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HomeMy WebLinkAboutAGENDA REPORT 2001 0801 CC REG ITEM 11HI i"-i. -Ioq ITEM 11-14- C' � Cou.ncii of $- l -aoo� ACTIDN: A.1212roved S+aFF r mrnendohor) i on I- l 677 5-�1 BY.- U Agenda Report City of Moorpark To: The Honorable City Council From: Kenneth C. Gilbert, Director of Public Works Date: July 20, 2001 (Council Meeting 8 -1 -01) Subject: Notice of Completion for the 2000 Asphalt Overlay Project [Including Spring Road & Los Angeles Avenue Rehabilitation Projects] BACKGROUND On December 6, 2000, the City Council awarded a contract for the subject project to Nye & Nelson, Inc. This contract included a number of projects listed as follows: Notes: x The cost for repairs to the parking lots at Peach Hill Park are to be funded from the General fund [Fund 10001. y This project is funded by Caltrans as a condition of the relinquishment of this street segment to the City. DISCUSSION A. Project Scope 1. General Description: The map attached as Exhibit 1 shows the location of the asphalt overlay construction included in the subject project. A summary of the affected streets is as follows: Segment Limits Project Note A Campus Park Intersection only 8011 Marquette B L. A. Ave. At Rail Crossing 8011 C Condor Drive North leg 8011 1 D L. A. Ave. Rehab Spring Rd. to Freeway 8025 Ac overlay 2000_cmp v a Asphalt Overlay 2000: Completion July 20, 2000 Page 2 Segment Limits Project Note E Spring Rd. Rehab High St. to New L. A. Ave. 8021 F Science Drive 8011 G Peach Hill Rd. Just east of Spring Road 8011 H Granadilla North end 8011 2 I Misty Hollow 8011 J Talmadge South of Courtney Lane 8011 3 Notes: 1) Condor Drive: A portion of the costs for the resurfacing the designated segment of Condor Drive, was funded by a cash payment in the amount of $7,483.05 from the developer of Lots 1 - 3 of Tract 3492 (Felsenthal). That payment was made in lieu of constructing repairs to the street required by utility cuts and other work done by the developer. 2) Granadilla Drive: Added to scope of work via an addendum during the bidding period. Approved by the City Council at award of contract. 3) Talmadge Road: Added to scope of work via Change Order No. 1. 2. Los Angeles Avenue Rehabilitation Project [ #8025] a. North End / West End: The contract included the construction of an asphalt overlay at the north end and the west end of the street segment in the areas where the street is fully improved with curbs, gutters and sidewalks. b. Central Portion: Work Deferred: The "narrower" street between the above two street segments, is the subject of a future street widening and re- alignment project: Los Angeles Avenue East Project. Reconstruction and /or a substantial overlay of this street segment is to be deferred until that widening, realignment and reconstruction project is undertaken. c. Center Portion: Repair Areas: The contract did include, however, the removal and replacement of pavement and base material in areas of severe stress within this central segment. d. Medians: The contract included the construction of a raised center median on Los Angeles Avenue at and south of the freeway. e. Median Landscaping: The contract included the installation of a water service and the placement of sleeves for a future irrigation system in the medians. The design for the installation of the irrigation and landscaping is near completion. It is anticipated that the construction project for that landscaping will come to the City Council in the very near future. The estimated cost of this follow -up landscaping project is approximately $25,000. f. Caltrans: All of the above work, except the medians, was funded by