City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council authorize the Public Works Director/City
Engineer to approve change orders, as necessary, in an amount not to exceed
$100,000 (in addition to the original $70,000 change order authority) for the Traffic
Signal Upgrade / Communication Infrastructure Certification component of the Fox
Hills Area Traffic Signal Synchronization Project, P-852.
BACKGROUND:
The City Council approved the award of a construction contract to KDC Inc. (DBA
Dynalectric) on January 28, 2008 for an amount not to exceed $676,900 with a
contingency of $70,000 at the discretion of the Director of Public Works/City
Engineer.
The work includes upgrade of existing traffic controllers, street signs, multi-conductor
wires (signal phasing), DLC (loop detectors), Emergency Vehicle Preemption (EVP)
cables, and the testing of the interconnect wires. Dynalectric commenced work on
March 10, 2008 and as of date the contractor has completed approximately 50% of
the work, including the upgrade to signalized intersections along Hannum Avenue (4
locations), and is currently working on signalized intersections along Green Valley
Circle (2 locations) and Centinela Avenue (2 locations).
Date: 07/28/08 Item Number: __C-10__
AGENDA ITEM: Request for Additional Change Order Authority for Traffic Signal
Upgrade Communication Infrastructure Certification Components of Work for the Fox
Hills Area Traffic Signal Synchronization Project, P-852.
Contact Person/Dept.: Elaine Jeng/PW Phone Number: (310) 253-5621
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification: Master E-Mail Notification List on (07/2408).
Department Head Approval:
Charles D. Herbertson (07/17/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/21/08)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball)(07/22/08)
City Manager Approval:
Jerry B. Fulwood (07/23/08) City of Culver City, California
City Council Agenda Item Report
DISCUSSION:
CHANGE ORDERS TO DATE
In the process of upgrading wires, Dynalectric encountered difficulties with the City’s
existing conduit. The conduits were found to be old; some were damaged and
others were “frozen” such that existing wires in the conduits were immovable. In
either case, damaged or frozen, the existing wires in the conduits cannot be
removed and thus new wires cannot be installed. To resolve these unforeseen field
conditions, three change orders were approved to install new conduits for the
installation of new multi-conductor wires and interconnect wires.
Another change order was approved to install new interconnect wires along Hannum
Avenue, from Slauson Avenue to Slauson Avenue at Buckingham Parkway due to
existing deficiencies.
To date, the project utilized $63,901.56 out of previously approved $70,000 of
contingency.
CURRENT NEED
Present work at Hannum Avenue/Green Valley Circle and Buckingham
Parkway/Green Valley Circle showed presence of damaged and frozen conduits. To
install new multi-conductor wires at these locations, the project will need to install
new 3” conduits. Preliminary estimate associated with the installation of new
conduits at the aforementioned locations is approximately $30,000.
The requested additional $100,000 in change order authority will expedite the extra
work approval process in the event the project encounters similar conditions at the
remaining project locations. Since the upgrade and certification testing are
components of the overall Fox Hills Area Traffic Signal Synchronization project, any
unused money will be available for the next component of work.
FISCAL ANALYSIS:
There are sufficient funds available in the adopted 2008/09 Capital Improvement
Budget with reimbursable Metro (MTA) Grant funds (42300852) and State Gas Tax
funds (41800852) to pay for the proposed work.
City of Culver City, California
City Council Agenda Item Report
ATTACHMENT:
A. January 28, 2008 Staff Report
B. November 26, 2007 Staff Report
MOTION:
That the City Council authorize the Public Works Director/City Engineer to approve
change orders, as necessary, in an amount not to exceed $100,000 (in addition to
the original $70,000 change order capacity) for the Traffic Signal Upgrade /
Communication Infrastructure Certification Component of the Fox Hills Area Traffic
Signal Synchronization Project, P-852.
MEETING DATE: 7/28/08
AGENDA ITEM:
Request for Additional Funding for Traffic Signal Upgrade
Communication Infrastructure Certification components
of work for the Fox Hills Area Traffic Signal
Synchronization Project, P-852.
ATTACHMENTS
Pages|109| January 28, 2008 Staff Report 1-2|109| November 26, 2007 Staff Report 3-6City of Culver City, California
City Council Agenda Item Report
Date: 01/28/08 Item Number: A-5
AGENDA ITEM: Correction to the Award of Construction Contract to KDC Inc.
(DBA Dynalectric) for the Traffic Signal Upgrade/Communication Infrastructure
Certification Components of Work for the Fox Hills Area Traffic Signal
Synchronization Project, P-852.
