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RPVCCA_CC_SR_2014_01_08_C_NOC_RPV_Segment_Of_CA_Coastal_Trail_ProjectCrTYOF ·,,RANCHO PALOS VERDES MEMORANDUM TO: FROM: DATE: SUBJECT: REVIEWED: '. HONORABLE MAYOR AND CITY COUNCIL MEMBERS it1LES JONES, INTERIM DIRECTOR OF PUBLIC WOR~ JANUARY 8, 2014 NOTICE OF COMPLETION FOR RPV SEGMENT OF CALIFORNIA COASTAL TRAIL PROJECT (SUPPORTS 2013 CITY COUNCIL GOAL No. 10, CITY TRAIL SYSTEM ENHA EMENT) , CITY MANAGER .f ... C..!-. Staff Coordinator: Siamak Motahari, Senior Engineer ;:5//1 RECOMMENDATIONS: 1. Accept the project as complete. 2. Authorize the City Clerk to file a Notice of Completion for the project with the County Recorder; and if no claims are filed within 35 days after recordation, and upon the contractor posting an acceptable warranty bond, send a notice to the surety company to exonerate the Performance Bond. 3. Authorize the Director of Public Works to release the retention payment in the amount of $24,521.81 to Jeff Tracy, Inc. dba Land Forms Construction, 35 days after recordation of the Notice of Completion by the County Recorders contingent upon no claims being filed on the project, and the contractor posting an acceptable warranty bond with the City. C-1 BACKGROUND AND DISCUSSION The California Coastal Act, Public Resources Code Section 31000 et seq., calls for the California Coastal Conservancy (Conservancy) to have a principal role in the implementation of a system of public access ways to and along the State's coastline, including development of the California Coastal Trail (CCT). The Conservancy pursues this mandate in part by awarding grants to public agencies and nonprofit organizations to acquire land, or any interest therein, or to develop, operate, or manage lands for public access purposes to and along the California coastline. The CCT, once completed, will extend 1,200 miles from the Oregon to Mexico boundary lines, including a segment through the City of Rancho Palos Verdes. According to the City's Conceptual Trails Plan and the Council-adopted Vision Plan, the City's segment of the CCT extends the entire length of the City's coastline between the boundary lines of the City of Palos Verdes Estates and the City of Los Angeles. The total length of the RPV segment of the CCT is approximately 9 miles. This project will improve 2.5 miles of this segment. The rest of the trail length has either been improved previously or is part of the naturally compacted surface trails which exist in the preserve. On May 17, 2011, the Council adopted Resolution No. 2011-31 acknowledging the terms of a California Coastal Conservancy grant in the amount of $500,000, which required the City's matching fund of $60,000. The total amount of $560,000 stated in the grant application submitted to the State was .based on a conceptual scope of work. Furthermore, this estimate did not account for engineering or other soft costs such as preparing a labor compliance program and a storm water pollution prevention program (SWPPP). The lowest bid received on September 18 was significantly above the engineer's estimate resulting in an approximately $430,000 budget shortage. Therefore on November 7, 2012, the City Council rejected all bids and directed Staff to modify the scope of work, to the extent possible, in order to decrease construction cost without impacting the essential elements of the project. On the January 15, 2013, the City Council approved the revised plans and authorized staff to re-bid the project, On April 16, 2013 the City Council adopted a budget adjustment Resolution to increase the project's budget by $69,041 in order to cover the budget shortage of the second round of bidding and make it possible for the project to be awarded to the lowest responsible bidder. CONCLUSION Construction of the City's segment of the California Coastal Trail (CCT) is considered a high priority project for the public's benefit as reflected in the Council-adopted Capital Improvement Program (CIP). There were some issues regarding the interpretation of the City's plans and specifications, which resulted in the need for one change order. C-2 Nonetheless, the project still was completed within the City's budget, as set forth in the table below. Land Forms Construction now has completed work in accordance with the plans and specifications; therefore, the project needs to be accepted as complete by the City Council and a Notice of Completion should be