Caltrans pursuant to an Agreement related to the relinquishment of this street segment to the City. Ac Overlay 2000_cmp 000:199 Asphalt Overlay 2000: Completion July 20, 2000 Page 3 3. Spring Road Rehabilitation Project [ #8021] a. Agreement: Per the Relinquishment Agreement for Spring Road, Caltrans is to reimburse the City for the cost of refurbishing this street segment, said costs not to exceed $750,000. b. Initial Deposit: Per the Agreement, Caltrans deposited with the City $530,000 as an advance toward those costs. C. Reimbursement: Per the Agreement, based on the costs as reflected by the bid results, the City reimbursed to Caltrans $103,482.52, leaving a net remaining advance of $426,517.48. b. Final Cost: As set forth in the Section below pertaining to Fiscal Impact, the final cost to Caltrans for the Spring Road rehabilitation effort is $520,078.68. It is the intent of staff to bill Caltrans for the difference between that amount and the advance received to date, that additional amount being $93,561.20. 4. Peach Hill Park Parking Lot: The contract also included the reconstruction of portions of the parking lots at Peach Hill Road. As described in "Fiscal Impact" the cost of that work exceeds the initial estimate. B. Change Orders Seven (7) Change Orders were issued for this project, generally described as follows: Change Order Description Cost ($) Note 1 Talmadge Road Street segment added to scope of work 2 Equipment Parking Documented approval of the parking of equipment on L. A. Avenue. 3 Water Service 4 Spring Road Centerline 5 Concrete Slab Ac Overlay 2000 cmp Revise the size of the water meter for the median Change the cross - section by shifting the crown of the street to the east. Revise the Irrigation sleeves to accommodate buried concrete slabs 1,742 a -0- b (3,523) c 1,236 a 9,097 d Asphalt Overlay 2000: Completion July 20, 2000 Page 4 Change Order Description Cost ($) Note 6 L. A. Ave at Adjust the elevation of 9,374 e Freeway the final road surface to yield a net zero increase under the north bridge 7 High & Spring Cross - section -0- f reconstruction required by substandard condition of base and sub -base Total 17,926 Notes: a) Added traffic control cost, plus costs generated by an adjustment to the final quantities constructed of applicable bid items. b) No Cost. c) Added cost [$1,175] for a cage for the backflow preventer, less a credit [($4,689)] for reducing the size of the water service, for a net credit of ($3,523). d) Added costs for the extension of the irrigation sleeves, the removal of a portion of a concrete slab under the pavement surface and additional traffic control, plus additional quantities for saw cutting and pavement grinding. e) Change to elevation of street surface under the freeway. Added cost for down time, cold mix, traffic control and subsurface slab removal. Also additional quantities for pavement grinding. f) Additional quantities. C. Quantity Adjustment Invariably with Public Works projects the final actual quantity required for each bid item will differ somewhat from the engineer's estimate of quantities set forth in the bid documents. Accordingly, the final contract cost will differ from the bid amount, based upon the actual quantity of each item required to complete the project. The variance in project cost due to quantity adjustments is summarized as follows: Description Total a Talmadge Road [CCO #1] 31,329.00 b Spring Road centerline adjustment [CCO#4] 27,359.00 c Concrete Slab [CCO #5] 6,000.00; d Grade Adjustment under Freeway [CCO #6] 3,700.00 e Spring Road structural reconstruction [CCO #7] 110,000.00 f Cost of other variations to the final quantities (14.732.78)1 Total Cost of Additional Quantities 163,655.22 Plus Change Orders 17,925.50 Plus Bid Amount 1,224,667.73 Total Project Cost 1,406,248.45 Ac Overlay 2000_cmp CA e' is Asphalt Overlay 2000: Completion July 20, 2000 Page 5 D. Fiscal Impact 1. Final Construction Cost: The final construction cost is summarized as follows: 2. Change Orders Quantity Adjustments: The scope and cost of Change Orders and Quantity Adjustments are summarized in Sections B & C above. 