City of Culver City, California
Agenda Item Report
Meeting Date: 10/11/10 Item Number: C-3
CITY COUNCIL AGENDA ITEM: (1) Acceptance of Work Performed by Ace Electric,
Inc.; (2) Authorization to File a Notice of Completion; and (3) Authorization to
Release the Retention Payment after the Expiration of the 35-Day Lien Period for
the Bill Botts Field Lighting Project, P-869
Contact Person/Dept.: Sammy Romo/ PW Phone Number: (310) 253-5619
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 (10/06/10), (E-Mail) Ace
Electric, Inc. (10/06/10)
Department Approval:
Charles D. Herbertson(10/05/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (10/06/10)
Chief Financial Officer Approval:
Jeff Muir (10/06/10)
City Manager Approval:
John M. Nachbar (10/06/10)
RECOMMENDATION:
Staff recommends that the City Council: (1) accept the work performed by Ace
Electric, Inc., (2) authorize the filing of a Notice of Completion, and (3) authorize the
release of retention funds in the amount of $27,709.80 after the thirty-five day lien
period has expired for the Bill Botts Field Lighting Project, P-869.
BACKGROUND/DISCUSSION:
On December 8, 2008, the City Council approved a construction contract with Ace
Electric, Inc. The project consisted of installing six, 70- to 80-foot tall field lighting
poles with a total of 48 light fixtures, conduit with electrical wiring, and a new
electrical switch panel.
In mid-December 2008, the Governor of California “froze” the State Proposition 40
funds. As a result, the project was suspended until May 2010 when the funds were
“unfrozen.”
Ace Electric, Inc. successfully completed the work as required in the executed
contract dated July 6, 2010. There is a one year warranty on the work product for
any potential defects. Additionally, the manufacturer’s warranty states that lamps
within the poles will be replaced if the light output decreases (Iumen depreciation) or
completely fails within the next 25 years.
The construction management, electrical inspection, and structural inspection were
performed by City staff, and geotechnical and concrete inspections were performed
by PSI through the City Council approved on-call general geotechnical engineering
contract. City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
The approved construction contract amount was $266,236. The final construction
expenditure amount was $277,098. Additional costs were due to adding an
electrical connection to batting cages and replacement of the circuit breaker which
supported the new field lighting system.
Project Budget
Funding Source Amount
Prop. 40 Youth Soccer Grant (42300869) $265,000
Prop. 40 RZH Grant (42300869) $59,100
Total $324,100
Previous Expenses
Amount
Project Design (CBM Consulting) $17,004
CEQA Expenses $1,900
Total $18,904
Construction Expenses
Construction of Bill Botts Field Lighting
Project, P-869
$277,098
Geotechnical Construction Services
(Observation & Testing)
$4,325
Total $281,423
Total Expenses (Previous expenses +
Construction expenses)
$300,327
The remaining Proposition 40 balance is $23,773. Staff has been working with the
State Department of Parks and Recreation Office of Grants and Local Services to re-
allocate the Prop. 40 savings toward the Culver City Park Field Leveling project, P-
639. Upon receipt of approval from the State, such reallocation will be handled
administratively pursuant to the City Council approved budget resolution.
MOTIONS:
That the City Council:
City of Culver City, California
Agenda Item Report
1) Accept the work performed by the contractor, Ace Electric, Inc. for the work
performed on the Bill Botts Field Lighting Project, P-869; and,
2) Authorize the Public Works Director/City Engineer to execute the Notice of
Completion and submit it to the Los Angeles County Recorder’s office for
recordation; and,
3) Authorize the release of $27,709.80 in retention funds to Ace Electric, Inc.
following the expiration of the thirty-five day lien period.