HomeMy WebLinkAboutStaff Report 4.D 10/16/2017Agenda Item #4.D
PAY
zss$
DATE: October 16, 2017
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. John, F.ASCE — Director, Public Works & Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Amending the Project Budget and Authorizing Approval of a Contract
Change Order to the Traffic Signal Infrastructure Capital Replacement Project to
Replace High - Voltage Circuit on Petaluma Boulevard South from F Street to
Mountain View Avenue
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Amending the Project
Budget and Authorizing Approval of a Contract Change Order to the Traffic Signal
Infrastructure Capital Replacement Project to Replace High - Voltage Circuit on Petaluma
Boulevard South from F Street to Mountain View Avenue.
BACKGROUND
The Traffic Signal Infrastructure Capital Replacement Program (Project No. C16101301) was
awarded by Council, on February 27, 2017, to repair, replace, and /or upgrade signals and
streetlights that are beyond the abilities of the City's signal technicians. By July 2017, D.C.
Electric had repaired twelve streetlights and returned them to operation. As staff was planning
the next group of repairs, the contractor working on the Petaluma Boulevard South Water Main
Replacement project discovered a broken and burned section of streetlight conduit. A localized
repair was discussed, but initial investigation revealed that multiple locations of this streetlight
circuit had fused within the conduit and a typical wiring removal and replacement approach
would not work.
Additionally, the Public Works and Utilities Department has previously discussed the
replacement of this high - voltage streetlight circuit as it is non - standard, difficult for staff to work
on safely, and the only high- voltage streetlight circuit in the City. Currently there are 14
streetlights out on Petaluma Boulevard South from F Street to Mountain View Avenue.
DISCUSSION
Staff has previously investigated the replacement of the high - voltage circuit with a standard
voltage circuit originally estimating at $300,000 for the work to trench and bore new conduit in
place, run wiring to each streetlight location, replace the existing cobrahead fixtures with LED
fixtures and restore asphalt and concrete disturbed by the work. It is important to complete this
underground electrical work in advance of the upcoming Petaluma Boulevard Road Diet
extension, expected to begin in 2019, that will repave the roadway from E Street to the Crystal
Way Roundabout.
Immediately after the failure of the high - voltage circuit, staff began working with DC Electric
for more accurate cost estimates to repair the circuit. The construction contract has $68,828
remaining for use on streetlight infrastructure repair and this balance will be applied towards the
following change orders. Staff has negotiated a cost of $94,565.00 to restore five streetlights
from I Street to G Street. Staff has also negotiated costs of $49,775 to restore three lights from G
Street to F Street and $92,975 to restore five streetlights from I Street to Mountain View Avenue
and remove one streetlight at I Street which is redundant to the working traffic signal safety
lights. The total cost for restoring all fourteen lights is $237,315. There is $68,828 remaining on
the construction contract which will be spent on the Petaluma Boulevard Streetlights and
requires the construction contract to be amended by $168,487 to fully fund the three change
orders. The approved project budget currently has $30,440 of unassigned funding that will be re-
allocated to construction contingency. Staff recommends increasing the project budget for
construction management, contingency and CIP overhead to total $46,303, but with the
unassigned funding of $30,440, the project budget needs only $15,863 of additional funding for
these items. These two additional increments total $184,350, which is the requested funding from
the Garbage Franchise Fees.
These costs are in line with the unit costs within the bid for conduit and wire, pull boxes, and
concrete and asphalt restoration and are assumed to be equal to or better than what would be
expected if bid in the future as a separate project. The City will realize savings by avoiding the
engineering cost to prepare and bid a separate contract in the future and by eliminating cost for
additional contractor mobilization. The additional benefit will be the near -term restoration of
these lights than if the work were to be constructed in a future project.
If the City Council approves this action, the work will begin immediately and the streetlights on
Petaluma Boulevard South from F Street to Mountain View Avenue are anticipated to be
completed in November 2017, although early rain can potentially delay the completion of work.
FINANCIAL IMPACTS
The cost of the change order to restore the streetlights is greater than the unused portion of the
project budget. Staff recommends transferring an additional $184,350 to the project in order to
fund the change order and provide sufficient contingency through the remainder of the project.
The contingency is necessary for any underground work but also needed since the location of the
power source for the lights has not yet been approved by PGE.
2
CIP project C16101301 is included in the FY 16/17 Budget with an approved total project
budget of $200,000. Funding for the original project is from the Street Maintenance Fund.
Funding for project amendments will be provided by garbage franchise revenues. A revised CIP
budget, appropriate of Garbage franchise monies, and associated transfers will be provided to
Council as part of the City's first quarter budget adjusts, scheduled in November, 2017. Project
budget is sufficient to cover any costs incurred prior to the effective date of these budget
adjustments the following two charts show the proposed modified project budget and revised
funding sources.
PROPOSED
PROJECT BUDGET
Source of Funding
Approved
Project
Budget
Revised
Project Budget
Design
$25,000
$25,000
Administration
$0
$0
Constr. Contract
$175,000
$313,047
Constr.
