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CC SR 20240903 F - Ladera Linda Construction NOC CITY COUNCIL MEETING DATE: 09/03/2024 AGENDA REPORT AGENDA HEADING: Consent Calendar AGENDA TITLE: Consideration and possible action to file a Notice of Completion for the Ladera Linda Community Park Project construction contract. RECOMMENDED COUNCIL ACTION: (1) Accept the Ladera Linda Community Park Project’s construction contract as complete; (2) Authorize the City Clerk to file a Notice of Completion for the construction contract with the Los Angeles County Registrar-Recorder’s Office; and if no claims are filed within 35 days after recordation, send a notice to the surety company to exonerate the Performance Bond; and (3) Authorize the Director of Public Works to release the 5% construction retention payment to AMG & Associates, Inc., 35 days after recordation of the Notice of Completion by the Los Angeles County Registrar-Recorder’s Office, contingent upon no claims being filed on the project, and the contractor posting an acceptable warranty bond with the City. FISCAL IMPACT: The total construction cost was $14,823,573, which is $105,622 under budget. Amount Budgeted: $14,929,195 Additional Appropriation: N/A Account Number(s): 330-400-8405-8403 $11,598,138 (CIP Funds – Ladera Linda Community Park) 333-400-8405-8403 $3,181,016 (ARPA Funds – Ladera Linda Community Park) 334-400-8405-8099 $21,946 (Quimby Funds – Ladera Linda Community Park) VR ORIGINATED BY: James O’Neill, Project Manager David Copp, P.E., Public Works Deputy Director REVIEWED BY: Ramzi Awwad, Public Works Director APPROVED BY: Ara Mihranian, AICP, City Manager ATTACHED SUPPORTING DOCUMENTS: A. Notice of Completion (page A-1) 1 B. September 5, 2023 staff report C. March 1, 2022 staff report BACKGROUND AND DISCUSSION: The Ladera Linda Community Park Project consisted of replacing the existing five buildings and park that originally served as a school with a new community building and park. The project provides a community building on the east side of the City, along with a park featuring new playgrounds, basketball court, trails, picnic areas, a walking path, and renovated paddle tennis courts. A construction contract for the Ladera Linda Community Park Project was awarded by the City Council on March 1, 2022, in the amount of $13,721,000 to AMG & Associates, Inc. (AMG), with an original authorized contingency amount of $1,029,075. On September 5, 2023, the City Council authorized an increase in the contingency amount by $179,119.98 to make procurement and installation of audio-visual equipment part of the construction contract with AMG rather than a separate contract, resulting in a revised contingency amount of $1,208,194.98. As described in the associated staff report (Attachment B), no additional budget appropriation was needed as this was a change in vendor for already planned work. A grand opening was hosted by the City on February 23, 2024 , and construction was completed in May 2024. Figure 1: Ladera Linda Community Park Before Construction 2 Figure 2: Ladera Linda Community Park After Construction The filing of the Notice of Completion allows for the City to close out its contract with AMG and release the associated retention within a reasonable timeframe relative to the date all construction contract work was completed and the City took beneficial use of the facility. Note that the project budget balance remains available to close out other purchase orders associated with the project and complete any other remaining work with other vendors. A financial summary of the project is in Table 1 below. Table 1: Ladera Linda Community Park Financial Summary 8405 - Ladera Linda Community Park Project Project Budget Summary Description Fund Budget Notes Original Budget 334 350,000.00 FY2017-18 LL Master Plan Additional Appropriation 334 473,521.00 Prior years additional appropriation/PO carryover Additional Appropriation 334 132,334.00 FY2021-22 Johnson Favaro Amendment #4 Additional Appropriation 330 150,000.00 FY2021-22 Project