Staff Report
City Council
Item No. {{section.number}}.E
Meeting Date: October 23, 2024
From: John A. Corella, Director of Public Works
Title: Notice of Completion for Via De Anza Street Improvement Project - Phase III, CIP No. 8841.
RECOMMENDATION:
To accept and approve the Via De Anza Street Improvement Project - Phase III, CIP No. 8841 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 Granite Construction Company upon expiration of the notice of completion.
BACKGROUND:
On February 28, 2024, the City Council approved a construction contract with Granite Construction Company in the amount of $1,016,000 with a fifteen percent (15%) contingency of $152,400 for unforeseen construction costs, thereby making the total construction budget a total of $1,168,400.
The Project consisted of constructing sidewalk, curb and gutter, curb ramps, driveway approaches, and new asphalt concrete installation along the east half of Via De Anza Street between Olancha Road and Ortega Road and on the Arrowhead Road cul-de-sac to the east of Via De Anza 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 Olancha Road and Ortega Road, including the Arrowhead Road cul-de-sac. On February 28, 2024, the City Council authorized the City Manager to execute a 100% Reimbursement Agreement in the amount of $435,000.00 with CVWD for the relocation and replacement of this domestic water pipeline.
DISCUSSION:
The construction of the Via De Anza Phase III Project started on April 22, 2024, and was completed on September 24, 2024.
City Staff reviewed and inspected the improvements and found the Project was built in accordance with the 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. City Staff are recommending the City Council accept the Project as complete.
City Council acceptance is required to approve the project’s final contract amount and release retention funds. 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 the 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-five-day period has expired, and provided no claims or liens are received, the City can release retention funds.
City staff recommends the City Council accept and approve the Via De Anza Street Improvement Project - Phase III, CIP No. 8841 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 Granite Construction Company upon expiration of the notice of completion.
FISCAL IMPACT:
The fiscal impact for the construction of Via De Anza Phase III Project is as follows:
Construction Funding
DESCRIPTION GENERAL LEDGER
ACCOUNT CODES
PROJECT
CODE
AMOUNT ONE TIME or
ONGOING
Street Improvements CDBG Fund 251) C08841 $ 429,597 One Time Street Improvements SB-1 (Fund 248) C08841 $ 151,403 One Time Water Main Improvements CIP (Fund 331) C08841 $ 435,000 One Time 15% Contingency SB-1 (Fund 248) C08841 $ 152,400 One Time Total $1,168,400
Construction Contract Cost
The construction expenditures with Granite Construction Company were in the amount of $1,134,986.00 which includes change orders in the amount of $118,986.00. The final contract cost is summarized below:
Base Contract Amount $1,016,000.00
Change Orders $ 118,986.00
Final Contract Cost $1,134,986.00
The final invoice (5% retention) in the amount of $56,749.33 will be released to Granite Construction, Inc. thirty-five (35) days from the date the NOC is filed should there be no claims or discrepancies in the work completed.
In addition, there was a change order for CVWD for additional work pertaining to the relocation and replacement of the water main the amount of $46,551.17. CVWD will also reimburse for this cost.
Final Construction Cost
The final construction expenditures including material testing services were in the amount of $1,147,736.00. The final construction cost for the project is summarized below:
Construction Cost $1,134,986.00
Soil/Material Testing Services $ 12,750.00
Final Construction Cost $1,147,736.00
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:
Notice of Completion – Granite Construction Company