Loading...
HomeMy WebLinkAbout8/3/2016 - STAFF REPORTS - 1.J. �oF p P�M Sp4 iy � c V N w w �w.api Eve 'FOR City Council Staff Report Date: August 3, 2016 CONSENT CALENDAR Subject: ACCEPTANCE OF DEMUTH PARK AND RUTH HARDY PARK SECURITY PATH LIGHTING IMPROVEMENTS, CITY PROJECT NO. 14- 19 From: David H. Ready, City Manager Initiated by: Department of Engineering Services SUMMARY Formal City Council acceptance of Demuth Park and Ruth Hardy Park Security Path Lighting Improvements, City Project No. 14-19, is required to document the completion of the public works improvement, and to allow the City's filing of a Notice of Completion with the Riverside County Recorder in accordance with Section 9200 of the California Civil Code. RECOMMENDATION: 1) Accept the public works improvement identified as Demuth Park and Ruth Hardy Park Security Path Lighting Improvements, City Project No. 14-19, as completed in accordance with the plans and specifications; and 2) Authorize the City Engineer to execute and file for recordation with the Riverside County Recorder a Notice of Completion for Demuth Park and Ruth Hardy Park Security Path Lighting Improvements, City Project No. 14-19. STAFF ANALYSIS: On October 7, 2015, the City Council awarded a construction contract to Hotline Construction Inc., in the amount of $219,800 for the Demuth Park and Ruth Hardy Park Security Path Lighting Improvements, City Project No. 14-19, (the 'Project'). The scope of work included installation of new parking lot lighting improvements within two parking lots at Demuth Park, and to install new parking lot lighting at Ruth Hardy Park, consisting of all new underground conduit, conductors, electrical services, light poles and foundations, and LED light fixtures. An aerial map of each park is identified below. ITEM NO. �O�pP�M SA4 .y c V N r w °'eownco ^'♦ ♦C4<<FO&NAP City Council Staff Report Date: August 3, 2016 CONSENT CALENDAR Subject: ACCEPTANCE OF DEMUTH PARK AND RUTH HARDY PARK SECURITY PATH LIGHTING IMPROVEMENTS, CITY PROJECT NO. 14- 19 From: David H. Ready, City Manager Initiated by: Department of Engineering Services SUMMARY Formal City Council acceptance of Demuth Park and Ruth Hardy Park Security Path Lighting Improvements, City Project No. 14-19, is required to document the completion of the public works improvement, and to allow the City's filing of a Notice of Completion with the Riverside County Recorder in accordance with Section 9200 of the California Civil Code. RECOMMENDATION: 1) Accept the public works improvement identified as Demuth Park and Ruth Hardy Park Security Path Lighting Improvements, City Project No. 14-19, as completed in accordance with the plans and specifications; and 2) Authorize the City Engineer to execute and file for recordation with the Riverside County Recorder a Notice of Completion for Demuth Park and Ruth Hardy Park Security Path Lighting Improvements, City Project No. 14-19. STAFF ANALYSIS: On October 7, 2015, the City Council awarded a construction contract to Hotline Construction Inc., in the amount of $219,800 for the Demuth Park and Ruth Hardy Park Security Path Lighting Improvements, City Project No. 14-19, (the 'Project'). The scope of work included installation of new parking lot lighting improvements within two parking lots at Demuth Park, and to install new parking lot lighting at Ruth Hardy Park, consisting of all new underground conduit, conductors, electrical services, light poles and foundations, and LED light fixtures. An aerial map of each park is identified below. ITEM NO. 1 J City Council Staff Report August 3, 2016—Page 2 Acceptance of City Project 14-19 r r lt,i 2pap�ia\rtau\ FYFaan � w• ♦t q/ � � f an _v n %IIw f 1C 3.PSf r eo'° 1 yrhS.r.: GCCG aA9r�li rFz as ! . . �cin� \wlrar� r uw yl311!! '�ZCGY@^I9g1 s DIR t7 Lwe^6��� I Demuth Park Project Location 0JMr0-31— � fat aim Ruth Hardy Park Project Location As Demuth Park comprises of two parking lots and Ruth Hardy Park contains one parking lot, staff separated the work into three separate Bid