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CC - Approval of an Extra Work Change Order to the Existing Contract with Aldridge Electric Inc. in the Amount of $167,890 for the Construction of the Traffic Monitoring CCTV System Gap Closure Project, PL-004
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Meeting Date: November 14, 2016
Contact Person/Dept: Hong Wang/Public Works
Phone Number: 310.253.5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No []
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/09/16);
Department Approval: Charles D. Herbertson, Public Works Director/City Engineer (11/08/16)
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RECOMMENDATION
Staff recommends the City Council approve an extra work change order in the amount of $167,890 to the existing contract with Aldridge Electric Inc. for the Construction of the Traffic Monitoring CCTV System Gap Closure Project, PL-004.
BACKGROUND
On July 11, 2016 the City Council awarded a construction contract to Aldridge Electric Inc. (Aldridge) in an amount of $2,885,118 ($2,635,118 awarded bid amount plus $250,000 in change order authority) for the Construction of the Traffic Monitoring CCTV System Gap Closure Project, PL-004.
The City of Culver City was awarded funding by Los Angeles County Metropolitan Transportation Authority (Metro) for a Traffic Monitoring CCTV System Gap Closure Project, (the “Project”). The Project will install a real-time closed circuit video monitoring system along selected regional arterial streets to close the gap in the City’s existing traffic monitoring camera system.
The Project involves the design and installation of closed circuit monitoring cameras and approximately four miles of fiber optic communication cable at 12 locations (Originally 18 camera locations was planned, six were removed from the contract award due to a funding shortfall along with hub switching equipment and software and new auxiliary equipment in the City Hall building. The 12 project locations will supplement the existing 14 camera locations operated by the City and 10 other camera locations that are shared with the City of Los Angeles.
DISCUSSION
As part of the CCTV project, the contractor is scheduled to install a 3-inch conduit between Centinela Avenue and Glencoe Avenue for the new CCTV camera at the intersection Washington Boulevard and Glencoe Avenue, and between Sepulveda Boulevard and Tilden Avenue for a new CCTV camera at the intersection of Washington Boulevard and Tilden Avenue. A recent streetlight audit revealed that the existing street lights within the same project limits are on a high voltage (5000V) circuit, which is outdated and problematic in terms of maintenance and reliability. It is Public Works Department’s long range goal to replace all the high voltage conduit and conductors with low voltage (240V) circuits throughout the City. Staff requested a quote from Aldridge, as part of its CCTV contract work within the same limits, to add an additional 2” new conduit for the future light upgrade. The quote received is $83,484 for 4700 feet of 2-inch conduits, which is substantially lower than if the conduit was to be installed separately at a later date. Once installed, the future street light upgrade contractor would just need to excavate and intercept the conduit to complete the new street light conduit/ runs. This would also eliminate the numerous utility potholes that would have been performed in the sidewalk.
At the intersection of Sepulveda Boulevard at Jefferson/Sawtelle, Aldridge is scheduled to install a 3-inch conduit on Sepulveda Boulevard toward Machado Lane. Whereas the existing traffic signal conduit was damaged at the Sepulveda Boulevard southbound at Jefferson Boulevard. Staff obtained a quote from Aldridge to install a new 3-inch crossing to replace the damaged conduit and to re-wire the entire intersection to replace the old individual conductors with new multi-conductor cables. Temporary overhead wiring is required in order to facilitate the re-wiring work to use existing conduits. This work has been on staff’s work plan for this fiscal year and it would greatly improve the traffic signal’s reliability at this intersection.
Both extra work items can be completed with substantial savings to the City because of the proximity to the current project location and similar type work to be performed. There would also be less impact to the public and traffic because of these coordinated construction activities. Staff recommends that the City Council approve an extra work change order in the amount of $167,890. This extra work amount is proposed to be funded separately and is above and beyond the original contingency amount and requires the City Council’s approval.
The $250,000 in original contingency amount will be used toward any unforeseen field conditions or toward other extra work related to the original CCTV camera Project, PL-004. If there are sufficient contingency funds remaining towards the end of the project, staff plans to install, as funds allow, some of the CCTV cameras that were deleted because of a budget shortfall.
The proposed extra work will extend the project completion by approximately 4 weeks, to mid- April 2017.
FISCAL ANALYSIS
There is sufficient funding included in the City Council Adopted Budget for Fiscal Year 2016/2017 to fund the proposed extra work change order.
Estimated Project Expenses Amount
1. Extra Work Change Order Request (PZ-684 Streetlight Upgrade - 42080000.730100.PZ684) $83,484
(2” conduit on Washington Bl. for future streetlight replacement project)
2. Extra Work Change Order Request (PZ-429 Traffic Signal Replace/Upgrade - 42080000.730100.PZ429) $84,406
(3” replacement conduit and intersection re-wiring at the intersection of Sepulveda Bl/ Sawtelle Ave/Jefferson Bl)
ATTACHMENTS
None
MOTION
That the City Council:
1. Approve the extra work change order in the amount of $167,890 (in addition to the original $250,000 change order authority) to the existing contract with Aldridge Electric Inc. for the Construction of the Traffic Monitoring CCTV System Gap Closure Project, PL-004; and,
2. Authorize the Public Works Director/City Engineer to execute the extra work change order on behalf of the City.