Contact Person/Dept.: Elaine Jeng/PW Phone Number: (310) 253-5621
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification: Moore Electric, Comet Electric, Freeway Electric, KDC Inc.
and Crosstown Electric on January 23, 2008 via email; Master Notification List on
January 23, 2008
Department Head Approval:
Charles D. Herbertson 1/16/2008
City Attorney Approval:
Carol Schwab (by H. Baker) (01/23/08)
Fiscal Impact Review:
Jeff Muir (by N. Kimball)(01/23/08)
City Manager Approval:
Jerry B. Fulwood (01/23/2008)
RECOMMENDATION:
award a construction contract to KDC Inc. (DBA
$676,900 for the construction of the Traffic
Certification components of the Fox
Project P-852.
of a construction contract to KDC Inc. (DBA
for an amount not to exceed $602,420.
error in the addition of the bid items
$602,420, the total bid submitted by Dynalectric
amount is still below the other contractors' bid
Staff recommends the City Council
Dynalectric) for an amount not to exceed
Signal Upgrade/Communication Infrastructure
Hills Area Traffic Signal Synchronization
BACKGROUND/DISCUSSION:
The City Council approved the award
Dynalectric) on November 26, 2007
Subsequently staff discovered a mathematical
shown in Attachment B. Instead of
was $676,900. The corrected bid
amounts.
KDC Inc. Freeway Comet Moore
Bid Amount $676,900 $734,500 $791,000 $769,321
This report recommends that the award of the construction contract to KDC Inc.,
(DBA Dynalectric) for a not-to-exceed contract fee of $602,420 be rescinded.
A5-1City of Culver City, California
City Council Agenda Item Report
Staff now is recommending that the City Council authorize a new corrected
construction contract amount with KDC Inc. for a not-to-exceed contract fee of
$676,900.
FISCAL ANALYSIS:
There are sufficient funds in the adopted 2007/08 Capital Improvement Budget for
the Fox Hills Area Traffic Signal Synchronization Project (P-852), which includes
reimbursable Metro (MTA) Grant funds, developer mitigation funds, and State Gas
Tax funds, to fund the proposed work.
ATTACHMENTS:
A. November 26, 2007 Staff Report
B. Revised Attachment B from the November 26, 2007 Staff Report:
Compilation of bid results for the Traffic Signal Upgrade and Communication
Infrastructure Certification components of the Fox Hills Area Traffic Signal
Synchronization Project, P-852
MOTION:
That the City Council:
1) Rescind previous authority to enter into a construction contract with KDC Inc.
(DBA Dynalectric) for a not-to-exceed contract fee of $602,420 for the Traffic
Signal Upgrade and Communication Infrastructure Certification components of
the Fox Hills Area Traffic Signal Synchronization Project, P-852;
2) Authorize a construction contract with KDC Inc. (DBA Dvnalectric) for a not-to-
exceed contract fee of $676,900 for the Traffic Signal Upgrade and
Communication Infrastructure Certification components of Fox Hills Area Traffic
Signal Synchronization Project P-852;
3) Authorize the Director of Public Works/City Engineer to have the authority to
approve change orders totaling to a not-to-exceed amount of $70,000 for the
Traffic Signal Upgrade and Communication Infrastructure Certification contract;
and
4) Authorize the City Attorney to prepare the necessary documents and the City
Manager to execute the documents on behalf of the City.
A5-2City of Culver City, California
City Council Agenda Item Report
Date: 11/26/07 Item Number: A-8
AGENDA ITEM: Award a Construction Contract to KDC Inc. (DBA Dynalectric) for
the Copper to Fiber Optic/Mutual Video Surveillance Equipment Change Over; and
Award a Construction Contract to KDC Inc. (DBA Dynalectric) for the Traffic Signal
Upgrade /Communication Infrastructure Certification components of work for the
Fox Hills Area Traffic Signal Synchronization Project, P-852
Contact Person/Dept.: Elaine Jeng/PW Phone Number: (310) 253-5621
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification: Notify Moore Electric, Comet Electric, Freeway Electric, KDC Inc.
and Crosstown Electric on November 20, 2007 via email; Master Notification List on
November 21, 2007
Department Head Approval:
Charles D. Herbertson 11/15/07
City Attorney Approval:
Carol Schwab (by H. lker) (11/20/07)
Fiscal Impact Review:
Marlee Chang (by N. Kimball)(11/20/07)
City Manager Approval:
Jerry B. Fulwood (11/21/2007)
RECOMMENDATION:
the following:
(DBA Dynalectric) for an amount not to
of the Copper to Fiber Optic/Mutual
Over; and
Inc. (DBA Dynalectric) for amount not to
of the Traffic Signal Upgrade and
Certification components of the Fox
Project P-852.
Signal Synchronization Project to the Los
2001 Call for Projects program for
components of work comprising of
Hills area, switching existing traffic signal
to the City's existing fiber optic
capability between Culver City and Los
certifying the City's existing traffic
acquiring a citywide traffic control system.
budget of $1,848,000 ($1,483,000 in
Gas Tax funds). In June 2007, Metro
Staff recommends the City Council award
• A construction contract to KDC Inc.
exceed $71,865 for the construction
Video Surveillance Equipment Change
• A construction contract to KDC
exceed $602,420 for the construction
Citywide Communication Infrastructure
Hills Area Traffic Signal Synchronization
BACKGROUND:
Staff submitted the Fox Hills Area Traffic
Angeles County Metropolitan Authority (Metro)
funding. The application proposed multiple
upgrading 12 traffic signals within the Fox
data transmission from copper wire interconnect
network, providing mutual video surveillance
Angeles Department of Transportation (LADOT),
signal communication infrastructure and
The project, CIP P-852, has a total adopted
Prop C grant funds and $365,160 in matchingCity of Culver City, California
City Council Agenda Item Report
granted an additional $138,825 for the project, which requires a local match of
$46,275.
