BY: Thorn Coughran, P.E., Interim Public Works and Utilities Direct4
PREPARED BY: Paul Meshkin, P.E., Senior Civil Engineer p-.
DATE: March 15, 2016
SUBJECT: Consideration of a Resolution for Notice of Completion for the City
Hall Complex Roof Repair and Siding Replacement Project (United
Building and Development Services LLC) (CIP 15305)
RECOMMENDATION :
By motion,
1. Adopt a Resolution declaring the work to be completed as to plans and
specifications for the City Hall Complex Roof Repair and Siding Replacement
Project by United Building and Development Services LLC (CIP 15305); and,
2. Direct the City Clerk to process recording of a Notice of Completion; and,
3. Authorize staff to release the project retention, in the amount of $22,888.50,
thirty-five days after recordation.
EXECUTIVE SUMMARY:
On November 3, 2015, the City Council awarded a Construction Contract to United
Building and Development Services LLC, in the amount of $425,000. The contract
included a 25% contingency, in the amount of $106,250 for a total contract amount of
$531,250. A total of four (4) Contract Change Orders were issued during construction in
the amount of $35,520.07. Construction was completed on February 15, 2016, with the
final Construction Contract cost of $457,770.07 as shown in the table on the following
page. The project scope included improvements to City Hall and modular buildings A, B,
and C and Administration buildings (Attachment 1 ).
Construction work has been completed to the satisfaction of the Public Works and
Utilities Director and is ready for acceptance and recordation of a Notice of Completion.
Staff recommends adopting a Resolution (Attachment 2) declaring the work completed
as to plans and specifications for the City Hall Complex Roof Repair and Siding
Replacement Project, to record the Notice of Completion (Attachment 3), and to release
City Council Agenda Report
March 15, 2016
Page 2 of 3
the retention, in the amount of $22,888.50, thirty-five days (35) days after the Notice of
Completion is recorded.
DISCUSSION/ANALYSIS:
The project scope consisted of:
• Re-roofing the City Hall Main Building.
• Replacement of approximately 1,500 square feet of wood siding for Modular
Buildings.
• Re-roofing of Modular Units A, B, and C.
• Installation of rain gutters and downspouts on Modular Units A, B, and C and City
Hall Main Building as necessary.
• A structural evaluation of the City Hall and Modular Buildings roof supports.
The Public Works and Utilities Director accepted the work as complete pursuant to the
plans and specification for the Project on February 15, 2016, and recommends that the
City Council declare that the work was completed. Staff also recommends that the City
Council direct the City Clerk to file a Notice of Completion (Attachment 3) with the
County Recorder for the project. Thirty-five (35) days from the Notice of Completion,
staff will release the retention in the amount of $22,888.50, if there are no claims. Once
the Notice of Completion is recorded, the one year warranty period for the project will
commence. The one year warranty will cover any construction deficiencies. If there are
no defects or warranty issues during this one year period, staff will recommend the City
Clerk release the Construction Contract Performance and Materials Bonds.
FISCAL IMPACT:
The following table provides the Construction Contract Summary:
Original Contract Amount
Contingency
Total Approved Amount
Original Contract Cost
Change Order Cost
Total Construction Cost
Amount
Approved
$425,000
$106,250
$531,250
Construction
Cost
$422,250
$35,520
$457,770
The total approved Construction Contract budget, which includes the 25% Contingency
is $531,250. The final Construction Contract amount, including the contract Change
Orders is $457,770. The remaining balance of $73,480 will be put back in the Facilities
Operations Fund's reserve.
City Council Agenda Report
March 15, 2016
Page 3 of 3
ENVIRONMENTAL IMPACT:
The activity is covered by the general rule that CEQA applies only to projects which
have the potential for causing a significant effect on the environment. Where it can be
seen with certainty that there is no possibility that the activity in question may have a
significant effect on the environment, the activity is not subject to CEQA.
PRIOR CITY COUNCIL REVIEW:
• On November 3, 2015, the City Council Awarded a Construction Contract for the
City Hall Complex Roof Repair and Siding Replacement Project to United
Building and Development Services LLC; and Appropriated Funds for Fiscal Year
2015-2016 Capital Improvement Program (United Building and Development
Services LLC) (CIP 15305).
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS :
This item does not require commission review .
NOTIFICATION:
United Building and Development Services LLC
ATTACHMENTS :
Attachment 1 -Location Map
Attachment 2 -Resolution
Attachment 3 -Notice of Completion
..
ATTACHMENT 1
RESOLUTION NO. 16-03-15-xx
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 CITY HALL COMPLEX
ROOF REPAIR AND SIDING REPLACEMENT PROJECT (UNITED
BUILDING AND DEVELOPMENT SERVICES LLC) (CIP 15305)
WHEREAS, on the 3rd day of November 2015, the City of San Juan
Capistrano entered into a contract with United Building and Development Services
LLC., 29801 Monarch Drive San Juan Capistrano, CA 92675 for the City Hall Complex
Roof Repair and Siding Replacement Project; and,
WHEREAS, the Public Works and Utilities 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:
ATTEST:
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 $457,770.07
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 15th day of March 2016 .
Pam Patterson, Esq. Mayor
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 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 United Building and Development Services LLC ., 29801 Monarch Drive San Juan Capistrano, CA
92675 for the City Hall Complex Roof Repair and Siding Replacement Project(CIP 015305).
That the said work completed on February 15, 2016, by said company according to plans and
specifications, and 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 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 151hday of March 2016, by Resolution No. 16-03-15-XX
That upon said contract, the Philadelphia Indemnity Insurance Company was the surety for the bonds
given by the said company as required by law.
Dated at San Juan Capistrano this 151hday of March 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 151h day of March 2016.
Maria Morris , City Clerk
City of San Juan Capistrano
ATTACHMENT 3