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Home My WebLink About23C - PROJ - CONTINGENCY INCREASE BROADWAY REHABREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: MAY 6, 2013 TITLE: APPROVED CONTINGENCY INCREASE FOR ? As Recommended BROADWAY REHABILITATION' ? As Amended ANAHURST TO FIRST STREET El Ordinance on Reading El Ordinance on 2 I d Reading (PROJECT NOS. 116736 & 116746) ? Implementing Resolution ? Set Public Hearing For CITY MANAGER RECOMMENDED ACTION CONTINUED TO FILE NUMBER Increase the contingency for the Broadway Rehabilitation Project by $80,000, which will increase the total funds available for the construction contract with All American Asphalt, Inc., to $2,767,682. DISCUSSION On July 16, 2012, the City Council awarded a contract for the Broadway Rehabilitation Project to All American Asphalt, Inc., in the amount of $2,443,348. The City Council also authorized a 10 percent construction contingency in the amount of $244,334, for a total authorized construction contract expenditure limit of $2,687,682. The project is currently 98 percent complete. This project consists of reconstructing the pavement; replacing curb and gutter, sidewalks, and curb ramps; and upgrading the antiquated streetlight system along Broadway from McFadden Avenue to Borchard Avenue. The high voltage streetlight system is very inefficient, requires extensive maintenance, and can be very dangerous if a streetlight is knocked down. The streetlight portion of this project requires the contractor to separate the high voltage streetlights along Broadway from the existing high voltage system at Birch Street and Russell Avenue (see Exhibit 1). The work includes removing the single high voltage (5,000 volts) wire from the existing conduit, installing three new wires into the existing conduit, installing new metal halide fixtures, and installing conduit and wire to an existing 240V service pedestal located one block east of Broadway on Borchard Avenue. The methodology described above to upgrade antiquated streetlight systems has been successfully completed in other areas of the City. Moreover, this methodology has proven to be the most cost effective solution to improve and upgrade existing streetlight systems. 23C-1 CONTINGENCY INCREASE BROADWAY REHABILITATION PROJECT May 6, 2013 Page 2 of 4 When the contractor was performing the Broadway streetlights work at Birch Street and Russell Avenue, it was unexpectedly discovered that the streetlights were interconnected, unlike what is shown on the as-builts (see Exhibit 1). We found similar conditions at Wilshire Avenue and Borchard Avenue (see Exhibit 2). Essentially, the existing streetlight system was found to be a continuous loop, and separating the system was not anticipated. Therefore, the planned streetlight upgrades need to be expanded as shown on Exhibit 2. The extra work includes all of the streetlights on Ross Street and Birch Street between McFadden Avenue and Edinger Avenue at a cost of $162,989. That cost is within the existing contract contingency. However, while performing the extra work and exposing the added conduits, they were found to be severely deteriorated and damaged beyond repair by corrosion and tree roots, necessitating conduit replacement at an added cost of $93,461. That brings the total cost of the streetlight upgrades to $256,450, and that amount exceeds the contract contingency by approximately $80,000 (see Exhibit 3). The extra work is necessary in order to complete the work and turn the lights back on. Deferring the conduit replacement would mean the streetlights will be off in the Wilshire Square neighborhood, and the cost would be higher due to the added re-mobilization cost. Having the streetlights off for an extended time also increases the City's liability exposure. Therefore, it is recommended to increase the project contract contingency by $80,000. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT The financial impact is a 3.3% extra cost over the standard contingency for a $2.77 million contract. Funds are available in the Proposition 1 B Fund (Accounting Unit 03017660). Rau odinez II Executive Director Public Works Agency RG:SA APPROVED AS TO FUNDS AND ACCOUNTS: TQS??t I-11L?si", Francisco Gutierrez Executive Director Finance & Management Services Agency TktA- 23C-2 CONTINGENCY INCREASE BROADWAY REHABILITATION PROJECT May 6, 2013 Page 3 of 4 ¦ ¦ ¦ Lt -0r 79 ¦ ¦ ¦ %F ¦ 13 ¦ ¦ ¦ ¦ ¦ ¦ y ? . ¦ • EdRGERAV m ___.--- Exhibit 1 a - As-Built Original Scope of Street Light Upgrades 23C-3 I ' ,e: X I I Ni9 .J1 2:n 2,5 1. »9 !33 q? 45 d9 1 5 1 ' D/ 3 Exhibit 1 b -Actual Condition 040 _ _ CONTINGENCY INCREASE BROADWAY REHABILITATION PROJECT May 6, 2013 Page 4 of 4 Authorized vs. Expended Funds Contract Amount Awarded Amount $2,443,348 Contract Qty Adjustment ($128,851) C0#1 $141,191 CO#2 $45,000 CO#3 $10,455 Total Construction $2,511,143 Cost Extra % -5.3% CO#4 (Proposed Street Lights) $256,450 Total Estimated Final Cost $2,767,593 3.3% Aggregate Authorized Amount Contract $2,443,348 Contingency $244,334 Total Authorized $2,687,682 Total Estimated Final Cost $2,767,593 Total Authorized to Date $2,687,682 Requested Additional Funds $79,911 Exhibit 2-Authorized vs. Expended Funds 23C-4