Schedules, allowing for the total cost of the project to be separated between the Demuth Park "East" parking lot, Demuth Park 'West" parking lot and Ruth Hardy park site parking lot lighting improvements; the scope of work was separated for each parking lot as follows: 02 City Council Staff Report August 3, 2016— Page 2 Acceptance of City Project 14-19 Demuth Park "East" Parking Lot: Generally, the Work included the installation of the complete parking lot lighting and electrical system improvements, but not be limited to: furnishing and installing seven (7) lighting poles and LED light fixtures, foundations, conduits, conductors, lighting control systems, pull boxes, electrical services, trenching and pavement replacement, concrete curb/gutter and sidewalk replacement, modifications to existing irrigation systems, landscaping, and all other appurtenant work. Demuth Park "West" Parking Lot: Generally, the Work included the installation of the complete parking lot lighting and electrical system improvements, but not be limited to: furnishing and installing 19 lighting poles and LED light fixtures, foundations, conduits, conductors, lighting control systems, pull boxes, electrical services, trenching and pavement replacement, concrete curb/gutter and sidewalk replacement, modifications to existing irrigation systems, landscaping, and all other appurtenant work. Bid Schedule "C" (Ruth Hardy Park Site Parking Lot): Generally, the Work included the installation of the complete parking lot lighting and electrical system improvements, but not be limited to: furnishing and installing 15 lighting poles and LED light fixtures, foundations, conduits, conductors, lighting control systems, pull boxes, electrical services, trenching and pavement replacement, concrete curb/gutter and sidewalk replacement, modifications to existing irrigation systems, landscaping, and all other appurtenant work. At the time the Project was proceeding into construction, the City was separately coordinating on a potential solar photovoltaic (PV) system design at the Demuth Park "West" Parking Lot, which would have conflicted with the new parking lot lighting being installed within the center of the parking lot. To avoid any conflict with a future solar PV system, staff directed the contractor to revise the installation to eliminate the parking lot lighting improvements within the center of the parking lot, and negotiated a decrease of $20,990 to the contract price for this deleted work, as identified in Contract Change Order No. 1 (CCO1). CCO1 was administratively approved facilitating the final contract amount of$198,810; a copy of CCO1 is included as Attachment 1. As determined by City staff, the Contractor satisfactorily completed the Project on May 23, 2016. Staff recommends that the City Council accept the Project as required by Section 9200 of the California Civil Code, and authorize the City Engineer to file and record a Notice of Completion within 15 days of the City Council's action. A copy of the Notice of Completion to be submitted to the County is included as Attachment 2. ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to 03 City Council Staff Report August 3, 2016— Page 2 Acceptance of City Project 14-19 have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of interior or exterior alterations involving such things as interior partitions, plumbing, and electrical conveyances; therefore, the Demuth Park and Ruth Hardy Park Security Path Lighting Improvements, is considered categorically exempt from CEQA, and a Notice of Exemption has been filed with the Riverside County Clerk. A copy of the filed Notice of Exemption is included as Attachment 3. FISCAL IMPACT: In the 2007-2008 Fiscal Year, $50,000 was previously budgeted for Demuth Park security lighting through the Measure Y Improvements Fund (Fund 261). Subsequently, in the 2012-2013 Fiscal Year, $50,000 was budgeted for Ruth Hardy Park security lighting through Measure J Capital Project Fund (Fund 260). During construction adjustments