TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
Anastasia Seims, Senior Civil Engineer
SUBJECT:Title
Formally Accept as Complete the Highway Safety Improvement Program (HSIP) Cycle 5 Pedestrian Safety Improvements Project Constructed by PTM General Engineering Services, Inc.; Authorize Filing a Notice of Completion with the County Recorder; and Approve Release of the Retention for $25,695 (Public Works Director Katsouleas).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Formally accept as complete the HSIP Cycle 5 Pedestrian Safety Improvements Project constructed by PTM General Engineering Services, Inc.;
2. Authorize filing of the appropriate Notice of Completion with the County Recorder’s Office; and
3. Approve the release of retention for $25,902 to PTM General Engineering Services, Inc.
FISCAL IMPLICATIONS:
The HSIP Cycle 5 Pedestrian Safety Improvements Project construction contract award was for $491,000, with an authorized construction contingency amount of $49,100, for a total construction budget of $540,100. The work was successfully completed for $518,024. The remaining unexpended project balance will be returned to the Capital Improvement Program Fund for re-appropriation to a future project.
BACKGROUND:
On August 7, 2018, City Council awarded a construction contract to PTM General Engineering Services, Inc. for construction of the HSIP Cycle 5 Pedestrian Safety Improvements Project. The project included construction of various pedestrian safety enhancements at 17 different locations throughout the City, including:
• Pedestrian signage;
• High visibility crosswalks;
• Curb ramp bulb outs;
• Flashing beacons and in-roadway warning lights; and
• Pedestrian countdown timers.
By February 2019, the overwhelming majority of Cycle 5 work had been completed. However, due to complaints received by an adjacent resident regarding the crosswalk appurtenances at the corner of 18th Street and Highland Avenue, City Council requested that this issue be placed on the agenda for review and further discussion. On March 19, 2019, City Council held further discussions and directed staff to:
• Relocate the pedestrian signs from the steel poles installed to the adjacent streetlights where feasible (completed).
• Permanently remove the associated flashing beacons from the steel poles (completed).
• Complete a structural analysis of the adjacent streetlight to determine whether it could support the weight of the crosswalk appurtenances (solar panel, battery, controller, push button), and present findings of the structural analysis and other relocation options to City Council at a future meeting (completed).
Staff removed the flashing beacons and relocated the signage to the adjacent streetlights at all three locations shortly thereafter. After the City purchased Southern California Edison streetlights in spring 2019, staff completed a structural analysis to determine whether the appurtenances located on the steel poles could be relocated to the adjacent streetlight. That analysis determined that the existing marbelite streetlights are not structurally capable of carrying the full load of the crosswalk appurtenances based on current code requirements. However, staff determined that the appurtenances could be relocated to the east side of Highland Avenue on a companion steel pole.
On January 21, 2020, City Council held further discussions and directed staff to relocate the solar panel, battery and controller to the existing steel pole on the east side of Highland Avenue at 18th Street; and install a shorter steel pole for the pedestrian push button where the existing steel pole is on the west side of Highland Avenue. That work has since been completed.
DISCUSSION:
Construction began on September 18, 2018, and was completed on May 8, 2020. During the term of the project, the City processed three change orders:
• A no cost change order to increase the contract time to account for the long lead-time for the steel poles that were installed for the Project.
• An increase of $22,89 for additional contract quantities due to conditions encountered during construction.
• An increase of $4,134 for materials and labor to relocate the solar panel, battery and controller to the existing steel pole on the east side of Highland Avenue at 18th Street; and install a shorter steel pole for the pedestrian push button where the existing steel pole is on the west side of Highland Avenue.
These change orders brought the total cost of construction to $518,024, which is below the total authorized construction budget of $540,100.
The project is deemed to be complete. All work was inspected by the Public Works Department and found to be in conformance with the plans and specifications. A Notice of Completion will be filed with the County Recorder and the retention amount of $25,902 will be release 35 days after recordation of the Notice of Completion.
PUBLIC OUTREACH:
The work was coordinated and scheduled to minimize the impacts of construction and maintain public access for area residents, businesses and the general public throughout the entirety of the project.
ENVIROMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to Section 15301 Class 1 (existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities) of the State CEQA Guidelines.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Location Map