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Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES AND INFRASTRUCTURE SEPTEMBER 5, 2023
SUBJECT: ACCEPTANCE OF CONSTRUCTION WORK AND NOTICE OF COMPLETION FOR THE FISCAL YEAR 2021-22 ARTERIAL ROADWAY REHABILITATION PROJECT, CITY PROJECT NO. 1201
FISCAL
IMPACT: EXPENSE: $ 5,449,254.20 ORIGINAL CONSTRUCTION CONTRACT $ 297,375.56 APPROVED CHANGE ORDERS
$ 212,362.50 CM/INSPECTION SERVICES
$ 5,958,992.26 TOTAL CONSTRUCTION COST
BUDGETED: $ 6,070,408.06 FY 2022-23 & 2023-24 CIP PROJECT BUDGET SUMMARY:
On July 19, 2022, the City Council awarded a construction contract to All American Asphalt, in the amount of $5,449,254.20 for the rehabilitation of several arterial, collector and residential streets totaling 1.4 million square feet of Placentia roadways. In general, the work consisted of pavement reconstruction; replacement of damaged concrete sidewalk, driveway, curb, and gutter; installation of new concrete bus pads on Orangethorpe Avenue; traffic signal loop detectors; new signing, striping and pavement markings; and protecting the fiber network that was recently installed by SiFi Network. The project was completed with the addition of three (3) change orders in the total amount of $297,375.56, or five -point -five percent (5.5%) of the construction contract amount. The Project has been completed to the satisfaction of the City. This action concludes the Project and authorizes filing a Notice of Completion with the Orange County Clerk -Recorder's Office in the amount of $5,746,629.76.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Accept the work performed by All American Asphalt for construction of the Fiscal Year 2021-22 Arterial Roadway Rehabilitation Project, City Project No. 1201 for a grand total amount of $5,746,629.76; and
2. Approve Resolution No. R-2023-75, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2023-24 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
1.f.
Sept. 05, 2023
City Council Agenda
September 5, 2023
3. Authorize the City Administrator to file a Notice of Completion with the Orange County Clerk -Recorder's Office for the Project; and
4. Authorize the City Administrator to release retention funds in accordance with the terms of the contract.
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Goal to Implement Public Infrastructure to Meet Community Needs, under Goal #5, which is to provide safe access to pedestrian and vehicular travel in the public right of way.
DISCUSSION:
The scope of this project entailed the rehabilitation of several arterial, collector and residential streets totaling 1.4 million square feet of Placentia roadways. In general, the work consisted of pavement reconstruction; replacement of damaged concrete sidewalk, driveway, curb, and gutter; installation of new concrete bus pads on Orangethorpe Avenue; traffic signal loop detectors; new signing, striping and pavement markings; and protecting the fiber network that was recently installed by SiFi Network. The location and limits of the work included Orangethorpe Avenue (West of Jefferson Street to West of Lakeview Avenue) and Yorba Linda Boulevard (Bradford Avenue to Palm Drive) in addition to several collector and residential streets south of Orangethorpe Avenue (between Jefferson Street and Lakeview Avenue).
The City Council authorized contract change orders up to ten percent (10%) of the contract amount, or $544,925.42. Three (3) contract change orders totaling an amount of $297,375.56, or five -point -five percent (5.5%) of the construction contract amount were executed during the contract. In addition, the City was reimbursed for inspection hours outside of normal work hours and for an emergency call -out when a railroad loop was damaged by the Contractor. The City was also credited for liquidated damages by the Contractor for workdays in excess of the contract end date.
Funding for this project utilized several sources which included Measure M, SB 1/RMRA, Measure U, Sewer Enterprise, and Various Agency Reimbursements (City of Anaheim, City of Fullerton, Yorba Linda Water District, Orange County Sanitation District and SiFi Network). Approval of the Notice of Completion is the final step in this project and, if approved by the City Council, will be recorded with the Orange County Clerk -Recorder's Office starting the 35 -day window to file any construction claims against the contractor. At the conclusion of the 35 -day window, if no claims have been filed with the City against the contractor, the City can release the retention funds which amount to five percent (5%) of the total construction cost.
City Council Agenda
September 5, 2023
FISCAL IMPACT:
The final construction cost plus the three change orders amounts to $5,746,629.76. This cost consists of the bid amount submitted by All American Asphalt in the amount of $5,449,254.20 and $297,375.56 for Contract Change Orders No. 1 thru 3. The final contract with HR Green for Construction Management/Inspection amounts to $212,362.50. The City will be receiving a total of $460,724.51 in reimbursements from various agencies for shared costs. As part of the recommended actions, approval of Resolution No. R-2023-75 (Attachment 2) is recommended to appropriate additional funds from the various agency shares to this project to be reimbursed by the proper agency for work performed on their utilities or within their jurisdictions as part of this project. This will reduce the funds utilized from the Sewer Enterprise Fund and Measure U Fund due to the final cost of the project. With the recommended budget amendment resolution and funds budgeted and available in the carryforward Fiscal Year ("FY") 2022-23 Capital Improvement Program Budget, as such sufficient funds exist for the recommended actions.
Prepared by:
Raquel laarcia
Associate Civil Engineer
Reviewed and approved:
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Luis Estevez
Deputy City Administrator
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachments:
1. Notice of Completion — All American Asphalt for Project No. 1201
2. Budget Amendment Resolution No. R-2023-75