Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: JULY 11, 2023
SUBJECT: ACCEPTANCE OF CONSTRUCTION WORK AND NOTICE OF COMPLETION
FOR THE CITYWIDE TRAFFIC SAFETY IMPROVEMENT PROJECT, CITY PROJECT NO. 2908
FISCAL
IMPACT: EXPENSE: $ 1,283,450.00 ORIGINAL CONSTRUCTION CONTRACT $ 43,973.85 APPROVED CHANGE ORDERS
$ 1,327,423.85 TOTAL CONSTRUCTION COST
BUDGETED: $ 1,567,742.47 FY 2021-22 & 2022-23 CIP PROJECT BUDGET SUMMARY:
On July 20, 2021, the City Council awarded a construction contract in the amount of $1,283,450 to Baker Electric, Inc. (Baker) for the Citywide Traffic Safety Improvement Project. The project includes traffic signal safety enhancements at five (5) intersections throughout the City, that was fully funded by the federal Cycle 9 Federal Highway Safety Improvement Program ("HSIP").
The California Department of Transportation (Caltrans) is the agency tasked with overseeing the administration of Federal transportation grant funds throughout the State. There were a number of change orders issued for this project that total $75,625.79. These change orders covered a number of unforeseen conditions that were encountered during construction. The total balance on all of the change orders approved by the City in addition to the bid item adjustments and applied Liquidated Damages (LDs) amount to $43,973.85, which was under 10% and as such, was within the City Administrator's approval limit. All work by Baker has successfully been completed and this action concludes the project and authorizes filing a Notice of Completion with the Orange County Clerk -Recorder's Office in the amount of $1,327,423.85.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Accept the work performed by Baker Electric, Inc. for construction of the Citywide Traffic Signal Improvement Project (HSIP Cycle 9) for a total amount of $1,327,423.85; and
1.1. July 11, 2023
City Council Agenda
July 11, 2023
2. Authorize the City Administrator to file a Notice of Completion with the Orange County Clerk -Recorder's Office for the Project; and
3. Authorize the City Administrator to release retention funds in accordance with the terms of the contract.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
On December 20, 2018, Caltrans approved the City's grant application to the Federal HSIP for Cycle 9 funding that provides 100% funding for traffic safety improvements at five (5) intersections throughout the City. Caltrans is the agency tasked with overseeing the administration of Federal transportation grant funds throughout the State. On July 20, 2021, the City Council awarded a construction contract to Baker Electric, Inc. for this project in the amount of $1,283,450. The proposed traffic safety improvements included signal hardware updates, the addition of protected left -turn signals, LED intersection safety lighting improvements, larger and more visible signal lenses, and other physical improvements to the roadway.
Through the course of construction, there were ten (10) change orders issued for this project that total $75,625.79. The change orders were for additional accessible curb ramps and reflective traffic signal back plates that were not part of the original bid received from Baker, and a number of unforeseen underground conditions that were encountered during construction. Aside from the change orders, there were credits to the city for reduced quantities of some bid items, as well as applying liquidated damages in the amount of $500 per day for delays over the contract completion date. The final balanced change order was in the amount of $43,973.85, which was less than 10% of the total contract amount and was approved by the City Administrator under his administrative approval limit. The total construction cost of this work amounts to $1,327,423.85.
This amount includes the bid received by Baker in the amount of $1,283,450 and balanced change orders in the amount of $43,973.85. This action concludes the Project and authorizes filing a Notice of Completion with the Orange County Clerk -Recorder's Office in the amount of $1,327,423.85.
FISCAL IMPACT:
The final construction cost for this work amounts to $1,327,423.85. This cost consists of the bid received from Baker in the amount of $1,283,450 and balanced change orders in the amount of $43,973.85, which was administratively approved by the City Administrator, as the City Council authorized him to approve change orders up to 10% of the construction contract. Sufficient funds are budgeted and available in the carryforward Fiscal Year ("FY") 2022-23 Capital Improvement Program Budget to cover this expense. As such, sufficient funds exist for the recommended actions.
City Council Agenda
July 11, 2023
Prepared by:
Kyra'Tao 1"
Transportation Manager
Reviewed and approved:
Luis Estevez
Deputy City Administrator
Attachment:
Notice of Completion
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and approved:
Damien R. Arrula
City Administrator