to the scope of work were made, and Change Order 1 crediting the contract in the amount of $20,990 was approved. The final construction contract amount was $198,810. Table 1 provides a summary of the total costs incurred for the Project. FY 12/13 FY 13/14 FY 14115 FY 15/16 Phase Expenditure Expenditure Expenditure Expenditure Final Cost Administration $83.93 $136.52 $1,873.86 $4,987.61 $7,081.92 Design $5,550.00 $15,600.00 $5,550.00 $26,700.00 Construction Contract $219,800.00 $219,800.00 Contract Change Order $20,990.00 20,990.00 Total Cost $83.93 $5,686.52 $17,473.86 $209,347.61 $232,591.92 Table 1 The Project was funded through the following sources as shown in Table 2: Fund Name Account Actual Measure J Fund No. 260-4500-59403 $182,640.92 Measure Y Fund No. 261-2494-51561 $50,000.00 Total Expenditures for Project $232,951.92 Project Budget $232,640.92 Remaining Balance $310.00 Table 2 04 City Council Staff Report August 3, 2016— Page 2 Acceptance of City Project 14-19 The City is holding retention of $9,940.50 for Hot Line Construction Inc., pending acceptance of the improvements and filing of the Notice of Completion with the County Recorder's office. Since this project is a maintenance effort, the Finance Department does not need to add the cost of this project to the City's fixed asset system, as no new assets have been created in compliance with Governmental Accounting Standard Board (GASB) 34 Standards for Financial Reporting of Infrastructure Assets. SUBMITTED Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq., Plfb. Assistant City Manager/City Engineer City Manager Attachments: 1. Change Order No. 1 2. Notice of Completion 3. Notice of Exemption 05 Attachment 1 06 Ott PALM CITY OF PALM SPRINGS °.��.oRN,"" CONTRACT CHANGE ORDER !' To: Hot line Construction, Inc. Date: May 5, 2016 25110 Trumble Road Project No: 14-19 Romoland, CA 92585 Project: Demuth/Ruth Hardy Park Lighting Change Order No: 01 Purchase Order: 16-0570 Accounts: 260-4500-59403 261-2494-51561 CHANGES IN WORKICOST: This Contract Change Order No.1 deletes a portion of the work associated with Bid Schedule B, Demuth Park "West"parking lot: BID SCHEDULE B Item Description Price Quantity Total 1 Hand Bore%ft Conduit $14.25/LF -400 $5,700.00 3 Install 11"x18" Pull Box $325.00/EA -6 $1,9%00 4 Install Light Footing_ $815.00/EA -6 $4,890.00 5 Install Light Fixture $1,375.00/EA -6 $8,250.00 6 Pull Wire $0.50/1-F -400 $200.00 Note: Bid Schedule B was bid as a lump sum. Item numbers indicated under Bid Schedule B correlate to those on the approved schedule of values. CHANGE ORDER TOTAL ($20,990.00) CHANGES TO CONTRACT TIME: This change order makes no changes to the specked contract time. SOURCE OF FUNDS: The following account will be credited: Bid Schedule Description Amount Account# B 1 Items 1,3,4,5 and 6 $20,990.00 260-4500-59403 REASONS FOR CHANGES: Improvements to the Demuth Park "West" parking lot are being planned as part of a future project to construct solar paneled shade structures. The location of six lighting fixtures scheduled for installation as a part of this project conflict with the proposed location of the future facilities. For that reason the lights will not be installed and they are being deleted from the current project. DUPLICATE o? n01/311UA1 CP 14-19, Demuth Park and Ruth Hardy Park Security Path Lighting Improvements Contract Change Order No. 1 May 5, 2016 Page 2 SUMMARY OF COSTS: Original Contract Amount: $219,800.00 Original Completion May 23, 2016 This Change Order: ($20,990.00) Days Added 0 Previous Change Order(s): $ 0.00 Previous Days Added: 0 Revised Contract Amount: $198,810.00 Revised Completion May 23, 2016 SIGNATURES ON NEXT PAGE"" 08 CP 14-19, Demuth Park and Ruth Hardy Park Security Path Lighting Improvements Contract Change Order No. 1 May 5, 2016 Page 3 1 have received a copy of this Change Order and the above AGREED PRICES are acceptable to Contractor Hot Line Construction, Inc. 5-12-16 S gna ure Date Kelly Kulchera VPlCFO Printed Name and Title City of