HomeMy WebLinkAboutItem 2n - Arterial Intelligent Transportation System (ITS) Phase 2. GQsLIFORN
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A.6ust 5, 1903
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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
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