Report Prepared by: Steven C. Son, Deputy Public Works Director/Interim City Engineer, Engineering Department
Title
SUBJECT: Increase Contingency Percentage for the Traffic Synchronization Project 113066 (5085-035)
REPORT IN BRIEF
Authorizes approval to increase the contingency from 10% to 11% of the original construction contract amount, or an increase in the total additional work from $22,617.75 to $24,902.30.
RECOMMENDATION
City Council - Adopt a motion increasing the contingency from 10% to 11% for the Traffic Synchronization Project 113066; and, authorizing the City Manager or Assistant City Manager to sign the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to modifications as conditioned by City Council; or,
3. Refer to staff for reconsideration of specific items; or,
4. Deny.
AUTHORITY
Charter of the City of Merced, Article XI, Section 1109
CITY COUNCIL PRIORITIES
As provided for the 2017-2018 Adopted Budget.
DISCUSSION
The project is located on G Street, boundary extending from 16th Street to Yosemite Avenue, and on 16th Street, boundary extending from R to G Street, and includes the installation of a Traffic Signal Central System, a new wireless communications system, traffic controller system, fiber optic cable, CCTV cameras, and the replacement of traffic signal equipment and pull boxes.
During the course of construction, the project ran into several issues that needed to be addressed to ensure proper delivery of the project. It was determined in the field that there was not enough slack in the existing fiber optic line to allow for connection to the newly installed fiber; Change Order #1 was issued in the amount of $16,800 for the purchase of additional fiber optic line and associated materials necessary for connection. A second change order was issued to the contractor in the amount of $4,122.30 to address an existing pull box that was not shown on the original plans. This pull box was critical for the fiber cable splice needed to complete the project. Upon discovery of the unknown box, it was determined that the pull box was undersized and unable to accommodate the fiber optic splice and coiled fiber optic line. A third change order in the amount of $290 was issued to purchase additional fiber optic line necessary for connectivity.
During the initial startup of the traffic synchronization system, it was brought to the City’s attention that the antenna at the northwest corner of G Street and Alexander does not have the necessary line of sight to the next antenna array. Numerous trees on private property are obstructing the line of sight for the antenna causing it to not function properly. To resolve this issue, the antenna must be relocated to the northeast corner of G Street and Alexander at a cost of $3,690.00.
At the September 21, 2015, meeting, Council authorized the City Manager to approve change orders for up to 10% of the total contract, or $ 22,671.75. A final change order of $3,690 is necessary to complete the project. The proposed change order request will exceed the 10% contingency previously authorized by City Council by $2,230.55 or 0.98%. Staff is requesting City Council approve the contingency increase to 11% to allow for completion of the grant-funded project.
History and Past Actions
In connection with preliminary engineering for the project, on June 17, 2013, City Council adopted a resolution approving State Program Supplement 018-N, accepted and appropriated the $138,992 CMAQ Grant, and approved the transfer of $18,008 in matching funds.
On September 2, 2014, City Council accepted and appropriated $301,710 in CMAQ funds, and approved the transfer of $39,090 in matching funds for the construction of the project.
On September 8, 2015, City Council accepted and appropriated $49,594 in additional CMAQ grant funds, and approved the transfer of $16,806 in matching funds for construction of the project.
On September 21, 2015, Council awarded a construction contract to St. Francis Electric, LLC in the amount of $226,717.50.
IMPACT ON CITY RESOURCES
This project was established as a Capital Improvement Project and account 450-1104-637.65-00-113066. Sufficient funding is available to complete the project, including the requested contingency increase from 10% to 11%.
ATTACHMENTS
1. Change Order #4