HomeMy WebLinkAboutStaff Report 3.C 11/17/2014DATE:
TO:
FROM:
SUBJECT:
November 17, 2014
Honorable Mayor and Members of the City Council through City ManagVO_
Dan �A .ASCE — Director, Public Works & Utilities
Larry a er, P.E. — Capital Improvements Division Manager
Resolution Accepting Completion of the Left -Turn Protected/Permissive Signal
Modification Project
RECOMMENDATION
It is recorn mended that the City Council adopt the attached Resolution Accepting Completion of
the Left -Tum Protected/Permissive Signal Modification Project.
The project included the replacement of signal heads at twenty-three (2 1) intersections and
upgrades to existing handicap ramps to meet Americans with Disabilities Act (ADA) standards.
Bids were opened on February 26, 2014, and on April 7, 2014, the City Council approved the
project budget and awarded the bid for the construction contract to D.C. Electric., Inc. in the
amount of $276,423. Construction was successfully completed on October 31, 2014. The project
was grant funded under the Cycle 3 Federal Highway Safety Improvement Program Grant.
The grant application was based upon a Traffic Safety Evaluation Report for the City of
Petaluma completed by the Institute of Transportation Studies at University of California
Berkeley in collaboration with the City of Petaluma Police Department to evaluate the
protected/pennissive left -turn signal operations. The study was initiated because right-of-way
collisions surpassed speed collisions as the highest cause of collisions in Petaluma. Each
intersection was evaluated by a consultant traffic engineer who designed the new signal type and
tuning based on street alignment, posted speed, and collision history. The State of California
Department of Transportation (Caltrans) the Federal Highway Administration (FHWA) has
approved the flashing yellow arrow signal technology.
With this technology, the left tum portion of the signal will begin as the customary green left
pointing arrow for a set duration. The next phase will move to a solid yellow arrow to keep
additional cars from initiating a left turn movement. The solid yellow arrow is followed by a red
solid arrow of sufficient duration to clear the intersection of cars turning left. Following the solid
red and after the intersection is clear of left turning vehicles, the signal will begin a flashing
yellow arrow to permit drivers to make a left turn when on -coming conditions are clear.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The final construction contract cost is $318,618, which includes change orders totaling $53,290.
The approved project budget established a change order contingency of $73,155 for unforeseen
conditions. Change orders included: changing signal heads from 8" diameter to 12" diameter to
conform with recent changes to the Manual of Uniform Traffic Control Division standards,
increasing the contract days to accommodate the ADA ramp modifications, adding the Required
Contract Provisions Federal -Aid Construction Contracts (form FHWA-1273) documentation to
the Construction Agreement per Caltrans directive, and compensating the contractor for
assistance with the new Flashing Yellow Arrow Technology integration to our existing
equipment. Additional project costs included $84,655 for design and construction support by W -
Trans Traffic Engineers and approximately $104,466 for construction management, inspections,
and administration performed by Public Works & Utilities staff. There are no disputed claims
and the project was completed without any significant incidents. Following the acceptance of
the project and release of retention, staff will submit the final invoice to Caltrans for
reimbursement.
FINANCIAL IMPACTS
The Left -Turn Protected/Permissive Signal Modification Project, Project Number C16101006,
was approved by the City Council in the amount of $507,000. The total cost for the project is
$507,000. The City will be reimbursed by Caltrans with Cycle 3 Federal Highway Safety
Improvement Program Grant up to 90% of eligible costs not to exceed $441,000 and
approximately $49,000 in State Prop 1B funding. The remaining funds to cover City's overhead
and administration will come from Street Maintenance Funds for the project totaling $17,000 as
summarized in the table below:
Uses
Design
Legal
Administration
Construction Contracts
Construction Management
Salaries & Benefits
CIP Overhead n, 2.4%
Project Contingency
Funding Sources
13/14 Budget
S 84,000
1,000
7,000
282,000
32,000
83,000
10,000
8,000
TOTAL $ 507,000
Street Maint. Operating Budget 17,000
(2.4% Overhead and Admin)
Fed Hwy Safety Impr. Grant* 441,000
Prop 1B Funds 49,000
TOTAL $ 507,000
* HSIP Grant will reimburse a maximum of $441.000
ATTACHMENTS
Resolution
Current Estimate
$ 83,916
2,169
4,565
318,618
41,804
45,343
10,585
$ 507,000
17.000
441,000
49,000
$ 507,000
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE
LEFT -TURN PROTECTED/PERMISSIVE SIGNAL MODIFICATION PROJECT
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 Left -Turn Protected/Permissive Signal Modification Project
("Project"); and
WHEREAS, bids for the Project were opened on February 26, 2014, in accordance with
California Public Contract Code Section 4104.5 and other applicable law; and
WHEREAS, by Resolution No. 2014-055, adopted on April 7, 2014, the City Council
found the bid of $267,423.00 for the Project to be the lowest responsive bid, and awarded the
Project to D.C. Electric, Inc. in the amount of $267,423.00, conditioned on D.C. Electric, Inc.'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 on behalf of the City any amendments to the Project contract that are
necessary to effectively complete the project and/or to realize the Project and/or cost benefits for
the City; and
WHEREAS, the following contract change orders (CCO) affecting the Project amount
have been approved; and
Chanae Order
Number Description Amount
CCO#1 Replace 8" signal heads with 12" signal heads $48,990
CCO #2 Increase contract time S 0
CCO #3 Add federal provisions to contract $ 0
CCO #4 Final Closeout of All Disputed Issues $ 4,300
Total change orders: $53,290
WHEREAS, the final contract amount, as amended, including all change orders, is
$318,618; and
WHEREAS, the estimated total cost of the Project is $507,000 and is 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 requirements, subject to completion of the punch list
work, and the Contractor's continuing warranty 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 of the City of Petaluma
as follows:
1. The Left -Turn Protected/Permissive Signal Modification Project, Project No.
C16101006, with the final contract amount of $318,618, is accepted as complete, subject
to the Contractor's continuing warranty and other obligations pursuant to the contract.
2. The City Clerk is hereby authorized 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 of the Project contract, California Public Contract Code
Section 7107 and applicable law.
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