City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council: (1) approve the final contract amount of
$71,317.35; (2) accept the work performed by the contractor, Freeway Electric, for
the construction of Buckingham Parkway Pedestrian Crossing, P885; (3) authorize
filing the Notice of Completion; and (4) authorize the release of the retention funds in
the amount of $7,131.73 upon the expiration of the thirty-five day lien period.
BACKGROUND/DISCUSSION:
On May 3, 2010, the City Council awarded a construction contract to Freeway
Electric as the lowest responsive and responsible bidder, in the amount of $60,599
for the subject project with a change order authority of $9,000.
The pre-construction meeting was held on July 7, 2010 and the Notice to Proceed
(NTP) was issued on September 2, 2010. The project materials such as traffic
signal poles required a 6 to 8 week lead time for delivery. To lessen the construction
impact to the public, it was stipulated in the bidding documents that the NTP shall be
issued when the Contractor has confirmed delivery dates of the project materials.
During construction an unforeseen condition was discovered. The proposed location
of one of the traffic signal poles was found to be in conflict with an existing gas line.
To provide adequate separation of the traffic signal pole and the gas line, to meet
the required set back of pole face from the curb face, and to satisfy the required
Meeting Date: 01/24/2011 Item Number: C-5
CITY COUNCIL AGENDA ITEM: (1) Approval of the Final Contract Amount of
$71,317.35; (2) Acceptance of Work Performed by Freeway Electric for the
Construction of Buckingham Parkway Pedestrian Crossing Installation, P-885;
and (3) Authorization to File the Notice of Completion; and (4) Authorization to
Release Retention Funds Upon the Expiration of the 35-day Lien Period
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: [ ] Attachments: []
Commission Action Required: Yes [ ] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (01/19/11);
(Telephone) Freeway Electric (01/19/11)
Department Approval:
Charles D. Herbertson(01/12/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/18/11)
Chief Financial Officer Review:
Jeff Muir (by K. Marsden) (01/19/11)
City Manager Approval:
John M. Nachbar (01/19/11) City of Culver City, California
Agenda Item Report
distance between the pedestrian push button and the curb ramp, a standalone
pedestrian push button pole was installed. Staff also directed the Contractor to
place additional concrete adjacent to the relocated traffic signal pole and traffic
signal controller for operations and maintenance purposes. In addition, due to an
underground obstruction, the Contractor performed a second excavation to connect
to the electrical vault for services to the signal controller.
Staff evaluated the additional work and deemed that the Contractor’s efforts were
outside of the originally stipulated scope of work. A change order was approved for
the aforementioned work in the amount of $7,952.95. The project also required two
additional pull boxes, two additional flashing beacons, two additional mast-arm
overhead signs and an additional 45 linear feet of underground conduit, due to a
quantity error in the bid documents. As a result, an additional $2,765.40 was
required to complete the project.
Freeway Electric successfully completed the project with a total expenditure of
$71,317.35. Construction management and inspection were performed by staff.
FISCAL ANALYSIS:
The budget for this project was included in the Capital Improvement Program for
Fiscal Year 2008/2009 in the amount of $60,000. In Fiscal Year 2008/2009, $10,000
was spent on project design. To meet the anticipated project expenditure, the City
Council authorized a transfer of $20,000 from P-789. To meet the ultimate
construction expenditure, an additional $3,517 was administratively transferred from
P-429 Traffic Signal Upgrade project to adequately fund this project. The following
table summarizes the project budget and final expenditures.
Budget Amount
Buckingham/Sumner P885 $50,000
Transfer from P-789 $20,000
Transfer from P-429 $3,517
Total $73,517.00
Final Expenditures Amount
Freeway Electric Contract $60,599
CCO $7,952.95
Additional material $2,765.40
Total $71,317.35
There are sufficient funds available to release the retention payment. City of Culver City, California
Agenda Item Report
MOTIONS:
That the City Council:
1. Approve the final construction contract amount of $71,317.35 with Freeway
Electric; and,
2. Accept the work performed by Freeway Electric for the construction of the
Buckingham Parkway Pedestrian Crossing P-885; and,
3. Authorize the Public Works Director/City Engineer to execute the Notice of
Completion and submit it to the Los Angeles County Recorder’s Office; and,
4. Authorize the City Manager to release $7,131.73 in retention to Freeway
Electric after the expiration of the 35-day lien period.