CITY COUNCIL STAFF REPORT
MEETING DATE: September 2, 2015
PREPARED BY: Cynthia Iwanaga, Management Analyst/Community Services
APPROVED BY: City Manager
Title
ACCEPTANCE OF 2014-2015 PARKING LOT SEAL COAT PROJECT
END
RECOMMENDATION(S)
RECOMMENDATION
Adopt resolution approving the following actions:
1. Accept the 2014-2015 Parking Lot Seal Coat Project-Phase 2; and
2. Direct the City Clerk to file the attached Notice of Completion with the County of Santa Clara’s Recorder’s Office.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Enhancing public safety
Maintaining fiscal responsibility
REPORT NARRATIVE:
Last year, the City began a periodic program to seal and stripe all public parking lots on a rotational basis as a component of the City’s Capital Improvement Program (CIP). The City Council awarded a contract to Alaniz Construction, Inc. on June 17, 2015 for the sealing and paving of several parking lots throughout the City in the amount of $56,336.64. Subsequently City staff learned that Borrego Solar was restriping the Police Department (PD) parking lot after they completed current structural repairs to the solar facilities on site. As a result, City staff recommended that the City increase the total contract amount in order to add the sealing of the PD lot to the Project. On July 15, 2015, the City Council increased the total project amount to $75,004 including a 10% contingency.
Change Order #1 in the amount of $11,850 was executed to add the PD parking lot to the scope of work, and increased Alaniz Construction’s contract to $68,187. Subsequently, it was determined that a portion of the PD parking lot would have to be sealed over the weekend, so that the paving work would not adversely impact Techcon’s parking, the commercial tenant located in the PD building. Change Order #2 added weekend labor and equipment costs of $1,802. The two change orders totaled $13,652. Alaniz’s final contract amount was $69,989 leaving a contingency balance of $5,016 to be returned to Fund 346 and Fund 740.
The work was completed on August 17, 2015 in accordance with the plans and specifications for the project. The project was completed to the satisfaction of the City’s maintenance facilities team. The contractor delivered the project on schedule.
COMMUNITY ENGAGEMENT: Consult
The general public was informed about the planned parking lot closures prior to the commencement of work via the City’s web site and Next Door Morgan Hill. Notices of the intended lot closures were posted ten days before the work began. The Downtown Business Association, Chamber of Commerce, local businesses, and special events sponsors were consulted in the scheduling of the work in those areas.
ALTERNATIVE ACTIONS:
N/A
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
On June 17, 2015, the City Council awarded Alaniz Construction a contract in the amount of $56,336 with a 10% contingency for the low bid associated with the 2014-2015 Parking Lot Seal Coat Project-Phase 2 (with a 10% contingency) at a total of $61,969.64. On July 15, 2015, the City Council increased the recommended amount for this project to $75,004 including a 10% contingency.
FISCAL AND RESOURCE IMPACT:
On June 17th, the City Council originally authorized an amount of $61,969.64, which was paid proportionally by the Successor Agency Bond Proceeds (Fund 250) for the downtown parking lots at $10,798 (FY 14/15 Budget), and over two fiscal years in the Capital Improvement Program (CIP) Public Facilities Budget (Fund 346) for the Community and Cultural Center, and Corporation Yard parking lots. Fund 14/15 funded $20,170 initially, and FY 15/16 funded $31,001.64. On July 15th, the City Council authorized an additional $13,034.54 to substitute the Paradise Park parking lot seal coating with the Police Department parking lot seal coat. The two sources used to find the PD parking lot seal coat included $8,998.36 from FY 15/16 CIP Public Facilities Budget (Fund 346) and $4,036.18 from the PD Building Maintenance Budget (Fund 740).
The final Alaniz contract amount is $69,989. The remaining contingency amount of $5,016 will be returned to Fund 346 (CIP Public Facilities Budget) in the amount of $979.82 and Fund 740 (PD Building Maintenance Budget) in the amount of $4,036.18.
CEQA (California Environmental Quality Act):
Categorical Exemption
The activities described in this Staff Report are categorically exempt under CEQA, specifically pursuant to Section 15301 of the CEQA Guidelines (Existing Facilities), as the subject work involves the repair, maintenance or minor alteration of existing City facilities involving negligible or no expansion of use of those facilities.
LINKS/ATTACHMENTS:
1. Resolution
2. Notice of Completion
3. Project Close-Out Spreadsheet