HomeMy WebLinkAboutAGENDA REPORT 2000 0105 CC REG ITEM 11G"9J Iyv)
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City of Moorpark
Agenda Report BY: wee
To: The Honorable City Council
From: Kenneth C. Gilbert, Director of Public Works
Date: December 10,1999 (Council Meeting 1 -5 -2000)
Subject: Consider Notice of Completion for the
Casey Road Traffic Signal
DISCUSSION
A. Background
1. In September of 1998 the City Council approved a request from
the Moorpark Unified School District (MUSD) that the City
execute a City / Caltrans Cooperative Agreement to facilitate
partial Caltrans funding of the subject project.
2. In December of 1998 the City Council approved another request
from MUSD that the City manage the bidding and construction
phase of the project, provided that all City costs (including
staff administrative costs) were to be reimbursed by MUSD.
3. Also in December of 1998 the City Council took the following
actions:
• authorized the Mayor to sign a City / MUSD Agreement
pertaining to the City's administration of the
construction phase of the project and the partial Caltrans
funding of the project;
• authorized the Mayor to sign a City / Caltrans Cooperative
Agreement pertaining to said Caltrans partial funding;
• authorized staff to advertise for receipt of bids for the
construction of the project, subject to the completion of
certain prerequisites.
4. In March of 1999 the City received all of the approvals
(Caltrans permit, Right -of -way Certification, plan approval,
etc.) necessary for the project to be advertised for receipt
of bids.
5. In April of 1999 the City Council awarded the subject
contract.
casey_cmp 00032'0
Casey Road Traffic Signal Project
Notice of Completion
December 10, 1999
Page 2
B. Project Scope
The scope of work for the subject project included two elements,
generally described as follows:
• Walnut Canyon Road: The construction of improvements within
the State right -of -way (funded 50 -50 by MUSD and Caltrans)
including:
1. a traffic signal;
2. advance warning flashing beacons; and,
3. a sidewalk on the east side of the street from Casey Road
southerly to Everett Street.
• Casey Road: The construction of improvements to the south
side of Casey Road (to be entirely funded by MUSD) from the
intersection westerly to the Boys and Girls Club Gymnasium,
including:
1. street widening;
2. new sidewalk, curb and gutter;
3. a new street light;
4. removal and reconstruction of off -site facilities on the
Boys and Girls Club property;
5. a new storm drain catch basins; and,
6. a new storm drain lateral and connection to the existing
Ventura County Flood Control District (VCFCD) box culvert.
C. Project Design Elements
A discussion of some of the elements of the design is as
follows:
• Realignment of Casey Road: Casey Road was realigned just west
of the intersection by moving the intersection to the south
approximately forty feet (401). This was done in order to
improve visibility at the intersection.
• Equipment: The project did not include the controller,
cabinet, poles and mast arms. Those materials were purchased
by MUSD in advance of advertising the project, in order to
expedite the construction schedule. MUSD cost for this
equipment [$27,847] will be included in the final invoice to
Caltrans for the reimbursement of project related costs.
• Green Arrow: The design for the traffic signal did not include
a protected left -turn phase for north -to -west left -turn
traffic. It was the view of Caltrans during the design
development that projected traffic volumes did not warrant
this feature. Subsequent to the completion of the project,
Caltrans was asked to re- evaluate that decision. A traffic
study was performed by Caltrans to determine whether or not
actual traffic volumes with the traffic signal in place
justified the modification of the traffic signal to add a
protected left -turn phase. That study showed that this change
was not warranted.
casey_cmp 000321
Casey Road Traffic Signal Project
Notice of Completion
December 10, 1999
Page 3
D. Other Work
The City awarded a separate contract to a separate contractor
for the removal and reconstruction of the asphalt pavement on
the north side of Casey Road from a point west of the
intersection, westerly. The costs of that project were tracked
separately via a separate Project number.
E. Project Completion
The project has been completed and it is now appropriate for
the City Council to accept the improvements and approve the
Notice of Completion.
F. Fiscal Impact
1. Construction Contract Summary: A summary of the final
construction contract costs is as follows:
Amount $
Bid Price 183,035.50
Quantity Adjustment 16,553.86
Sub -Total 199,589.36
Change Orders 34,818.06
Total 234,407.42
2. Additional Quantities: As is typical with public works
construction projects, the actual quantity of bid items
required to construct the project differed from the
Engineer's Estimate used to determine the bid price. The
value of the total quantities required resulted in an
increase to the final contract cost in the amount of
$16,553.86.
