DATE:
June 4, 2024
TO:
Paul Buddenhagen, City Manager
FROM:
Mohamed Alaoui, Public Works Director
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Accepting The 40th Street Bridge Railing And Lumec Light Pole Painting Project, Project No. EPW-20103 (CIP No. 15475015 And 15475028) As Complete; Authorizing The City Engineer To File A Notice Of Completion With The Alameda County Clerk; And Appropriating And Transferring $90,000 From Fund 475 In CIP No. 24250019 Into Fund 475 For CIP No. 15475015; And Appropriating All Remaining CIP No. 15475015 and CIP No. 15475028 Project Balances Into CIP No. 24221005 Recommendation
Staff recommends that the City Council adopt the above-entitled resolution.
Background
On December 21, 2021, the City Council approved a scope of work and authorized the City Engineer to advertise for public bids for the 40th Street Bridge Railing and Lumec Light Pole Painting Project, EPW-20103 (“Project”), (CIP No. 15475015 And 15475028). The scope of work for this project generally included, but was not limited to, the preparation and repainting of all designated metal surfaces of Lumec light poles and bridge railings and repairing light fixtures on the 40th Street Bridge.
In order to expedite delivery, staff proposed combining the Marina Park and Powell Street Lighting Project (CIP No. 17495012) with the Project’s scope of work. Cost savings were expected to be realized in managing the combined projects, mobilizing the Contractor, and other discounts due to economies of scale related to items on the combined scope of work. On March 1, 2022, the City Council approved a scope of work and authorized the City Engineer to advertise for public bids for the combined projects.
On June 28, 2022, three bids were received for the combined projects with the lowest responsive bid being 91.6% greater than the engineer’s estimate. On July 19, 2022, the City Council rejected all bids and approved the revised scope of work to separate the projects back into their original scope (Resolution No. 22-105).
On October 26, 2022, the Project was re-advertised and three responsive bids were received. The lowest responsive bid was 11% less than the engineer’s estimate. On January 17, 2023, City Council authorized the City Manager to enter into a Construction Contract with Euro Style Management of Sacramento, CA, in an amount of $1,658,878.00 and granted the City Manager a contingency amount for possible additional costs up to $165,000, considering the change order items that arise during these types of construction projects (Resolution 23-10).
Discussion
The Project was substantially completed in Summer/Fall 2023, but work was extended into Spring 2024 with the contingency budget to complete extra work items that the Public Works Department deemed opportune and in the public’s best interest with the contractor already mobilized in the City for other painting scopes of work.
Original Scope of Work
The scope of work for this project generally included, but was not limited to, the preparation and repainting of all designated metal surfaces of Lumec light poles. It also included repair of light fixtures and painting of bridge railing on the 40th Street Bridge.
Painting/Repairs of the 40th Street Bridge Railing and Lights Painting of approximately five hundred thirty (530) Lumec street light poles throughout the City of Emeryville Repair of four (4) lighting fixtures/lenses on the 40th Street Bridge Additional Work Completed
With leftover supplemental budget and contingency budget, staff negotiated with Euro Style Management to complete additional painting projects while they were still mobilized in the City. The additional work completed included:
Cleanup and re-painting of (30) Yellow Traffic Signal Controller Cabinets after years of graffiti and city crew re-painting efforts. This effort was done in preparation for a new refresh installation of the “Sign of The Times” art installation that was installed in early 2024 on all City Signal Cabinets.
Re-painting and graffiti cleanup of (30) Yellow Traffic Signal Controller Cabinets after they were damaged by new graffiti in 2024 (6) Large Pole Paintings at Park/Halleck
(25) Additional Lumec street light poles in Park Avenue neighborhood not included in original scope of work Actual quantities for work performed were slightly more than anticipated, but change orders to the construction contract were realized within the total amount of the contract award plus contingency amount. Cost overruns were seen in the project budget mainly due to the costs for construction management and inspection services charged to the project from Coastland Engineering.
The Project is complete and ready for acceptance by the City Council. The City Engineer must now file a Notice of Completion with the Alameda County Clerk.
Fiscal Impact
Funding summary for this Project is shown below:
Project No.
Fund
Budget
Existing Funds
15475015
475 – Gen Cap
$ 1,662,842
15475028
475 – Gen Cap
$ 161,036
Existing Budget =
$ 1,823,878
New Funds
24250019
475 – Gen Cap
$ 90,000
New Budget =
$ 1,913,878
Summary of Costs are as follows:
Construction Contract w/ Contingencies (Euro Style Management) = $1,823,836 Construction Management and Inspection (Coastland Engineering) = $62,091.53 Total Costs = $1,885,927.53
With the costs identified above, funds need to be appropriated to cover the additional costs of the Construction Management and Inspection services from Coastland Engineering. Staff recommends that City Council appropriates $90,000 from Fund 475 in CIP # SUT-03 Traffic Signals and Street lights Project No. 24250019, to CIP # ST-04 Project No. 15475015. Staff also recommends that City Council appropriates any remaining leftover funds in CIP No. 15475015 and CIP No. 15475028 Project Balances Into CIP # SUT-01 Sustainable Streetscapes Project No. 24221005.
Staff Communication with the Public
The Project has been discussed at various meetings of the Bicycle and Pedestrian Advisory Committee and the Transportation Committee between 2022 and 2024.
Conflict of Interest
None.
Conclusion
Staff recommends that the City Council adopt the above-entitled resolution.
PREPARED BY: Ryan O’Connell, Senior Civil Engineer
Approved and Forwarded to the
City Council of the City of Emeryville:
Paul Buddenhagen, City Manager
Attachments
Draft Resolution
40th St Bridge and Lumec Pole Painting Project – Project Acceptance City Council Meeting | June 4, 2024
City of Emeryville
CALIFORNIA
MEMORANDUM