On October 8, 2007, the City Council approved the final plans and specifications and
authorized the advertising of construction bids for one component of the Fox Hills
Traffic Signal Synchronization Project (Fox Hills Project): the upgrade of twelve (12)
traffic signals and the certification of existing traffic signal communication
infrastructure.
DISCUSSION:
Copper to Fiber Optic/Mutual Video Surveillance Equipment Chancle Over, Bid 1362
This component was advertised during October 2007 and on Thursday, November
8, 2007, the Deputy City Clerk publicly opened the bids. Bids were received from
KDC Inc. (DBA Dynalectric), Moore Electrical Contracting Inc. and Crosstown
Electrical and Data Inc.
Bidders were instructed to provide bids for two options for procuring equipment and
installation of the Copper to Fiber Optic scope of work. Selection of the lowest and
responsive bidder would be based on the lowest bid of the total project (Copper to
Fiber Optic and Mutual Video Surveillance equipment change over). The table
below summaries the bids submitted by the aforementioned companies.
KDC Inc. Moore
Electrical
Crosstown
Electrical and
Data
Option 1 $35,495 $33,296 $49,000
Option 2 $33,385 $33,196 $51,000
Mutual Video $48,700 $48,893 $48,700
Total w/Opt 1 $73,975 $82,189 $97,700
Total w/Opt 2 $71,865 $82,089 $99,700
Lowest Total $71,865 $82,089 $97,700
Staff reviewed the bid proposal submitted by KDC Inc. and concludes the bid
documents are complete. The bonding information meets City requirements. Staff
reviewed their references and found that they performed satisfactorily in other
jurisdictions for similar work. KDC has satisfactorily completed several major capitalCity of Culver City, California
City Council Agenda Item Report
.
improvement projects for fiber optic installation for the City and Redevelopment
Agency in the past several years.
Traffic Signal Upgrade and Communication Infrastructure Certification, Bid 1375
On Thursday, November 8, 2007, the Deputy City Clerk publicly opened bids. Bids
were received from KDC Inc. (DBA Dynalectric), Freeway Electric, Comet Electric
Inc. and Moore Electrical Contracting Inc.
The table below summaries the bids submitted by the aforementioned companies.
KDC Inc. Freeway
Electric
Moore
Electrical
Comet
Electric
Bid
Amount
$602,420 $734,500 $769,321 $791,000
Staff reviewed the bid proposal
documents are responsive
requirements. As previously
work for other jurisdictions and
FISCAL ANALYSIS:
submitted by
and complete. The
mentioned, KDC
for Culver City.
budget includes sufficient
project, P-852.
Current
Available
Amount*
KDC Inc. and concludes the bid
bonding information meets City
has satisfactorily performed similar
funds in the Fox Hills Area
the additional funds granted by
budget amendment to appropriate
The adopted 2007/08 CIP
Traffic Signal Synchronization
Fundina Source
418 Special Gas Tax
423 Capital Grants
$262,395
$1,359,400
TOTAL
*NOTE: The available amount
City Council will
tonight's agenda.
$1,621,795
does not include
be considering a Metro. The
those funds on
A'TTACHMENT:City of Culver City, California
City Council Agenda Item Report
G
A. Compilation of bid results for the Copper to Fiber Optic and Mutual Video
Surveillance Equipment Change Over component of the Fox Hills Area
Traffic Signal Synchronization Project, P-852
B. Compilation of bid results for the Traffic Signal Upgrade and Communication
Infrastructure Certification components of the Fox Hills Area Traffic Signal
Synchronization Project, P-852
MOTION:
That the City Council:
1) Award a construction contract to KDC Inc. (DBA Dynalectric) for a not-to-exceed
contract amount of $71,865 for the Copper to Fiber Optic and Mutual Video
Surveillance Equipment Change Over components of the Fox Hills Area Traffic
Signal Synchronization Project P-852;
2) Award a construction contract to KDC Inc. (DBA Dvnalectric) for a not-to-exceed
contract fee of $602,420 for the Traffic Signal Upgrade and Communication
Infrastructure Certification components of Fox Hills Area Traffic Signal
Synchronization Project P-852;
3) Authorize the Director of Public Works/City Engineer to approve change orders
totaling a not-to-exceed amount of $7,000 for the Copper to Fiber Optic and
Mutual Video Surveillance Equipment Change Over;
4) Authorize the Director of Public Works/City Enaineer to approve change orders
totaling to a not-to-exceed amount of $60,000 for the Traffic Signal Upgrade and
Communication Infrastructure Certification contract: and
5) Authorize the City Attorney to review/prepare the necessary documents and
authorize the City Manager to execute such documents on behalf of the City.