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HomeMy WebLinkAboutItem 11g - Accept ADA Bust Stop Improvements Project as Complete DATE: July 19, 2022 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: Johnathan Doojphibulpol, Assistant Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY CT&T CONCRETE PAVING, INC. FOR THE AMERICANS WITH DISABILITIES ACT (“ADA”) BUS STOP IMPROVEMENTS PROJECT IN THE AMOUNT OF $185,533 Recommendation: Approve SUMMARY On November 16, 2021, the City Council awarded a contract to CT&T Concrete Paving, Inc. in the amount of $138,612 for the ADA Bus Stop Improvements Project, with a 10% contingency. There was one significant change order to accommodate additional needed work and to increase the final quantity of materials, totaling $46,921 or 33.85% of the original contract amount. Given the grant funding source for the project was expiring and the exceptional pricing offered under the contract, the City Manager authorized the additional expenditures and informed the City Council of this decision at the time. 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 $185,533. It is recommended that the City Council accept the project as complete and authorize the final payment in accordance with the approved contract. BACKGROUND The City of Arcadia participates in the U.S. Department of Housing and Urban Development’s Community Development Block Grant (“CDBG”) program through the Los Angeles County Development Authority (“LACDA”). LACDA authorized the City of Arcadia to use $210,000 of the City’s CDBG funds for the City’s ADA Bus Stop Improvements Project. This was followed by City Council’s approval of an appropriation of $210,000 into the 2019-20 Fiscal Year Capital Improvement Program (“CIP”). Initial design costs were $17,000, leaving approximately $193,000 for construction. The project consists of accessibility and functionality improvements to 21 bus stops throughout the City. ADA Bus Stop Improvements Project July 19, 2022 Page 2 of 3 The project scope was originally estimated at $175,000, which, including the 10% contingency, was under the available budget. Bids were received in October, and on November 16, 2021, the City Council awarded a contract to CT&T Concrete Paving, Inc., in the amount of $138,612, including a 10% contingency. The low bid of $138,612 was well below the engineer’s estimate and the construction budget and left the City with approximately $55,000 in uncommitted CDBG funds, which if unused, would be returned to the fund balance. DISCUSSION Construction began in February 2022 and was completed in March 2022. As the work progressed, it became apparent that, although the reduced scope covered the worst segments, several locations would benefit greatly from additional work above the original scope. With the low pricing, there was an opportunity to add more bus stop work into the project scope. A total of 10 additional locations were selected for the additional work. Some of these locations were easily handled and the extra work was documented based on the bid unit prices. Additional locations required much more sidewalk and asphalt repair than anticipated. Field conditions required the contractor to perform a second mobilization for saw-cutting, demolition, and repairs. For example, for the Centennial Way entrance driveway to the Santa Anita Race Track, additional asphalt paving was necessary behind the drive approach to provide a smoother transition to the lowered sidewalk. Additionally, the bus stop on westbound Huntington Drive just west of Santa Anita Avenue, which had been removed from the scope originally, was determined to be a critical piece of the project and was added back in. The extra work was accounted for in two categories: bid quantity adjustments and a change order for extra work. The cost for the quantity adjustments on the bid items was an additional $14,377, about 10% of the contract amount, and the cost for the extra work change order was $32,544, about 23% of the contract amount. Although this amount exceeds the original contingency approved for the project, the additional improvements were within the amount budgeted in the Capital Improvement Program and were deemed to be critical for the overall success of the project. Additionally, the funds used are CDBG funds, which must be utilized for specific projects, of which accessibility improvements are one. For these reasons, it was determined that the contingency could be exceeded for this project to utilize the available funding within the CIP, and the City Council was made aware of these changes in March 2022. A summary of the construction contract, with the change order and quantity adjustment costs is as follows: Original Contract: $138,612.00 Quantity Adjustments $14,377.00 Extra Work Change Order $32,544.00 Final Total Contract: $185,533.00 ADA Bus Stop Improvements Project July 19, 2022 Page 3 of 3 Since completion of the work, the Development Services Department and the City’s and labor compliance consultant have been working with the Contractor to compile the various federal compliance documentation from sub-contractors, as required prior to payment. The documentation required for federal funding compliance has now been completed, and, therefore, the project is complete to the City’s satisfaction. FISCAL IMPACT This CDBG-funded project was budgeted in the Fiscal Year 2019-20 Capital Improvement Program, as a result of funds carried-over from previous-years CDBG allocations. The total budget appropriation was $210,000. After the design expenditures were deducted, the current available budget is approximately $192,832. The total cost of the construction, including the change order and adjustment of quantities, is $185,533. There are sufficient funds in the project budget to pay for the entirety of the construction contract. All of these funds are from the CDBG reserve fund; there are no General Funds being utilized for this contract. Once the project is accepted by the City Council, final invoices will be prepared and sent to LACDA for reimbursement. RECOMMENDATION It is recommended that the City Council accept all work performed by CT&T Concrete Paving, Inc., for the Americans with Disabilities Act (“ADA”) Bus Stop Improvements Project as complete; and authorize the final payment to be made in accordance with the contract documents.