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RPVCCA_RDA_SR_2010_10_05_B_NOC_PVDS_Landslide_and_Road_Stability_GradingMEMORANDUM TO: FROM: DATE: SUBJECT: CHAIRMAN WOLOWICZ AND BOARD MEMBERS OF THE RANCHO PALOS VERDES REDEVELOPMENT AGENCY RAY HOLLAND,DIRECTOR OF PUBLIC WORKS ~ OCTOBER 5,2010 NOTICE OF COMPLETION·PALOS VERDES DRIVE SOUTH LANDSLIDE (EAST END)AND ROAD STABILITY GRADING ~ REVIEWED:CAROLYN LEHR,EXECUTIVE DIRECTOR ({DIb~~/..efIJ,.. STAFF L1ASON:ANDY WINJE,ASSOCIATE ENGINEER~ RECOMMENDATIONS: 1)Accept the work as complete and authorize the City clerk to file a Notice of Completion with the County Recorder; 2)Approve Change Order No.1 with Mike Drews Construction Company,Inc.,and increase the current Purchase Order by $15,382.50,for a total of $229,132.50,for additional costs incurred during construction; 3)Approve additional expenditures totaling $25,714.75 related to ancillary professional, technical,regulatory and construction fees and services; 4)Authorize the Director of Public Works to release the Performance Deposit to Mike Drews Construction Company 35 days after the recordation of the Notice of Completion by the County recorder contingent upon no claims being filed specific to the project;and 5)ADOPT RESOLUTION NO.RDA 2010-_,A RESOLUTION OF THE BOARD OF THE RANCHO PALOS VERDES REDEVELOPMENT AGENCY,AMENDING RESOLUTION NO. RDA 2010-09,THE BUDGET APPROPRIATION FOR FISCAL YEAR 2010-11,TO INCREASE THE BUDGET IN THE PORTUGUESE BEND CAPITAL PROJECTS FUND. BACKGROUND On June 1,2010,the Redevelopment Agency Board (RDA)found that an emergency exists, which would not permit the delay arising from a competitive solicitation for bids for repair work.Accordingly,the RDA approved a contract with Mike Drews Construction Company, Inc.(Contractor)to remove approximately 1000 feet of vegetation located to the south of the Palos Verdes Drive South roadway and to re-grade a portion of the roadway shoulder and 1 of 3 RDA B-1 adjacent slope to eliminate cracks and fissures using dirt accumulating on the down slope areas of both RDA and Portuguese Bend Club property. The Contractor has completed its work authorized by the RDA to remove the vegetation in the area where the cracks are located,fill the cracks and fissures and rebuild the 2:1 slope adjacent to the road. DISCUSSION Due to the urgent nature of the project,the grading work was authorized before all the ancillary costs could be identified.The following additional costs were incurred to perform the work in compliance with regulatory and legal requirements.Pre-construction photos were commissioned due to the sensitive nature of the project.Environmental clearances from the Planning Department based on the work of a professional biologist engaged to assess the habitat were obtained.Removal of the brush during construction revealed more extensive slope degradation than was originally anticipated,requiring additional grading. The additional earthwork triggered new NPDES permitting requirements (effective July 1, 2010)and a professional consultant was hired to help the City comply with these regulations.An Erosivity Waiver was obtained,reducing the regulatory requirements and costs by as much as $20,000,but an application fee and slope stability measures (hydroseeding)were still required.A summary of ancillary costs is shown in Table 1. T bl 1 A'1l C ta e -nCI ary os s Service Vendor Cost Pre-construction photos and video Photo Doc.com $1,382.50 Biological Assessment SFC Consultants $3,500.00 NPDES Permitting Services Adams EngineerinQ $2,120.00 NPDES Permitting Fee SWR Control Board $200.00 HydroseedinQ Pacific Rim Hydroseed $18,512.25 Sub-Total $25,714.75 Certain additional costs beyond the original contracted amount were also incurred by the Contractor.Water was required to control dust and to condition the soil for compaction.The Contractor