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RPVCCA_CC_SR_2014_10_21_F_NOC_Ab_Cove_Shoreline_Park_Restroom_&_Parking_LotCity of RANCHO PALOS VERDES MEMORANDUM TO: FROM: DATE: SUBJECT: HONORABLE MAYOR AND CITY COUNCIL MEMBERS MICHAEL THRONE, P.E., DIRECTOR OF PUBLIC WORKS U}) OCTOBER 21, 2014 NOTICE OF COMPLETION FOR ABALONE COVE SHORELINE PARK RESTROOM AND PARKING LOT IMPROVEMENTS PROJECT (SUPPORTS 2014 CITY COUNCIL GOAL, PUBLIC INFRASTRUCTURE) REVIEWED: CAROLYNN PETRU, ACTING CITY MANAGER~ Staff Coordinator: Lucho Rodriguez, Associate Engineer \,.~ 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 $23,049.17 to KASA 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. F-1 4. Authorize monthly payments to the contractor for 60 days of post construction landscape maintenance as required in the bid documents to cover the total bid item in the amount of $500. 5. Adopt Resolution No. 2014-__ , a Resolution of the City Council of the City of Rancho Palos Verdes to adjust the FY 14-15 General Fund and the Equipment Replacement Fund to cover the annual maintenance and operation cost, equipment replacement cost and a one-time equipment purchase cost for the parking system, as stated in the Resolution. BACKGROUND The upper portion of Abalone Cove Shoreline Park has not been significantly improved since the early 1990's when the guardrail along the bluff and the office/restroom building was constructed. However, the scope of work of the grant-funded Abalone Cove Improvement project excluded any improvements to the existing parking lot or building. In order to take advantage of the potential economies of scale, minimize the length of construction and to match the level of improvement to the grant-funded project, a budget was requested for improvement of the existing parking lot, driveways, gates, restrooms, ADA compliance and adding landscaping and irrigation. In June 2013, the City Council approved the budget requested for these improvements for FY 13-14. On April 15, 2014, City Council awarded the construction contract for the Abalone Cove Shoreline Park Restroom and Parking Lot Improvements project to KASA Construction. The project was completed in September 2014. Project Description The scope of work for this project included improvement and ADA compliance of the staff building restrooms (approximately 220 SF), reconfiguration of the men's restroom to provide access from the outside in lieu of the existing inside access, installation of new automated programmable gates with an electronic pay station, painting the building, ADA compliant parking spaces, placement and compaction of crushed base material (CBM) over the parking lot surface, signs, installation of wooden wheel stops and measures to create discernible parking spaces and driving isle(s) on the CBM, removal of the majority of existing wood pylons to be replaced with boulders, fencing, landscaping and irrigation around the power generator and propane tank adjacent to Palos Verdes Drive South to screen the equipment while maintaining the view corridor. DISCUSSION The improvements completed at the park entrance, parking lot, building and restrooms has enhanced the park frontage and complemented the grant-funded improvements at the Abalone Cove Shoreline Park. The automated parking lot access gate and pay equipment F-2 allow the park attendant to be more active throughout the park, helping park users and having oversight on the park's daily activities. The ADA accessible restrooms, parking spaces and ramp connecting to the new trails added a necessary and valuable feature to the park. The pay machine is equipped with a credit card reader and accepts coins. However, an additional piece of equipment (Bank Note Reader and Recycler) is needed to collect and process paper bills. This bank note reader also dispenses paper bills and coins to cash payers for their change. This process eliminates the need to restock the machine with coins several times a day. The bank note reader and recycler has a cost of $13,751. This item was not part of the original scope of work and therefore staff requests a budget approval for this one-time equipment purchase. The automated parking equipment and pay station need ongoing maintenance and support which has a total annual cost of $50,000. This amount includes an Equipment Replacement Fund Charge (ERFC) of $24,000 annually based on a 7-year depreciation schedule. The purpose of the ERFC is to accumulate funds for future replacement of the equipment when it reaches its expected useful life. CONCLUSION Construction of the restrooms and parking lot improvements at Abalone Cove Shoreline Park is considered a high priority project for the public's benefit as reflected in the Council-adopted Capital Improvement Program (CIP). KASA Construction 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 construction cost of this project is $461,483. The total cost of this project including engineering is $520,503 . Annual Operational Costs The operational cost for the improvements are related to the parking equipment. The following table shows the projected annual financial obligations for maintenance and operations. Please note that the annual budget request stated in the attached resolution is prorated for the 8 months remaining in FY14-15. F-3 Abalone Cove Restroom and Parking Lot Improvements -Financial Spread Sheet Annual Maintenance and Operation Costs Description Required Budget Notes Equipment Replacement $24,000 Based on 7-year Depreciation of Capitalized Fund Charge Equipment Maintenance and Annual Fees for: Maintenance Agreement; Operations $22,200 Payment Card Industry (PCI) Compliance; Credit Card Processing;, Phone; Internet Supplies & Minor $3,800 Tickets: Spare Gate Arm; Printer Heads Equipment TOTAL 50,000 One Time Cost for Additional Equipment Bank Note Reader and Equipment Needed to Process and Dispense Recycler $13,751 Cash Balance in Paper Bills not included in the construction contract Attachment: 1-Notice of Completion for Abalone Cove Shoreline Park Improvement Project. 