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Home My Public Portal About07) 7D Traf UpgdCity Council March 20, 2012 Page 2 approval. 4. On July 29, 2009, staff received the environmental clearance approval from Caltrans . 5 . On October 22, 2009, staff prepared and submitted the request for authorization to proceed with construction along with the plans and specifications to Caltrans. 6. On February 10, 2010, Caltrans obligated the HSIP funds and granted the City authorization to proceed with the construction . 7. On May 4, 2010, the City Council approved the plans and specifications for this project and authorized staff to solicit bids. 8. On May 1 0, 2010, a Notice Inviting Bids was published in the Pasadena Star News and the bid plans and specifications were made available to prospective bidders. 9 . On May 26, 2010, a mandatory pre-bid meeting was held and six contractors attended this meeting. 1 0. On June 1, 201 0, the City Clerk opened and recorded a total of four bids for the project. 11 . On July 20, 2010, the City Council awarded a construction contract in the amount of $119,849 .00 to Christopher A Morales, Inc. (Contractor) for the traffic signal upgrades on Temple City Boulevard at Las Tunas Drive and Baldwin Avenue and Olive Street. 12. Between January and April, 2011, the contractor ordered and procured the traffic signal poles for both intersections of Temple City Boulevard and Las Tunas Drive, and Baldwin Avenue and Olive Street. 13. In April 2011, the contractor discovered the existing traffic signal wires were permanently attached within the existing conduits and could not be used . Upon discovery of this situation, construction manager, Arjan ldnani, and the contractor met in the field to assess the contractor's findings and determine the most cost effective solution. 14. On August 16, 2011, the City Council approved Progress Payment No. 1 in the amount of $33,514.39 for the purchase of the traffic signal poles and related equipment. 15. On August 25, 2011, the construction manager and the contractor discussed and agreed to the additional scope of work and price. Subsequently, a request for authorization was submitted to Caltrans on that same day to allocate the additional needed funds as part of the grant. City Council March 20, 2012 Page3 16. On September 13, 2011, Caltrans approved the scope change in the amount of $81 ,803.00 to be included as part of the grant funded scope . This allowed the City to be eligible for reimbursement of the additional project costs related to the wiring issues. 17. October 18, 2011 , the City Council approved Change Order No. 1 in the amount of $81,803.00 for the installation of six new conduits at the intersections of Las Tunas Drive and Temple City Boulevard, and one new conduit at the intersection of Baldwin Avenue and Olive Street. City Council also approved and amended the budget by appropriating $73,622 of HSIP funds and $13,180 of Measure R funds for the project. 18. On December 6, 2011, the City Council approved Progress Payment No.2 in the of $29,999.98 for construction services performed on the upgrade of the traffic signals at the two intersections, Temple City Boulevard at Las Tunas Drive and Baldwin Avenue at Olive Street. 19. On December 12, 2011, the contractor provided the Construction Manager, Arjan ldnani, with Progress Payment No.3 in the amount of $127,164.73. This invoice encompasses the completion of the construction improvements for this project. 20. On January 17, 2012, City Council approved Progress Payment No.3 in the amount of $127,164.73 for the completion of the improvements which included the upgrade of the traffic signals at two intersections, Temple City Boulevard at Las Tunas Drive and Baldwin Avenue at Olive Street. ANALYSIS: On July 20, 2010, the contractor, Christopher A. Morales, Inc. (CRMI), was awarded a construction contract for the upgrade of the traffic signals at two critical intersections, Temple City Boulevard at Las Tunas Drive and Baldwin Avenue at Olive Street in the amount of $119,849.00. In consultation with the city's traffic engineer and the Director of Community Development, the Construction Manager, Arjan ldnani and the contractor Christopher A. Morales, Inc. (CRMI) both agreed during the course of construction that two change orders were necessary to properly complete construction of the project. Change Order No. 1 was presented and approved by the City Council in the amount of $81,803.00 for the installation of six new conduits. Upon completion of the work associated with change order no.1, a cost adjustment was made in the amount of $7,437.16, which resulted in a final change order amount of $74,365.84. A second change order was issued in the amount $6,500 to cover the cost of relocating a pole. The change order was administratively approved in accordance with the construction contract, which provided a 10% contingency to be used at the discretion of the staff. On December 9, 2011, the contractor Christopher A. Morales, Inc. (CRMI) completed all construction activity for the Traffic Signal Upgrades on Temple City Boulevard at Las City Council March 20, 2012 Page4 Tunas Drive and Baldwin Avenue at Olive Street. The total construction cost of the project is $200,714.84. To date the contractor has been paid $190,679.10. A final inspection has been conducted and it is determined that the project was completed satisfactorily and in conformance with the project plans and specifications. Staff has also reviewed the project file and determined that Christopher R. Morales, Inc. (CRMI) is in compliance with all federal requirements. In addition, on February 27, 2012 a file review was performed by Caltrans with project staff and there were no findings . CONCLUSION: The contractor has completed the construction of all improvements in accordance with the contract and has complied with all federal requirements . It is recommended that the City Council accept the project as complete, authorize the City Clerk to file the Notice of Completion and release the final retention payment in the amount of $10,035.74 at a minimum of 35 days after filing the Notice of Completion. FISCAL IMPACT Funding for this project was included in the Fiscal Year (FY) 2011-12 City Budget. With regard to design it should be noted that the project was originally designed into two separate projects based on the two grant applications submitted . Upon award, the projects were combined into one due to the projects location . As such, the design and a portion of costs associated with funding administration and project coordination were paid in FY 2009-2010 and 2010-2011 . The following are the funding sources utilized to pay for costs associated with the project: Highway Safety Improvement Funds (HSIP) MeasureR General Funds Total $181,296.75 $ 50,980.00 $ 35,768.84 $268,045.59 The following are the final costs incurred for this project for construction, design, construction management, material testing, funding administration, labor compliance, project coordination services and miscellaneous costs for publishing : Christopher Morales Crown City Engineers Avant-Garde MTG Geotechnical Engineers Miscellaneous Costs Total Costs $200,714.84 $ 46,841.75 $ 19,000.00 $ 726.00 $ 763.00 $268,045.59 City Council March 20, 2012 PageS ATT ACHMENT(S) a) Christopher R. Morales, Inc.-Final Retention Payment, invoice 10-61 b) Notice of Completion License No. 858974 C10 Bill To : AAE Incorporated 1815 E. Heim Ave., Suite 100 Orange . CA 92865 ITEM NO. 01 02 03 C001 C002 DESCRIPTION Modification Of TraffiC Signals And Safety Ligh~ng At Tlte Intersection OfT em pie City Blvd. & Las Tunas Dr. Modification Of Traffic Signals And Safely lighting AI The lnler.;ection Of Baldwin Ave. & Olive St. Construct Curb Ramp Including Excavation And Backfill Change Order Extra Work: New Plans-New Conduit And Pull Boxes. Temple City & las Tunas· $53 ,251.27 Baldwin & OWve · $21.1 14.57 Extra Work: Pole 1 location Change . ---··--~ -- Subtotal Original Contract Amount Change Order/Extra Amt Approved Prior Period Change Order/Extra Amt Approved This Period Revised Contract Amount Inspector Project Manager CHRISTOPHER R. MORALES, INC. P.O. Box 610, San Dimas , CA 91773 (909) 599-2201 -Fax (909) 599-2722 ) 10 No. 52 -2448934 Christopher R. Morales Job No . I 0-61 Invoice No. 718-l06lr Invoice Date: 01-26-12 Due Date: 02-05-12 Attn: Subject: Re · -·-- CONTRACT QTY UIM UNIT PRICE 1 LS $ 55,649.00 1 LS $ 51,000.00 1 LS $ 13,200.00 1 LS $ 74,365 .84 1 LS s 6,500.00 Mr. Arjan ldnani .. ---- Temple City Blvd ., Trclffic Signal Modifications CIP P09-0l & P09-02-FP:-1; HSIPL-5365(006) REMAINING 5% RETENTION BILLING PREVIOUS PERIOD CURRENT PERIOD AMOUNT QTY. AMOUNT .(.ITY. AMOUNT s 55,549.00 $ 51,000 .00 $ 13,200.00 $ 7 4.~ $ 6,500 .00 $ 119,849.00 $ $ 80 ,865.84 $ 200,714.84 100% 100% 100% 100% 10 0% . $ 55,649.00 0% $ -, ...... $ 51';-QOO.OO 0% $ $ 13,2~ 0% $ -, $ 74,365 84 ~ ~-- $ 6,500.00 0% s ~. $ 200,714 .84 $ Gross Amount Earned To Date Less: Retention (0%) Net Amount Earned To Date Less : Previous Payment . - . . .......... . Less : Previous Billing Not Yet Paid TotCII Oue TOTAL TO DATE QTY. 100% 1000k 100% 100% ,_ 100% AMT $ 55 ,649.00 $ 51 ,000 .00 $ 13,200.00 $ 74,365.84 $ 6,500.00 s 200.714.84 $ $ 200,714.84 $ (190,679.10 ) $ $ 10,035 .74 Your prompt atteut1on to th1s billing would be greatly apprectated. It you have any quest1ons, please do not hes1tate to call us . c;k~ ~~ h~~~ 2-~-1 :2- 1