was also required to provide a Performance Deposit.Costs for water truck rental,water from Cal Water Service and cost of Performance Deposit are included in Change Order No.1,which is summarized in Table 2. Od STbl2Cha e -anQe r er ummary Item Cost Water Truck Rental (248 hours)$8,680.00 Water (45,400 CF)$1,702.50 Performance Deposit $5,000.00 Sub-Total $15,382.50 2of3 RDA B-2 ADDITIONAL INFORMATION To control these additional costs,Staff solicited informal bids for the NPDES services from the list of on-call consultants and selected the consultant who provided the best overall approach in its proposal.Informal bids were selected for the pre-construction photos and hydroseeding contractors.The City does not have on-call contractors for either of these specialties.Staff generated at least three bids for each trade and selected the lowest qualified bid in each case. CONCLUSION As previously found,the RDA authorized the emergency project to repair the road embankment and improve the stability adjacent to Palos Verdes Drive South with soil from the Portuguese Bend Club.The urgent nature of the work required authorization of construction before all the ancillary and incidental costs could be identified.Once these additional needs became known,staff worked to minimize the additional costs through informal competitive bidding,regulatory strategy and frequent communication with the grading contractor.Staff recommends that the Agency Board approve the recommendations provided by Staff. FISCAL IMPACT The total additional cost to this project is $41,097.25 for a total project cost of $254,847.25. The additional cost will be borne by the RDA Portuguese Bend Capital Projects Fund. Adopted Project Budget One-time &initial fiscal year cost Amount to add to future annual operating budget Permanent addition to annual staff hours Potential future savings $213,750 $254,847 N/A N/A N/A Existino Appropriation Outside Funding Source Outside Fundino Amount RDA Funding Source RDA Fundino Amount Estimated fiscal year end available fund balance after City Council action (net of reserve level,if applicable) $213,750 NA NA PB Capital Projects Fund $41,097 $232,573 Attachments:Change Order No.1 Budget Resolution Notice of Completion 30f3 RDA B-3 Mike Draws Rancho Palos Verdes 30940 l'Iawtl\ome Blvd Ral\Cho Plilos Vc:lXlcs.CA 9027S 3103261972 CHANGE ORDER No.1 p.2 PROJECT:Palos Verdes Drive South Uindslide and Road Stability Grading DATI::9/1412010 JOB: TO:Attn:Mike Drews Mike Drews Construction Co.Inc. P.O.Box 517 Phone:(310)872~7206 Lomita.CA 90717 Fax:(310)326-1972 PROJECT NO:203011 I"HSCJ~IIYJ'ION OJ~CHANGB IIcm z ) Dcscription l'l'aYirie w.rll'"l"~roI do••(11(:1') I'rOY*W_'I'1\tCk (I(~conlrol (HOIIII)') I'",?idv 1'0,1""111.'''''blnld Quunliry 454 24R Unlt?l'icl': 53.75 5.1500 $S,OOtlOO Total: Amount $I,7l.I:<:;I) SlI,(JII().OO $$,00000 $15.382.56 Rancho Palos Verdes 30940 Hawthorne Blvd. Rancho Palos Verdes.CA 90275 The Original COntract Sum was Net Change by Pr$ViOU$ly Authorized Changes The Contrlild Sum Prior to This Change Order INIiJ$ The Contract Sum Will be Increased by The New Contract Sum Including This Change Order The Contract Time Will Not Be Chan geed The Date of SUbstantial Completion as of this Change Order is ACCEPl'EO: CHANGE ORDER No. $ $ $ $ $ 213,750.00 213,750,00 15,382.50 229,132.50 By -+..£IIi;...:..;;,...;.,r::;;;..=;;...;;.;;......,:::;::;;.._ Date:9.-/!t.