2-Resolution 2014- 3-Photographs F-4 RECORDING REQUESTED BY: r City Clerk 1 ~meCity of Rahcho Palos Verde s1ree1 30940 Hawthorne Blvd. Add res~ l d Kancho Pa os Ver es City Sia le Zip CA 90275 J · NOTICE OF COMPLETION Notice pursuant to Civil Code Section 3093, must be filed within 10 days attar completion. (See reverse side tor complete requirements.) Notice is hereby given that: 1. The undersigned is owner or corporate officer of the owner of lhe interest or estate slated below in the property hereinatter described . 2. The full name of the owner is City of Rancho Palos Verdes 30940 Hawthorne Blvd., Rancho Palos V~Tdes, eA: 90275 3. The f~laddress of the owner~---------------------------------------~ 4. The nature of the interest or estate of the owner is: In tee . (II 01her than Fee . slriko ·1n ,...,. end !risen. lor e.a~lo . •purdiase1 under conlrat1 of pu1chase,." or 'Lessee·) 5. The full names and full addresses of all persons, if any, who hold title with lhe undersigned as joint tenants or as tenants in common are : NAMES ADDRESSES 6. The full names and lull addresses of the predecessors in interest of the undersigned, ii lhe property was transferred subsequent to the commencement of the work or improvements herein referred to: NAMES ADDRESSES 7. A work of improvement on the property hereinaf1er described was completed on __ S_e_,p~t_e_m_b_e_r __ 1_9_:..,_2_0_1_4 __ . The work done was : Abalone Cove Shoreline Park Improvements Project 8. Kasa Construct i on The names of the contractor, if any, for such work of improvement was ------:---........--,,..,......--......,.....,-,,------------Apr i 1 15, 2014 10. Thestreetaddressotsaidpropertyis 5970 Palos Verdes Drive Sou t:.h ,Rancho Palos Verdes {II no slreel address has been olfidally assigned, insen ·none'.) Dated ------------- (Signalure :ol Owner or corporals officer al Owner named in paragraph 2. or his agent) Cit of Rancho Palos Verdes VERIFICATION I, the undersigned, say : I am the _C.=;....;;i"""t~y'--_C_l_e_r_k __________ , the Declarant of the foregoing Notice of Completion; {President ol, Manager al , Pannor al, Owner ol. etc.) 1 have read said Notice of Completion and know the contents thereof: the same is true to my own knowledge. I declare under penalty of pe~ury that the foregoing is true and correct. Executed on -----------· 20 __ at City of "Rancho Palos Verdes CA (Personal signa\ure ol lhe individulll wllo is ~aring that the contents ol lhe Notice al Co<Tl>letion are true) Before you use this lorm1 till in all blanks , and make whatever chan~es are appropriate and necessary to your particula r transac ion. Consult a lawyer 11 you doubt the forms fitness for your purpose and use . Wolcotts makes no representat iol"\ or warranty, express or implied, with respect to the merchantabiltty or fitness of this form for an inte nded use or purpose . ©2005 WOLC OTIS FOR MS , INC. FORM 1\14 Rev . 10-05 F-5 RESOLUTION NO. 2014 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION 2014-41, THE BUDGET APPROPRIATION FOR FY14-15, TO INCREASE THE BUDGET FOR THE ABALONE COVE SHORELINE PARK PARKING SYSTEM WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental ~ppropriation of the City Council: and WHEREAS, on June 17, 2014, the City Council of the City of Rancho Palos Verdes adopted Resolution 2014-41, approving a spending plan and appropriating a budget for FY14-15: and WHEREAS, the City has completed a project to improve the parking lot, public access, and the restroom building at Abalone Cove Shoreline Park, including the installation of an automated parking system; and WHEREAS, the City Council desires that the FY14-15 budget be increased for operation of the automated parking system. BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES: The following adjustments are made to the FY14-15 budget: Increase the General Fund budget as follows (prorated for 8 months in FY14-15): 101-3009-431-61-00 101-3009-431-43-00 101-3009-431-61-00 Parks Facilities Equipment Replace Charges Parks Facilities Maintenance Parks Facilities Supplies Increase the Equipment Replacement Fund budget as follows: 681-6083-381-20-00 681-6083-499-7 5-10 Equipment Replacement Charge Revenue (Prorated for 8 months in FY14-15) Equipment Purchase (One time cost) $16,000 $14,800 $2,533 $16,000 $13,751 PASSED, APPROVED, AND ADOPTED THE 21 51 DAY OF OCTOBER 2014. MAYOR Resolution 2014- Page 2 Of 2 F-6 ATTEST: CITY CLERK State of California ) County of Los Angeles )ss City of Rancho Palos Verdes ) I, CARLA MORREALE, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2014-was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on October 21, 2014. CITY CLERK CITY OF RANCHO PALOS VERDES Resolution 2014- Page 2 Of 2 F-7 F-8 F-9