Cathedral City Page 1 of 3 Printed on 4/10/2024
Staff Report
City Council
Item No. 3.G
Meeting Date: April 10, 2024
From: John Corella, Director of Engineering/Public Works Title: Notice of Completion for the Tropical Storm Hilary Soil Removal Project (M00020)
City Council
RECOMMENDATION:
To accept and approve the Tropical Storm Hilary Soil Removal Project (M00020) as completed; and, 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 Stice Company Inc. upon expiration of the notice of completion.
BACKGROUND:
On September 27, 2023, the City Council awarded a construction contract to Stice Company Inc. (Stice) for the removal of soil from affected areas due to Tropical Storm Hillary, city project (M00020).
The Tropical Storm Hilary Soil Removal Project (Project) was the continuation of the emergency response work to restore access and traffic through the Panorama Neighborhood and other areas affected within the city.
The Project consisted of removing and disposing the soil material in a legal manner, conducting the appropriate dust control measures during earthwork operations, and implementing soil stabilization techniques on the vacant lots and right of way areas used to stockpile the soil material during the emergency response.
DISCUSSION:
The Tropical Storm Hilary Soil Removal Project started on October 30, 2023, and was completed on March 20, 2024.
City staff reviewed and inspected the areas affected by Tropical Storm Hilary and found that the restoration of these areas was performed in accordance with all contract requirements. City staff are recommending the City Council accept the project as complete.
Cathedral City Page 2 of 3 Printed on 4/10/2024
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) to 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 that all work on the project has been completed. This notice also sets the period, which is thirty -five (35) 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.
City staff recommends that the City Council accept and approve the Tropical Storm Hilary Soil Removal Project (M00020) as completed; and 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 Stice Company Inc. upon expiration of the notice of completion.
FISCAL IMPACT:
The fiscal impact of the construction contract with Stice Company Inc. is as follows:
Authorized Construction Funding
Fund Account Number Amount
Tropical Storm Hilary Soil Removal Project
Fund 100-900-910-911-8300-8301 $3,967,966.80
Tropical Storm Hilary Soil Removal Project
Fund (15% Contingency) 100-900-910-911-8300-8301 $ 595,195.20 Total Authorized Construction Funding $4,563,162.00
Final Construction Cost
The final construction expenditures with the Stice Company Inc. were in the amount of $1,681,812.81, which includes change orders in the amount of $171,984.07 . The total final contract cost is $1,681,812.81 and is summarized below:
Base Contract Amount $1,509,828.74
Change Orders $171,984.07
Final Construction Cost $1,681,812.81
The final invoice (5% retention) in the amount of $84,090.64 will be released to Stice Company Inc. thirty -five (35) days from the date the NOC is filed should there be no claims or discrepancies in the work completed.
FIVE-YEAR STRATEGIC PLAN:
Goal E: Safety
Cathedral City Page 3 of 3 Printed on 4/10/2024
Objective: Cathedral City is safe for all who live, work and play in our community.
E-9: Develop Standard Operating Procedures regarding how Public Works responds to Localized Flooding and Blow Sand events.
ATTACHMENTS:
Notice of Completion - Tropical Storm Hilary - Soil Removal Project 2024-03-20 - Cathedral City Completion Letter - Stice Company Inc