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Staff Report
City Council
Item No. 4.F
Meeting Date: November 8, 2023
From: John Corella, Director of Engineering/Public Works Title: Notice of Completion for Via De Anza Street Improvements Project - Phase II, CIP No. 8835
City Council
RECOMMENDATION:
To accept and approve the Via De Anza Street Improvements Project - Phase II, CIP No. 8835 as completed; authorize the City Manager to execute and file a Notice of Completion with the Riverside County Recorder's office; and, authorize the release of retention funds to Jacobsson Engineering Construction, Inc. upon expiration of the Notice of Completion.
BACKGROUND:
On May 10, 2023, City Council awarded a construction contract to Jacobsson Engineering Construction, Inc. in the amount of $545,167 and approved a 15% contingency in the amount of $81,775, thereby making the total construction budget $626,942 to complete the construction of the Via De Anza Street Improvements Project - Phase II, CIP No. 8835.
The Project consisted of construct ing: sidewalk, curb and gutter, curb ramps, driveway approaches, and new asphalt concrete installation on the east half of the street. Private improvements within the Project limits included the reconstruction of garden walls, mailboxes, and driveway improvements. All public and private improvements were constructed in conformance to existing right of way and setback requirements.
In coordination with the Coachella Valley Water District (CVWD), the Project also featured the replacement and relocation of the domestic water pipeline along Via De Anza between Dinah Shore Drive and Olancha Road. On December 14, 2022, the City Council authorized the City Manager to execute a 100% Reimbursement Agreement in the amount of $198,370 with CVWD for the relocation and replacement of this domestic water pipeline.
DISCUSSION:
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The construction of Via De Anza Phase II Project started on July 05, 2023, and was completed on October 18, 2023.
City Staff reviewed and inspected the improvements and found the Project was built in accordance with all contract requirements. CVWD Staff also reviewed and inspected the relocation and replacement of the domestic water pipeline and found the work performed to be in accordance with CVWD standards. With the review finalized, City Staff recommends City Council accept the Project as complete.
City Council acceptance is required to approve the Project’s final contract amount and to release the funds retained during construction. Retention funds are monies earned by the Contractor withheld from progress payments pending satisfactory completion and final acceptance of the Project.
City Council acceptance of the Project requires a Notice of Completion (NOC) be filed with the Riverside County Recorder’s office. The NOC is a written notice issued by the owner of a project, or their agent, to notify concerned parties all work on the project has been completed. This notice also sets the period, which is 30 days from the date the NOC is filed, within which concerned parties may exercise their lien rights against one another. Once the thirty -day period has expired, and provided no claims or liens are received, the City can release retention funds.
Staff recommends City Council accept and approve the Via De Anza Street Improvements Project - Phase II, CIP No. 8835 as complete; authorize the City Manager to execute and file a Notice of Completion with the Riverside County Recorder's office; and authorize the release of retention funds to Jacobsson Engineering Construction Company upon expiration of the Notice of Completion.
FISCAL IMPACT:
The fiscal impact of the construction contract with Jacobsson Engineering Construction Company Inc. is as follows:
Construction Funding
Fund Account Number Amount
CDBG 251-100-150-156-8800-8802 $346,797.00
Capital Improvement Project (CIP) Fund 331-100-150-156-8800-8802 $198,370.00 CDBG (15% Contingency) 251-100-150-156-8800-8802 $ 81,775.00 Total $626,942.00
Construction Cost
The construction contract agreement with Jacobsson Engineering Construction, Inc. was in the amount of $545,167.00. Change orders for additional work during construction were approved in the amount of $65,522.75; a summary of change orders is attached to this Staff Report. In addition, CVWD will reimburse the City for additional work pertaining to the relocation and replacement of the water pipeline in the amount of $34,492.88.
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Contract Bid Construction Cost
Street Improvements - Cathedral City $ 346,797.00
Water Main Replacement and Relocation - CVWD $ 198,370.00 Subtotal $ 545,167.00
Contract Change Order Cost
Street Improvements - Cathedral City $ 31,029.87
Water Main Replacement and Relocation - CVWD $ 34,492.88 Subtotal $ 65,522.75
The total construction cost is $610,689.75 and is summarized below:
Contract Amount $ 545,167.00
Approved Change Order Amount $ 65,522.75
Total Construction Cost $ 610,689.75
The final invoice (5% retention) in the amount of $30,534.49 will be released to Jacobsson Engineering Construction, Inc. thirty (30) days from the date the NOC is filed should there be no claims or discrepancies in the work completed.
FIVE-YEAR STRATEGIC PLAN:
GOAL B: COMMUNITY INVESTMENT
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
ATTACHMENTS:
CCO Summary Log - Via De Anza Street Improvements, Phase II Project Notice of Completion -Jacobsson Engineering Construction, Inc.