STAFF REPORT MEETING DATE: October 27, 2015 TO: FROM: PRESENTER: City Council Russ Thompson, Public Works Director Michael Hanlon, Engineering Project Coordinator Russ Thompson, Public Works Director 922 Machin Avenue Novato, CA 94945 415/ 899-8900 FAX 415/ 899-8213 www.novato.org SUBJECT: IVC LIGHTING REPLACEMENT NOTICE OF COMPLETION REQUEST Consider accepting the work as complete and authorizing the City Manager to sign the Notice of Completion for the IVC Lighting Replacement, CIP project 15-007. RECOMMENDATION Accept work as complete and authorize City Manager to sign Notice of Completion. DISCUSSION The City has a 40 year agreement with Marin Junior College for shared use of the IVC ballfields. Per the agreement, the City is responsible for maintenance of the ball fields, including lighting and scoreboards. The original lighting system has deteriorated to the point that there is insufficient light on the ball fields for recreational and league play. The new lighting system will provide the necessary foot-candles on the fields and comes with two guaranteed re-lamps after 3,000 hours of use and a 10 year parts and labor warranty. Bids were opened on February 24, 2015. Five bids were received and DC Electric Group, Inc., was the low bidder with a bid of $260,800. The contractor asked for and received a vendor substitution which resulted in a $25,900 savings to the City. Construction began on June 15, 2015 and the work was completed on September 10, 2015. The scoreboards were replaced last season under separate contract for a total of $17,139.70. FISCAL IMPACT The total construction cost of $246,479.13 is within the project budget in the adopted 15/16 CIP budget for this project. ALTERNATIVES 1. Do not authorize the City Manager to sign the Notice of Completion. cc15_160 1 1
ATTACHMENTS 1. Notice of Completion 2. Location Map 3. CIP Budget Excerpt 2 2
Recording Requested by City of Novato When Recorded Mail To Name City of Novato, City Clerk Street Address 922 Machin Avenue City/State/Zip Novato, CA 94945 SPACE ABOVE THIS LINE FOR RECORDER S USE RECORD WITHOUT FEE PER G.C.27383 NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN THAT: On the 27th day of October 2015 a work of improvements was completed consisting of replacing the existing lights at Indian Valley College ball fields (General Work Description) under an original contract(s) between City of Novato, 922 Machin Avenue Novato, CA 94945 (Owner s Name and Address) the owner of the underlying properties, and DC Electric Group, Inc. (Original Contractor s Name) the original contractor, on the properties described as the IVC Ball Fields (Legal Description) and located at 1800 Ignacio Boulevard, Novato CA 94949 (Street Address) Associated General Contractors of California, Inc. 2005 -over- Form AGCC 15 Revised 1/05 ASSOCIATED GENERAL CONTRACTORS OF CALIFORNIA, INC. -1-3
The interest of the contracting owner in the above-described property is in the nature of Lessee (e.g., fee simple, lessee, purchaser under contract of purchase ). The full names and addresses are for all persons or entities having an ownership interest in the above-described property during the pendency of the work of improvement and the term of cessation, are set forth as follows: City of Novato 922 Machin Avenue, Novato, CA 94945 Dated: CITY OF NOVATO OWNER By Michael S. Frank, City Manager or his Agent NOTE: California Civil Code 3259.5 requires that a copy of the Notice of Completion be served on any party which has provided preliminary twenty-day notice in accordance with Civil Code 3097 within ten days after recordation of this Notice; the notification shall be sent by registered or certified mail or by first class mail, evidenced by a certificate of mailing. Failure to give notice to a contractor or claimant within ten days of recording the Notice of Completion shall extend the period of time in which that contractor or claimant may file a mechanics lien or stop notice to ninety days beyond the date that a Notice of Completion has been recorded. For purposes of this requirement, the term Owner means a person who has an interest in real property or the person s successor-in-interest on the date a Notice of Completion is filed, who causes a building, improvement or structure to be constructed, altered or repaired on the property. The term Owner does not include a person who occupies the real property as a personal residence and the dwelling consists of not more than four residential units, not does it include a person who has a security interest in the property. VERIFICATION I, the undersigned, state: I am the City Manager of the City of Novato ( Agent of, President of, A Partner of, Owner of, etc.) the claimant named in the foregoing Notice of Completion; I have read said claim of Notice of Completion and know the contents thereof, and I certify that the same is true of my own knowledge. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Date: Michael S. Frank, City Manager or his Agent NOTE: This document has important legal consequences; consultation with an attorney is encouraged with respect to its use or modification. This form is intended to meet the requirements of California law as of January 1, 2005. ASSOCIATED GENERAL CONTRACTORS OF CALIFORNIA, INC. -2-4
NORTH ProjectLocation City of Novato TITLE LOCATION MAP IVC BALL FIELDS 1800 IGNACIO BLVD Engineering Division DRAWN DATE SCALE PROJECT NO. MH 1-15-2015 NONE 15-007 CHECKED APPROVED DWG NO. 5
IVC Lighting Replacement Project No.: 15-007 Base Code: 456 Funded Project Objective: To replace existing field lighting and scoreboard with new fixtures and scoreboard. Project Description and Background: The City through an MOU with the college is responsible for field maintenance including the field lighting and scoreboard. The existing lighting is outdated and insufficient. New fixtures on the existing poles will correct the deficiency Basis for Cost Estimate: Costs are based on vendor estimates. Basis for Schedule: This project should be completed in FY 15/16. Revenue Considerations: The facility is eligible for use of Quimby funds and Development Impact Fees (DIF) (Recreation and Culture). The DIF funds are limited to 20% of total costs per the DIF report Sub Prior to Project Expenditure Objects 15/16 15/16 16/17 17/18 18/19 19/20 Total Proj Develop 410 18,000 0 18,000 Construction 430 4,500 252,360 256,860 Construction Mgt 440 0 9,000 9,000 Equip/Furnish 450 12,640 12,640 TOTAL 35,140 261,360 0 0 0 0 296,500 Sub Prior to Funding Source Objects 15/16 15/16 16/17 17/18 18/19 19/20 Total Quimby (231) 410 20,000 (3,500) 16,500 Quimby (231) 430 208,000 (6,140) 201,860 Quimby (231) 440 12,000 (3,000) 9,000 Quimby (231) 450 12,640 12,640 DIF-Rec & Cultural (327) 410 5,000 (5,000) 0 DIF-Rec & Cultural (327) 430 47,000 8,000 55,000 DIF-Rec & Cultural (327) 440 3,000 (3,000) 0 TOTAL 295,000 0 0 0 0 0 295,000 CARRYOVER 259,860 PROPOSED B-8 6/16/2015 6