Palm Springs AA Recommended By: G/ 4� Marcus Fuller — Date Assistant WA David Engineer Approved By: 1�1 /ram David 11. Ready, City Manager Date Attest By: - James Thompson, City Clerk Date i Distribution: Dri inal Conformed Co a: Conformed-File Copy: Contractor (1) Engineering Pay File (1) City Clerk (1) City Project File (t) Purchasing (i) Finance (11 APPROVED BY DEPARMENT HEAD 09 1 01 r----------i--------8 i 4'Q o-¢ \ is ga 1 o , Zo' p� Y 1 I L 1 aY 3 #o aq e � � o m F W a PALM SPRINGS NJ ; „i j DEMUTH AND RUTH HARDY PARKS LIGHTING ADDITION i ` Attachment 2 Recording Requested By: City of Palm Springs When Recorded Mail To: Name James Thompson,City Clerk Street Address 3200 E.Tahquitz Canyon Way City 8 State Palm Springs,CA 92262 SPACE ABOVE THIS LINE FOR RECORDERS USE NOTICE OF COMPLETION (CA Civil Code§§8180-8190,8100-8118,9200-9208) NOTICE IS HEREBY GIVEN THAT: 1. The undersigned is an owner of an interest of estate in the hereinafter described real property,the nature of which interest or estate is: Fee (e.g.fee,leasehold,joint tenancy,etc.) 2. The full name and address of the undersigned owner or reputed owner and of all co-owners or reputed co-owners are: Name Street and No. City Stale City of Palm Springs 3200 E.Tahquitz Canyon Way Palm Springs CA 3. The name and address of the direct contractor for the work of improvement as a whole is: Golden Valley Construction,2000 Executive Drive,Palm Springs,CA 92262 4. This notice is given for(check one): 0 Completion of the work of improvement as a whole. ❑ Completion of a contract for a particular portion of the work of improvement(per CA Civ. Code§ 8186). 5. If this notice is given only of completion of a contract for a particular portion of the work of improvement(as provided in CA Civ. Code § 8136).the name and address of the direct contractor under that contract is: Not Applicable. 6. The name and address of the construction lender,if any, is: Not Applicable. 7. On the 23rd day of May 2016 ,there was completed upon the herein described property a work of improvement as a whole(or a particular portion of the work of improvement as provided in CA Civ.Code§8186)a general description of the work provided: Demuth Park and Ruth Hardy Park Security Path lighting Improvements,City Project 14-19. 8. The real property herein referred to is situated in the City of Palm Springs County of Riverside State of California,and is described as follows: Demuth Park and Ruth Hardy Park 9. The street address of said property is: Adjacent to the intersections of Mesquite Ave and Nueva Vista Drive,and Caballeros Road and Tamarisk Road,respectively. 10. If this Notice of Completion is signed by the owner's successor in interest,the name and address of the successor's transferor is: Not applicable I certify(or declare)under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Date: By: Signature of Owner or Owners Authorized Agent-Assistant City ManagerlCity Engineer for City of Palm Springs Marcus Fuller ©Porter Law Group,Inc.2013 Print Name Page 1 of 2 12 VERIFICATION I, Marcus Fuller state: I am the Assistant City Manager/City Engineer ("Owner',"President", "Authorized Agent","Partner",etc.)of the Owner identified in the foregoing Notice of Completion.I have read said Notice of Completion and know the contents thereof;the same is true of my own knowledge. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed on (date),at Palm Springs _(City), CA (state). Signature of Owner or Owner's Authorized Agent A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached,and not the truthfulness,accuracy,or validity of that document. STATE OF CALIFORNIA COUNTY OF On (date), before me, , Notary Public (name and title of officer) personally appeared who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that helshelthey executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s)acted,executed the instrument. I certify under PENALTY OF PURJURY under the laws of the State of California that the foregoing paragraph is true and correct. Witness my