Report to Mayor and City Council
Tuesday, March 07, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT TO PUBLIC WORKS AGREEMENT WITH CROSSTOWN ELECTRICAL & DATA, INC., APPROVAL OF CHANGE ORDER NO. 1, AND APPROVAL OF RESOLUTION NO. 23-041, "A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2022-23 BUDGET IN THE SPECIAL REVENUE FUNDS" PROVIDING FUNDS FOR ADDITIONAL WORK FOR PROJECT NO. 1611 - TRAFFIC SIGNAL INSTALLATION AT THE INTERSECTION OF CENTRAL AVENUE AND DIMONDALE DRIVE (CITY COUNCIL)
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I. SUMMARY
Project No. 1611: Traffic Signal Installation at the intersection of Central Avenue and Dimondale Drive is one of the projects in the Capital Improvement Program (CIP) (Exhibit No. 1) and will improve traffic safety in the City of Carson (City). This project is funded by Measure M in the amount of $453,083.90 (which includes a 15% contingency) and Federal Highway Infrastructure Program in the amount of $426,577 for a total funding amount of $859,962.
The project has experienced construction delays caused by the location of utilities, which required changes to the traffic signal pole layout, the structural design of one of the traffic signal pole footings, and additional construction methods required to implement the structural design. The various changes in conditions and modifications to scope have been captured in Serial Letter No: 4560-001 Rev1 from Crosstown Electrical & Data, Inc. which proposes the change order to implement the additional scope (Change Order Request) (Exhibit No. 2).
Staff requests that the City Council approve Change Order No. 1 comprising the changes contained in the Change Order Request, in the amount of $181,995.62 plus $18,004.38 which will serve as an additional construction contingency to fund additional unforeseen circumstances (for a total of $200,000.00) to complete the project. Staff also requests that the City Council approve the attached Amendment No. 1 to Public Works Agreement which will extend the Performance Schedule for project completion by no later than September 30, 2023 and increase the contract amount from $393,986.00 to $593,986.00 after adding $200,000 to the original contract.
II. RECOMMENDATION
Recommendation
Take the following actions:
1. APPROVE Change Order No. 1 in the amount of $181,995.62 for Project No. 1611 - Traffic Signal Installation at the intersection of Central Avenue and Dimondale Drive.
2. APPROVE the expenditure of construction contingency, if necessary, in the amount of $18,004.38 for change orders such as the removal and remediation of contaminated soil, substructure conflicts, and other unforeseen construction work that may be required to complete this project as specified in the contract.
3. APPROVE Amendment No. 1 to Public Works Agreement with Crosstown Electrical & Data, Inc.
4. AUTHORIZE the Mayor to execute Amendment No. 1 following approval as to form by the City Attorney.
5. ADOPT Resolution No. 23-041 “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2022-23 BUDGET IN THE SPECIAL REVENUE FUNDS" transferring $426,577 from Federal Highway Infrastructure Fund Balance Account (250-99-999-999-3601) to account 250-80-820-904-8023 to cover the additional construction work needed to complete the project (Exhibit No. 3).
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III. ALTERNATIVES
1. DO NOT APPROVE the recommendations presented to the City Council. However, this alternative may not allow for the full completion of the scope of work for the project as planned.
2. Take another action the City Council deems appropriate, and consistent with the requirements of the law.
IV. BACKGROUND
The City’s Capital Improvement Program (CIP) calls for the construction of Project No. 1611: Traffic Signal Installation at the intersection of Central Avenue and Dimondale Drive.
Central Avenue is a roadway that provides north-south access to the City, classified as a major highway with two travel lanes in each direction, and approximately 84 feet wide. Dimondale Drive is a local street with one travel lane in each direction and approximately 40 feet wide. The intersection of Central Avenue and Dimondale Drive is stop-controlled on the east and westbound Dimondale Drive approaches while yield-controlled to pedestrians on the north and southbound Central Avenue approaches.