3. Change orders: The project required a number of Change
Orders. The total cost of those Change Orders was
$34,818.06. Attached as Exhibit 1 is a descriptive list of
all of the approved Change Orders. Per the requirements of
the City /MUSD Agreement, the MUSD was kept advised of each
of these Change Orders as the need arose.
4. No Construction Contingency: In that all project costs have
or will be reimbursed by the MUSD, at the time of award of
contract there was no need for the City Council to establish
a construction contingency. The actions taken by the City
Council at that time include authorization for the City
Manager to approve any required Change Orders provided the
MUSD was kept informed.
casey_cmp 000322
Casey Road Traffic Signal Project
Notice of Completion
December 10, 1999
Page 4
5. Total Project Costs:
costs incurred by both
Element
Right -of -Way
Design
Equipment
Construction
Inspection
City Administration
Total
A summary of
the MUSD and
Est. MUSD
Costs ($)
B
C 46,936
D 27,847
E 74,783
total estimated
project
the City is as follows:
Est. City
[A) Costs ($)
Total $
0
B
0
46,936
0
27,847
234,407
234,407
36,000
36,000
40,000
40,000
310,407
385,190
Notes: A. All City Costs are to be reimbursed by the Moorpark
Unified School District (See below).
B. The total costs incurred by the MUSD for right -of -way
acquisition is unknown. No part of these costs will
be reimbursable by Caltrans.
C. Total design costs incurred by the MUSD are not know
at this time. Design costs will be partially
reimbursed by Caltrans.
D. Traffic Signal Equipment was purchased by the MUSD
prior to the award of the construction contract. A
portion of those costs will be included in the City's
invoice to Caltrans and will be reimbursed by
Caltrans.
E. In addition to these MUSD costs, the MUSD will also
reimburse the City for all costs incurred in
administering the project.
6. Budget / Source: The budget for the project is to cover only
the City costs noted above. The revenue source for those
City costs is a total reimbursement from the MUSD as
provided for by the City -MUSD Agreement. The project budget
for City costs is summarized as follows:
Year of Appropriation Amount $
FY 1998/99 270,000
FY 1999/00 50,000
Total Budget Amount 320,000
Please note that the total estimated City costs [$310,407]
does not exceed the Budget amount.
7 Reimbursement by MUSD: The following is a summary of MUSD
reimbursements as of the date of this report:
Amount $
Paid as of 12/10/99 288,035.50
Invoice on 12/7/99 22,371.92
Estimated Total Reimbursement F 310,407.42
Notes: F. The total final City costs are not yet known. When
that figure is determined, the MUSD will be invoiced
casey_cmp 00032
Casey Road Traffic Signal Project
Notice of Completion
December 10, 1999
Page 5
for any outstanding payments due.
8. Reimbursement by Caltrans: When all
of the project costs
have been determined,
City staff will
prepare an Invoice to
Caltrans for the payment
of their
share of the
project
costs. Upon receipt
of those monies,
said amount
will be
reimbursed to the MUSD. The estimated breakdown
of the
project cost sharing
between the MUSD and Caltrans is as
follows:
Estimated
Estimated
MUSD Net
Caltrans Estimated
Element
Costs ($)
Reimb. ($)
Total $
Right -of -Way
G
0
G
Design
23,468
23,468 H
46,936
Equipment
13,924
13,923
27,847
Construction
Highway
48,943
48,943
97,886
Casey Road
136,521
0
136,521
Constr. Total
234,407
Inspection
18,000
18,000
36,000
City Administration
40,000
0
40,000
Total
280,856
104,334
385,190
Notes: G. The total costs incurred by the MUSD for right -of -way
acquisition is unknown. These MUSD costs are not
reimbursable from Caltrans.
H. The design costs shown is only an estimate. The total
design costs incurred by the MUSD are not known at
this time.
G. City /Caltrans Agreement
It is the intent of staff to work with the MUSD and Caltrans on
completing the remaining -requirements of the City / Caltrans
Agreement. Those tasks include the conveyance of recently
acquired street right -of -way to the State and the completion
and transmittal to Caltrans of final approved "As- Built" plans
for the project.
