Report to Mayor and City Council
Tuesday, June 04, 2024
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 2 TO AGREEMENT WITH ADVANTEC CONSULTING ENGINEERS, INC. TO PROVIDE TRAFFIC SIGNAL DESIGN SERVICES TO PREPARE THE PLANS, SPECIFICATIONS, AND ESTIMATES (PS&E) FOR UPGRADING TRAFFIC SIGNALS AT FOUR (4) INTERSECTIONS - PROJECT NO. 1649 [FEDERAL AID PROJECT NO. HSIP-5403(030)](CITY COUNCIL)
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I. SUMMARY
On January 12, 2021, the City and ADVANTEC Consulting Engineers, Inc. (ADVANTEC) entered into a Contract Services Agreement (Exhibit No. 1) for consultant to provide traffic signal design services to prepare the plans, specifications, and estimates (PS&E) for Project No. 1649: Traffic Signal Upgrade at four intersections for a not to exceed contract sum of $169,537. The project includes upgrading traffic signal systems, including but not limited to: new signal poles and heads; traffic signal controller cabinets, electrical service, detectors, pedestrian crossing equipment (including countdown signal heads and Audible Pedestrian Signal (APS); ADA curb ramps; signal hardware; LED safety lighting; left-turn signal phases; bike detection; and traffic signage, striping, and pavement markings. The four intersections are:
• Avalon Boulevard at Victoria Street
• Main Street at Sepulveda Boulevard
• Main Street at 223rd Street
• Figueroa Street at Torrance Boulevard
Staff is seeking City Council approval for Amendment No. 2 to extend the Agreement with ADVANTEC until June 30, 2026, and increase the contract amount from $169,537 to $195,371.37 after adding $25,834.37 to the original contract. This extension and increase in funds will allow ADVANTEC to incorporate necessary design changes and elements identified in other capital improvements into the design and to provide construction support services during traffic signal construction.
II. RECOMMENDATION
Recommendation
1. APPROVE Amendment No. 2 to Contract Services Agreement with ADVANTEC Consulting Engineers, Inc. for the preparation of construction plans, specifications, and estimates for Project No.1649 [Federal Aid Project No. HSIP-5403(030)].
2. AUTHORIZE the Mayor to execute Amendment No. 2 to Agreement for Contract Services with ADVANTEC following approval as to form by City Attorney.
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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, consistent with the requirements of the law.
IV. BACKGROUND
Project No. 1649 will provide upgrades to traffic signals at the following four (4) intersections: Avalon Boulevard at Victoria Street, Main Street at Sepulveda Boulevard, Main Street at 223rd Street, and Figueroa Street at Torrance Boulevard in Carson. The project is primarily funded by a federal grant that is administered by Caltrans. The project previously included upgrades to traffic signals at these two intersections: Main Street at 220th Street and Figueroa Street at 223rd Street. Since these two intersections were funded by a different grant through Metro, the traffic signal upgrades at these two traffic signals were instead included in Project No. 1657 - Traffic Signal Installation at Six Intersections.
The Caltrans Local Assistance Procedures Manual (LAPM) provides fiscal and federal provisions that are required in all federal aid funded contracts and the City’s standard form contract was amended significantly to adhere to these requirements. On December 5, 2023, City Council approved Amendment No. 1 (Exhibit No. 2) which extended the Agreement with ADVANTEC until January 31, 2025.
City Staff have requested that ADVANTEC incorporate necessary design changes and elements from other capital improvement projects into the design of the traffic signal upgrades as part of Project No. 1649. In the course of the time this project has been under design, minor changes to the existing condition have occurred. In addition, the design of this project will be updated to incorporate elements included in other programmed projects that would be more cost efficient to include in this effort. To make these changes, additional design funds are needed in the amount of $25,834.37, as requested in Amendment No. 2 (Exhibit No. 3). If ADVANTEC is authorized to perform this additional design work, once completed, staff will proceed with advertising the project for construction bids.
The services of ADVANTEC to provide Construction Support is vital for the completion of the project. Construction is anticipated to start in late 2024 and will take approximately 18 months to complete. It is staff’s recommendation to extend ADVANTEC’S contract. The proposed Amendment No. 2 would amend the contract provisions to add $25,834.37 to the contract amount and extend the term by seventeen (17) additional months until June 30, 2026.
V. FISCAL IMPACT
None. If Amendment No. 2 is approved by council, funds in the amount of $25,834.37 are currently budgeted in the FY 2023-2024 Development Impact Fee (DIF MBK Traffic fund) account 289-80-820-904-8023.
VI. EXHIBITS
1. Public Works Agreement with ADVANTEC Consulting Engineers, Inc. (pgs. 4-79)
2. Amendment No. 1 (pgs. 80-84)
3. Amendment No. 2 (pgs. 85-90)
4. Change Order Request (pgs. 91-94)
1.
Prepared by: Dr. Arlington Rodgers, Jr., Director of Public Works & Gilbert Marquez, P.E., City Engineer