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Home My Public Portal About09) 7E Acceptance of the Temple City Boulevard Curb Cuts Improvement ProjectAGENDA ITEM 7.E. COMMUNITY DEVELOPMENT DEPARTMENT MEMORANDUM DATE: August 18 , 2015 TO: The Honorable City Council FROM: Bryan Cook , City Manager By : Michae l D. Forbes, Community Development Director ~ SUBJECT: ACCEPTANCE OF THE TEMPLE CITY BOULEVARD CURB CUTS IMPROVEMENTS PROJECT RECOMMENDATION: The City Council is requested to : a) Accept the Temple City Boulevard Curb Cuts Improvements Project (Project No . 601595-13 , HUD Code 03L , CIP No. P14-15) (Project) as completed by FS Construction ; b) Accept reimbursement for the Project from th e Los Angeles County Community Development Commission (CDC); and c) Authorize staff to finalize the Community Development Block Grant (CDBG) cost accounting accordingly. BACKGROUND: 1. On June 18 , 2013 , the City Council conducted a public hearing and approved the establ i shment of two capital projects utilizing CDBG funds to bring existi ng downtown parking lots and a portion of Temple City Boulevard i nto compliance with Americans w ith Disabi lities Act (ADA) accessib i lity standards , including construction of curb ramps and other improvements : the Project and the Downtown Parki ng Lots Accessibility Improvements . 2 . In July 2013 , the CDC approved and executed the CDBG funding agreements with the City for the two projects . The CDC also granted the City's request to combine bid packages for the projects into one bid package and award the contract to one contractor. City Council August 18 , 2015 Page 2 of 3 3. In October 2013, the City's contract city engineer, Transtec h Engineers, Inc. (Transtech), finalized the plans and bid package for the two projects based on initial comments received from the CDC . 4 . In December 2013, a complete bid package was submitted to the CDC for review and approval. Because th e projects were utilizing CDBG funds , review and approval from the CDC was required prior to publishing the bid notice . In January 2014 , the CDC approved the bid package. 5. On January 30 and February 6 , 2014 , the City published the bid notice for the projects in the Temple City Tribune , with a bid deadline of March 4 , 2014. Additionally , the City posted the bid notice on the City's website and Transtech requested publishing of the bid notice through various contractor trade publications. 6 . On February 18 , 2014 , per the CDC requirements , a non-mandatory pre-bid meeting was conducted to answer any questions from prospective bidders and to explain the Federal Labor Standards Provisions , Section 3 Clause , and the prevailing wage requ ireme nts of the Dav is-Bacon Act and related acts . 7 . On Ma rc h 4 , 2014 , the City Clerk conducted the bid opening. Three bids were submitted from Uniqu e Performance Construction , Inc., FS Construction , and El Camino Construction & Engineering . The lowest bid was received from FS Construction in the amount of $200 ,000 . 8 . On May 6, 2014, the City Council awarded the construction contract to FS Construction for $200 ,000 based on the results of a bid analysis and contractor's li cense check conducted by staff. The contract amount included $65 ,000 for the Downtown Parking Lots Accessibility Improveme nts and $135 ,000 for the Project. 9. In February 2015 , th e CDC informed the City that additional CDBG fu nds could be allocated to expand th e scope of th e Project and construct additional curb ramps. The original approved CDBG funding for the Project was $138,390 . The CDC approved an additional a llocation of $48,436 .50 , increasing the CDBG funds to $186 ,826.50. After allowance for soft costs (design , construction management, inspection , labor comp lian ce , etc.), th e additional amount remaining for construction was $27 ,600 . Based on meetings with CDC staff, City staff identified 12 additional locations for curb ramps to add to the scope of the Project as a change order. 