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APPROVE MOTION TO AUTHORIZE BALANCING CONTRACT CHANGE ORDER NO. 2 FOR THE FILBERT STREET AND MINER AVENUE TRAFFIC SIGNAL INSTALLATION PROJECT
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RECOMMENDATION
It is recommended that the City Council approve a motion to authorize Balancing Contract Change Order No. 2, in the amount of $19,217.72, with St. Francis Electric, LLC, for the Filbert Street and Miner Avenue Traffic Signal Installation, Project No. WT13010/Federal Project No. CML-5008(130).
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
On March 24, 2020, by Resolution No. 2020-03-24-1116, Council authorized the award of a Construction Contract, in the amount of $907,130, with St. Francis Electric, LLC, of San Leandro, CA, to complete the Filbert Street and Miner Avenue Traffic Signal Installation project. This project has been fully constructed with only project closeout remaining (Attachment A). The project installed a traffic signal and partially widened the Filbert Street and Miner Avenue intersection to facilitate Surface Transportation Assistance Act (STAA) of 1982 trucks. The project also installed signage, striping, curb, gutter, sidewalk, Americans with Disabilities Act (ADA) compliant curb ramps, and other improvements.
Contract Change Order (CCO) No. 1 was approved by the City Manager on March 31, 2021, and authorized additional work for security fencing, drainage improvements, signal equipment modifications, and changes to a fire suppression system located at the southwest corner of the intersection. Balancing CCO No. 2 is now required to close out the project and compensate the contractor for additional asphalt concrete paving required on the project. Council approval is needed for Balancing CCO No. 2, as the cumulative amount of CCO Nos. 1 and 2 will exceed the administrative change order authority under the contract.
It is recommended that Council approve a motion authorizing Balancing CCO No. 2, in the amount of $19,217.72, with St. Francis Electric, LLC. Balancing CCO No. 2 will result in a final contract amount of $1,079,863.41 (Attachment B).
DISCUSSION
Background
Miner Avenue is an east-west, two-lane collector road. Miner Avenue intersects with Filbert Street, a north-south, two-lane arterial roadway. The Miner Avenue and Filbert Street intersection carries a significant volume of traffic each day with a high percentage being large trucks. The STAA of 1982 allows large trucks to operate on the interstate and certain primary local routes. These trucks, referred to as STAA trucks, are longer than California legal trucks, meaning they are generally over 65-feet in length. As a result, STAA trucks have a larger turning radius than most local roads can accommodate. The intersection of Miner Avenue and Filbert Street is part of a primary STAA truck route. A survey of field conditions revealed that modifications were needed at this intersection to accommodate STAA truck turning movements.
On March 24, 2020, by Resolution No. 2020-03-24-1116, Council authorized the award of a Construction Contract, in the amount of $907,130, with St. Francis Electric, LLC, of San Leandro, CA, to complete the Filbert Street and Miner Avenue Traffic Signal Installation project. This project has been fully constructed with only project closeout remaining (Attachment A). The project installed a traffic signal and partially widened the Filbert Street and Miner Avenue intersection to facilitate STAA trucks. The project also installed signage, striping, curb, gutter, sidewalk, ADA compliant curb ramps, and other improvements.
During construction, additional work was necessary to address unforeseen field conditions and accomplish the intended scope of the project. CCO No. 1, in the amount of $153,515.69, was previously approved under the administrative change order authority allowed under the original contract. CCO No. 1 approved additional work for security fencing, drainage improvements, signal equipment modifications, and changes to a fire suppression system located at the southwest corner of the intersection. Changes to the water supply system encompassed the majority of cost for CCO No.1. The southwest property located at 2600 East Miner Avenue dedicated right-of-way to the City, which enabled widening the roadway to accommodate STAA truck movements. Any work within the dedicated right-of-way was part of the City’s project, including a fire suppression system that was previously understood to be abandoned. During construction, the water system was discovered as a live connection to the adjacent building’s fire suppression system and required extensive modification and relocation work.
Present Situation
Balancing CCO No. 2 is now required to close out the project and compensate the contractor for additional asphalt concrete paving required to match the existing roadway pavement depths found in the field. To avoid additional delay costs to the City, staff authorized the installation of the additional asphalt concrete paving. Council approval is needed for Balancing CCO No. 2, as the cumulative amount of CCO Nos. 1 and 2 will exceed the administrative change order authority under the contract.
It is recommended that Council approve a motion authorizing Balancing CCO No. 2, in the amount of $19,217.72, with St. Francis Electric, LLC. Balancing CCO No. 2 will result in a final contract amount of $1,079,863.41 (Attachment B).
FINANCIAL SUMMARY
There is sufficient funding in the Filbert Street and Miner Avenue Traffic Signal Installation, Project No. WT13010 (formerly PW1310)/Federal Project No. CML-5008(130), Account No. 4570; 300-000 to approve Balancing CCO No. 2 with St. Francis Electric, LLC, in the amount of $19,217.72. This project is predominantly funded through Congestion Mitigation Air Quality Program grant funds, together with local matching funds from the Traffic Signals Citywide PFF Fund and Measure K. With approval of Balancing CCO No. 2, the revised contract amount with St. Francis Electric, LLC, is increased to $1,079,863.41.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Vicinity Map
Attachment B - Balancing Contract Change Order No. 2 with St. Francis Electric, LLC