3. L. A. Avenue Drain Line: A portion of the monies budgeted for Project 8025 funded a prior contract for the design and construction of a catch basin and storm drain on Los Angeles Avenue east of High Street. This project was constructed to correct a drainage problem prior to the construction of the subject asphalt overlay project. A summary of Project 8025 costs for both the subject Pavement Rehabilitation contract and the prior storm drain construction is as follows: Project 8025 Descriation Prior Year Design Construction Inspection Sub -Total Prior Year FY 2000/01 Design Construction Inspection Sub -Total FY 00/01 Total LAAve LA Ave Drain Pavement Rehab Total 7,942 7,942 21 20,965 1.000 21.986 29,928 22,994 22,994 24,608 361,514 11.854 �kYA1'Y1:1 420,970 30,936 30,936 24,629 382,479 12,854 419.962 450,898 Ac Overlay 2000 cmp , 0 s,6 ., A/C Overlay Spring Rd Rehab L.A.Ave Rehab Description (Project 80111 IProiect 80211 [ Proiect 80251 Total _M Bid Amount 574,193.68 362,405.22 288,068.83 1,224,667.73 Change Orders 1,742.00 1,236.00 14,947.50 17,925.50 Quantiby Adjustment 34,164.34 70.993.68 58.497.20 163,655.22 Total 610,100.02 434,634.90 361,513.53 1,406,248.45 Percent of Total 43.4% 30.9% 2507% 2. Change Orders Quantity Adjustments: The scope and cost of Change Orders and Quantity Adjustments are summarized in Sections B & C above. 3. L. A. Avenue Drain Line: A portion of the monies budgeted for Project 8025 funded a prior contract for the design and construction of a catch basin and storm drain on Los Angeles Avenue east of High Street. This project was constructed to correct a drainage problem prior to the construction of the subject asphalt overlay project. A summary of Project 8025 costs for both the subject Pavement Rehabilitation contract and the prior storm drain construction is as follows: Project 8025 Descriation Prior Year Design Construction Inspection Sub -Total Prior Year FY 2000/01 Design Construction Inspection Sub -Total FY 00/01 Total LAAve LA Ave Drain Pavement Rehab Total 7,942 7,942 21 20,965 1.000 21.986 29,928 22,994 22,994 24,608 361,514 11.854 �kYA1'Y1:1 420,970 30,936 30,936 24,629 382,479 12,854 419.962 450,898 Ac Overlay 2000 cmp , 0 s,6 ., Asphalt Overlay 2000: Completion July 20, 2000 Page 6 4. Los Angeles Avenue Rehab Cost Breakdown ( #80251: A breakdown the components of the Los Angeles Avenue Rehab Project portion of the contract is as follows: --- - - - - -- __------------- - --- -- ------------ —..---- --------- .— . - - - -- -- - - - - -- - -- - - - - - -- -- r Description Total Median Construction 147,367 { Removal & Reconstruction: Center Portion 43,814 Sub -Total 191,181 I I All Other Rehabilitation Work 228,781 , Total 419,962 It 5. Caltrans' Funding of Los Angeles Avenue Rehabilitation: The City and Caltrans entered into a Cooperative Agreement pertaining to the relinquishment of Los Angeles Avenue south of the Princeton Avenue freeway ramps. That agreement required the State to pay the City $1,116,000 in -lieu of constructing improvements to the street to bring it up to a ten -year life. A summary of the status of t' 11G Gls�J C11U11. U 1 C UL L. -- ------ _...--- _— ----------------- 1 —_—..