CITY COUNCIL STAFF REPORT
May 6, 2025 {{section.number}}f
ACCEPT THE LAWN BOWLING GREEN TURF REPLACEMENT PROJECT UNDER THE STORM24 INSURANCE CLAIM AND DIRECT THE CITY CLERK TO FILE A NOTICE OF
COMPLETION
RECOMMENDATION:
Accept the Lawn Bowling Green Turf Replacement Project under the STORM24 insurance claim and direct the City Clerk to file a Notice of Completion.
BACKGROUND:
On January 22, 2024, severe rain and flash flooding caused damage to the lawn bowling green.
In the months following the historic rain event, it was confirmed that the damage to the lawn bowling green was covered under the City’s insurance policy. Additionally, the City’s insurance provider, McLarens, confirmed the turf could be replaced with a quality product of like kind (LKQ) as the existing turf, including both materials and labor, under the STORM24 insurance claim.
The existing project drawings and specifications of a larger-scope project for the lawn bowling green were revised to solely encompass the removal of the existing turf and its replacement with LKQ turf. City staff, consultants, lawn bowler league representatives, and the manufacturer’s contractor met onsite to review the scope of work, discuss construction staging options, and assess site specific characteristics to ensure the contractor had the necessary information to submit an accurate cost proposal.
On September 16, 2024, City staff obtained a letter from Berry Bowls System confirming they have conducted surveys and tests to ensure their products are perfluoroalkyl and polyfluoroalkyl substances (PFAS) free to meet Assembly Bill 1817 requirements.
On September 17, 2024, City Council authorized the City Manager to award contracts for the project under the STORM24 insurance claim.
ANALYSIS:
Synlawn was issued the Notice to Proceed with construction to start on October 9, 2025. The project was substantially complete in accordance with the project plans and specifications on February 6, 2025.
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 concerned parties that the work has been completed and it triggers the time period for filing of mechanics’ liens and stop notices to 30 days for general contractors and an additional 60 days for subcontractors. Final retention payment is not made to the contractor until the 30-day period to file liens and stop notices has lapsed.
FISCAL IMPACT:
This project, with the larger scope, was orginally incorporated into the FY 20-21 Capital Improvement Program under the midyear adjustment process with an appropriation of $160,000 for design and $640,000 for construction with a total budget of $800,000 (400700000-98090- 21003). To date, a total of $105,894 has been spent on design and construction administration, and $74,965 on construction for the reduced scope of the green turf replacement, leaving a project fund balance of $619,141.
Due to the damage sustained during the January 2024 storm, the City will be reimbursed for the eligible restoration costs of turf replacement, which will offset the City’s project budget. The City will submit paid invoices to the STORM24 insurance adjuster for reimbursement.
The City’s costs and insurance reimbursable costs are summarized below:
ALTERNATIVE:
The City Council could choose not to direct the City Clerk to file an NOC, resulting in an additional 30-day period during which general contractors, and an additional 60-day period during which subcontractors, could file liens against the City.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Replacement/reconstruction of the Lawn Bowling Green is exempt from the California Environmental Quality Act (“CEQA”) pursuant to the “Class 2” categorical exemption found in CEQA Guidelines section 15302 for “Replacement or Reconstruction.” This section provides:
“Class 2 consists of replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced.” The CEQA Guidelines identify “[r]eplacement of a commercial structure with a new structure of substantially the same size, purpose, and capacity” as an example of the type of project that would qualify for the Class 2 exemption, though its application is not limited to this example. The Project replaces the existing lawn bowling green turf facility. The new green would be located on the same site as the existing green, would be used for the same purpose, and would not increase the capacity or size of the lawn bowling green. Therefore, the Project qualifies for the Class 2 exemption from CEQA. In addition, based on the City’s records, there are no circumstances that would trigger one of the exceptions to the exemptions set forth in CEQA Guidelines section 15300.2. Specifically, there are no other projects proposed in the same area that could result in any cumulative impacts, there are no unusual circumstances that could result in a significant environmental impact, there is no potential for damage to any scenic highway, the site is not listed on a hazardous waste site list compiled pursuant to Government Code section 65962.5, and there is no indication that the Project could cause a substantial adverse change in the significance of any historic resource.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
None.
Submitted By: Public Services and Engineering Department / Jackie Lu
PROJECT COST SUMMARY
BUDGET ACTUAL COSTS BALANCE JDSC STORM24 TURF
REPLACEMENT
CITY CITY INSURANCE TOTAL CITY
DESIGN $160,000 $105,894 $0 $105,894 $54,106
CONSTRUCTION $640,000 $74,965 $457,271 $532,236 $565,035 TOTAL PROJECT COST $800,000 $180,859 $457,271 $638,130 $619,141