hand and official seal. Page 2 of 2 Signature 13 Attachment 3 14 NOTICE OF EXEMPTION To: ❑ Office of Planning and Research From: City of Palm Springs 1400 Tenth Street, Roam 121 3200 E.Tahquitz Canyon Way Sacramento, CA 95814 Palm Springs, CA 92262 ® Clerk of the Board County of Riverside P.O. Box 751 Riverside, CA 92502-0751 Project Title: Demuth and Ruth Hardy Parks Lighting Addition, City Project No. 14-19 Project Applicant: City of Palm Spring; Project Location(Specific): Demuth Park: 3965 E Mesquite Ave(south-side of Mesquite/Nueva Vista). Ruth Hardy Park: 700 Tamarisk Lane(north-west corner of Avenida Caballerosrramadsk). Project Location(City): City of Palm Springs Project Location(County): Riverside Project Description: The scope of :,rk is to install parking lot lighting in two lots at Demuth Park, currently there are no lights in the Tennis court lot and at the little league field lot. Also scheduled to install parking lot lighting at Ruth Hardy park main entrance lot were currently no lighting exists. All lots will require underground electrical, concrete bases, poles and LED fixtures, Name of Public Agency Approving Project: City of Palm Springs F I L E D / P O S T E D County of Riverside Peter Aldana Name of Person or Agency Carrying Our Project: City of Palm Springs, Publi Assessor-County Clerk-Recorder 3200 E.Tahquitz Canyon Way, Palm Springs,CA 92262 E-201500410 05/21/2015 01:01 PM Fee: y 0.00 Exempt Status: (check one) Pa9iv� 0 2 ZU15 RemovvfeLl�1'1•�t fR'l L��tS IBLpY ml�Ay1r Deputy ❑ Ministerial(Sec.21080(b) (1); 15268); ,III{H'115ii IyIW'�11 IIR II III ❑ Declared Emergency(Sec.21080(b) (3); 15269(a)); ❑ Emergency Project(Sec. 21080(b)(4); 15269(b)(c)); ® Categorical Exemption. State type and section number: 15303 Class 3(d)-New Construction or Conversion of Small Structures ❑ Statutory Exemptions. State code number. Reasons why project is exempt: Class 3 consists of construction and location of limited numbers of new, small facilities or structures; installation of small new equipment and facilities in small structures; and the conversion of existing small structures from one use to another where only minor modifications are made in the exterior of the structure. Water main, sewage, electrical, gas, and other utility extensions, Including street improvements, of reasonable length to serve such construction. Therefore, the Demuth and Ruth Hardy Parks Lighting Addition, City Project No. 14-19, is considered categorically exempt from CEOA. Lead Agency Contact Person: Savat Khamphou. P.E. Area Codelrelephone/Extension: (760)323-8744, ext. 8744 If filed by applicant: 1.Attach certi document of exe tion finding. 2.Has a Noti e o Exemption b filed by the public agency approving the project?❑Yes ❑No Signature: Date: Title: Asst. Director of Public Works/Asst. City Engineer ® Signed by Lead Agency[]Signed by Applicant Authority cited: Sections 21083 and 21110, Public Resources Code Date received for filing at OPR: Reference: Sections 21108,21152,and 21162.1. Public Resources Code. 15 I STATE OF CALIFORNIA•THE RESOURCES AGENCY DEPARTMENT OF FISHAND GAME ENVIRONMENTAL FILING FEE CASH RECEIPT Receipt#: 15-13306 State Clearinghouse#(it applicable): Lead Agency: CITY OF PALM SPRINGS Dare: 05/21/2015 CotntyAgenryofFi/ing: RIVERSIDE Dx2awrivo: E-201500410 ProjectTrde: DEMUTH AND RUTH HARDY PARKS LIGHTING ADDITION, CITY PROJECT 14-19 ProjectdpplrcaniNamc: CITY OF PALM SPRINGS Pin muder. (760) 323-8744 Project ApplicantAddrem: 3200 E.TAHQUITZ CANYON WAY, PALM SPRINGS, CA 92262 Project Applicant. LOCAL PUBLIC AGENCY CHECKAPPLICIB/F_FEES, Q Environmental Impact Repon ❑Negative Declaration QApplicatiwr Fee li'marDAvr ion(State IFarerPosoarcesCotrol BoardOnly) ❑Project Sabject to CernfedRegulatoryP wgrams ®ComttyAdminiscnrtton Fee $50.00 ❑Project drat is exempt from fees fDFG No Effect Determination (FarmAttaclned)) ®Projecl dml is esemptfrorrnfees(Notice afEmn1Pt ion) Total Received _ $50.00 S,grwtamandniticofpersonmcei✓rngpayment (/ Deputy Notes: ACR$33(Est. 12/2013) 16