Title
Recommendation to Authorize the City Manager to Execute a Contract Amendment with Ray’s Electric for the Signal Installation at Harbor Bay Parkway/North and South Loop Road and Harbor Bay Parkway/Penumbra Place and South Loop Road, No. P.W.04-19-23, in an Amount Not to Exceed $280,890, for a Total Not to Exceed Expenditure of $873,690; and
Adoption of Resolution Amending the Fiscal Year 2020-21 Capital Improvement Program Budget by Allocating $200,000 in Transportation Improvement Fee Funds to the Capital Improvement Program 96012 to Construct Signal Installation at Harbor Bay Parkway/North and South Loop Road and Harbor Bay Parkway/Penumbra Place and South Loop Road Project. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
On July 18, 2019, the City Council awarded a contract to Ray's Electric in the amount of $592,800 for the signal installation at Harbor Bay Parkway/North and South Loop Road and Harbor Bay Parkway/Penumbra Place and South Loop Road. Unforeseen extra work and additional project components require a contract increase of $280,890 to complete the project. The new traffic signals on Harbor Bay Parkway are identified as eligible projects in the Transportation Improvement Fee Fund (TIFF) and sufficient funding is available in the Fund 350 to pay for the additional contractual expenses.
BACKGROUND
The installation of signals at Harbor Bay Parkway/North and South Loop Road and Harbor Bay Parkway/Penumbra Place and South Loop Road includes, but is not limited to, the installation of traffic signal cabinet and controller, service, signal poles, accessible pedestrian signal, video detection systems, battery backup system, and emergency vehicle preemption.
DISCUSSION
On July 18, 2019, the City Council awarded a contract to Ray's Electric in the amount of $592,800 (see Exhibit 1). Staff is requesting a contract increase of $280,890 due to unforeseen work and additional project components. The original planned power supply location was found to be inadequate after the contract was awarded and when Alameda Municipal Power completed an inspection of the existing system. Additional work is required to establish a new power connection. In addition, poor ground conditions required the contractor to drill and set casings for the foundations at both intersections. Lastly, the large number of existing underground utilities necessitate relocation of a traffic signal pole and curb ramp replacement. The contract amendment is attached as Exhibit 2. A total of $280,890 of additional contract expenditures are necessary to complete the two signal installations. The project is TIFF eligible for 100% of project expenses and staff is recommending an additional $200,000 of TIFF funding be transferred to Capital Improvement Program (CIP) Project 96012 to fully fund the work.
ALTERNATIVES
• Award the contract amendment as presented, based on the circumstances included in the report; or
• Direct staff to use a different funding source.
FINANCIAL IMPACT
The original funds were budgeted in Capital Improvement Program (CIP) Projects 91812, Signals, Striping, and Systems and 96012, Traffic Signals and Systems. Within these projects, the combined TIFF allocation to City of Alameda Signal Installation at Harbor Bay Parkway/North and South Loop Road and Harbor Bay Parkway/Penumbra Place and South Loop Road Closure project is $850,000. An additional $200,000 of TIFF funding is requested to complete the project.
|
Fund/Account |
Amount |
|
TIFF Fund (350) |
|
|
Transfer Out |
$200,000 |
|
CIP Project 96012 |
|
|
Transfer In |
$200,000 |
|
Contractual Services |
$200,000 |
|
HARBOR BAY SIGNALS PROJECT FUNDING |
|
Funding Source |
Approval |
Budget |
|
TIFF (Fund 350) |
FY2017-19 |
$ 350,000 |
|
TIFF (Fund 350) |
FY2019-21 |
$ 500,000 |
|
TIFF (Fund 350) |
Proposed Budget Amendment |
$ 200,000 |
|
TOTAL |
|
$1,050,000 |
Due to the changes encountered during construction and additional contract expenditure of $280,890 is needed to complete construction. A summary of project expenditures is below.
|
HARBOR BAY SIGNALS PROJECT EXPENDITURES |
|
Project Tasks |
Authorized Amount |
Expended to Date |
|
Planning and Design (allowance) |
$ 90,000 |
$ 90,000 |
|
Original Contract |
$ 592,800 |
$570,197 |
|
Contract Amendment |
$ 280,890 |
$280,890 encumbered |
|
Admin and Construction Mgmt (allowance) |
$ 90,000 |
$ 75,000 |
|
Total |
$1,053,690 |
$735,197 |
Measure B, Local Streets and Roads funding (Fund 215.1) within CIP 96012 will pay for any minor remaining difference between the TIFF funding and the actual expenditures. There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
Prior to the project initiation a Notice of Exemption was filed in the County Recorder’s Office. This project was determined to be Categorically Exempt under California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines, Section 15301(c), Existing Facilities. No additional environmental review is required under CEQA to accept the competed improvements.
CLIMATE IMPACTS
The installation of signals at these intersections will help promote non-motor vehicle travel, the use of transit services, and reduce potential climate impacts.
RECOMMENDATION
Authorize the City Manager to execute a Contract Amendment with Ray’s Electric for the signal installation at Harbor Bay Parkway/North and South Loop Road and Harbor Bay Parkway/Penumbra Place and South Loop Road, No. P.W.04-19-23, in an amount not to exceed $280,890, for a total not to exceed expenditure of $873,690; and
Adopt resolution amending the Fiscal Year 2020-21 Capital Improvement Program budget by allocating $200,000 in Transportation Improvement Fee Funds to the Capital Improvement Program 96012 to construct signal installation at Harbor Bay Parkway/North and South Loop Road and Harbor Bay Parkway/Penumbra Place and South Loop Road Project.
CITY MANAGER RECOMMENDATION
Based on the construction issues encountered, the City Manager recommends approval of the Contract Amendment.
Respectfully submitted,
Erin Smith, Interim Public Works Director
By,
Trung Nguyen, Project Manager
Financial Impact section reviewed,
Annie To, Finance Director
Exhibits:
1. Original Contract
2. Contract Amendment
cc: Eric Levitt, City Manager