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HomeMy WebLinkAboutStaff Report 3.B 05/07/2018Agenda Item #3.B DATE: May 7, 2018 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. J1ohn"F ASCE — Director, Public Works & Utilities Jeff Stutsman, P.E. — Senior Civil Engineer, Public Works & Utilities SUBJECT: Resolution Accepting Completion of Crystal Lane and Edith Street Crosswalk Improvements Project RECOMMENDATION It is recommended that the City Council approve the Resolution Accepting the Completion of Crystal Lane and Edith Street Crosswalk Improvements Project BACKGROUND On April 3, 2017, the City Council adopted a resolution approving the request for Transportation Development Act Article 3 (TDA3) Pedestrian/Bicycle project funding. The project included the construction of improved bicycle and pedestrian traffic warning devices at two locations: Crystal Lane roundabout on Petaluma Boulevard South, and the crossing on Edith Street at East Washington Street. The in -pavement lighting system had not functioned reliably at those locations and was expensive to repair and maintain. Installed in March 2015, it required significant repairs by the City including numerous visits from the manufacturer to trouble shoot the problem. The existing flashing signs at the Crystal Lane roundabout had been hit by vehicles numerous times due to inadequate spacing from the travel way. The City used TDA3 funds managed by Sonoma County Transportation Authority (SCTA) that included a specific amount set aside for Petaluma. The available FY 17/18 TDA3 funding for the subject project was $79,283. On March 1, 2017, the Pedestrian and Bicycle Advisory Committee recommended Council approval for the use of TDA 3 funds for the project. On May 8, 2017, the application was approved by SCTA Board and the allocation was approved by Metropolitan Transportation Commission (MTC) on June 27, 2017. The proposed action meets Council Goal: "Plan for and implement priority capital projects as funding permits." DISCUSSION The bid was awarded to DC Electric Inc. for the Crystal Lane and Edith Street Crosswalk Improvements Project. Construction occurred from October 20 through March 20, 2018. The final construction contract is $92,500, which includes one change order totaling $12,800 for additional Rectangular Rapid Flashing Beacon equipment. There are no disputed claims and the project was completed satisfactorily without any significant incidents. FINANCIAL IMPACTS The total cost for the project is summarized below: Expenses Approved Budget Actual Project Costs Construction Contract $ 79,700 $ 79,700 Design (City Staff) $ 0 $ 0 Administration $ 1,000 $ 1,000 Construction Management & Inspection $ 5,000 $ 5,000 CIP Overhead $ - $ - Contract Contingency $ 21,300 $ 12,800 Total $107,000 $ 98,500 Funding Sources TDA Article 3 FY17/18 $ 79,283 $ 79,283 Street Maintenance Fund (2411) $ 27,717 $ 19,217 Total $107,000 $ 98,500 Note: City staff salary and benefits costs are included in appropriate project phases Unused funds of approximately $8,500 will be returned to the Street Maintenance Fund for use on future projects. ATTACHMENTS 1. Resolution 2. Location Map 2 Attachment 1 RESOLUTION ACCEPTING COMPLETION OF CRYSTAL LANE AND EDITH STREET CROSSWALK IMPROVEMENTS 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 Crystal Lane and Edith Street Crosswalk Improvements project ("Project"); and WHEREAS, bids for the Project were opened on February 22, 2017, in accordance with California Public Contract Code Section 4104.5 and other applicable law; and WHEREAS, the apparent low bid for the Project was the bid of DC Electric Group Inc.; and WHEREAS, by Resolution No. 2017-047 N.C.S. adopted March 20, 2017, the City Council of the City of Petaluma found the bid of $79,700 for the Project to be the lowest responsive bid and awarded the construction contract to DC Electric Group Inc. conditioned on their 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; and WHEREAS, the following change orders affecting the Project amount have been approved: Change Description Amount Order #1 Additional Rectangular Rapid Flashing Beacon Equipment $ 12,800 Total Change Orders $ 12,800; and WHEREAS, the contractor performed satisfactorily with no outstanding claims or performance issues, and final construction contract amount as amended including all change orders, overruns, under7uns is $98,500; 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, 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 contract entitled Crystal Lane and Edith Street Crosswalk Improvements, Project No. C16101827 with a final construction contract amount of $98,500 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 (t 0) 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. M Attachment 2 CROSSWALK IMPROVEMENTS CRYSTAL LANE ROUNDABOUT AND EDITH STREET AT EAST WASHINGTON STREET LOCATION MAP C �X Date :April 3, 2017 z N City of Petaluma PROJECT SITE wE Public Works and Utilities S Department -7g54 5