Title
Adopt a Resolution to Approve Change Order 2 in the amount of $39,997 and Change Order 3 - Final Agreement of Quantities in the amount of $17,104.43 for the Original Construction Contract Amount of $245,442 with Columbia Electric Inc. for the Davis St/Carpentier St Pedestrian Hybrid Beacon Project, Project No. 2016.0550
Staffreport
COUNCIL PRIORITY
• Public Safety
• Infrastructure
• Sustainability & Resiliency
• Fiscal Sustainability and Transparency
SUMMARY
This Council action provides for Contract Change Orders to an existing contract for an additional scope of work performed by the contractor on the project.
RECOMMENDATIONS
Staff recommends the following actions:
• Approve Change Order 2 in the amount of $39,997 to the original contract amount of $245,442 with Columbia Electric for the subject project
• Approve Change Order 3 - Final Agreement of Quantities for $17,104.43 to the original contract amount of $245,442 with Columbia Electric Inc. for the subject project
BACKGROUND
On April 19, 2021, the City Council awarded a construction contract to Columbia Electric Inc. for $245,442 for the subject project and authorized the City Manager to approve individual contract change orders up to 5% and cumulative contract change orders up to 15% of the total contract amount. The construction contract includes the installation of High-Intensity Activated CrossWalk Beacon (HAWK) signals and enhanced crosswalks at the subject intersection. The HAWK signal portion of the project was funded using Measure B, Federal HSIP funds, and Development for Street Improvements funding.
This project also improved communication coordination between Bus Rapid Transit signals, Caltrans controlled signals, and City owned signals in the area. Developer Fees collected from the CT Net/Ryland Development near Davis Street were used for this portion of the work.
During construction, a previously unknown conflict with an AT&T phone duct bank was encountered at the location of one of the signal poles, which resulted in the relocation of the pole. Consequently, a pole with a longer mast arm was required and that resulted in the reorder of a pole. The cost for this work, $39,997 included in Change Order 2, exceeded the 5% individual change order authorization as well as the 15% cumulative change order authority previously granted to the City Manager. Staff erroneously processed Change Order 2 without receiving City Council approval; this action will correct that error.
There are two items on Change Order 3 - Final Agreement of Quantities: Costs related to damage of a sewer lateral and costs for additional traffic message boards. During construction a lateral service to the Building Futures Shelter was hit and caused plumbing issues to that property. Building Futures secured temporary restroom facilities for its residents and the private sewer lateral was repaired. The City’s portion of the cost for this work is $10,698. The City also requested placement of temporary Changeable Message Signs before turning on the HAWK signal to alert the public that the signal would be turned on and active. The cost to rent the message boards is $6,892. Combined these items are $17,104.43
Analysis
The work of Change Orders 2 and 3 are required to complete the project. The cost of Change Orders 2 and 3 exceed the approval authority granted to the City Manager so Council approval is required. Approving Change Order 2 for $39,997 and Change Order 3 - Final Agreement of Quantities for $17,104.43 allows the project to be completed.
Columbia Electric reviewed and approved the language in Contract Change Order 2 and has signed the agreement. Columbia Electric, Inc. has reviewed and approved the language in Contract Change Order 3-FAQ and will sign upon Council approval.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Previous Actions
• On June 19, 2017, by approval of Resolution No. 17-085, City Council authorized the City Manager to execute the Administering Agency-State Agreement No. 04-5041F15 and the Program Supplement Agreement No. 025-F to provide $37,655 in grant funds for the design phase of the project.
• On April 19, 2021, by Resolution No. 2021-062, the City Council awarded a construction contract to Columbia Electric Inc. for $245,442 and authorized the City Manager to approve Change Orders up 15% of the original contract amount.
Applicable General Plan Policies
• Policy T-2.1: Complete Streets Serving All Users and Modes. Create and maintain “complete” streets that provide safe, comfortable, and convenient travel through a comprehensive, integrated transportation network that serves all users
• Policy T-3.6: Pedestrian Environment. Improve the walkability of all streets in San Leandro through the planning, implementing, and mintaining of pedestrian supportive infrastructure
• Policy T-7.2: Capital Improvements. Identify capital improvements and other measures which improves the safety of bicyclists, pedestrians, and motor vehicles on San Leandro Streets
Permits and/or Variances Granted
An encroachment permit was obtained from Caltrans for the project.
Environmental Review
A Categorical Exclusion under the National Environmental Policy Act (NEPA) was determined by Caltrans, Local Assistance section, on June 10, 2019.
Summary of Public Outreach Efforts
The Notice to Bidders was published in the Daily Review, the South County Post, Visión Hispana and Sing Tao. Staff also notified twenty-three builders’ exchanges and construction data firms as well as a list of contractors that asked to be notified of bidding opportunities via email. The project is described on the Engineering and Transportation Department website.
Two pre-bid meetings were held on March 9, 2021 and March 10, 2021, respectively, with potential bidders.
Prior to construction, staff notified properties in the immediate vicinity of the work areas. The contractor also provided notifications in the form of door hangers immediately before the work started.
Fiscal Impacts
The total cost of the project is $483,651.
Sufficient funds are included in the Fiscal Year 2022-2023 General Fund budget for these services and, after approval of Change Order 2 and Change Order 3 - Final Agreement of Quantities, the project is expected to be completed under budget.
• Grant Fund, Account 150-38-388 $254,405
• Measure B Fund, Account 144-36-388 $80,595
• DFSI Fund, Account 120-38-388 $110,000
• General Fund Account 210-38-223 $98,274
• Total $543,274
ATTACHMENTS:
Attachment A: Resolution
Attachment B: Change Order 2 and 3 Scope
Attachment C: Change Order 2 and 3 Price Schedule
PREPARED BY: Nicole Noronha Castelino, Senior Engineer, Engineering and Transportation Department