SR-02-25-2014-3ECity Council Meeting: February 25, 2014
Agenda Item: 5
To: Mayor and City Council
From: David Martin, Director of Planning and Community Development
Subject: Contract Modification for the Advanced Traffic Management System,
Phase 4C Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a first modification to
Construction Contract No. 9685 (CCS) in the amount of $55,578 (includes a 10%
contingency) with KDC, Inc., dba Dynalectric, a California -based company, to
provide additional construction services for the Advanced Traffic Management
System, Phase 4C Project. This will result in a 1 year amended construction
contract not to exceed $1,475,578.
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
On January 22, 2013, Council approved Construction Contract No. 9685 (CCS) in the
amount not to exceed $1,420,000 with KDC, Inc., dba Dynalectric for the Advanced
Traffic Management System (ATMS), Phase 4C Project. The project consists of traffic
signal upgrades and the installation of fiber optic communications along the Ocean Park
Boulevard, Main Street, and Neilson Way corridors within the City. A total of 26
signalized intersections in the City are included as part of this project.
Additional construction services in the amount of $55,578 (includes a 10% contingency)
are necessary due to unforeseen conditions and requirements during construction.
Background
Previous Council Actions
On January 22, 2013, Council awarded Contract No.9685 to KDC, Inc., dba Dynalectric
for the construction of the ATMS Phase 4C Project in an amount not to exceed
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$1,420,000. Construction began on February 15, 2013, with a target date for completion
of October 1, 2013. Construction has progressed well and most of the major items are
completed.
Contractor Selection
On November 5 and 6, 2012, the City published a Notice Inviting Bids in the Santa
Monica Daily Press. The bid documents were posted on the City's online bidding
system. Thirty -two contractors requested the bid documents. The City Clerk's Office
received five formal bids that were publicly opened by the Deputy City Clerk on
November 29, 2012. All bids were evaluated on competitive pricing, understanding of
the project's scope, direct experience on similar projects, approach to the work,
technical competence, qualifications of the proposed staff, and the ability to meet the
required time frames. Staff recommended KDC, Inc., dba Dynalectric based on price,
quality of services offered, and experience with similar projects.
Discussion
Due to unforeseen conditions, additional requirements encountered during construction,
an underestimation of bid quantities, and an error in the bidding documents, the scope
of work required has increased. The total cost for unforeseen conditions and additional
requirements is $55,578 and includes:
Additional pull boxes, conduit, and fiber optic cables
• Old, abandoned foundations
• Damaged existing conduit
• Purchase of additional battery backup units due to an underestimation of bid
quantities. The bidding documents indicated 10 units to be purchased and
installed. However, the project requires a total of 23 units.
The unknown and additional requirements impact the project budget and result in
additional construction costs. The total for all change orders are the result of unforeseen
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conditions, requested additions, and scope of work changes, is $55,578 (including a
10% contingency).
Financial Impacts & Budget Actions
The contract modification to be awarded to KDC, Inc., dba Dynalectric is $55,578, for an
amended contract total not to exceed $1,475,578. Funds in the amount of $55,578 are
available in the FY 2012 -14 Capital Improvement Program budget in the following
accounts:
C010724.589000 $ 2,358
C017024.589000 $ 53,220
TOTAL $ 55,578
Prepared by: Andrew Maximous, P.E., T.E., Transportation Engineer
Approved:
David Martin, Director
Planning and Community Development
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Forwarded to Council:
RocTGould
City Manager
Reference:
Modified Contract No. 9685
(CCS)