Agenda Item B.8
CPMS CONSENT CALENDAR
Meeting Date: February 21, 2023
____________________________________________________________ TO: Mayor and Councilmembers
FROM: Charles W. Ebeling, Public Works Director
CONTACT: Michael Winnewisser, Assistant Engineer
SUBJECT: Notice of Completion of Rectangular Rapid Flashing Beacons at School Crosswalks Project (Project No. 9088)
RECOMMENDATION:
A. Adopt Resolution No. 23-___ entitled “A Resolution of the City Council of the City of Goleta, California, Authorizing the Filing of a Notice of Completion for the Rectangular Rapid Flashing Beacons (RRFB) at School Crosswalks Project;” and B. Direct the City Clerk to file a Notice of Completion with the County Recorder’s Office.
BACKGROUND:
The Rectangular Rapid Flashing Beacon (RRFB) Improvements at School Crosswalks Project is included as part of the City’s 5 -year Capital Improvement Program (CIP) and identified as CIP Project No. 9088. The Project improvements include installing RRFB systems at crossings along Cathedral Oaks Road at the intersections of Brandon Drive, Evergreen Drive, and Carlo Drive.
In January 2016, staff applied for a Measure A grant for crosswalk improve ments along Cathedral Oaks Road at three intersection locations. In March 2016, the Santa Barbara County Association of Governments (SBCAG) awarded Measure A grant funding to the City for the project in the amount of $316,888 and the City entered into a Me asure A Cooperative Agreement with SBCAG on November 17, 2016. On December 19, 2017, the City entered into Professional Design Services Agreement No. 2017-131 with Kimley-Horn and Associates to provide design for the Project. On June 18, 2019, this agreement was amended to update rates and include additional compensation in the amount of $12,900. On December 3, 2019, this agreement was amended again to extend the termination date of the agreement by one year to December 31, 202 0. The Design Phase took longer to complete due to internal workload challenges and COVID- 19 State of Emergency conditions. On December 15, 2020, the City Council approved the plans and specifications for the Project and authorized staff to advertise the Project 1 Meeting Date: February 21, 2023
for bids for construction. On March 24, 202 1, the project was advertised to bid, and on April 29, 2021, bids were opened.
The City received two bids and JJ Fisher Construction, Inc. (JJ Fisher) was the lowest responsible bidder. Referring to the 2019 Pre -Authorized Consultant List, Public Works staff also began drafting an agreement with Wallace Group for construction management and i nspection services. On August 17, 2021, City Council awarded the Project construction contract to JJ Fisher in a total not-to-exceed amount of $424,358.50, authorized consultant contract No. 2021-080 with Wallace Group in a total amount not -to-exceed $75,000 for construction management and inspection services and authorized an additional appropriation of $200,000 from the Measure A fund balance to the Project account.
DISCUSSION:
On October 11, 2021, Public Works issued JJ Fisher a Notice to Proceed to commence work on the proceeding Monday, October 18, 2021. Construction activities consisted of saw cutting and removing asphalt pavement and roadway sub base; removing and replacing concrete curb, gutter and sidewalk, and Americans with Disabilities Act (ADA) access ramps; installing signage, striping, pavement markings, and the RRFB system per the Project plans and specifications at each of the three intersection locations.
The work was performed per the City Council-approved project plans and specifications.
Following an approximately four-month lead time to procure both RRFB fixtures and traffic bollards, JJ Fisher completed construction on June 30, 2022, under budget and on schedule . Two change order s, CCO -01 and CCO -02, were issued to extend the number of working days by three days due to delayed delivery of material s, to install battery conduits for future battery back-up, and extension of concrete repair.
Public Works staff is recommending the adoption of the proposed reso lution to facilitate the final close out of this project (Attachment 1). A Notice of Completion pursuant to Public Contract Code §20854 is recommended for approval and direction to be filed with the County of Santa Barbara, County Recorder Office (Attachment 2).
FISCAL IMPACTS:
Project Construction Costs
The construction, contingency, equipment, and construction management and inspection costs were estimated to be $599,230. The actual cost for construction, including quantity changes and construction management, totaled approximately $501,332.55. A change order (CCO-01) in the amount of $1,097.60 was issued to install battery back-up conduits and added zero days to the contract duration . A change order (CCO-02) in the amount of $14,106.15 was issued to repair and replace extra concrete sidewalk which added three working days for labor to the original 40 contracted working days. There was no additional cost associated with the additional working days . The 2 Meeting Date: February 21, 2023
final project costs were approximately 10% under budget. The final budget worksheet for the construction and the overall project costs are shown in the tables below.
TOTAL PROJECT COST SUMMARY
Project Costs
Table 1 summarizes the estimated project costs, funding source s and amounts. The project was exempt from the environmental process, therefore minimal environmental design was needed.
Table 1: Estimated Project Costs
Project Components Estimated Costs* Funding Source Funding Amounts
Conceptual Design $15,000 Measure A (205) $340,642
Environmental Design $1,000
Measure A Grant
(206) $306,119
Final Design $57,400
General Fund
(101) $25,869
Construction $439,230
Construction
Management $75,000
Contingency $85,000
Total: $672,630 Total: $672,630
* Estimated numbers. Final numbers will reflect actual costs from final invoices (estimated to date).
Project Funding
Table 2 summarizes the project budget, funding source accounts, costs, and revised project budget amounts.
