SR-01-14-2014-3HYo, i Council Report
Santa 1001lica
City Council Meeting: January 14, 2014
Agenda Item: 3 -H
To: Mayor and City Council
From: David Martin, Director of Planning and Community Development
Subject: Purchase Order Modification for Traffic Signal Upgrade Equipment
Recommended Action
Staff recommends that City Council authorize the City Manager to negotiate and
execute a first modification to purchase order #331163 -000 -P in the amount of $36,734
with C.T. & F., Inc., a California -based company to provide additional traffic signal
upgrade equipment. This will result in a 2 -year amended purchase order with a new
total amount not to exceed $766,734.
Executive Summary
Throughout 2012 C.T. & F., Inc. provided traffic signal upgrade services to the City.
During the close -out of the project in early 2013, staff identified a discrepancy in the
final invoice. For most of the 2013 calendar year, staff attempted to work with C.T. & F.,
Inc. to address the discrepancy. It was mutually determined that additional field change
orders were issued during the course of C.T. & F., Inc. completing the project, and the
final invoice was revised to highlight the costs of these additional field change orders.
Unfortunately, these costs exceeded the Council authorized budget. Therefore, staff is
requesting a modification to the original purchase order.
Background
C.T. & F., Inc. has been providing traffic signal upgrade services at various intersections
outside the City's Advanced Traffic Management System (ATMS) project scope. The
current purchase order has provided upgrades to many of the traffic signals and
associated equipment that were installed over 50 years ago. In January 2013, the City
became aware that the project exceeded the total purchase order amount. This was due
to lumping field change orders into the final invoice. The change order items were
identified as upgrades that were not included in the original scope due to unforeseen
conditions. This purchase order amendment is for $36,734 to purchase and install
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additional traffic signal equipment and poles at the same per unit cost as the original
purchase order.
Previous Council Actions
On December 13, 2011 Council awarded Bid #3066 in the amount not to exceed
$730,000 to C.T. & F., Inc. for the purchase and installation of traffic signal equipment.
Discussion
The City's Advanced Traffic Management System (AIMS) is currently 90% complete. It
provides centralized control of the traffic signal controllers and all other Intelligent
Transportation System (ITS) devices used to manage traffic such as detection systems,
transit priority system, emergency vehicle preemption system, variable message signs,
and traffic monitoring cameras, on one integrated system. Implementation of the ATMS
necessitated a major upgrade of the City's traffic signal control system, including
installation of fiber optic communication and other equipment to facilitate detection,
communication, coordinate traffic and accommodate remote management.
Most of the ATMS phases were Metro grant funded and only allow for communications
installation and connection to the City's central management system. Replacement of
old and aging infrastructure such as poles, conduit, and signal cabinets were not
included with the previous phases. Therefore, this work was assigned to C.T. & F., Inc..
The original purchase order with C.T. & F., Inc. allowed for the purchase and installation
a total of 36 new traffic signal poles, more than 500 feet of new conduit, and replace 22
traffic signal controller cabinets at various locations within the City.
In early 2013, the City became aware that the project exceeded the total purchase order
amount. This was due to a discrepancy where several field change orders were lumped
into the final invoice. For most of the 2013 calendar year, staff attempted to work with
C.T. & F., Inc. to address the discrepancy. It was mutually determined that the
additional field change orders were issued during the course of C.T. & F., Inc.
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completing the project, and the final invoice was revised to highlight the costs of these
additional field change orders. The change order items were identified as upgrades that
were not included in the original scope due to unforeseen conditions, such as
abandoned underground foundations, abandoned utility lines, and errors on the bid
documents. The additional items include one traffic signal cabinet, three traffic signal
poles, 200 feet of conduit, and five traffic signal indications.
Financial Impacts & Budget Actions
The purchase order modification to be awarded to C.T. & F., Inc. is $36;734, for an
amended purchases total not to exceed $766,734. Funds are available in the FY 2013-
14 Capital Improvement Project budget at account C040407.589202.
Prepared by: Andrew Maximous, P.E., T.E., Transportation Engineer
Approved:
uo'
David Martin, Director
Planning and Community Development
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Forwarded to Council:
Rod Gould
City Manager