Agenda Item No. 7
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development S rvices/City Engineer Landon Kern, Assistant City Engineer
Todd Gutjahr, Public Works Analy
FOR: City Council Meeting of September 12, 2022
SUBJECT: Change Order No. 2 Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142
RECOMMENDATION:
That City Council:
1. Amend the FY2022/2023 Capital Improvement Program (CIP) by adding the amount of $85,000 in Highway Safety Improvement Program grant funds to the Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142 (Project); and
2. Approve and authorize the City Manager to execute Change Order No. 2 to the contract with Alfaro Communications Construction Inc. (Contractor) for the Project in the amount of $21,440.21 for the replacement of the damaged concrete traffic signal pole foundation at the intersection of Oak Glen Road and Avenue E for a new proposed revised contract amount of $517,532.20.
BACKGROUND:
In 2019, staff coordinated with a traffic engineering consulting firm to complete a Left Turn Phasing Analysis at six (6) intersections throughout the City. The analysis aimed to determine if the efficiency (level of service) and safety at certain signalized intersections could be improved by modifying the left -turn phasing. As part of the analysis, the current phasing of the signalized intersections, collision history, and existing/future traffic volumes were used to determine if a modification to the left turn phasing was warranted. The analysis was completed, and it was determined that left turn phasing modifications were warranted at six (6) signalized intersections at the following locations:
• Yucaipa Boulevard at Yucaipa Valley Circle (Vans Shopping Center) • Yucaipa Boulevard at 51h Street
• Yucaipa Boulevard at l Oth Street
• Oak Glen Road at Avenue E
• Oak Glen Road at Chapman Heights Road
• Oak Glen Road at Sunnyside Drive
The Serrano Lake residential development project, currently being constructed by Woodside Homes, -190-
City Council Meeting of September 12, 2022
Change Order No. 2 - Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142
has completed the conditioned traffic signal modifications (which include a protected left -turn phase at the intersection) at Oak Glen Road and Sunnyside Drive.
In October 2020, staff was informed Caltrans was accepting grant applications for funding from the Highway Safety Improvement Program (HSIP). The City has successfully applied for grant funding under this program in the past and successfully completed the construction of several projects after the lengthy environmental review process required for federal grants. Based on this previous experience, staff anticipated the construction of any future HSIP-funded project to take up to 24 to 36 months to complete. Rased on the HSIP grant criteria, staff determined the Project would be a good candidate for grant funding, Due to the lengthy -time period anticipated to construct HSIP grant- f coded projects, staff moved forward with the construction of the traffic signal modification project at Yucaipa Boulevard and Yucaipa Valley Circle and prepared a grant application requesting HSIP grant funds for the modification of the traffic signals at four (4) other intersections. The HSIP grant application was submitted in December 2020. At the time of the application, the four (4) intersections included in the HSIP Grant application were:
• Yucaipa Boulevard at 5" Street
• Yucaipa Boulevard at 1 Wh Street
• Oak Glen Road at Avenue E
• Oak Glen Road at Chapman Heights Road
Of the five intersections identified for this Capital Improvement Program (CIP) Project, the FY2020/2021 CIP included Traffic Facility Fees funding in the amount of $85,000 to complete the Project's first phase. Based on funding that had been allocated at that time, staff identified the intersection of Yucaipa Boulevard and Yucaipa Valley Circle as the priority project to be modified as part of Phase I, with the remaining four (4) intersections to be completed with Phase II. The Project was advertised for construction bids, and four (4) bids were received on February 18, 2021.
All bids received were significantly higher than the engineer's estimate due to the steel cost increase and the uncertainty of the delivery schedule for steel traffic signal poles and mast arms.
Subsequently, City Council rejected all bids and directed staff to combine the signal modification for this intersection and re -advertise the Project for construction bids, including all five (5) intersections.
On March 30, 2021, Caltrans notified staff that the City's HSIP application had been approved, and the City was awarded grant funding in the amount of $350,400 for the modification of traffic signals at four (4) intersections. Upon notification of the approved grant application, staff contacted Caltrans and requested that the traffic signal modification at Yucaipa Boulevard and Yucaipa Valley Center be incorporated into the approved HSIP project, including a request for an additional $103,700 in HSIP grant funds. Caltrans subsequently approved the City's request for additional HSIP grant funds in the amount of $103,700. Staff prepared the contract and bid documents for the Project.
On March 28, 2022, following a formal public bid process, City Council awarded a construction contract to Alfaro Communications Construction for the Project. The contract is $463,360, with a total construction budget of $539,100, including $48,000 for construction contract contingency and $27,740 for construction contract administration/inspection surveying, permitting, and materials testing costs.