10 . On March 17 , 2015 , the City Council accepted the Downtown Parking Lots Accessibility Improvements as completed by FS Construction, and approved a budget amendment and contract change order t o in crease FS Construction 's budget for th e Project by $27 ,600 (from $135 ,000 to $162,600). 1 1. On June 30 , 2015 , the Project , including the 12 additional curb ramps constructe d per the change order, were inspected and deemed to be satisfactorily completed. City Council August 18 , 2015 Page 3 of 3 ANALYSIS: The bid of $200 ,000 received from FS Construction (of which $135 ,000 was for the Project) was established as the lowest responsive and responsible bid . Staff reviewed all Section 3 , Labor Compl iance , and CDC documents that were submitted with the bid and found them to be in compliance . The final contract and invo ice amount for the Project including the change order was $162 ,600 (Attachment "A "). There were no further change orders needed or credits to be issued for construction . The City made payments totaling $190 ,000 to the contractor; the remaining $10 ,000 (five percent of the total invoiced amount) has been retained by the City and is payable follow i ng acceptance of the Project by the City Council. All work performed under the contract has been inspected by the City and deemed to be satisfactorily completed. CONCLUSION: The City Council is requested to accept the Project as completed by FS Construction , accept reimbursement for the Project from the CDC , and authorize staff to finalize the CDBG cost accounting . Upon City Council acceptance of the Project, staff will record a notice of comp letion with the County Recorder and release the retention amount of $10 ,000 to the contractor 35 days after recordation . FISCAL IMPACT: Funds fo r the Project were allocated in the Fis ca l Year (FY) 2014-15 City Budget, as amended by the City Council in March to allocate additional funds to the Project. All costs are reimbursable from the CDC using CDBG funds . The Project was funded from the FY 2013 -14 and FY 2014-15 budgets ; the Project has no impact on the FY 2015-16 City Budget. ATTACHMENT: A. FS Construction Final Invoi ce - I I ATTACHMENT A FS Construction Final Invoice Invoice No.: I 1710 Invoice Period: from 9/30/2014 to 5/22/2015 Invoice Date: I 5/22/2015 Temple City B oulevard ADA Access Improvements CONTRACTOR'S I Project: PAY REQUEST Net Pay Amount: I $26,220.00 Bid N o.: P14-1 5; Dated Marc h 4 , 2014; City Project No. P14-15; CDBG Project N o .: 601595-13 Contracto r : I FS Const ru ct i on I Address : 14838 Bledsoe Str eet, Syl mar, CA 9134 2 I Contractor Project No.: I Base Contract Amount s 135,000.00 Change Orders to Date $2 7,600.00 T o tal C ontract Am o unt t o D at e $162,600.00 Amount Invoiced to Date $162,600.00 Amount lnvotced Prevto usly $135,000.00 Current tnv01ce Amount $27,600.00 Less Retentton 5.00% $1,380.00 N e t Amount to be Pa i d for t his Invoice Pe r i od (see b e low for any adjus tments) $26 ,220.00 Less amou nt Withheld lor Stop Nottces filed for thts No. Da te of No ttU Amount Wrthheld w/1.25% penod ( 1.25% x stop notire amounts · Stop Not ices SO.OO $0 .00 Attached) 50.00 Plus amount of prev~ous Stop Notrees for whiCh montes No. Date of Release Amount Wrthheld w/1 25% were Withheld but cleared by Contractor tor thrs penod so 00 so.oo (C leared Stop Notrees attached) SO .OO NET PAY AMOUNT TO BE ISSUED TO CONTRACTOR FOR THIS PAY PERIOD $26 ,220.00 Quantit ies an d A moun ts a g ree d an accepted by Contracto r (FS Con stru c tio n ) The Contractor certtfies that the work covered by this Applicalton for Payment has been completed in a ccordance with the Name· Anpel Fierros , Project Manager (FS Construction) Contract documents that all amounts have been paid by the Contractor for work for whtch prevtous Certtficates for Payment Stgn ature ~ : ........ ,,{) (,. ,H were ISSued and payments recetved from th e Owner, and that current payment shown heretn ts now due Date •1 (_ /t-9/, lt~ Project Ins p ect o r Rev iew a nd A pproval Project Engineer Review and Approval City A p proval Quantities checked and verified Reviewed and approved Department Direct or Name. J Mano Maglto cc helti (Tra ns tech Engtneer. Inc) Name Yunus Raht. P E(Transtech Engmeers , Inc.) Name Mtchae l For bes. Commmunity Development D~rector Stg nature· Stgnatu re ~A'---~ Stgnature Date l Da te . 6-8-2015 Da te : I Labor Compliance Review and A pproval Resident Engineer R ecommendation City A pproval Complian ce revtew ed and appr oved Payment r ecommended Departmen t Dtrector Name Man o Magltocc hettr (T ranstech Engtneers. Inc.) Name Yunus Rah t, P ~ (Trans te ch Engmeers. Inc ) Name 'Tracey Hause. Frnance Dtreclof Stgnature Stgnature ~LI~ S:gnature Da te Date 6-8-2015 Date ' Invoice No.: I 1710 Invo ice Peri o d : fro m 9/30/2014 t o 5/22/2015 CONTRACTOR'S Invoice Date: I 5/22/2015 Te m pl e City Bo u lev ard ADA Access Improvements Pr oject: PAY REQUEST Net Pay Amount: I $1,380.00 B id N o.: P14-15; Dated March 4 , 201 4 ; C ity Proj ect N o. P 14-15; CDBG Projec t No.: 601 595-13 Cont ract o r : I FS Construct i o n I Address : 14838 B led soe Stree t , Sylma r , CA 91 342 I Contract or Proj ect No.: I Base Cont ract Amount $135.000.00 Chan ge Orders to Date 527.600 .00 Total Contract Amount t o Date $162,600 .00 Amount Invoiced to Date $162,600.00 Amount Invoiced Previously $135.000.00 C urrent lnvo1ce Amount $27 .600 .00 less Retention 5.00% $1.380.00 Net Amount to be Paid for t his Invoice Period (se e below for any adj ustm ents) $26,220.00 Less amount Withheld for Stop Nohces fi led for this No. Date of NotiCe Amount Withheld w/1.25 % penod (1.25% x stop not1ce amounts-Stop Nouces so.oo SO.OO Attacheo) so.oo Plus amount of prev.ous Stop Nohces for whiCh mon~es No Date of Release Amount Wi thheld w/1 .25% were Withheld but deared by Contractor for lh1S period so 00 $0 .00 (Cleared Stop Nouces attached) sooo NET PAY AMOUNT TO BE ISSUED TO RETENTION ACCOUNT FOR THIS PAY PERIOD $1 ,380 .00 Quantities and Amounts ag r eed an a ccepte d by Contract o r (FS Cons t r u c tion) The Contractor cert1fies that the work covered by th1s Application for Payment has been co mpleted 1n accorda nce w1th the Name : 1Angel Fie rros . Projec~Ma n ager (FS Const ruction) . t..--\.k' I I .... ~ Contrac t documents that a ll amount s have been paid by the Contractor fo r work for which prev1ous Cert1f1cates for Payment Stgnature were ISsued and payments recen~ed from the Owner. and that current payment shown here1n IS now due. Dale. I lj u ( /ct; J,~ f Project Ins p ecto r Re v iew and A pprova l Proj ect Engineer Revi ew and A ppr ova l C 1ty App rova l Qua ntities c h ecked and verif ied Rev iew e d a nd appro v e d De p artment Direc t o r N ame· 1 Mane Mag lioccheth (Trans tech Eng1nee r Inc) Name Yunus Rah1, P.f(Transtech Engineers , Inc.) Name: Mi chael Forbes, Commmuml y Development Director Signature I S1gnature ...... A. -"-1)~1.,..-... Stgnature Date. Date 6-8-20 t 5 Date· Fed e ra l Complian c e Revi ew a nd App roval Res ident Eng inee r Recomme ndation C ity Approval Compliance rev i ew ed and appr o ved Payment recomme nded Department Director Name Mane Magllocchett1 (Trans tech Eng1neers. Inc) Name Yunus Rah1 . P E (Transtech Engmeers. Inc ) Name Tracey Hause, F1nance Director - Signature I S1 gnature I '-"\. "-'V'-1..-1 A\._ ......,{_ -. Signature Date I Date 6-8-?01' Date CON'TAACTOR'S PAY REOUEST Bid:P.y tt.m Oucriptlon Improvements 11 Terrcle C.ty Blvd IWoodNH