H. City /MUSD Aqreement
It is the intent of staff to also work with the MUSD to
finalize the project. Included in those efforts are a final
accounting of the total City costs related to this project,
along with a final payment from or refund to MUSD.
casey_cmp 00043 -24
Casey Road Traffic Signal Project
Notice of Completion
December 10, 1999
Page 6
STAFF RECOMMENDATIONS
Staff recommends that the City Council take the following actions:
1. Accept the work as completed;
2. Instruct the City Clerk to record the Notice of Completion
for the project; and,
3. Authorize the release of the retention upon satisfactory
clearance of the thirty five (35) day lien period.
casey_cmp
190-325
Exhibit 1
Change Orders
Casey Road Traffic Signal Project
Page 1
Description
Remove Fence: Delete requirement
to relocate fence at the Boys and
Girl Club parking lot (credit) and
add requirement to remove fence
(cost).
Remarks
Discussed and agreed to by Boys
and Girls Club and the District at the
Pre - construction meeting.
2 Gate: Remove existing gate and Not included on the plans.
install a new gate. Discussed and agreed to by the
Boys and Girls Club and the District
at the Pre - construction meeting.
3 Drain Line: Extend drain line from Not included on the plans.
the Gym retaining wall easterly to Discussed and agreed to by the
the basketball court. District at the Pre- construction
meeting.
4 Conduit for Electrical to Future
Sign: Place new conduit from gym
to the southwest corner of Casey &
Walnut Canyon for a future
electrical service to illuminate a
sign. Requires electrical perniit and
inspection.
Lower Storm Drain & Catch
Basin: Lower drain and inlet to
remove conflict with existing water
main.
Discussed and agreed to by the
District. District to provide some of
the labor and materials at no cost to
the contract and paid for the
electrical permit
Plans noted that exact depth of the
water main was not known and that
adjustments in the field might be
necessary.
6 Relocate Water Meter and This work was called out on the
Pressure Regulator: Relocate plans, but no bid item was provided.
facilities serving the Boys and Girls
Club.
7 Change Type of Guardrail (North Change was required by Caltrans.
End): Field change of the type of
guardrail to be installed.
8 Remove Headwall: Remove buried Buried structure, in conflict with the
headwall on the south side of Casey ultimate street improvements, was
Road. unknown and not on the plans.
Unassigned [Note: PVC drain at the NW corner was paid by quantity
Adjustment]
Work on Total
Highway Cost
(1,512.00)
1,638.72
350.00
2,873.18
3,999.60
3,356.09
X **
479.00
000326
Exhibit 1
Change Orders
Casey Road Traffic Signal Project
Page 2
Description
10 Bike Lane: Add Bike Lane Line to
south side of the street and adjust
other striping as required.
11 KEEP CLEAR: Add Stencil
markings at the Wicks Road
intersection.
12 Unassigned
13 Street Light: Add street light to
north side of the street.
14
15
16
Pavement at Edge of Parking Lot
Construct asphalt pavement
improvements along the north edge
of the parking lot.
Signal Pull Boxes: Replace traffic
signal pull boxes in the dirt shoulder
on Walnut Canyon Road, to traffic
rated type of pull box.
Relocate Driveway South of
Wicks Road: Property owner
alleged that driveway was not where
Design Eng. Said it would be.
17 Unassigned
18 Add Bollards at Parking Lot: Add
bollards at gate to B &G Club
parking lot.
19 Crosswalks & H/C Ramp: Add
crosswalk at Wicks and crosswalk
plus a H/C Ramp at Everett.
** Paid by Quantity Adjustment
Work on
Remarks Highway
Required by revised striping design
which included a Bike Lane on the
south side of the street.
Added in order to improve traffic X
circulation.
Although this was shown on the
plans there was no pay item listed in
the bid documents. In addition to
CCO costs, the City paid SCE
$976.70 directly for SCE costs
related to this work. These costs will
be in the final accounting.
This added work was directed to be
done by Steve Hayward on 6/21/99.
This field change required by
Caltrans. Caltrans claims the plans
were in error for note specifying
traffic rated boxes.
The relocation of the driveway was
approved by S. Hayward. Costs for
same will be included in the costs to
be shared with Caltrans.
Required in order to prevent
vehicles from driving around the
gate. Work approved by the District.
Changes approved by the District.
Design Engineer involved in the
design.
Total
Cost $
**
**
$6,682.75
2,059.69
X 411.50
8,498.77
290.76
X 5,690.00
Total 34,818.06
000327