Report to Mayor and City Council
Tuesday, December 05, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 1 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)]
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I. SUMMARY
On January 12, 2021, the City and ADVANTEC Consulting Engineers, Inc. entered into a Contract Services Agreement 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.1 to extend the Agreement with ADVANTEC until January 31, 2025, to allow ADVANTEC to complete the PS&E package, informed by the required SCE plans, and provide construction support services during traffic signal construction. No additional funds are requested as part of Amendment No. 1.
II. RECOMMENDATION
Recommendation
1. APPROVE Amendment No. 1 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)] extending the term by two (2) years until January 31, 2025.
2. AUTHORIZE the Mayor to execute Amendment No. 1 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 proposed Amendment No.1 to Agreement for Contract Services with ADVANTEC, however, this will limit the consultant’s ability to complete the tasks assigned.
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.
Given the delays in the contract execution, the design project did not begin until November 2021, approximately eleven months later than anticipated in the Schedule of Performance. Additional delays also occurred during 2022 when ADVANTEC’s survey team and design team both were out of work for multiple weeks with illness. Despite these delays, ADVANTEC submitted 95% plans for review by the City in December 2022, prior to agreement expiring. ADVANTEC submitted 100% design plans in early 2023, but since then, the City has been awaiting SCE plans for new electrical service pedestal locations to ensure that proposed locations in the plans submitted by ADVANTEC do not need to be moved, potentially impacting other elements of design for the traffic signal upgrades. As soon as SCE submits their plans, staff will proceed with the advertising the project for construction bids.
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. The original Agreement expired January 31, 2023. The services of ADVANTEC to provide Construction Support is vital for the completion of the project. Since staff is still waiting on SCE to submit their design plans so it could be included in the Bid package, and construction which is anticipated to start in Spring of 2024 will take approximately 6-8 months to complete, it is staff’s recommendation to extend ADVANTEC’S contract. The proposed Amendment No. 1 would amend the contract provisions to extend the term by two (2) additional years until January 31, 2025, effective retroactive to January 31, 2023.
V. FISCAL IMPACT
No fiscal impact. Staff is not requesting additional funding but recommending extension of time for the consultant to complete the contract awarded to them.
VI. EXHIBITS
1. Amendment No.1 to Agreement for Contract Services with ADVANTEC Consulting Engineers, Inc. (pgs. 4-9)
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Prepared by: Arlington Rodgers, Jr., Director of Public Works & Gilbert Marquez, P.E., City Engineer