TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Director of Public Works
Prem Kumar, City Engineer
Tim Birthisel, Senior Civil Engineer
SUBJECT:Title
Consideration of a Resolution Appropriating an Additional $70,000 from the Measure R Fund as Project Contingency for the Downtown Traffic Signal Upgrade Project (Public Works Director Katsouleas).
ADOPT RESOLUTION NO. 20-0138
Line.Line
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Recommended Action
RECOMMENDATION:ody
Staff recommends that the City Council:
1. Authorize a $70,000 increase to the Downtown Traffic Signal Upgrade Project (Project) contingency budget utilizing existing unencumbered funds available in the Measure R Annual Street Resurfacing Capital Improvement Project (CIP) Budget.
2. Authorize the City Manager to approve additional work performed by Comet Electric, Inc. for up to $70,000 for the Project.
FISCAL IMPLICATIONS:
The Downtown Traffic Signal Upgrade Project currently has an authorized construction and contingency budget of $1,343,122 in the CIP Fund and Measure M Fund. Given the additional work requested and unforeseen work already completed, an additional authorization of $70,000 is needed for the Project contingency budget, which is prudent to ensure that additional safety measures and unforeseen construction related issues can be addressed in a timely manner should they arise. The attached Budget and Expenditure report provides a summary of the detailed funding plan. Any unused funds will revert to the fund balance for future projects.
BACKGROUND:
In July 2018, City Council awarded a $924,524 construction contract to Comet Electric for the Project and authorized an additional construction contingency amount of $138,678, for a total construction budget of $1,063,202 to upgrade signals at four intersections in the downtown area. An additional $279,920 was allocated in October, 2019, expanding the Project scope to include upgrading signals at a fifth intersection (15th Street and Highland Avenue).
The Downtown Traffic Signal Upgrade Project addresses structurally deficient traffic signal poles, which were last installed in the late 60’s and late 80’s. The work includes replacement of 36 aging traffic signal poles and consists of excavation, installation of poles and foundations, Americans with Disabilities Act (ADA) ramp upgrades, utility relocations, asphalt concrete repairs and all other appurtenant work at the following five intersections:
1. Valley Drive/Ardmore Avenue and Manhattan Beach Boulevard
2. Valley Drive/Ardmore Avenue and 15th Street
3. Manhattan Avenue and Manhattan Beach Boulevard
4. Highland Avenue and Manhattan Beach Boulevard
5. Highland Avenue and 15th Street
DISCUSSION:
Construction on the Project for the first four signalized intersections began on January 6, 2020. Work on the fifth signalized intersection at Highland Ave and 15th Street will begin in January 2021, due to the new traffic signal pole delivery date, gas pipeline relocation work and the need to avoid impacting the holiday shopping season at the end of this year. Thus far, 80% of the contracted work has been completed, which covers the first four intersections identified above. In addition to the last intersection to be completed, some crosswalk enhancements at 15th Street and Valley Drive/Ardmore Avenue has been requested by staff, which is outside the original scope of work. To date, a total of six contract change orders have been issued for this project, which include:
1. Contract Change Order No. 1 (CCO# 1): $275,120, adding the fifth intersection for traffic signal replacement and ADA modifications, located at Highland Avenue and 15th Street (scheduled to commence in January 2021).
2. Contract Change Order No. 2 (CCO# 2): $19,105, addressing mast arm revisions at northeast corner of Manhattan Beach Boulevard and Ardmore Avenue, and addition of a Type 1A pole and push button on southwest corner of Manhattan Beach Boulevard and Valley Drive. Due to a signal pole foundation conflict with existing underground utilities, the foundation was shifted, which required a longer mast arm (from a 25’ mast arm to a 30’ mast arm).
3. Contract Change Order No. 3 (CCO# 3): $9,376 to replace the damaged Type 1A pole and flashing beacon at Highland Avenue and 38th Street. This pole was damaged during a traffic accident.
4. Contract Change Order No.4 (CCO#4): $5,157 to replace an ADA ramp at the northeast corner of 15th Street and Valley Drive. Due to a conflict with existing underground utilities, the signal pole foundation location was moved, which then required redesign and replacement of the existing ADA ramp.
5. Contract Change Order No.5 (CCO#5): $38,980 for installation of the City Council requested scrambled crosswalks at two intersections. The costs included additional striping and new pedestrian signal heads at the intersections of Manhattan Beach Boulevard and Highland Avenue, and Manhattan Beach Boulevard and Manhattan Avenue.
6. Contract Change Order No.6 (CCO#6): $60,178 for additional concrete and curb work needed to meet ADA standards, to the maximum extent possible, given the adverse grades adjacent to the new traffic signals. This required the contractor to expand the work area footprint significantly beyond what was shown on the plans. The change order also covered the supply of external battery backup cabinets and other related appurtenant work.
Excluding Change Order No. 1, the total cost of the other five change orders listed above totals $132,796, leaving a balance of only $5,882 from the original contingency budget. Given that one intersection still remains to be completed, an additional $70,000 is requested to ensure that sufficient contingency funds are available for additional work identified outside of the original scope of work. Staff anticipates more improvements will be required for enhanced pedestrian safety and additional ADA work due to slope grades, in addition for any potential unforeseen construction related issues. Therefore, staff recommends that City Council appropriate an additional $70,000 from the Measure R Annual Street Resurfacing budget for this project. Any funds remaining at the conclusion of the project will return to the Measure R Fund.
PUBLIC OUTREACH:
All work has been closely coordinated with the adjacent businesses and residents, as well as the Downtown Manhattan Beach Business + Professional Association.
ENVIRONMENTAL REVIEW:
The City has previously determined that the project qualifies for a Categorical Exemption pursuant to Section 15301 Class 1(d) (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State California Environmental Quality Act (CEQA) Guidelines.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 20-0138
2. Budget and Expenditure Summary
3. Location Map