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RPVCCA_CC_SR_2014_11_18_G_NOC_San_Ramon_Canyon_Storm_DrainCITY OF RANCHO PALOS VERDES MEMORANDUM TO: FROM: DATE: SUBJECT: HONORABLE MAYOR & CITY COUNCIL MEMBERS MICHAEL THRONE, PE, DIRECTOR OF PUBLIC WORKS iii{) NOVEMBER 18, 2014 NOTICE OF COMPLETION FOR SAN RAMON CANYON STORM DRAIN SYSTEM PROJECT (SUPPORTS 2014 CITY COUNCIL GOAL, PUBLIC INFRASTRUCTURE) REVIEWED: CAROLYNN PETRU, ACTING CITY MANAGE~ ' Staff Coordinator: Andy Winje, Associate EngineerP' 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 direct the escrow agent at Torrey Pines Bank to release the entire construction retention escrow balance to L.H. Woods & Sons, Inc. and close the escrow account, 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. BACKGROUND AND DISCUSSION In March 2010, the City Council authorized a Preliminary Study Report (PSR) to develop alternatives to mitigate the erosion and flooding that were occurring in San Ramon Canyon during G-1 NOC for San Ramon Project November 18, 2014 Page 2 of 3 moderate and heavy rains. The PSR was presented to Council in January 2011, followed by a public workshop presentation in March 2011. On May 17, 2011 City Council awarded a design contract for the preferred alternative. In December of 2011 City Council adopted the necessary environmental documents based on that design. On January 27, 2012, the State Department of Water Resources notified the City that it was the recipient of the Stormwater Flood Management grant in the amount of $9,464,727 for the San Ramon Canyon Stormwater Flood Reduction Project. The grant is a 50% reimbursement program and this amount represents the maximum reimbursement available from the State. On March 5, 2013 City Council approved the design and awarded a $15, 140,000 construction contract to LH Woods & Sons, Inc. and a $1,500,000 construction contingency. Project Description. The San Ramon Canyon Storm Drain System project installed about 4,000 linear feet of 54-inch welded steel pipe to intercept storm flows in San Ramon Canyon upstream of the Tarapaca landslide and deliver the stormwater to the beach. The pipeline is anchored by a large reinforced concrete inlet structure in the canyon and a sculpted shotcrete outlet structure on the beach. The pipe was constructed through direct bury and tunneling methods. In addition the project improved road drainage along Palos Verdes Drive East (PVDE) switchbacks, improved the road structure and surface along PVDE from Palos Verdes Drive South (PVDS) to Vista Del Mar. Improvements were made to the San Ramon canyon streambed and riparian habitat as well as to trails in the Shoreline Preserve area south of PVDS at the City border with Los Angeles. There are other projects (repair to a portion of the lining of Mccarrell Canyon pipe & flow monitoring equipment at the San Ramon pipeline) associated with the grant that are still underway. In addition, costs for preliminary engineering, environmental permitting and mitigation work, final design and a small project to relocate a City sewer line adjacent to the San Ramon Canyon were also applied against the grant for reimbursement. L.H. Woods Contract The contract value awarded to L.H. Woods & Sons, Inc. was $15, 140,000. Over the course of the project ten change orders were authorized by the project management team. Some of the change orders resulted in significant savings to the City as a result of value engineering after the award of the contract. Other credits to the City were achieved through chargebacks to the Contractor due to his work extending beyond the authorized number of days awarded to get the project completed. The City used these savings to authorize additional and associated work identified in the CIP. This extra work was cleared with the State to make sure it would be eligible for grant reimbursement. The extra work included storm drain improvements along the switchbacks, roadway rehabilitation of PVDE from PVDS to Vista Del Mar, and enhancements to the trail connections in San Ramon Canyon and the Shoreline Preserve, The net effect of these change orders was to increase the contract value by $309,194.30 (2%) and to reduce the CIP backlog of projects. G-2 NOC for San Ramon Project November 18, 2014 Page 3 of 3 The table below summarizes the expenditure of funds to L.H. Woods & Sons, Inc. for the project. $J ?,J4Q,QQQ . . . ......... .. ....... ...... § J1?9Q,QQO ····················································································································································································· ..... ........ ...... $J§,~4Q,QQQ ..... . • •• • • • §1 ?144~11 ~4'.~Q mm $1, 190,807.70 ... Unused Authorization - % of total authorization 7.2% CONCLUSION Construction of the San Ramon Canyon Storm Drain System project is considered a high priority project for the public's benefit as reflected in the Council-adopted Capital Improvement Program (GIP). L.H Woods & Sons, Inc.has completed work in accordance with the plans and specifications; therefore, the project should 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 within the amount authorized by City Council. Authorized funds that were not used will be programmed toward other projects in the Water Quality Flood Protection program. Because the overall project costs are below the total amount authorized by the grant, the City is able to complete additional needed projects which are eligible for grant reimbursement. These projects are stormwater related and funds for the City's matching share are available in the Water Quality Flood Protection fund. Attachment: Notice of Completion for San Ramon Canyon Storm Drain System Project G-3 RECORDING REOUESTED BY: city of R8ncho Palos Verdes WHEN f'iECORDED MAIL TO: rCi ty Clerk 1 ~me City of Rancho Palos Verd s s1ree1 30940 Hawthorne Blvd. Address Rancho Palos Verdes, Cily CA State 9 0 2 7 5 Zip I_ J NOTICE OF COMPLETION Notice pursuant to Civil Code Section 3093, must be filed within 10 days af1er 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 ~terest fJ estcgri stated below in the property hereinaf1er described. 2. Thefullnameoftheowneris City of Rancho Pa os er es Th fll dd fth . 30940 Hawthorne Blvd., Rancho Palos Verdes, CA--9-0275 3. e u a resso eowner1s ___ . __ . ___ . _______________________________ _ 4. The nature of the interest or estate of the owner is: In fee. (II olher lhan Fee. slrike "In lee' and insM. lor exarrple. 'purchaser under conlrac1 ol 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 or the predecessors in interest of the undersigned. if the property was transferred subsequent to the commencement of the work or improvements herein referred to: 7. 8. 9. NAMES ADDRESSES A work or improvement on the property hereinafter described was completed on November 1 8 ' 201 4 San Ramon Canybn Storm Drain System Project The names of the contractor, if any, for such work of improvement was. L. H. Woods & Sons, Inc• 3/5/13 (II no contractor 10< worl< ol irrprovemenl as a .mole. insM "None") Rafre'1'i16""'F'ei los Verdes The property on which said work of improvement was completed is in the City of--~--~~~~-- . The work done was: Shore l i :l'te-' Los Ang eles CA . . San Ramon Pre-s-e-r.vei County of · , State of , and 1s described as follows:--------~------------ Park Preserve 10. The street address of said property~-~~~~-----~-~~~~~-~~-~---------------~ (II no streel address has been otticially assigned. insert ·none".) Dated------------- (Signalure ,of Owner or corporate otticer ol Owner named in paragraph 2. or his agenl) Cit of Rancho Palos Verdes VERIFICATION 1, the undersigned, say: I am the __ C_i_t---"y'--_C_l_e_r_k _________ , the Declarant of the foregoing Notice of Completion; (Presiclenl of. Manager of, Partner of. Owner of, elc.) 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, , ___ C_A (Personal sigMlure of the individual ..tlo is swearing thal the conlents of lhe Nolice ol Co<rpletion are lrue) Before you use this form fill in all blanks, and make whatever chan~es are appropriate and necessary to your particular transaclion. Consult a lawyer if you doubt the forms 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 WOLCOTIS FORMS, INC. FORM 1114 Rev. 1 G-05 G-4