-191-
City Council Meeting of September 12, 2022
Change Order No. 2 - Left Turn Phasing 'Traffic Signal Modification at Various Locations Project — Project No, 11142
In March 2022, staff submitted a request to Caltrans for additional project funding to assist with the increased costs associated with the limited availability of building materials and building supplies.
On June 7, 2022, City staff was notified that the City had been awarded an additional $85,000 in HSIP grant funding for the Project.
On June 23, 2022, staff admini stratively processed Change Order No. 1 in the amount of $32,731.99.
The additional work included the relocation of surveillance camera equipment at the Yucaipa Boulevard and Yucaipa Valley Circle traffic signal, the installation of yellow reflective striping on new and existing signal heads at the intersections listed above, and additional required conduit and concrete foundation work at the intersection of Yucaipa Boulevard with 5t' Street and 10d' Street.
On August 15, 2022, City staff was notified that a single -car traffic accident occurred at the corner of Oak Glen Road and Avenue E. The vehicle involved in this accident collided with the new anchor bolts and concrete foundation that the City's Contractor had constructed for the new traffic signal poles. The City met with the contractor and coordinated with the City's signal maintenance contractor to determine if the anchor bolts and foundation were salvageable. Unfortunately, it was determined that the anchor bolts and concrete foundation were significantly damaged by the vehicle, are not salvageable, and will need to be replaced.
Star is recommending that City Council amend the FY2022/2023 Capital Improvement Program (CIP) by adding the amount of $85,000 in HSIP grant funds and approve the proposed Change Order No. 2 in the amount of $21,440.21 for the replacement of the damaged concrete traffic signal pole foundation at the intersection of Oak Glen Road and Avenue E for a new proposed revised contract amount of $517,532.20 and a new proposed construction budget in the amount of $560,540.
FISCAL IMPACT:
The total estimated costs to date for the overall Project are included in the table below.
Description
Amount
Design/Environmental Review/Staff Time
$42,238
Construction
Construction Contract
$463,360
Construction Contract Contingency(l)
48,000
Proposed Change Order No. 2[2)(3)
21,440
Staff Time/Inspection/Survey/Testing/Administration
27,740
Total Proposed Construction Cost
$560 540
Total Estimated Project Costs
$602,778
(') Staff administratively approved Change Order No. I in the amount of $32,732. With the approval of proposed Change Order No. 2, the remaining contingency balance is $15,268. (z� Proposed Change Order No. 2 is for the replacement of the concrete traffic signal pole foundation that is required as a result of the traffic accident on August 15, 2022, (3) Part of this Council action.
The total available and proposed funding in the FY2022/2023 Capital Improvement Program for the overall Project is included in the table below:
-192-
City Council Meeting of September 12, 2022
Change Order No. 2 - Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142
Funding
Amount
Highway Safety Improvement Program HSIP Grant Funds
$454,100
Proposed Additional HSIP Grant Funds(l)
85,000
Traffic Facilities Fees (Development Impact Fees
85,000
Total Proposed Funding
$624 100
M Fart of this City Council action
The above table includes the additional proposed HSIP funding approved by Caltrans for the Project. With the total funding in the amount of $624,100 identified in the table above, sufficient funding is available to accommodate staffs recommendations.
Staff will coordinate with the City Police Department and City's attorney's office to seek reimbursement for damages caused to public property by the single -vehicle accident and perhaps seek reimbursement from the HSIP grant program for these costs if necessary.
Attachments: Change Order No. 2 - Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142
Approved By: �44-ai4 "I"
-193-
City of
PUBLIC WORKS DEPARTMENT
Date: 9/12/2022 City Project No. 11142
Purchase Order No. 5200-0000771
Contract Change Order No. 2
Contractor: Alfaro Communications Construction
Project: Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142 Change Proposed:
Additive:
1. Replacement of anchor bolts and foundation of new signal pole at Oak Glen Road and Avenue E $ 21,440.21 due to traffic accident on August 15, 2022.
Deductive.
The additive and/or deductive work as stated above is compensable as Changes In Work under the provisions of Section 3 of Standard Specifications for Public Works Construction {Latest Edition}.
Adjustment of Contract Time of Completion:
Agreed Contract Change Order price:
Contract Amount:
Previously Approved Change Order Numbers:
Previously Approved Contract Change Order Amount:
New/Revised Total Contract Amount:
Reviewed and Approved by Const. Manager:
Approved by City Engineer:
Approved by City Manager.
Accepted by.
Deductive Additive
$0.00 $21,440.21
$ 463,360.00
$ 32.731,99
$ 496.091.99
Date
Date
Date
Alfaro Construction Communications Date
$21.440.21
$517,632,20
-194-