For City Council Meeting [December 12, 2017]
TO: Honorable Mayor and City Council
APPROVAL: Michael E. Story, City Administrator
FROM: Robert G. Eisenbeisz, P.E., Public Works Director/City Engineer
Title
Request City Council to (1) Accept the Riverside Avenue and Linden Avenue Traffic Signal and Street Improvement Project, City Project 120802; (2) Approve Contract Change Order No. 1 in the Amount of $44,395.50; (3) Authorize Filing of the Notice of Completion; and (4) Authorize Release of Retention to Vance Corporation, Inc.
Body
BACKGROUND:
The City released RFB No. 17-004 for the Riverside Avenue and Linden Avenue Traffic Signal and Street Improvements Project on July 20, 2016. On September 27, 2016, City Council awarded a construction contract to Vance Corporation, in the amount of $467,974.00 for the Riverside Avenue and Linden Avenue Traffic Signal and Street Improvement Project and delegated authority to the City Administrator to approve and execute construction contract change orders up to a cumulative amount of $20,000.
ANALYSIS/DISCUSSION:
On November 10, 2017, the Contractor completed the Riverside Avenue and Linden Avenue Traffic Signal and Street Improvement Project. Staff conducted a final inspection and found the work to comply with the approved plans, specifications and standards of the City of Rialto. Upon acceptance by the City Council, staff will file a Notice of Completion for recordation at the County Recorder’s office.
The Notice to Proceed (NTP) was issued to start the work on March 6, 2017. There was a delay in the issuance of the NTP due to the contractor encountering underground utility conflicts during the potholing and to allow for the lead time required for procurement and delivery of the traffic signal poles. Construction was completed within the specified 180 working days for the completion of the project. A copy of the Notice of Completion to be submitted to the County is included as Attachment 1.
The Table 1 below summarizes the total construction costs associated with work completed by Vance Corporation on the project.
Table 1
|
Vance Corporation |
Description |
CCO Amount |
Contract Amount |
|
Original Contract |
|
|
$467,974.00 |
|
Change Order 1.1 |
Additional Utility Potholing |
$19,260.21 |
|
|
Change Order 1.2 |
Added Cold Mill and Overlay |
$49,887.18 |
|
|
Change order 1.3 |
Irrigation Repair & Replacement |
$6,217.62 |
|
|
Change Order 1.4 |
Added Ped Push Button Post |
$6,069.38 |
|
|
Change Order 1.5 |
Added Dual Electrical Meter |
$1,354.53 |
|
|
Change Order 1.6 |
Quantities Adjustments & Reduction of Paved Shoulder |
-18,399.42 |
|
|
|
Total Amount of CCO No. 1 |
|
$64,395.50 |
|
Total Contract and Change Orders |
|
$532,369.50 |
|
Total Authorization |
|
$487,974.00 |
|
Amount of Additional Authorization Request |
|
44,395.50 |
Contract Change Order No.1 consisted of several items of work beyond what was in the contract scope of work. A copy of CCO No. 1 is included as Attachment 2. The following is a summary of the additional work performed:
• Additional Utility Potholing: Due to the number of conflicting underground utilities, the contractor was required to perform additional potholing to verify the exact location of underground conflicts prior to ordering poles. Several water lines were found to be in locations that were different than shown in utility record drawings.
• Added Cold Mill and Overlay: During construction, staff noted additional pavement that needed to be rehabilitated to accommodate new and modified traffic striping and markings. The added pavement rehabilitation (cold mill and overlay) is located on Riverside Avenue north and south of Linden Avenue. Vance Corporation provided a quote for the work and staff reviewed and verified the quantities and unit costs before authorizing the contractor to proceed with the additional pavement improvements.
• Irrigation Repair & Replacement: The contractor was required to perform repairs and/or relocate existing and conflicting landscape irrigation facilities to accommodate the installation of the new traffic signal controller foundation.
• Added Pedestrian Push Button Post: Due to underground utility conflicts, one of the poles had to be located further from the curb, necessitating the addition of a pedestrian push button post to comply with current requirements of the Americans with Disabilities Act (ADA) and the California Manual on Uniform Traffic Control Devices (CA MUTCD).
• Installation of Dual Electrical Meter: During construction it was determined that a dual meter is required to provide separately metered electrical service to the traffic signal and the intersection safety lighting. These systems need to be metered separately to account for different billing rates. This also included an upgrade of the service cabinet to accommodate the dual meter.
• Quantities Adjustments & Reduction of Shoulder Paving Quantities: The contract design quantities were adjusted to reflect the actual constructed quantity measurements, which included a reduction in the shoulder pavement to meet field conditions and improve operation.
Table 2 summarizes the final breakdown of the total project costs:
Table 2
The final construction cost for Phase 1 was $532,369.50. The total project cost was $917,563.56.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires that the guidelines for implementation of the California Environmental Quality Act (CEQA) include a list of classes of projects that have been determined not to have a significant effect on the environment and which shall, therefore, be exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared categorically exempt from the requirement for the preparation of environmental documents. In accordance with 14 CCR Section 15301 “Existing Facilities,” Class 1 projects consist of the maintenance of existing highways and streets; as a traffic signal installation project, the Riverside Avenue and Linden Avenue Improvement Project is considered categorically exempt from CEQA. On April 11, 2014, Staff filed a Notice of Determination for the project with the Clerk of the Board, included as Attachment 3.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
Approval of this action also complies with the City of Rialto General Plan Goal and Policies:
Goal 3-6: Require that all developed areas within Rialto are adequately served with essential public services and infrastructure.
Policy 3-6.1: Coordinate all development proposals with other affected public entities to ensure the provision of adequate public facilities and infrastructure services.
Goal 3-7: Upgrade public infrastructure as an inducement to promote private investment.
LEGAL REVIEW:
The City Attorney has reviewed and approved the staff report and notice of completion.
FINANCIAL IMPACT:
The Riverside Avenue and Linden Avenue Traffic Signal and Roadway Improvement Project was budgeted as identified in Table 2 below.
Table 2- Funding Summary
The City is holding retention of $26,618.48 for Vance Corporation, Inc. pending acceptance of the improvements for maintenance and filing of the Notice of Completion with the County Recorder’s office.
The Finance Department will add the new improvements to the City’s fixed asset system in compliance with Governmental Accounting Standard Board (GASB) 34 Standards for Financial Reporting of Infrastructure Assets as Attachment 4.
The contractor was directed to complete additional work beyond the scope of the contract at a total additional cost of $64,395.50. The City Council previously authorized the City Administrator to approve and execute construction contract change orders up to a cumulative amount of $20,000. Staff recommends that City Council approve the net additional Contract Change Order cost in the amount of $44,395.50 from Transportation DIF Fund Account No. 250-500-4310-3001-120802-05 for completion of the Riverside/Linden street improvements. Sufficient funds have been budgeted and are available for this additional cost.
RECOMMENDATION:
Staff recommends that the City Council:
• Accept the Riverside Avenue/Linden Avenue Traffic Signal and Street Improvement Project.
• Approve Contract Change Order No. 1 in the amount of $64,395.50, which requires a net additional authorization amount of $44,395.50.
• Authorize the Public Works Director/City Engineer to file the Notice of Completion at the County Recorder’s Office.
• Authorize release of retention to Vance Corporation Inc., 35 days after the filing.