On October 6, 2020, the City Council approved the PS&E and authorized staff to advertise the work and call for bids. The project was advertised for construction bids from November 2020 to February 4, 2021.
On April 20, 2021, the City Council awarded the construction contract to Crosstown Electrical and Data, Inc. in the amount of $393,986.00 (Exhibit No. 4) and authorized a construction contingency, in the amount of $59,097.90 (15%) for unforeseen construction work.
On December 20, 2021, staff issued the Noticed to Proceed to Crosstown Electrical and Data, Inc. to commence work, beginning with the ordering of materials, including long lead items. Utility clearance work began in the first quarter of 2022 and continued in the second quarter of 2022 when it was discovered that there was not sufficient room on the southwest corner for a traditional footing for traffic signal pole # 2.
During the second quarter 2022, the design engineer, KOA, and their subcontractor, Ficcadenti Waggoner and Castle Structural Engineers, began designing a custom foundation for traffic signal pole #2 located on the southwest corner of the intersection. This structural design, and the revision to the Traffic Signal plans were completed during the third quarter of 2022 and issued to Crosstown Electrical and Data, Inc. capturing the structural design for pole #2 in addition to changes to traffic signal pole, SCE service, and conduit locations that were made since the start of the project.
On February 7, 2023 Crosstown Electrical and Data, Inc. submitted Serial Letter No: 4560-001 Rev1, requesting the approval for a total change order of $181,995.62 to complete the work (Change Order Request) according to the structural design and revised Traffic Signal plans.
This Change Order Request includes: material escalation prices since contract was awarded in 2021; change in pole type and mounting configuration in southwest corner of intersection; additional conduit required for the installation of electrical service from new SCE service location; trenching work required to avoid utilities in the street; additional time, materials, and subcontractor work for the construction of the foundation for traffic signal pole #2; and additional pavement restoration associated with the construction of the foundation for traffic signal pole #2.
To date, the only field work that has been completed is the utility clearance work. Additionally, all the equipment and materials have been reviewed in submittals by City Staff and have been ordered and procured, except for the new steel cage needed for structural support of pole #2, which is included in the Change Order Request.
The outstanding work includes conduit installation; installation of electrical conductors, service, and controller; removal and replacement of curb and sidewalk; installation of traffic signal poles and foundations; and signing and striping.
Staff is anticipating that the required new equipment, including the new steel cage, is expected to arrive in March 2023; the rest of the materials and equipment have been in the contractor’s possession. Start of construction is anticipated in early April 2023 and the overall project completion is likely to occur soon this summer 2023.
Staff requests that the City Council approve Change Order No. 1 in the amount of $181,995.62 plus $18,004.38 which will serve as an additional construction contingency to fund additional unforeseen circumstances (for a total of $200,000.00) to complete the project. Staff also requests that the City Council approve the attached Amendment No. 1 (Exhibit No. 5) which will extend the Performance Schedule for project completion by no later than September 30, 2023 and increase the contract sum from $393,986.00 to $593,986.00 after adding $200,000 to the original sum.
V. FISCAL IMPACT
If recommendation no. 5 is approved, $426,577 will be transferred from Federal Highway Infrastructure Fund Balance Account (250-99-999-999-3601) to account 250-80-820-904-8023 to cover the additional construction work needed to complete the project identified in Exhibit 2 - Resolution No. 23-041.
VI. EXHIBITS
1. Location Map (pg. 5)
2. Change Order Request (pgs. 6-7)
3. Resolution Number 23-041 (pg. 8-9)
4. Public Works Agreement with Crosstown Electrical & Data, Inc. (pgs. 10-80)
5. Amendment No. 1 to Public Works Agreement with Crosstown Electrical & Data, Inc. (pgs. 81-86)
Prepared by: Gilbert Marquez, P.E., City Engineer & Ian Holst, P.E., Associate Civil Engineer