City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION
Staff recommends the City Council take the following actions related to the
construction of the Fox Hills Traffic Signal Synchronization traffic signal upgrade and
certification of the signal communication infrastructure components of work (“the
project”):
• Accept the work performed by KDC, Inc. (dba Dynalectric);
• Authorize the filing (recording) of the Notice of Completion for the Project; and
• Authorize the release of the balance of the retention payment in the amount
of $80,607.94 to Dynalectric after the thirty-five (35) day lien period expires.
BACKGROUND
The City received funding for the Fox Hills Area Traffic Signal Synchronization
Project from the Los Angeles County Metropolitan Authority (Metro) 2001 Call for
Projects program. The application proposed multiple components of work comprised
of upgrading 12 traffic signals within the Fox Hills area, switching existing traffic
signal data transmission from copper wire interconnection to the City’s existing fiber
optic network, providing mutual video CCTV camera surveillance capability between
Culver City and the Los Angeles Department of Transportation (LADOT), certifying
the City’s existing traffic signal communication infrastructure and acquiring a citywide
Traffic Control System (TCS).
Meeting Date: 01/26/2009 Item Number: C-7
AGENDA ITEM: Acceptance of the Work Performed by KDC, Inc. (dba
Dynalectric) for the Traffic Signal Upgrade and Certification of the Signal
Communication Infrastructure Components of Work, Authorization to File a
Notice of Completion and Authorization to Release the Balance of the Retention
Payment for the Fox Hills Area Traffic Signal Synchronization Project, P-852
Contact Person/Dept.: Elaine Jeng/PW,
Max Paetzold/PW
Phone Number: 310-253-5621,
310-253-5613
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [ ] Action Item: [] Attachments: [X]
Public Notification: Notify KDC, Inc. January 23, 2009; Master E-Mail Notification List
(01/21/09)
Department Approval:
Charles D. Herbertson (01/15/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/15/09)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (01/21/09)
City Manager Approval:
Jerry B. Fulwood (01/21/09) City of Culver City, California
City Council Agenda Item Report
On January 28, 2008, the City Council awarded a contract to Dynalectric for the
construction of the project. The project included the following components of work:
• Upgrade of 12 existing signalized locations (replace underground wiring,
overhead signals, addition of signage and signal wiring) and;
• Certifying the City’s existing traffic signal communication infrastructure.
DISCUSSION:
A notice to proceed was issued to Dynalectric on March 7, 2008, and work
commenced on March 10, 2008. The contract period was 90 calendar days. The
original contract awarded to Dynalectric was $676,900 with change order authority of
$70,000 provided to the Director of Public Works/City Engineer. Staff took on the
role of construction management with the Nickerson Company providing limited
inspection services paid through project funds.
The City Council provided additional change order authority of $100,000, in addition
to previously authorized $70,000, on July 28, 2008, in order to resolve the difficulties
experienced with existing underground conduits encountered in the project. The
July 28, 2008 agenda report is attached.
During construction, the existing conduits were found to be old. Some were
damaged and others were “frozen” such that existing wires in the conduits were
immovable. To resolve these unforeseen field conditions, four Contract Change
Orders (CCOs) were approved to install new conduits to house new multi-conductor
field wires and interconnect communication wires.
The certification of the existing communication infrastructure (copper lines)
component of work resulted in the discovery of numerous discontinued copper lines
connected by boot splices as well as a gap in communication to City Hall. Thus two
CCOs were approved to install new interconnect communication wires.
The project was completed on September 25, 2008, with a total of twelve (12) CCOs
totaling $129,179.42. The aforementioned six CCOs made up approximately 80%
($103,000) of the total CCO cost. The remaining six CCOs involved additional curb
work, signal cabinet modifications due to presence of street lighting, additional pull
boxes dictated by Southern California Edison and additional changes to the
intersection due to the presence of red-light camera technology upgrades. The final
project cost is $806,079.42.
City of Culver City, California
City Council Agenda Item Report
Because the scope of each of the CCOs were attributed to unforeseen field
conditions, and/or unforeseen needs, the contract time was extended based on the
appropriate days according to the scope of the additional work.
FISCAL ANALYSIS
The project has a total $1,851,000 in funds plus an additional $185,100 of
supplemental funds received in 2007, bringing the total project grant funds to
$2,036,100. The local match is $414,275 out of the total budget of $2,450,375 for all
components of the project. This represents the completion of this component only.
