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16-0125_CHI CONSTRUCTION_Agenda Report_C13TO: City of San Juan Capistrano Agenda Report Honorable Mayor and Members of the City Council 1/25/2016 C13 FROM: Thorn Coughran, P.E., Interim Public Works and Utilities Director Prepared by: Paul Meshkin, P.E., Senior Civil Engineer~.......- DATE: January 25, 2016 r. SUBJECT: Consideration of a Resolution for Notice of Completion for the Safer Routes to School Project SRTSL-5372 (013), Sidewalk Construction on North Side of Via Positiva Street and the Installation of Lighted Crosswalk on Camino Del Avion at Avenida Descanso (CIP 081 03) (CHI Construction, Inc.) RECOMMENDATION: By motion, 1. Adopt a Resolution declaring the work to be completed as to plans and specifications for the Sidewalk Construction on North Side of Via Positiva Street and the Installation of Lighted Crosswalk on Camino Del Avion at Avenida Descanso Project (CIP 08103) by CHI Construction, Inc.; 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 $10,297.73, thirty-five days after recordation. EXECUTIVE SUMMARY: On February 3, 2015, the City Council awarded a Construction Contract to CHI Construction, Inc. in the amount of $187,459 with a 10% contingency in the amount of $18,745 for a total contract amount of $206,204. A total of two (2) Contract Change Orders were issued during construction in the amount of $18,495. Construction was completed on December 15, 2015, with the final Construction Contract cost of $205,954. The project constructed a new sidewalk and landscaping on the North Side of Via Positiva Street between Alipaz Street and the School drop-off area and installed new lighted crosswalk on Camino Del Avion at Avenida Descanso. All the Construction Contract 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 declaring the work completed as to plans and specifications for the Sidewalk Construction on North Side of Via Positiva Street and the Installation of Lighted Crosswalk on Camino Del Avion at Avenida City Council Agenda Report January 25, 2016 Page 2 of 3 Descanso Project, to record the Notice of Completion, and to release the retention, in the amount of $10,297.73, thirty-five days (35) days after the Notice of Completion is recorded. DISCUSSION/ANALYSIS : The project constructed new sidewalk and new landscaping on the North Side of Via Positiva Street between Alipaz Street and School drop-off area and installed new lighted crosswalk on Camino Del Avion at Avenida Descanso. Staff completed a final inspection of the Construction Contract work and recommended to the Public Works and Utilities Director to accept the work as completed pursuant to the plans and specifications for the project. The Public Works and Utilities Director accepted the work as complete pursuant to the plans and specification for the Project on December 15, 2015, and recommends that the City Council declares that the work was completed. Staff also recommends that the City Council direct the City Clerk to file a Notice of Completion (Attachment 2) with the County Recorder for the project. Thirty-five (35) days from the Notice of Completion, staff will recommend release of the retention in the amount of $10,297.73, 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. Staff will continue to oversee the project throughout the one year warranty period and if there are no defects or warranty issues during this one year period, staff will recommend to the City Clerk that the Construction Contract Performance and Materials Bonds be released. Staff will return to the City Council thereafter to close out the project with final project costs incurred as part of the City budget reporting process. FISCAL IMPACT: The following table provides the Construction Contract Summary : Amount Approved Original Contract Amount $187 ,459 Contingency $18 ,745 Total Approved Amount $206 ,204 Total Construction Cost $205,954 The total approved Construction Contract budget, which includes the 10% Contingency is $206,204. The final Construction Contract amount, including the contract Change Orders is $205,954. The remaining balance is $250. City Council Agenda Report January 25, 2016 Page 3 of 3 ENVIRONMENTAL IMPACT: The City's Environmental Administrator completed a preliminary review of this project in accordance with Section 15061 of the California Environmental Quality Act Guidelines. Based on that review, the Environmental Administrator has determined the project to be Categorically Exempt (Class 1, Existing Facilities) under Section 15301 (c). PRIOR CITY COUNCIL REVIEW: • On May 1, 2012, the City Council approved plans and specifications for construction of the sidewalk on the north side of Via Positiva and installation of a lighted crosswalk on Camino Del Avian and authorized staff to advertise and receive construction bids. • On February 4, 2014, the City Council adopted a Resolution to execute the right- of-way Certification for the Safe Routes to School Project # SRTSL-5372(013); and authorized the Mayor to sign the Interim Short Form Right-of-Way Local Assistance Project. • On October 21, 2014, the City Council adopted a Resolution authorizing the Mayor to execute all Program Supplemental Agreements and/or any Amendments thereto to the Administering Agency-State Agreement No. 12- 5372R with the California Department of Transportation. • On November 18, 2014, the City Council rejected all bids received for the project and authorized staff to re-advertise and receive bids for Construction on north side of Via Positiva and the Installation of Lighted Crosswalk on Camino Del Avian at Avenida Descanso, Project Number SRTSL-5372 (013). • On February 3, 2015, the City Council awarded a construction contract to CHI Construction Inc, in the amount of $187,459. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: This item does not require commission review . NOTIFICATION: CHI Construction, Inc. ATTACHMENTS: Attachment 1 -Resolution Attachment 2 -Notice of Completion RESOLUTION NO. 16-01-25-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 THE SIDEWALK CONSTRUCTION ON THE NORTH SIDE OF VIA POSITIVA STREET BETWEEN ALIPAZ STREET AND SCHOOL DROP-OFF AREA; AND INSTALLATION OF NEW LIGHTED CROSSWALK ON CAMINO DEL AVION AT AVENIDA DESCANSO (CIP 08103) (CHI CONSTRUCTION, INC.) WHEREAS, on the 3rd day of February 2015, the City of San Juan Capistrano entered into a contract with CHI Construction, Inc., 701 E. Ball Road Suite 101, Anaheim, CA 92805 for the Sidewalk Construction on North Side of Via Positiva Street and the Installation of Lighted Crosswalk on Camino Del Avion at Avenida Descanso 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 $205,954.50 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 25th day of January 2016 . Pam Paterson, Esq. Mayor Maria Morris, City Clerk Attachment 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 CHI Construction, Inc., 701 E. Ball Road Suite 101, Anaheim, CA 92805 for the Sidewalk Construction on North Side of Via Positiva Street and the Installation of Lighted Crosswalk on Camino Del Avion at Avenida Descanso Project (CIP 08103). That the said work completed on December 15, 2015, 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, Californ ia 92675, at a regular meeting thereof held on the 251hday of January 2016, by Re~olution No. 16-01-25-XX That upon said contract, the Developers Surety and ldemnity Company was the surety for the bonds given by the said company as required by law. Dated at San Juan Capistrano this 251hday of January 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 251h day of January 2016 . Maria Morris, City Clerk City of San Juan Capistrano Attachment 2