- C16 L011ows: ------------ -------------- In -Lieu Description Payment ($) Overlay & Rehap 228,781 Medians To Date ($) Center Portion Patch Repairs 43,814 Sub -Total 272,595 Plus 20% Engineering 45,298 Sub -Total 317,893 Unexpended for Future Project 798,107 Total 1,116,000 � LV11VW.7_ Other Sources ($) 147,367 147,367 Total 228,781 147,367 43,814 419,962 6. Caltrans' Funding of Spring Road Rehabilitation: The City and Caltrans entered into a separate agreement relative to the Relinquishment of Spring Road between New Los Angeles Avenue and High Street. That Agreement provided that Caltrans would fund all actual costs of that rehabilitation up to a cap of $750,000. Caltrans paid an advance toward these costs. Per the terms of the Agreement, the amount of the Caltrans' advance was reduced from $530,000 to $426,517.48 after the bid opening. The final costs exceed the current amount of the advance. Staff has invoiced Caltrans for the remainder due. A Ul11111dLy UL l-ilC sLCtL_US -------------------------------- - - -�.— UL Lill" L- C_LULL)UL- sUU1U11L 1S ------------------------- - - - - -- - - -- C16 L011ows: ------------ -------------- Total Paid Remaining Description Cost To Date ($) To Be Paid Construction 434,634.90 355,431.23 79,203.67 Engineering (20 %) 86,926.98 71,086.25 15.840.73 Total 521,561.88 426,517.48 95,044.40 Ac Overlay 2000_cmp ` :0 Asphalt Overlay 2000: Completion July 20, 2000 Page 7 7. State Traffic Congestion Relief Program (TCRP): The City has received $211,888.17 from the State's Traffic Congestion Relief Program. Those monies will partially fund Project 8011 - -A /C Overlay Selected Streets. 8. Total Project Cost Summary, A/C Overlay Spring Rd Rehab L.A.Ave Rehab 211,888 'Description jProiect 80111 fProiect 80211 fProiect 80251 Total ($) Design 536 22,095 24,629 47,260 Construction 610,100 434,635 382,479 1,427,214 Inspection 21.692 15.454 12,854 50,000 FY 2000/01 Total 632,328 472,184 419,962 1,524,474 Plus Prior Year Design 5.728 21.673 30,936 58,337 Project Total !� 638,056 493,857 450,898 1,582,811 9. Peach Hill Park Parking Lot Reconstruction Line: The actual cost for the work necessary to reconstruct a portion of the pavement in the parking lots at Peach Hill Park, exceeded the amount estimated at the time the bid was awarded. The budgeted amount was $18,700. The actual costs were $38,423.54. The cost increase occurred when the area of the pavement and base reconstruction exceeded initial estimate. Adoption of the attached Resolution will adjustment the appropriation from the General Fund to cover these actual costs. 10 Budget Summary / Amendment: It is necessary to amend the FY 2000/01 Budget to fully fund all project costs. A Resolution has been prepared for that purpose. A summary of the recommended budget amendment is as follows: Description Project 8011: Overlay Park Parking Lots All Other Work All Other Work Sub -Total Project 8021: Spring Rd Project 8025: L. A. Ave Total Notes Proposed Revised Proposed FY 2000/01 Change Budget 19,724 38,424 Current 211,888 FY 2000/01 Fund Note Bud et 1000 - General Fund 45,494 18,700 2610 - State Grant A 211,888 2603 - TDA Artical 3 B 484.261 714,849 2501 - L. A. Ave. AOC C 430,188 2501 - L. A. Ave. AOC C 374.468 D 1,519,505 Proposed Revised Proposed FY 2000/01 Change Budget 19,724 38,424 - 211,888 484,261 19,724 734,573 41,996 472,184 45,494 419,962 107,214 1,626,719 A: State Traffic Congestion Relief Program. B: The total appropriation exceeds actual costs by $97,781. This surplus appropriation will be released to Funds after all final costs are determined and the project is closed - out. C: Caltrans funding for Projects 8021 & 8025 was deposited in the L. A. Ave. AOC Fund. D: The