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Home My WebLink AboutStaff Report 3.D 09/16/2013 A it/t w Ite%vw#3 .D sAL . 4 • Ian vity 9 18se, DATE: September 16, 2013' TO; Honorable Mayorand Members of the City Council through City Manager FROM Dan St. John, F,ASCE-Director;Public Works &Utilities Larry Zimmer, PT. 'Capital Projects Manager.. SUBJECT: Resolution Accepting Completion of the HSIP Lighted Crosswalks Project RECOMMENDATION Staff recommends that the City Council adopt the attached Resolution accepting completion of the construction contract for the HSIP Lighted Crosswalks Project. BACKGROUND • • Theproject included two lighted:crosswalks located.on Ely Boulevard South at Spoonbill Avenue and Casa Grande Road atCrinella Drive. Work also included;the ADA upgrade:of four ramps, a new streetlight, signage.and striping. The Public Works & Utilities.Department prepared,the plans and specifications for,this project. Bids were opened on January 16, 2013,. and on February 25,;2013 the CityiCouncff approved the projectbudget and awarded the bid for the,construction contract to DC Electric in`.the,amount of$131,670: Construction was successfully completed on August16,,2013tduring the schoolsummer break. The overall project is considered an ADA improvement. The project was grant funded"under the Federal Highway Safety,Improvement.Prograrri: The proposed action meets Council.Goal:- "Plan for and implement priority capital projects as funding;permits"... DISCUSSION The final:'construction;contract.cost is $135;842:00, which includes change orders totaling $8,220.00 and savingstdueto contract.bid unit itemiunder runs,in the amount of$4,048. The approved project budget established a change order contingency of,$13167 for=unforeseen conditions: Change or"ders included grindingand paving 2" of asphalt prior-tor installing the new lighted crosswalk on Casa Grande Road at;Crinella;Drive and eliminating six detector hand- holes from the lighted crosswalks= Contract bid itemmunder-runs`were°for sidewalk replacement itnmediately'adjacent.to the ramps which were deemed unnecessary during construction. Agenda Revie City Attorney v1 Finance Director City" Manager Project costs;included$22;000 for•de`sign.by.Citystaffand approximately $20,000 for ' construction management and inspections performed by P ublic Works & Utilities staff:'There are no disputed claims and the projectiwas completed without any'significant incidents. Following the acceptance of the project and release ofretention, staff will submit the final invoice to Caltrans for FHWA reimbursement. FINANCIAL IMPACTS The HSIP Lighted Crosswalks Project, Project Number C16101103, was approved by the City Council in the amount of$202,183. The,total cost for the project is,approximately $187,230. The City will be reimbursed by Cycle 4 Federal Highway Safety Improvement Program(HSIP) funds up to 90%;of eligible costs not,to exceed.$173,200. The 10% matching funds and City's overhead and administration will come from Street Maintenance Hinds and public donations collected•;for the project. Funds>Were"raised via local fund raising efforts. CIP1Budget Current, EstimatedlGrafir Uses. 'FY 0/14 Estimate ' _ `Reimtiursemi nt Design/Environmental $ 31,250 $ 22,000 $ 19,800. Construction Contracts $ 125,000 135,842 $ 122,258 Construction Management $ 18,750 $ 20,000 $ 18,000 CIP Overhead'@ 2.4% $ 4,739 $ 4,388' $ - Administration $ 5,000 $ 5,000 Project Contingency $ 17,444 $ - TOTAL $ '202,183 $ 187,230 '$ 160,058 Funding'Sources Street Maint Operating'Budget $ 9,739 '$ 9,388 (2.4% Overhead and Admin) Street Maint Operating Budget: ;$ 15,433 $ 13,973 (10% Local Match) Donations.(10% Local Match) $ 3,811 $ 3,8.11 Federal,HSIP' $ 173,200 $ 160,058 • TOTAL $: 202,183 $ 187,230 ATTACHMENTS 1. Resolution 2. Location map 2 Attachment 1 RESOLUTION ACCEPTING COMPLETION OF THE . CONSTRUCTION CONTRACT FOR THEHSIP LIGHTED CROSSWALKS PROJECT PROJECT NO. C16101101 WHEREAS, in accordance with Section 68 of Article X of the City of Petaluma Charter, Section 20162 of the California Public Contract Code and other applicable law, the City of Petaluma,solicited bids for the HSIP Lighted Crosswalks Project ("Project"), and WHEREAS,bids for-the Project were opened on January 16, 2013, in accordance with California.Public Contract.Code Section 41'04.5 and other applicable.law; and WHEREAS, the apparent low bid,for the Project was,DC•Electric in the amount of $131;670; and • WHEREAS, by Resolution No.,2013-018, adopted'on February 25, 2013, the City Council found.the bid of$131,670 for the Project to be the lowest responsive'bid, awarded the Project to DC Electric in the:'amount of$131,670, conditioned on DC Electric's timely executing the Project contract and submitting all'required documents and'authorized and,directed the City Manager to:sign the Project contract on behalf of the City, upon such timely submission and to execute onbehalfof the City any?amendments to the Project contract that are necessary to effectively complete the project and/or to realize the Project and/oncost benefits for the City; and WHEREAS, the°following-contract change orders (CCO)affecting"the Project amount have been approved: Change Order Number Description Amount CCO#1 Grind and pave 2" of asphalt on Casa Grande at Crinella Drive prior toinstalling the lighted crosswalk $9,720.00 CCO#2 Elimination of six;detector,hand-holes for two lighted crosswalks: ($1,500.00) • Total change orders:= $8,220.00 • Under-runsincluded only sidewalk Sum offunder_-runs of contract bid items: ($4,048.00); and WHEREAS,the final contract amount, as amended, including all change orders, is . $135,842.00; and. 3 • WHEREAS, the estimated total costof the Project•isi$.187,230; within the approved Project budget;and WHEREAS, City staff have inspected the Project and determined that it has•been. completed in accordance with the contract requirementssubject to completion of the punch'list work, and the Contractor's continuingwarranty and other obligations pursuant to the contract; and WHEREAS, based on the foregoing, staff recommends acceptance of the Project on behalf of the City. NOW, THEREFORE, BE.IT.RESOLVED by the'City Council as follows: 1. The contract entitled HSIP Lighted Crosswalks.Project, Project No C16101103, with the final contract;amount of$ 35,842.00, is accepted;as complete,subject to the Contractor completing the'punch list work prior to the release of the retention, and the Contractor's continuing warranty and other obligations pursuant to the contract. 2. The City Clerk is hereby>kauthorized and directed to file a Notice of Completion concerning the Project with the Sonoma County Clerk's Office within ten(10) days of the date of this Resolution. 3. Staff are hereby authorized:and directed to release:all'undisputed retention not subject • to`pending change orders within sixty (60) days of the date of this Resolution and in accordance with the terms ofithe Project contract,.California Public Contract Code Section 7107 and applicable:law. 4 ' Attachment 2 CD � �� C nol Ow tit! :�-�, i w e/ � ■ppi = 611 ti -- a TO linnir i 1 C.. 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