TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Ish Medrano, Engineering Technician
SUBJECT:Title
Progress Payment No. 1 in the Net Amount of $91,329 to Lightning Fence Co. for the Sand Dune Park and Marine Avenue Park Fence Project.
APPROVE
Line
_____________________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that the City Council approve a payment in the amount of $91,329 to Lightning Fence Co. for the Sand Dune Park and Marine Avenue Park Fence Project [95% ($86,762.55) would be released immediately and 5% ($4,566.45)) would be retained and released after project completion].
Body
FISCAL IMPLICATIONS:
Capital Improvement Funds in the total amount of $210,000 have been appropriated for this project through the Fiscal Year 2012-13 Capital Improvement Plan. Please see Attachment 1, Table 1 for budget, anticipated expenditure and progress payment details in tabular format.
BACKGROUND:
Sand Dune Park:
In 2010, the Parks and Recreation Department initiated a reservation system to manage use of the Sand Dune. It was determined by staff that a fence was required to control access to the dune during implementation of the reservation system. A temporary fence was installed while the reservation system effectiveness was being evaluated. On February 21, 2012, City Council deemed the reservation system a success and directed staff to install a permanent sand-colored fence to replace the temporary fence at the top and bottom of the dune. City Council appropriated $50,000 for the fencing.
Marine Avenue Park:
The fence at Marine Avenue Park was installed in the 1980s and over the years, corrosion and heavy use has caused deterioration. The fence around the baseball field and soccer field will be replaced. The chain link will be replaced and all posts, railing and appurtenances will be sanded and painted forest green. Attached wind screens will be replaced and the batting cage netting will be replaced.
On August 7, 2012, City Council passed a motion to approve the plans and specifications for the Sand Dune Park and Marine Avenue Park Fence Project and authorized the City Manager to solicit construction bids.
On November 6, 2012, City Council passed a motion authorizing the City Manager to award a contract in the amount of $96,329 to Lightning Fence Co. for the Sand Dune Park and Marine Avenue Park Fence Project.
DISCUSSION:
Construction started on December 10, 2012. The contractor has completed installation of all of the required fencing for Sand Dune Park and Marine Avenue Park. There are some additional work items at Sand Dune Park that have been requested by the City that remain to be completed. Staff is investigating the merit of painting the fence posts. It is anticipated that these additional work items would push project expenditures over the contract amount, which will necessitate a request for an appropriation of additional funds. However, project expenditures will still remain well below the amount of total budgeted appropriations approved by Council. Final project cost accounting, including the request for an additional appropriation and description of change order work, will be addressed in the next report when the final payment has been negotiated and the project is submitted to Council for acceptance.
The contractor has submitted an invoice for Progress Payment No. 1 in the amount of $91,329 for work completed to date. Public Works staff has verified that the work was completed in compliance with the contract plans and specifications. Five percent retention will be retained and a net progress payment in the amount of $86,762.55 will be released upon City Council approval of this progress payment. Retention will be released after City Council acceptance of the completed project.
Project Schedule
The contract includes 30 working days to complete the work but because of the additional work at Sand Dune Park requested by the City, the timeline has been extended. Completion of the project is anticipated by April 12, 2013.
CONCLUSION:
Staff recommends that the City Council approve a payment in the amount of $91,329 to Lightning Fence Co. for the Sand Dune Park and Marine Avenue Park Fence Project [95% ($86,762.55) would be released immediately and 5% ($4,566.45) would be retained and released after project completion].
Attachment:
1. Budget, Expenditures and Progress Payment Details