filed with the County by the City. FISCAL IMPACT The Council's action tonight has minimal fiscal impact. The total cost of this project is $611,301.15. The following spread sheet shows the City's Matching Fund, and the California Coastal Conservancy Grant Fund which the City will be reimbursed for. Rancho Palos Verdes California Coastal Trail Project Budget Spread Sheet D.escription Budget Appropriation Obligation Budget Balance State Grant Fund $500,000 RPV Matching Fund (GF) $60,000 RPV Additional Fund (GF) CC $69,041 Resolution 2013-16 on 4-16-2013 Engineer/Architect Fee $86,302 PVPLC Fee for Work in the $25,000 Preserve Storm Water Pollution Prevention $543 Program (SWPPP) Fee Labor Compliance Program Fee $9,020 Subtotal (Engineering Cost) $120,865 Construction Cost $490,436.15 Total $629,041 $611,301.15 $17,739.85 Annual Maintenance and Utility Costs The City's cost for providing landscaping maintenance services and occasional repairs to the decomposed granite (DG) trail surface is estimated to be $42,600 annually. The annual cost of water consumption for irrigation is estimated to be $4000. These amounts were prorated and budgeted for FY 13-14 and need to be budgeted for the future fiscal years in the Parks, Trails & Open Space Maintenance Program. Attachment: Notice of Completion for RPV California Coastal Trail Project. C-3 RECORDING REQUESTED BY: City of Rancho Palos Verdes WHEN RECORDED MAIL TO: r 1 Name City Clerk City of Rancho Palos Verd s Street h 1 d Address 30940 Hawt orne B V • Cily State Zip L Rancho Palos Verdes CA 90275 J Space above this line for recorder's use NOTICE OF COMPLETION Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion. (See reverse side for complete requirements.) Notice is hereby given that: 1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described. 2. The full name of the owner is City of Rancho Palos Verdes 3. Thefulladdress.oftheowneris 30940 Hawthorne Blvd., Rancho Palos Venies, CA 90275 4. The nature of the interest or estate of the owner is: In fee. (If other than Fee, strike "In tee• and inser1. for exarfllle. •purchaser under contrac1 of purchase." or "Lessee") 5. The full names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants in common are: NAMES ADDRESSES 6. The full names and full addresses of the predecessors in interest of the undersigned, if the property was transferred subsequent to th!'l commencement of the work or improvements herein referred to: 7. NAMES ADDRESSES A work of improvement on the property hereinafter described was completed on Decenber · 1 6, 2i13 Rancho Palos Verdes California Coastal Trail Improvemen . The work done was: a. The names of the contractor, if any, for such work of improvement was _ _..I..._,, a.....,n.,d..__.F_,o~r-=-m"-'s..__,C==-o=n::.:s"'-=t:.=r,_u:::...::c:..:t:;..1=· ..::o:..:n-=--------- (If no contractor for work of irfllrovement as a whole. insert "None") (Date of Contract) 9. The property on which said work of improvement was completed is in the City of B ancho Palos V{rdes County of Los Angeles . State of CA. and is described as foiiows: various roca_i_o_n_s_,_P_a_l_o_s __ v_e_r_d_e's Drive West & South from_,Marguerite Dr. to Shoreline Park: 10. The street address of said property is Various locations Along Palos Verdes Dri Ve South from Marguerite Ori ve t 1C5'0-sho:teline ii~l!U5k\lned.inser1·none·.) Dated ___________ _ West & (Signature of Owner or corporate officer of Owner named iO paragr~h 2. or his agent) City of Rancho Palos veraes VERIFICATION I, the undersigned, say: I am the City Clerk , the Declarant of the foregoing Notice of Completion; (President of, Manager of, Partner of, Owner of. etc.) I have read said Notice of Completion and know the contents thereof; the same is true to my own knowledge. I declare under penalty of perjury that the foregoing is true and correct. Executed on ___________ , 2oll at City of "Rancho Palos Verdes CA (Personal signature of the Individual who is swearing that the contents of the Notice of Co<r4Jletion are true) Before you use this form fill in all blanks, and make whatever chan~es are appropriate and necessary to your particular transac!ion. Consult a lawyer if you doubt the form s fitness for your purpose and use. Wolcotts makes no representation or warranty, express or implied, with respect to the merchantability or fitness of this form for an intended use or purpose. ©2005 WOLcons FORMS, INC. 7 llll~~l~lllll~JIJIJ~llll 2 C-4