-/0 Rancho Palos Verdes By:------------- Oate;~__~_ RDA B-4 RESOLUTION NO.RDA 2010- A RESOLUTION OF THE BOARD OF THE RANCHO PALOS VERDES REDEVELOPMENT AGENCY,AMENDING RESOLUTION 2010-09,THE BUDGET APPROPRIATION FOR FY10-11,TO INCREASE THE BUDGET IN THE PORTUGUESE BEND CAPITAL PROJECTS FUND. WHEREAS,Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the Agency Board:and WHEREAS,on July 6,2010,the Board of the Rancho Palos Verdes Redevelopment Agency adopted Resolution 2010-09,approving a spending plan and authorizing a budget appropriation for FY10-11: and WHEREAS,on June 1,2010,the Board of the Rancho Palos Verdes Redevelopment Agency authorized an execution of an emergency grading contract for landslide mitigation;and WHEREAS,activities and expenses related to the previously approved landslide mitigation grading have become necessary for lawful and successful execution of the grading in the Portuguese Bend portion of the Redevelopment Project Area;and WHEREAS,the Agency Board has determined that the specific grading related additional activity expenditures should be completed in FY1 0-11; BE IT,THEREFORE,RESOLVED BYTHE BOARD OF THE RANCHO PALOS VERDES REDEVELOPMENT AGENCY: The following adjustment is made to the FY10-11 budget: Increase the Redevelopment Agency's Portuguese Bend Capital Projects Fund budget as follows: Portuguese Bend #375-3075-461-73-00 Improvements $41,097 PASSED,APPROVED,AND ADOPTED THE 5th DAY OF OCTOBER 2010. AGENCY CHAIRPERSON ATTEST: AGENCY SECRETARY State of California ) County of Los Angeles )ss City of Rancho Palos Verdes ) I,CARLA MORREALE,Agency Secretary of the Rancho Palos Verdes Redevelopment Agency, hereby certify that the above Resolution No.RDA 2010-was duly and regularly passed and adopted by the said Board at regular meeting thereof held on October 5,2010. AGENCY SECRETARY RANCHO PALOS VERDES REDEVELOPMENT AGENCY RDA B-5 RECORDING REQUESTED BY: City of Rancho Palos Verdes WHEN RECORDED MAIL TO; J 1 L rNa~enCY Secretary Rancho Palos Verdes Redevelo mentStreetAddressAgency 30940 Hawthorne Blvd_ Rancho Palos Verdes CA 90275 City State Zip ____________________....1-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 c~rategfficer of the owner of the interest or estate stated below in the property hereinafter described. 2.The full name of the owner is anc 0 Palos Verdes Redevelopment Agency 3.The full address of the owner is 30940 Hawthorne Blvd_,Rancho Palos Verdes,CA 90275 4.The nature of the interest or estate of the owner is:In fee. (If other than Fee,strike "In fee"and insert,for example,"purchaser under conlrac1 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 the commencement of the work or improvements herein referred to: NAMES ADDRESSES 7.A work of i!Tlprovement on the property hereinafter described was completed on -:-.:9,-7.,--1_4_7_2_0_1_0 .The work done was: Remov1ng Vegetation,grading &soil stabilization 8.M1ke Drew Construction Co IncThenamesofthecontractor,if any,for such work of improvement was -_,-__ 9. (It no contractor for work of improvement as awhole,insert "None")(Date of Contract) The property on which said work of improvement was completed is in the City of Rancho Palos Verdes CQJJntvof Los Angeles ,Stateof CA ,and is described as follows:Palos Verdes Drive \:::ieaward S1de) South 1n~~~~~~~_~~~__4_1_0_0__P_a_l_o_s__v~e~r_d~e~s~_D_r~i~v_e~~s~o~u_t~h~~t_o~4_5~0~0__P_a_l_o_s__v_e_r_d_e_s_~ Dr 1v e Sou1:n (If no street address has been officially assigned.insert "none",) Dated __1_0_1_5_1_1 _0 _ (Signature of Owner or corporate officer of Owner named in paragraph 2,or his agent) Chairman,Rancho Palos Verdes Redevlopment Agency VERIFICATION I,the undersigned,say:I am the Agency Secre'Eary ,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 pe~ury that the foregoing is true and correct. Executed on ,20__at City of Rancho Palos Verdes CA (Personal signature of the individual who Is swearing that the contents of the Notice of Completion are true) Before you use this fOFm fill in all blanks,and make whatever chanp-es are:appropriate and necessary to your particular transadion.Consult a lawyer if you doubt the form s fitness for your purpose and use. Wolcolts 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 WOLCOTTS FORMS,INC. 7 "11~~~~llll~IJIJIJ!II"z FORM 1114 Rev.1O-05RDA B-6