CITY COUNCIL STAFF REPORT
December 19, 2023 {{section.number}}c
ACCEPT THE COURT RESURFACING AND IMPROVEMENTS PROJECT AS COMPLETE
AND DIRECT THE CITY CLERK TO FILE A NOTICE OF COMPLETION RECOMMENDATION:
Accept the Fiscal Year (FY) 2020-2021 Court Resurfacing and Improvements project as complete and direct the City Clerk to file a Notice of Completion.
BACKGROUND:
On September 8, 2022, a project to resurface the City courts was advertised. The scope of work included a total of 11 tennis courts, conversion of 2 tennis courts to 8 pickleball courts, 1 basketball court, and 1 practice court. The final court locations are noted in the following table:
ITEM LOCATION COURT QUANTITY
1 Cays Park 3 Tennis (T) + 8 Pickleball
+1 Basketball
2 Tennis Center
(Glorietta) 8 T + 1 Practice
3 Library 2 T
On October 18, 2022, the City received 2 bids and the apparent responsive and responsible low bidder was Trueline Construction and Resurfacing, Inc. On November 15, 2022, the City Council awarded a contract to Trueline Construction and Resurfacing, Inc. in the amount of $422,930.
ANALYSIS:
Trueline Construction and Resurfacing, Inc. was issued the Notice to Proceed for Mobilization on December 15, 2022 and the Notice to Proceed with Construction on April 17, 2023. The project was delayed several times due to inclement weather and was substantially complete in accordance with the project plans and specifications on August 7, 2023.
Recording of the Notice of Completion is an important step in finalizing the construction contract. It is a written notice issued by the owner of the property to notify parties that the work has been completed and it triggers the time period for filing of mechanics’ liens and stop notices to 30 days. Final retention payment is not made to the contractor until the 30-day period to file liens and stop notices has lapsed.
FISCAL IMPACT:
The Coronado Tennis Courts Resurfacing project (400710-9811-21005) was approved as part of the FY 20/21 mid-year budget adjustment. There was a total available project budget of $199,427 ($130,000 from the Capital Projects Fund, $69,427 from the Recreation Tennis Maintenance Project fund). An additional appropriation of $266,424 was approved from the Capital Projects Fund 400 on November 15, 2022 for a total project budget of $465,851. A total of $457,638 was utilized leaving a balance of $8,213 returned to Capital Projects Fund 400.
Project Budget Analysis
CIP Budget Actual Costs
Construction Contract Award $422,930 $422,930
Contingency $41,659
Construction Change Orders $35,491
Construction Credit Extra Stock Materials $ (1,714)
Design & Construction Administration
(City Architect Staff) $0 $0
Advertising & Permits $1,262 $931
Total CIP Budget Appropriation $465,851 $457,638
Remaining Balance $8,213
ALTERNATIVE:
Approving a Notice of Completion is a ministerial action. Ministerial decisions involve the use of fixed standards or objective measures, removing personal subjective judgment in deciding whether or how the project should be carried out.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
This action is not considered a project under CEQA pursuant to State CEQA Guidelines Section 15378(b)(5) pertaining to organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
None.
Submitted By: Public Services and Engineering Department / Jackie Lu