Management
$0
$5,000
Contingency
$0
$31,303
CIP Overhead
$0
$10,000
Total
$200,000
$384,350
PROPOSED PROJECT FUNDING
Source of Funding
Approved
Revised
Street Maintenance 2411
$200,000
$200,000
Garbage Franchise
$0
$184,350
Total
$384,350
The project budget expense of $384,350 includes the twelve streetlights already repaired in
various locations and the proposed change order to restore thirteen streetlights on Petaluma
Boulevard South and remove one streetlight at I Street as discussed above.
Any
ATTACHMENTS
1. Resolution
2. Draft Contract Change Order #1
3
Attachment 1
RESOLUTION AMENDING THE PROJECT BUDGET AND AUTHORIZING
APPROVAL OF A CONTRACT CHANGE ORDER TO THE
THE TRAFFIC SIGNAL INFRASTRUCTURE CAPITAL REPLACEMENT
PROJECT TO REPLACE THE HIGH - VOLTAGE CIRCUIT ON PETALUMA
BOULEVARD SOUTH FROM F STREET TO MOUNTAIN VIEW AVENUE
WHEREAS, D.C. Electric Group Inc. is actively constructing the Traffic Signal
Infrastructure Capital Replacement Project; and
WHEREAS, the City of Petaluma desires to restore the streetlights on Petaluma
Boulevard South from F Street to Mountain View Avenue within the existing contract; and
WHEREAS, the City has negotiated a Contract Change Order to replace the high -
voltage circuit with other necessary improvements for a cost of $168,487; and
WHEREAS, the project budget must be increased to $384,350 due to the Contract
Change Order and necessary contingency; and
WHEREAS, adequate Garbage Franchise monies are available to fund the amended
project.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Approves the proposed revised project budget of $384,350.
2. Authorizes the use of $184,350 from the Garbage Franchise monies for the Traffic Signal
Infrastructure Capital Replacement Project (C16101301).
3. Authorizes approval of a contract change order for $168, 487 to restore the streetlights on
Petaluma Boulevard South from F Street to Mountain View Avenue.
4
CONTRACT NO. C16101301
CONTRACT CHANGE ORDER NO. 1
PROJECT NAME: Traffic Signal Infrastructure Capital Replacement Program
To: D.C. Electric Group, Inc.
8023 Gravenstein Hwy
Cotati, CA 94931
Attachment 2
CITY OF PETALUMA
PUBLIC WORKS AND UTILITIES DEPARTMENT
Sheet [1] of [41
You are hereby directed to make the herein described changes to the plans and specifications or do the following described
work not included in the plans and specifications on this contract. Upon execution by representatives authorized to bind the
parties, this Change Order will become a part of the contract. The consideration specified in this Change Order (whether an
adjustment of the contract price, an adjustment of time, and /or other consideration) is the full and sole compensation owed to
the contractor as a result of the changes and issues described in this Change Order. Such consideration includes, but is not
limited to, any and all direct and indirect costs incurred by the contractor as a result of the changes and issues described in this
Change Order for any labor, equipment, materials, overhead (additional, extended, field and home office), profit, or time
adjustments. By signing this Change Order the contractor waives and releases the owner from any and all claims for additional
compensation concerning any of the changes and issues specified in this Change Order.
NOTE: This Change Order is not effective until approved by the Director.
To follow is the description of work to be performed, estimate of quantities and prices to be paid, segregated
between additional work at contract price, agreed price and force account. Unless otherwise stated, rates for rental
of equipment cover only such time as equipment is actually used and no allowance will be made for idle time.
Change requested by City.
SCOPE OF WORK:
The work will take place on Petaluma Boulevard South starting at the intersection with F Street and ending at the
service point on I Street. The contractor shall restore eight (8) existing streetlights to operation. The contractor shall
directional drill and trench as necessary to install 2" HDPE conduit from the existing PG &E pull -box service point on
I Street west of Petaluma Blvd. South. The contractor shall place ten (10) #9 pull -boxes with streetlight lids at each
streetlight location and at each junction where conduit changes direction. The contractor shall furnish and install
new conductors appropriate for the electrical load of this circuit, and provide new fuses. The contractor shall
provide new LED streetlight fixtures and photocells to match existing LED Streetlights installed along Petaluma
Blvd. South. The contractor shall repair all removed asphalt and concrete surfaces per City Standards and to the
satisfation of the City's Inspector. The contractor shall contact USA and pothole to locate underground facilities as
required.
METHOD OF PAYMENT: Options: ® Lump Sum, ❑ Extra Work at Force Account, ❑ Increase Unit Price,
❑ Decrease Unit Price, ❑ Agreed Unit Price
Estimated Cost: Decrease $ or Increase $ 75,731.50
By reason of this order, the time of completion will be adjusted as follows: eight (8) days
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this
proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted
above, and perform all services necessary for the work above specified, and will accept as full payment the prices
shown above.
By: 1�y-� ��/�iYrffl���� ,� �J Title: C-6 0 Date: I
Contractor
Prepared by: Project Manager; Date:
Approval Recommended by: Division Manager; Date:
[PW, Parks, other] Funding Authorized by: [Other Funding Dept] Date:
Approved by (up to $20,000): Dept. Director; Date:
Approved by (over $20,000): City Manager; Date:
Contract Change Order
(iM,Mage #1153738) Tvlarch2013