best way to account for these changes is to amend last year's Budget. Ac Overlay 2000_cmp 000200 Asphalt Overlay 2000: Completion July 20, 2000 Page 8 E. Final Inspection and Acceptance The City has completed a final inspection of the project and has found the work to be acceptable. At this time it would be appropriate for the City Council to accept the project as completed, direct the City Clerk to file a Notice of Completion and authorize release of the retention. F. Release of Retention If the recommended action is taken, the Notice of Completion will be forwarded to the County Recorder for recordation. Absent the receipt of any Stop Notices from subcontractors or suppliers, thirty -five (35) days after the date of the recordation of the Notice of Completion, the ten percent (10 %) retention will be released to the contractor. RECOMMENDATIONS [Roll Call Vote] Staff recommends that the City Council take the following actions: 1. Adopt Resolution 2001 - approving an amendment to the FY 2000/2001 Budget by revising the appropriation and budget for the subject project as follows: General Fund [Fund 10001: $19,724 increase; L. A. Ave. AOC [Fund 2501]: $87,490: Total Increase $107,214. 2. Accept the work as completed. Attachments: Exhibit 1: Exhibit 2: Ac Overlay 2000_cmp Map of Overlay Streets Resolution e ow�$) s Legend A. Campus Park / Marquette Intersect B. Los Angeles Ave at Rail Crossing C. Condor Drive D. Los Angeles Avenue Rehabilitation E. Spring Road Rehabilitation F . Science Drive G. Peach Hill Road H. Granadilla Drive I. Misty Hollow Court J. Talmadge Road. 0 I WO /\-/C CITY OF MOORPARK r:� Exhibit 2 RESOLUTION NO. 2001 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, REVISING THE AMOUNT OF THE APPROPRIATION AND BUDGET FOR THE 2000 ASPHALT OVERLAY PROJECT (PROJECTS 8011, 8021 & 8025) [FUND 1000 - GENERAL FUND; FUND 2501 L. A. AVE. AOC FUND] WHEREAS, on June 21, 2000, the City Council adopted the Budget for Fiscal Year 2000/01; and WHEREAS, a staff report has been presented to the City Council requesting a budget increase in the aggregate amount of $107,214; and WHEREAS, Exhibit "A ", attached hereto and made a part hereof, describes said budget amendment and its resultant impacts to the budget line item(s). NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That a Budget amendment in the aggregate increase of $107,214, as more particularly described in Exhibit "A ", is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this ATTEST: day of , 2001. Patrick Hunter, Mayor Deborah S. Traffenstedt, City Clerk Attachment: Exhibit 'A': Appropriation and Budget Detail Resolution No. 2001 - Exhibit "A" Page 1 Of 2 APPROPRIATIONS FOR 2000 Asphalt Overlay Project Project 8011: Asphalt Overlay Project 8021: Spring Rd. Rehab Project 8025: L. A. Ave. Rehab FUND ACCOUNT NUMBER APPROPRIATION REQUEST General Fund 1000.0000.0000.5500 $ 19,724 Los Angeles Avenue AOC Fund $ 38,424 2603.8310.8011.xxxx Project 8021: Spring Rd Rehab $ 0 $ 41,996 Project 8025: L A Ave Rehab $ 211,888 $ 45,494 Total A AOC Fund 2501.0000.0000.5500 $ 87,490 TOTALS: $ 472,184 $ 107,214 APPROPRIATION RE -CAP ACCOUNT NUMBER CURRENT FY 2000 /01 APPROPRIATION SUBJECT APPROPRIATION / (REDUCTION) REVISED APPROPRIATION 1000.8310.8011.xxxx $ 18,700 $ 19,724 $ 38,424 2603.8310.8011.xxxx $ 484,261 $ 0 $ 484,261 2610.8310.8011.xxxx $ 211,888 $ 0 $ 211,888 2501.8310.8021.xxxx $ 430,188 $ 41,996 $ 472,184 2501.8310.8025.xxxx $ 374,469 $ 45,494 $ 419,962 TOTALS: $ 1,519,5051 $ 107,214 $ 1,626,719 i 1 Resolution No. 2001 - Exhibit "A" Page 1 Of 2 DISTRIBUTION OF APPROPRIATIONS TO EXPENSE ACCOUNT NUMBERS ACCOUNT NUMBER CURRENT APPROPRIATION SUBJECT APPROPRIATION / (REDUCTION) REVISED APPROPRIATION Design 1000.8310.8011.9601 0 0 0 2603.8310.8011.9601 $5,000 $(4,464) $536 2610.8310.8011.9601 0 0 00 2501.8310.8021.9601 $25,392 $(3,297) $22,095 2501.8310.8025.9601 $24,684 $(55) $24,629 Sub -Total $55,076 $(7,816) $47,260 Construction 1000.8310.8011.9640 $18,700 $19,724 $38,424 2603.8310.8011.9640 $455,025 $7,008 $462,033 2610.8310.8011.9640 $211,888 0 $211,888 2501.8310.8021.9640 $390,975 $43,660 $434,635 2501.8310.8025.9640 $337,841 $44,638 $382,479 Sub -Total $1,414,429 $115,030 $1,529,459 Inspection 1000.8310.8011.9650 0 0 0 2603.8310.8011.9650 $23,236 $(2,544) $21,692 2610.8310.8011.9650 0 0 0 2501.8310.8021.9650 $13,821 $1,633 $15,454 2501.8310.8025.9650 $11,943 $911 $12,854 Sub -Total $50,000 0 $50,000 Total 1000.8310.8011.xxxx $18,700 $19,724 $38,424 2603.8310.8011.xxxx $484,261 0 $484,261 2610.8310.8011.xxxx $211,888 0 $211,888 2501.8310.8021.xxxx $430,188 $41,996 $472,184 2501.8310.8025.xxxx $3741468 $45,494 $419,962 TOTALS: 1 $ 1,519,505; $ 107,214 1 $ 1,626,7191 Approved as to form: &I RECORDING REQUESTED BY AND WHEN RECORDED MAIL TO: I NAME City of Moorpark STREET ADDRESS 799 Moorpark Avenue CITY. STATE 6 Moorpark, CA 93021 ZIP CODE L Attn: City Clerk SPACE ABOVE THIS LINE FOR RECORDER'S USE �� ®/Jl / 1 I ®r , � n� a i � , � L � � � .`�. �1 /w � i \s' ra /. �!�s!!!n_ y \Z�� �uf!lafln' �: i \ � � ! \ �' � //� ', ! v 6 � ' r ' 1 %1 \ i ! l \ ��' �� /�i, A \ \� \� . .�1. /�fi p I!� . �\ \� \ � U /!!!!lln�� � � � T \ \ �' ✓�� ®d d I i NOTICE OF COMPLETION Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion. (See reverse side for Complete requirements.) Notice is hereby given that: 1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described: 2. The full name of the owner is Citv of Moorpark 3. The full address of the owner is 799 Moorpark Avenue, Moorpark, CA 93021 4. The nature of the interest or estate of the owner is: In fee. Purchaser under contract of purchase (IF OTHER THAN FEE, STRIKE "IN FEE" AND INSERT, FOR EXAMPLE, "PURCHASER UNDER CONTRACT OF PURCHASE," OR "LESSEE ") 5. The full names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants in common are: NAMES ADDRESSES 6. The full names and full addresses of the predecessors in interest of the undersigned, if the property was transferred subsequent to the commencement of the work or improvements herein referred to: NAMES ADDRESSES 7. A work of improvement on the property hereinafter described was completed on August 1. 2001 The work done was: asphalt overlay on various City streets. 8. The name of the contractor, if any, for such work of improvement was Nye & Nelson, Inc. _ December 15, 2000 (IF NO CONTRACTOR FOR WORK OF IMPROVEMENT AS A WHOLE, INSERT "NONE ") (DATE. OF CONTRACT] 9. The property on which said work of improvement was completed is in the City of Moorpark Countyof Ventura Stateof CA and is described as follows: asphalt overlay on various City streets. 10. The street address of said property is None (IF NO STREET ADDRESS HAS BEEN OFFICIALLY ASSIGNED, INSERT "NONE'.) Dated: (SIGNATURE OF OWNER OR CORPORATE OFFICER OF OWNER NAMED IN PARAGRAPH 2 OR HIS AGENT) VERIFICATION 1, the undersigned, say: I am the _ _ the declarant of the foregoing notice of completion; ( "PRESIDENT OF ", 'MANAGER OF ", "PARTNER OF ", "OWNER OF ", ETC.] I have read said notice of completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct. Executed on , at (STATE) SIGNATURE OF THE INDIVIDUAL WHO IS SWEARING THAT THE CONTENTS OF THE NOTICE OF COMPLETION ARE TP.UF.) WOLCOTTS FORM 1114 - Rev. 8 -94 (price class 3A) NOTICE OF COMPLETION X01994 WOLCOTTS FORMS, INC. (See reverse side for additional Information) 7 7775 39114 5