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HomeMy WebLinkAboutStaff Report 3.F 03/19/2018DATE: March 19, 2018 Agenda Item #3.F TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. John, F.ASCE — Director, Public Works & Utilities Jeff Stutsman, P.E. — Sr. Civil Engineer, Public Works & Utilities SUBJECT: Resolution Accepting Completion of the Traffic Signal Replacement Project RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Accepting Completion of the Traffic Signal Replacement Project. BACKGROUND The Traffic Signal Infrastructure Capital Replacement Program (CIP Project C16101301) is to implement repairs, replacements, and/or upgrades to signals and streetlights that are beyond the abilities of the City's signal technicians to repair. A project was awarded in February 2017. In the course of the project it was discovered that fourteen streetlights on a high-voltage circuit were inoperable due to a broken and burned section of streetlight conduit on Petaluma Boulevard South from F Street to Mountain View Avenue. An investigation revealed that multiple locations of this streetlight circuit had fused within the conduit so a typical repair involving wiring removal and replacement approach would not work. On October 16, 2017, Council authorized a change of project scope and additional funding to replace the high-voltage circuit to return these fourteen streetlights to operation. The proposed action meets Council Goal: "Plan for and implement priority capital projects as funding permits." DISCUSSION The City owns and maintains over 5,000 streetlights and the Public Works and Utilities Department maintains a list of known streetlight outages. Usually the repair requires a straightforward fix by the City's Traffic Signal Technicians. On average, our technicians repair 37 streetlights per month that have problems related to bulb, fuse, or ballast replacement. Some non -working streetlights have problems with power supply or other components that are beyond City resources and require a specialty contractor to repair. The Traffic Signal Infrastructure Capital Replacement Program, Project No. C16101301 was awarded by the City Council on February 27, 2017 to DC Electric Group, Inc. of Cotati for a base bid amount of $144,560.00. After the contract award, non -working streetlights were discovered. Rather than direct the contractor to repair the original streetlights in the bid, a reassessment of non -working streetlights was performed to assure best use of the limited funds. Priority was given to lights along arterial streets, business areas, parks, safety lights, and higher - use pedestrian travel ways. The bid was based on unit cost to perform the work, not on specific locations, which allowed higher priority streetlights to be swapped out with the lower priority lights included in the bid schedule. The contractor began work in June 2017 and completed twelve locations by the end of July. In August 2017, the project scope was modified to repair the faulty underground wiring on Petaluma Boulevard South where the high-voltage circuit for fourteen streetlights had failed. Repair on the fourteen streetlights on Petaluma Boulevard South was completed by the end of November, 2017. The contract included two change orders that total $168,706.50. Change Order #1 for $75,731.50 was for restoring eight streetlights on Petaluma Boulevard South from F Street to I Street, and Change Order #2 for $92,975.00 was for removing one streetlight at I Street and for restoring five streetlights on Petaluma Boulevard South from I Street to Mountain View Avenue. The final construction contract cost including change orders is $313,266.50. There are no disputed claims and the contractor performed the work satisfactorily and completed the project without any significant incidents or disputes. FINANCIAL IMPACTS The FY 2015/16 budget included $200,000 from the Street Maintenance Fund for CIP project C16101301. On October 16, 2017, Council approved Resolution 2017-165 N.C.S. to authorize the two change orders and augment the project budget with $184,350, funded from revenues associated with the garbage franchise. The project was completed within the modified budget with approximately $31,083 unspent as summarized below. Uses Approved Project Budget FY 15116 Revised Project Budget FY 17/18 Final Project Expenses FY 17/18 Design $ 25,000 $ 25,000 $ 25,000 Construction Contract $175,000 $313,047 $313,267 Construction Management $ 0 $ 5,000 $ 5,000 Project Contingency $ 0 $ 31,303 $ 0 CIP Overhead @ 2.5% $ 0 $ 10,000 $ 105000 Unassigned $ 0 $ 0 $ 0 TOTAL $200,000 $384,350 $353,257 2 Budget savings of $31,303 will be transferred back to the Street Fund. ATTACHMENTS 1. Resolution Attachment 1 RESOLUTION ACCEPTING COMPLETION OF THE TRAFFIC SIGNAL REPLACEMENT 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 Petaluma Traffic Signal Replacement project ("Project"); and WHEREAS, bids for the Project were opened on August 11, 2016, in accordance with California Public Contract Code Section 4104.5 and other applicable law; and WHEREAS, the apparent low bid for the Project was DC Electric Group, Inc., in the amount of $144,560.00; and WHEREAS, by Resolution No. 2017-174 N.C.S. adopted February 27, 2017, the City found the bid of $144,560.00 for the Project to be the lowest responsive bid and awarded the Project to DC Electric Group, Inc., in that amount; and WHEREAS, the following change orders affecting the Project amount have been approved: Change Order Number Description Amount CCO#1 Petaluma Blvd South - F Street to I Street $75,731.50 CCO#2 Petaluma Blvd South- I St to Mountain View Ave $92,975.00 Net Change Orders: $168,706.50; and WHEREAS, the final construction contract amount as amended including all change orders is $313,266.50; and WHEREAS, City staff have inspected the Project and determined that it has been completed in substantial accordance with the contract requirements subject to the Contractor's continuing warranty and other obligations pursuant to the contract; and WHEREAS, based on the foregoing, it is recommended that Council accept 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 contract entitled Traffic Signal Replacement Project No. C16101301 with a final construction contract amount of $313,266.50 is accepted as complete subject to the Contractor's continuing warranty and other obligations pursuant to the contract. 2. The City Clerk/Recording Secretary 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 is 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, the Petaluma City Charter, California Public Contract Code Section 7107 and applicable law.