Manager Additional Appropriation 333 3,953,000.00 FY2021-22 ARPA funding Additional Appropriation 334 750,000.00 CC approval 03/01/2022 Additional Appropriation 330 12,961,229.00 CC approval 03/01/2022 Additional Appropriation 330 (220,000.00) CC approval 12/21/2022 - Western Ave Beautification Additional Appropriation 333 220,000.00 CC approval 12/21/2022 - unallocated ARPA Fund 18,770,084.00 Project Costs Summary Object Description Fund Budget Committed Prior Years Expenditures FY2024-25 Expenditure (as of 8/6/2024) Project Remaining Balance Committed 8001 Professional/Tech Services 330 113,234.99 - 116,183.31 - (2,948.32) 8004 Architecture Design Services 330 15,632.51 - 15,632.51 - - 8099 Misc/Other Expenses 330 32,100.00 937.50 30,251.96 - 910.54 IT Consulting, Fortech, PO No. 20240212 8101 Equipment & Furniture 330 246,532.50 29,054.27 124,001.82 - 93,476.41 Park Recycling Cans, Recycle Away, PO No. 20240338 8403 Park Improvements 330 11,589,729.00 - 11,625,222.15 - (35,493.15) AMG 8001 Professional/Tech Services 333 916,031.50 30.00 917,305.50 - (1,304.00) 8008 Materials Testing 333 41,111.52 - 41,111.52 - - 8403 Park Improvements 333 3,198,516.00 - 3,194,226.88 - 4,289.12 8001 Professional/Tech Services 334 126,716.98 - 112,366.50 - 14,350.48 8004 Architecture Design Services 334 1,264,669.50 29,132.09 1,194,827.91 - 40,709.50 Architect, Johnson Favaro , PO No. 2090312 8006 Inspection Services 334 185,811.22 13,546.14 172,265.08 - - Project Wrap-up, Sunbeam Solar, PO 20240204 8008 Materials Testing 334 6,100.00 - 14,388.48 - (8,288.48) 8099 Misc/Other Expenses 334 215,107.78 54,301.52 58,298.14 - 102,508.12 Temporary Storage, InStorage RPV, PO No. 20240086 $423 & Contractor, AMG & Associates, PO 20220215 $53,879 8402 Building Improvements 334 - - 3,645.00 - (3,645.00) Project Total 17,951,293.50 127,001.52 17,619,726.76 - 204,565.22 3 CONCLUSION: The construction contractor, AMG, has completed all work in accordance with the plans, specifications, and construction contract. Therefore, Staff recommends accepting the project as complete and filing a Notice of Completion with the Los Angeles County Registrar-Recorder’s Office. If no claims are filed within 35 days after recordation, the City will release the 5% retention, and upon the contractor posting an acceptable warranty bond, notify the surety company to exonerate the Performance Bond. ALTERNATIVES: In addition to Staff recommendation, the following alternative action s are available for the City Council’s consideration: 1. Identify outstanding items to address and direct Staff not to file the Notice of Completion for the Ladera Linda Community Park Project. 2. Take other action, as deemed appropriate. 4 Revised 05/2019  To be recorded with County Recorder within 15 days after completion. No recording fee. RECORDING REQUESTED BY: City of Rancho Palos Verdes Attn: City Clerk 30940 Hawthorne Blvd Rancho Palos Verdes, CA 90275 AND WHEN RECORDED MAIL TO: Same as above THIS SPACE FOR RECORDERS USE ONLY NOTICE OF COMPLETION (CA Civil Code 9204- Public Works) Notice is hereby given by the undersigned owner, a public entity of the State of California, that a public work of improvement has been completed, as follows: Project title or description of work: Date of completion: Nature of owner: Interest or estate of owner: Address of owner: Name of contractor: Address of contractor: Street address or legal description of site: Dated: ___________________________ Owner: City of Rancho Palos Verdes (Name of Public Entity) By: Title: ____________________________ Ara Mihranian, AICP, City Manager State of California ) County of Los Angeles ) ss City of Rancho Palos Verdes ) I am the City Clerk of the City of Rancho Palos Verdes, the public entity which executed the foregoing notice and on whose behalf I make this verification; I have read said notice, know its contents, and the same is true. I certify under penalty of perjury that the foregoing is true and correct. , California on (Date) Executed at Rancho Palos Verdes By: Title: Teresa Takaoka, City Clerk A-1