Report to Mayor and City Council
Tuesday, January 17, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT TO PUBLIC WORKS AGREEMENT WITH CROSSTOWN ELECTRICAL & DATA, INC., APPROVAL AND RATIFICATION OF CHANGE ORDER NO. 1, AND APPROVAL OF RESOLUTION NO. 22-256, "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. 1628 - TRAFFIC SIGNAL INSTALLATION AT THE INTERSECTION OF TAJAUTA AVENUE AND DEL AMO BOULEVARD (CITY COUNCIL)
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I. SUMMARY
Project No. 1628: Traffic Signal Installation at the intersection of Tajauta Avenue and Del Amo Boulevard 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 $307,000 (which includes a 15% contingency).
The project has experienced construction delays caused by the long lead time of traffic signal equipment and the location of utilities, which required changes to the traffic signal pole layout. The various changes in conditions and modifications to scope resulting from revisions to the traffic signal pole layout have been captured in Construction Change Order #1 from Crosstown Electrical & Data, Inc.
Staff requests that the City Council approve and ratify executed Change Order No. 1 in the amount of $130,884.27 plus $19,115.73 which will serve as an additional construction contingency to fund additional unforeseen circumstances (for a total of $150,000.00) 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 sum from $266,393.00 to $416,393.00 after adding $150,000 to the original sum.
II. RECOMMENDATION
Recommendation
Take the following actions:
1. APPROVE and RATIFY executed Change Order No. 1 in the amount of $130,884.27.
2. APPROVE the expenditure of construction contingency, if necessary, in the amount of $19,115.73 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. 22-256 “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2022-23 BUDGET IN THE SPECIAL REVENUE FUNDS" appropriating $150,000.00 from the Measure M account no. 281-80-820-904-8023 to cover the additional construction work needed to complete the project (Exhibit No. 2).
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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. 1628: Traffic Signal Installation at the intersection of Tajauta Avenue and Del Amo Boulevard. Tajauta Avenue is a 40-foot wide local street with one travel lane in each direction, provides north-south access, and has a terminus at Del Amo Boulevard. Del Amo Boulevard is an 86-foot-wide major highway with two travel lanes and a bike lane in each direction and provides east-west access. The intersection of Tajauta Avenue and Del Amo Boulevard is stop-controlled on the southbound Tajauta Avenue approach, while uncontrolled on both the east and westbound Del Amo Boulevard approaches.
On October 6, 2020, the City Council approved the PS&E and authorized staff to advertise the work and call for construction bids. The project was advertised 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 $266,393.00 (Exhibit No. 3) and authorized a construction contingency, in the amount of $39,958.95 (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 conducted in the second quarter 2022 revealed the unknown location of utilities requiring the relocation of traffic signal poles and resulted in traffic signal design changes.
On August 1, 2022, staff issued revised Traffic Signal and Electrical plans to Crosstown Electrical and Data, Inc. capturing the new locations and associated changes to traffic signal pole materials and locations and the electrical service connection point. On November 3, 2022 Crosstown Electrical and Data, Inc. submitted a change order requesting an additional $130,884.27 for this work. On November 17, 2022, staff executed Change Order No. 1 in the amount of $130,884.27 (Exhibit No. 4) and issued the Notice to Proceed to the contractor for the equipment and materials procurement.
To date, utility clearance work has been completed, along with approximately half of underground conduit installation. Additionally, approximately 85% of the equipment and materials have been reviewed in submittals by City Staff and have been ordered and procured. The outstanding work includes completion of conduit installation; installation of electrical conductors, service, and controller; removal and replacement of curbs and sidewalk; installation of traffic signal poles and foundations; and signing and striping.
With the supply chain issue and the materials long lead time, staff is anticipating that required new equipment, including a new type 26-4-100 signal pole and two new signal mast arms, is expected to arrive March 2023 and the overall project completion is likely to occur soon at the end of second quarter of 2023.
Staff requests that the City Council approve and ratify executed Change Order No. 1 in the amount of $130,884.27 plus $19,115.73 which will serve as an additional construction contingency to fund additional unforeseen circumstances (for a total of $150,000.00) 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 $266,393.00 to $416,393.00 after adding $150,000 to the original sum.
V. FISCAL IMPACT
Funds for this additional construction work were not included in the FY 2022-2023 adopted budget. If recommendation no. 5 is approved, $150,000 would be appropriated from Measure M Fund Balance to the Measure M account no. 281-80-820-904-8023 as identified in Exhibit 5 - Resolution No. 22-256.
VI. EXHIBITS
1. Location Map (pg. 5)
2. Resolution Number 22-256 (pg. 6-7)
3. Public Works Agreement with Crosstown Electrical & Data, Inc.
4. Construction Change Order #1
5. Amendment No. 1 to Public Works Agreement with Crosstown Electrical & Data, Inc.
Prepared by: Gilbert Marquez, P.E., City Engineer & Ian Holst, P.E., Associate Civil Engineer