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  Agenda Item   23.    
City Council Meeting
Meeting Date: 08/17/2021  
FROM: Bill Gallardo

Subject:
Acceptance of the Country Lane Street Rehabilitation, CIP Project No. 7323
RECOMMENDATION
  1.  Accept project as complete and authorize City Clerk to record Notice of Completion; and
  2.  Authorize City Clerk to release the Payment and Performance Bonds.
BACKGROUND/DISCUSSION
On December 15, 2020, the City Council awarded a Contract to Gentry Brothers, Inc. (“Gentry Brothers”) in the amount of $279,738.24 for the Country Lane Street Rehabilitation, CIP Project No. 7323 ("Project") and approved a $27,973.82 construction contingency for a total approved construction budget of $307,712.06.
 
The Project was located within a residential neighborhood north of Lambert Road, southwest of State College Boulevard, east of Brea Boulevard and west of Cliffwood Avenue. The work consisted of pavement rehabilitation including cold milling, placement of new asphalt concrete, sidewalk improvements, curb and gutter improvements, curb ramp improvements, and adjustment of manholes and valves in the Country Lane neighborhood.

The Notice-to-Proceed with construction was dated January 19, 2021, and the completion date per the allotted number of working days in the contract, was April 14, 2021. Fortunately, despite a few change orders, the project was substantially completed ahead of schedule on March 19, 2021.
 
The total cumulative amount for the change orders approved on the project was $13,739,45, which equates to approximately 5% of the original contract amount. The change orders primarily consisted of the following items:
  • Constructed additional driveway to the park parking lot; and 
  • Emergency water repairs 
 The final total Contract cost with change orders is $293,477.69. The improvements have been completed and staff is recommending the City Council approve the Acceptance of Work performed by Gentry Brothers.
 
 
The following is a summary of contract costs:

Country Lane Street Rehabilitation Construction Budget Summary
Original Construction Contract Amount $279,738.24
Approved Change Orders $13,739.45
Gentry Brothers Final Construction Contract Amount $293,477.69
Approved Construction Contract Budget $307,712.06
Remaining Construction Contract Balance $14,234.37
COMMISSION/COMMITTEE RECOMMENDATION
The Finance Comittee reviewed staff's recommendation at their August 10, 2021 meeting and reccomended to proceed. 
FISCAL IMPACT/SUMMARY
The final Contract amount of $293,477.69  is under the approved construction budget. The source of funds is from Measure M Fund (Fund 260) and Gas Tax Fund (220). There is no General Fund (Fund 110) impact.
 
This Project rehabilitated the streets in the Country Lane residential neighborhood including placement of new asphalt concrete, sidewalk improvements, curb and gutter improvements, curb ramp improvements, and the adjustment of manholes and valves. Gentry Brothers has completed the Project and fulfilled its obligations to the City per the subject Contract. Therefore, staff is recommending the City Council accept the Project as complete and authorize the City Clerk to record a Notice of Completion. Additionally, staff is recommending authorizing the City Clerk to release the Payment and Performance Bonds.
RESPECTFULLY SUBMITTED:
William Gallardo, City Manager
Prepared by:   Raymond Contreras, Associate Engineer
Concurrence:  Michael Ho., P. E., Deputy Director of Public Works / City Engineer
                        Tony Olmos, P. E., Public Works Director
 
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