Table 2: Project Budget
Fund Account
FY 21/22
Amended
Budget
Actual Costs* Remaining
Budget*
Measure A 205-90-9088-57070
(Design) $43,991.00 $43,639.47 $351.53
Measure A
Grant
206-90-9088-57070
(Design) $29,409.00 $29,409.00 $0.00
Measure A 205-90-9088-57071
(Construction) $285,882.20 $223,338.32 $62,543.88
Measure A
Grant
206-90-9088-57071
(Construction) $287,479.00 $277,808.32 $9,670.68
3 Meeting Date: February 21, 2023
General
Fund
101-90-9088-57071
(Construction) $25,869.00 $1,599.66 $24,269.34
Total $672,630.20 $575,794.77 $96,835.43
* Estimated numbers. Final numbers will reflect actual costs from final invoices (estimated to date).
ALTERNATIVES:
The City Council may elect to direct staff to not file a Notice of Completion for the Project. If a Notice of Completion is not filed , then the project will not be officially closed out.
Reviewed By: Legal Review By: Approved By:
___________________ ___________________ _________________ Kristine Schmidt Megan Garibaldi Robert Nisbet
Assistant City Manager City Attorney City Manager
ATTACHMENTS:
1. Resolution No. 23-___, entitled “ A Resolution of the City Council of the City of Goleta, California , Authorizing the Filing of a Notice of Completion for the Rectangular Rapid Flashing Beacons (RRFB) at School Crosswalks Project.”
2. Notice of Completion for the Rectangular Rapid Flashing Beacons (RRFB) at School Crosswalks Project.
4 ATTACHMENT 1
Resolution No. 23-___, entitled “A Resolution of the City Council of the City Goleta, California, Authorizing the Filing of a Notice of Completion for the Rectangular Rapid Flashing Beacons (RRFB) at School Crosswalks Project.”
5 RESOLUTION NO. 23 - ___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GOLETA, CALIFORNIA, AUTHORIZING THE FILING OF A NOTICE
OF COMPLETION FOR THE RECTANGULAR RAPID FLASHING
BEACONS (RRFB) AT SCHOOL CROSSWALKS PROJECT
WHEREAS, on October 11, 2021, the City of Goleta authorized award of a construction contract to JJ Fisher Construction, Inc. , for the Rectangular Rapid Flashing Beacons (RRFB) at School Crosswalks Project;
WHEREAS, the City Engineer has evaluated the work and has determined that the work was satisfactorily completed within the City extended contract period and within budget; and
WHEREAS, the City Engineer recommends the filing of a Notice of Completion pursuant to Government Code section 20854.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GOLETA AS FOLLOWS:
SECTION 1.
The work required to be performed by said Contractor has been completed.
SECTION 2.
The work is hereby accepted and approved based on the recommendation of the City Engineer.
SECTION 3.
The Finance Department is directed to release retention posted for the completion of the project as required by the California Civil Code.
SECTION 4.
The City Clerk is directed to forthwith forward a Notice of Completion to the Recorder of the County of Santa Barbara for recording.
6 SECTION 5.
The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.
PASSED, APPROVED, AND ADOPTED this 21st day of February 2023.
__________________________
PAULA PEROTTE,
MAYOR
ATTEST: APPROVED AS TO FORM:
_________________________ __________________________
DEBORAH S. LOPEZ MEGAN GARIBALDI
CITY CLERK CITY ATTORNEY
7 STATE OF CALIFORNIA )
COUNTY OF SANTA BARBARA ) ss.
CITY OF GOLETA )
I, DEBORAH S. LOPEZ, City Clerk of the City of Goleta, California, DO HEREBY CERTIFY that the foregoing Resolution No. 23-___ was duly adopted by the City Council of the City of Goleta at a regular meeting held on the 21st day of February 2023, by the following vote of the Council.
AYES:
NOES:
ABSENT:
(SEAL)
___________________________
DEBORAH S. LOPEZ
CITY CLERK
8 ATTACHMENT 2
Notice of Completion for the Rectangular Rapid Flashing Beacons (RRFB) at School Crosswalks Project
9 RECORDING REQUESTED BY:
WHEN RECORDED RETURN TO:
City of Goleta
130 Cremona Drive, Suite B
Goleta, CA 93117
ATTN: CITY CLERK
__________________________________________________________________ SPACE ABOVE THIS LINE FOR RECORDER’S USE
Exempt from recording fee, per Government Code
Section 27383
CITY OF GOLETA, CALIFORNIA
By: __Deborah S. Lopez______
City Clerk
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that a contract was heretofore awarded by the City Council of the City of Goleta, California, to JJ Fisher Construction, Inc. Attn: Jayson J. Fisher, PO Box 2219, Nipomo, CA 93444 for the performance of the following work:
RECTANGULAR RAPID FLASHING BEACONS (RRFB) AT SCHOOL
CROSSWALKS PROJECT
Said work was completed on June 30, 2022, by said company; was completed in accordance with City standards and to the satisfaction of the City Engineer of the City of Goleta; and was accepted by the City Council of the City of Goleta, owner, at a regular meeting thereof held on the 21st day of February 2023 , by Resolution No. 23-__.
DATED this 21st day of February, 2023, at Goleta, California.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
______________________________
DEBORAH S. LOPEZ,
CITY CLERK
10 STATE OF CALIFORNIA )
COUNTY OF SANTA BARBARA ) ss
CITY OF GOLETA )
I, Deborah S. Lopez, City Clerk of the City of Goleta, California, do hereby certify that the foregoing Notice of Completion is true and correct, and that said Notice of Completion was duly and regularly ordered to be recorded in the Office of the Santa Barbara County Recorder by said City Council.
DATED this 21st day of February 2023, at Goleta, California.
________________________________
DEBORAH S. LOPEZ
CITY CLERK
11