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HomeMy WebLinkAboutItem 2n - Arterial Intelligent Transportation System (ITS) Phase 2. GQsLIFORN —�9 A.6ust 5, 1903 V DATE: June 4, 2013 STAFF REPORT Development Services Department TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director Philip A. Wray, Deputy Director of Development Services /City Engineer By. Kevin L. Merrill, Assistant Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY J. FLETCHER CREAMER & SON, INC. FOR THE ARTERIAL INTELLIGENT TRANSPORTATION SYSTEM (ITS) - PHASE 2 PROJECT AND RATIFY THE EXPENDITURE OF FUNDS ABOVE THE 10% CONTINGENCY PREVIOUSLY APPROVED BY THE CITY COUNCIL Recommendation: Approve SUMMARY On August 21, 2012, the City Council awarded a contract to J. Fletcher Creamer & Son, Inc. (JFC &S) in the amount of $804,601.12 with a 10% contingency for the construction of new conduit, installation of fiber optic cable, 12 CCTV cameras, and ancillary equipment to expand the City's traffic signal control system. There were two (2) change orders for extra work performed; replacing a traffic signal pole, and installation of additional fiber and conduit along Duarte Road and Live Oak Avenue. The additional work on Duarte Road and Live Oak Avenue was authorized based on competitive unit prices by the contractor, and an opportunity to achieve a significantly expanded scope for the project. With the final adjustment for actual quantities, the contract increased by $233,428.96, which is $152,969 over the 10% contingency approved by the City Council. The terms and conditions of this project have been complied with and the required work has been performed to the City's satisfaction for a final cost of $1,038,030.08. It is recommended that the City Council accept the project as complete, authorize the final payment in accordance with the approved contract documents, and ratify the expenditure of funds above the 10% contingency previously approved. Staff Report — Final Project — Arterial ITS Phase 2 June 4, 2013 Page 2 BACKGROUND The City's Intelligent Transportation System (ITS) master plan laid out a traffic signal control system for the entire City and divided the infrastructure needs into two phases. Phase 1 was to implement the automated system and install the infrastructure in the core of the City, and was completed several years ago with a Federal ITS Grant. Phase 2 is to extend the infrastructure to outlying areas to connect more traffic signals, cameras, and data receptors to the system. This Phase 2 project was estimated at $2,687,000, and is funded by a Metro Call- for - Projects Grant with a 73.5% Metro and 26.5% City funding split. Design work for the project totaled $700,000 and the original Engineer's Estimate for the construction was $1,700,000. The project was advertised in July 2012 and bids were opened on August 7, 2012, with J. Fletcher Creamer & Son, Inc. as the qualifying low bidder. A contract in the amount of $804,601.12 was awarded by the City Council on August 21, 2012. DISCUSSION The project scope, as approved by Metro, was to improve the City's traffic signal control system (system) by installing approximately seven (7) miles of conduit and fiber optic cable, and install video cameras at key intersections along arterial streets in the City. Also, several traffic signals were upgraded with new controllers, power supplies, and communication equipment to expand the System to those intersections. Because there was such a significant disparity between the Engineer's Estimate and the low bid, Metro was consulted about the possibility of the City expanding the scope of the fiber and conduit work to utilize the unexpended funds. Two corridors, portions of Live Oak Avenue and Duarte Road, were initially left out of the scope of work because they were considered too costly for the project budget. Metro encouraged the City to utilize as much of the grant as possible and gave the City the flexibility to modify the scope while remaining within the overall intent of the project. By utilizing the contractor's extremely competitive unit prices for conduit and fiber, the City was able to expand the fiber optics network at a cost well within the grant and the budget. The contractor agreed to hold the contract unit prices and perform the additional work. Staff worked with the City Attorney's office to ensure that the expansion of the work was within contracting rules and policies. Staff directed the contractor to install conduit and fiber in two additional streets, approximately 9,000 feet of additional conduit and fiber, at a cost of $229,428. This is of great benefit to the City because it connects parts of two more important corridors and seven traffic signals to our fiber network and traffic signal control system for more efficient and comprehensive traffic signal operations. Staff Report — Final Project — Arterial ITS Phase 2 June 4, 2013 Page 3 There was one other change order on the project to replace a pole that had been knocked down in a traffic accident that was needed for the installation of a CCTV camera. The project contractor was prepared and could install the pole faster than the City's signal maintenance contractor. The cost for the pole was $4,000. FISCAL IMPACT The project was budgeted in the FY 2009 -10, FY 2010 -11, and FY 2011 -12 Capital Improvement Program, with $1,976,000 (73.5 %) from Metro and $711,000 (26.5 %) in Proposition C funds for a total budget of $2,687,000. Approximately $700,000 has been spent and encumbered thus far on design and other portions of the overall project. The total for the two change orders is $233,428.96 which is 28% of the contract amount. With the original contract amount of $804,601.12 and change orders of $233,428.96, the final cost is $1,038,030.08. There are sufficient funds to cover the construction cost of this project with the budget and no General Funds will be utilized. RECOMMENDATION Accept all work performed by J. Fletcher Creamer & Son, Inc. for the Arterial Intelligent Transportation System (ITS) — Phase 2 Project and ratify the expenditure of funds above the 10% contingency previously approved by the City Council. Approved, Dorninic Lazzare�t� CI y Manager JK:PAW:KM:pa