The remaining funding will be needed to complete the other components of the
project.
Final Project Cost (Signal Upgrade & Certification Components Only)
Original Project Cost $676,900.00
Total Change Orders $129,179.42
Total Project Cost $806,079.42
This project is funded by local Prop C money, not state or federal funds. At this
point, there is no indication that previously approved Prop C funded projects such as
this one will be affected by the delay in grant payments being experienced by state
and federally funded grant projects.
To date, in addition to this component of the project, funds from P-852 have been
expended on the Signal Upgrade/Infrastructure Certification and mutual video
surveillance design, construction of the mutual video surveillance component of
work, and the hiring of a system manager for the TCS component of the project. The
project is expected to expend funds this fiscal year for the installation and integration
of the TCS and the construction of a new Information Technology room to house the
TCS.
ATTACHMENTS
1. July 28, 2008 Council Report
City of Culver City, California
City Council Agenda Item Report
MOTION
That the City Council:
1) Accept the work performed by Dynalectric for the Fox Hills Traffic Signal
Synchronization, Traffic Signal Upgrade and Signal Communication
Infrastructure Certification work;
2) Authorize the filing (recording) of the Notice of Completion for the Project and;
3) Authorize the release of the balance of the retention payment in the amount of
$80,607.94 to Dynalectric after the thirty-five (35) day lien period expires.
MEETING DATE: 1/26/09
AGENDA ITEM: Acceptance of the Work Performed by the
Contractor KDC, Inc. (dba Dynalectric) for the
Traffic Signal Upgrade and Certification of the
Signal Communication Infrastructure Components
of Work and Authorization to File a Notice of
Completion and Authorization to Release the
Balance of the Retention Payment for the Fox Hills
Area Traffic Signal Synchronization Project, P-852
ATTACHMENTS
Pages|109| July 28, 2008 Council Report 1-10Public Notification Master E-Mail Notification List on (07/2408).
Department Head Approval:
Charles D. Herbertson (07117108)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball)(07/22/08)
i-ty:Attomey:Aopeoyal:
Carol Schwab
city:10(14-goiTAporov4k;,
Jerry 6::::F...01.:W.660: (07/23/08)::
City of Culver City, California
City Council Agenda Item Report
Date 07/28/08
Item Number: C
•••• ••• • • • •• • • . •• :•• • •: • •••
Add itional
• •-•-••••• •• •• •• ••
.Upgrade :•. COMMunicatiOn:. ,. infrastrtictOre.....CertifitatiOn COMponentS . of ' ,Mirk :fOritheil.:FoX...
Hills Area TraFfic Signal Synchronization Project. P-852. . .
Contact Person/Dept.: Elaine Jeng/PW Phone Number: (310) 253-5621
Fiscal Impact: Y
[X] N [1
General Fund: Yes [
[X]
Public Hearing: Action Item [X] Attachments: [X]
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).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.
3MEETING DATE: 7/28108
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
Pactes
January 28, 2008 Staff Report 1-2|109| November 26, 2007 Staff Report 3-6
LtCity of Culver City, California
City Council Agenda Item Report
Date: 01/28108 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 [J
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 /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
exceed $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
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.
(DM 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 Dvnaiectric) for a not-to-
exceed contract fee of $676,900 for the Traffic Signal Uocirade 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.
A5-2 City 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 Dynaiectric)-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
FiscalImpact: Yes Xj No [1. General Fund: Yes [X] No [1.
Public Hearing: H Action Item: [X1 Attachments: [X]
Public Notification: Notify Moore Electric, Cornet Electric, Freeway Electric, KDC Ind.
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. iker) (11/20/07)
Fiscal Impact Review:
Marlee Chang (by N. Kimball)( 1/20/07)
City Manager Approval:
Jerry B. Fulwood (11/21/2007)
RECOMMENDATION:
the following:
(DBA Dynalectric) for an amount riot 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|1010|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:
Cooper to Fiber Optic/Mutual Video Surveillance Equipment Chance 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 in
C:
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, Cornet 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
Funding Source
418 Special Gas Tax
423 Capital Grants
$262,395
$1,359,400
-
*NOTE:
TOTAL
The available amount
City Council will
tonight's agenda.
$1,621,795
does not include
be considering a
those
Metro. The
funds on
ATTACHMENT:City of Culver City, California
City Council Agenda Item Report
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:
I) 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 Dynalectric) 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 Engineer 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.
10