7/20/2021 - AGENDA ITEM 4 - CONSIDERATION OF ACCEPTANCE OF PUBLIC IMPROVEMENTS FOR THE SHADOW OAK PARK PLAYGROUND INSTALLATION - PROJECT NO. 21027AGENDA ITEM NO.4
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: July 20, 2021
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF ACCEPTANCE OF PUBLIC IMPROVEMENTS FOR THE
SHADOW OAK PARK PLAYGROUND INSTALLATION — PROJECT NO.21027
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Accept project completion for Shadow Oak Park Playground Installation (Project No: 21027) as
performed by Jaynes Brothers Construction, Inc., with a final contract amount of $64,593; and
2. Authorize the recordation of Notice of Completion with the Los Angeles County Recorder and the
release of retention funds 35 days thereafter.
DISCUSSION:
On January 19, 2021, the City Council awarded a contract to Jaynes Brothers Construction, Inc., in the amount
of $59,113 for Shadow Oak Park Playground Installation. The project included installation of new playground
equipment at Shadow Oaks Park.
The City Council also authorized the City Manager to approve change orders in an amount not to exceed
$8,867 (15% of awarded contract) for unanticipated project costs. The total established construction budget
was $67,980.
All required improvements were constructed in conformance with the approved plans and specifications. The
project was substantially completed on April 30, 2021, within the project schedule. The final contract amount
was $64,593, within the approved project budget. The City retains five percent (5%) of each payment to the
contractor as retention to ensure payment to subcontractors and material suppliers before final payment to the
contractor. The City Council's acceptance of the project during the public meeting and the City's recordation of
the Notice of Completion trigger timeframes within which subcontractors or material suppliers must file
claims for payment if they have not been paid by the general contractor. If no claims are filed within 35 days
of the filing of the Notice of Completion, the City will release retention and any remaining amount due to the
contractor.
OPTIONS:
The City Council has the following options:
1/2
1. Approve Staffs recommendation; or
2. Provide alternative direction.
Prepared by: Okan Demirci, PE, CIP Manager
Fiscal Impact
FISCAL IMPACT:
The following table shows the total budget approved and actual costs for this project.
No.
Item
Budget Approved
Actual Cost
1.
onstruction Contract
$59,113
$59,113
2.
ontingency
$8,867
$5,480
3.
layground Equipment Purchase Order
$212,831
$212,831
4
roject Management and Administration
,(Preparation of Bid Documents)
$25,000
$25,000
5.
lConstruction Management and Inspection
$27,0001
$27,000
6.
ewspaper Advertisement, Misc. Expenses
$10,0001
$10,000
Total
$342,8111
$339,424
Funding for this project came from the following source:
Project No.
Funds
Account Budgeted
Number Amount
21027
Measure A
21027.236.7700 $339,424
Total $339,424
CITY Maintain and Enhance City Facilities and Infrastructure
COUNCIL Enhance the City Image and Effectiveness
GOALS & Protect Public Safety
OBJECTIVES:
212