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17-0502_INTERNATIONAL LINE BUILDERS, INC_Agenda Report_E95/2/2017 E9 TO: FROM: Honorable Mayor and Members of the City Council ~ Siegel, City Manager SUBMITTED BY: Steve May, Public Works and Utilities Director ..L~U-L. PREPARED BY: George Alvarez, P.E., T.E., City Engineer JJ-~ DATE: May 2, 2017 SUBJECT : Consideration of a Resolution Declaring Work Completed for the Traffic Signal Construction at Rancho Viejo Road and Paseo Espada (CIP 15101) (International Line Builders Inc.) RECOMMENDATION : By motion, 1. Adopt a Resolution declaring the work to be completed as to plans and specifications for the Traffic Signal Construction at Rancho Viejo Road and Paseo Espada (CIP 15101); and, 2. Direct the City Clerk to process recording of a notice of completion for the project; and, 3. Authorize staff to release the project retention in the amount of $19,852 thirty-five days after recordation of a notice of completion. EXECUTIVE SUMMARY: On April 21, 2015, the City Council awarded a contract for the Traffic Signal Construction at Rancho Viejo Road and Paseo Espada (Project). Construction started in October 2016, and all work has been completed. The Project included two change orders as follows: 1. Change Order No. 1 revised the contract to open-trench the installation of 1 ,200 lineal feet of conduit instead of boring the conduit due to the excessive rocky condition of the soil. The City Council approved Contract Change Order No. 1 on November 1, 2016, in the amount of $98,650. City Council Agenda Report May 2, 2017 Page 2 of 3 2. Change Order No. 2 included the installation of an additional 50 feet of conduit and concrete sidewalk at Rancho Viejo Road and Ortega Highway to allow for coordination of the new signal and the Ortega Highway signal. A change order was approved by the City Manager on March 17, 2017, for $9,391 within the authority provided for in the City's Purchasing Policy. A one-year warranty provided for in the construction contract will cover any construction deficiencies that may be discovered within the next year. Staff will continue to evaluate the Project throughout the one year warranty period, and if there are no defects or warranty issues during this time, then staff will advise the City Clerk to release the performance and materials bonds associated with the project. Staff recommends adopting a resolution (Attachment 1) declaring the work to be complete as to the plans and specifications, directing the City Clerk to record the Notice of Completion (Attachment 2), and directing staff to release the retention in the amount of $19,852 thirty-five days after the Notice of Completion has been recorded. FISCAL IMPACT: The table below summarizes the budget and costs for the various site improvement phases of the Project. The contract change orders were negotiated to keep the project cost within the budget. The total cost of the Project equaled the approved budget. Item Approved Final Amount Amount Original Contract $289,000 $289,000 Change Order No. 1 $98,650 $98,650 Change Order No. 2 $ 9,391 $ 9,391 Totals $397,041 $397,041 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 that the project is categorically exempt under Section 15301 (c). PRIOR CITY COUNCIL REVIEW: • On April 7, 2015, the City Council directed staff to bring back the item for further consideration of the installation of a marked crosswalk at the intersection of Rancho Viejo Road and Paseo Espada. • On April 21, 2015, the City Council approved the installation of a new Traffic Signal, pedestrian crosswalk and ADA ramps at the intersection of Ranch Viejo Road and Paseo Espada. City Council Agenda Report May 2, 2017 Page 3 of 3 • On February 16, 2016, the City Council rejected the bid and authorized staff to re-advertise and receive construction bids. • On April 19, 2016, the City Council awarded a contract for the construction of a Traffic Signal at Rancho Viejo Road and Paseo Espada to International Line Builders Inc. for $289,000. • On November 1, 2016, the City Council approved Contract Change Order No. 1 for $98,650. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: No prior commission or committee reviews were conducted . NOTIFICATION: International Line Builders Inc. ATTACHMENTS: Attachment 1 -Resolution Attachment 2-Notice of Completion RESOLUTION NO. 17-05-02-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 TRAFFIC SIGNAL CONSTRUCTION AT RANCHO VIEJO ROAD AND PASEO ESPADA (CIP 15101) INTERNATIONAL LINE BUILDERS, INC. WHEREAS, on the 19th day of April 2016, the City of San Juan Capistrano entered into a contract with International Line Builders, Inc., 2520 Rubidoux Blvd., Riverside, CA 92519-3039 for construction of the Traffic Signal at Rancho Viejo Road and Paseo Espada; 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 $397,041 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 2nd day of May 2017 . Kerry K. Ferguson, Mayor Maria Morris, City Clerk Attachment 1 Page 1 of 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 International Line Builders, Inc., 2520 Rubidoux Blvd., Riverside, CA 92519-3039 for the construction of a Traffic Signal at Rancho Viejo Road and Paseo Espada (CIP No . 15101 ). That the said work completed on March 31, 2017, 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 Cap istrano as owne r, 32400 Paseo Adelanto, San Juan Capistrano, California 92675, at a regular meeting th ereof held on the 2nd day of May 2017, by Resolution No. 17-05-02-XX That upon said contract , the Liberty Mutual Insurance Company was the surety for the bonds given by the said company as required by law. Dated at San Juan Capistrano this 2nd day of May 2017. 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 2nd day of May 2017. Maria Morris, City Clerk City of San Juan Capistrano Attachment 2 Page 1 of 1