HomeMy WebLinkAbout2011-11-08; City Council; 20733; AMENDMENT 2 SANDAG AGREEMENT COUNTDOWN SIGNALSCITY OF CARLSBAD - AGENDA BILL
AB# 20,733
MTG. 11/08/11
DEPT. TRANS
AUTHORIZE MAYOR TO EXECUTE AMENDMENT NO. 2
TO SANDAG AGREEMENT FOR THE INSTALLATION OF
AUDIBLE AND COUNTDOWN PEDESTRIAN SIGNALS
PROJECT NO. 6321-1
DEPT. HEADV^'f\
CITY ATTY. <5$&^
CITYMGR, /^
RECOMMENDED ACTION:
Adopt Resolution No.2011-263 authorizing the Mayor to execute Amendment No. 2 to the
SANDAG Agreement for the installation of audible pedestrian and countdown pedestrian signals at
twenty-one signalized intersections, Project No. 6321-1.
ITEM EXPLANATION:
On June 26, 2009 SANDAG's Board of Directors allocated $150,660 in Transportation Development
Act/TransNet (TDA/TransNet) grant funding to the City of Carlsbad for this project. The original
SANDAG Grant Funding Agreement between the City and SANDAG specified a start of construction
by November 2010 and a project completion date of February 2011.
The project was awarded to the low bidder, Traffic Development Services, on February 22, 2011. At
this time, staff amended (Amendment No. 1) the project schedule with a new start of construction date
of May 1, 2011 and a new project completion date of July 31, 2011.
Due to issues with the contractor and his material supplier, the construction contract was not fully
executed until April 14, 2011. During this time, staff was made aware of a new hardware requirement
for the proper operations of the audible pedestrian signals that was not included in the original scope
of work. A change order (Change Order #1) to purchase the additional hardware was issued. The
time delay associated with the execution of the construction contract and the lead time required to
have the new hardware delivered has resulted in the need for staff to submit another amendment to
the project schedule (Amendment No. 2) with a revised construction period of May 2011 to January
2012 and completion date of February 29, 2012.
ENVIRONMENTAL IMPACT:
The project is exempt from the California Environmental Quality Act (CEQA) per State CEQA
Guidelines Section 15301(c) - minor alteration of existing facilities involving negligible or no
expansion.
FISCAL IMPACT:
The city cannot submit grant reimbursement requests to SANDAG against the $150,660 allocated to
the project through the grant if Amendment No. 2 is not signed by the Mayor and returned to
SANDAG.
DEPARTMENT CONTACT: Jim Murray (760) 602-2734, jim.murray@carlsbdadca.gov
FOR CITY CLERKS USE ONLY
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
WITHDRAWN
AMENDED
XnN
D
D
D
CONTINUED TO DATE SPECIFIC D
CONTINUED TO DATE UNKNOWN D
RETURNED TO STAFF D
OTHER-SEE MINUTES D
Page 2
The status of the project is shown below:
AUDIBLE/COUNTDOWN PEDESTRIAN SIGNALS - PROJECT No 6321-1
TASK DESGRIPf ION
Construction, Inspection, Materials Testing
TOTAL
APPROPRIATED
" "TO DATE><" .
$182,471
$182,471
EXPENDITURES/
ENCUMBRANCES
$168,944
$168,944
REMAINING
BALANCE
$13,527
$13,527
Amendment No. 2 only extends the contract period and does not increase the contract cost. As such,
there are sufficient TDA and Gas Tax funds for this amendment.
EXHIBITS:
1. Resolution No.2011-263 authorizing the Mayor to execute Amendment No. 2 to
the SANDAG Grant Funding Agreement for the installation of audible pedestrian and
countdown pedestrian signals at twenty-one signalized intersections, Project No. 6321-1.
2. Amendment No. 2 to SANDAG Agreement No. 5001362.
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„
i A^i
RESOLUTION NO. 2011-263
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE MAYOR TO
EXECUTE THE AMENDMENT NO. 2 TO THE SANDAG GRANT
FUNDING AGREEMENT FOR THE INSTALLATION OF AUDIBLE
PEDESTRIAN AND COUNTDOWN PEDESTRIAN SIGNALS,
PROJECT NO. 6321-1.
WHEREAS, the City Council of the City of Carlsbad, California, has
i
iW /
determined it
necessary, desirable, and in the public interest to install audible pedestrian and countdown
pedestrian signals at twenty-one existing signalized intersections; and
WHEREAS, the SANDAG Grant Funding Agreement between the city and
a Project Schedule that needs to be amended in order for the city to be able
reimbursement of construction costs;
SANDAG has
to submit for
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1 . That the above recitations are true and correct.
2. That the Mayor is hereby authorized to sign Amendment No. 2 to SANDAG Grant
Funding Agreement for the installation of audible pedestrian and countdown pedestrian signals
at twenty-one intersections, Project No. 6321-1
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on 8th day of November 2011, by the following vote to wit:
AYES: Council Members Hall, Kulchin, Blackburn, Douglas, Packard.
NOES: None.
ABSENT: None.
H1ORRAINE M. WOOD, City Clerk
(SEAL)
Amendment No. 2
to SANDAG Agreement No. 5001362
Amendment Summary
Contract No.: 5001362
Amendment No: 2 (Seven month time extension only)
Consultant: City of Carlsbad
Work Description: Installation of Audible & Countdown Pedestrian Signals
A. This Amendment Only (Revisions)B. Original Agreement D. Revised (Total)
Amended Agreement
Revisions to:
QScope
Max. Amt.
Exp. Date
Choose One Below
O Terms & Conditions (T&C)
D Scope of Work (SOW)
D Both (T&C) and (SOW)
Amount: $List Amount
End Date: 2/29/12
Amount: $150,660
End Date: 2/28/11
C. Current Agreement*
Amount: $150,660
End Date: 7/31/11
% Over
Original
Amount: (D-B)/B%
Amount: $150,660
End Date: 2/29/12
* This includes original agreement and all previously approved amendments
II. Standard Provisions
A. Under the Agreement identified by the Contract Number in Article I and any previous amendments thereto
(referred to herein as "Agreement") between San Diego Association of Governments ("SANDAG") and
Contractor/Consultant identified in Article I of this Amendment (referred to herein as "Consultant"), Consultant
provides brief work description, as shown in Article I, to SANDAG.
B. Consultant shall remain bound to the terms of the Agreement, except to the extent the terms of this Amendment
conflict with the Agreement or a previous amendment, in which case this Amendment shall supersede. Nothing in
this Amendment relieves the Consultant of its obligation to perform as required by the Agreement or any previous
amendment unless expressly stated herein.
III. Agreement Revisions (See Article I.A - Amendment Summary, if applicable)
A. Scope of Work
If the Scope box is not selected in Article I.A, there shall be no change to the scope of the Agreement. If the Scope
box is selected in Article I.A, SANDAG and Consultant agree that the scope of work shall be amended as summarized
in Article I.A. If applicable, these revisions are described as shown in Attachment A to this Amendment.
B. Costs
If the Maximum Amount box is not selected in Article I.A, there shall be no change to the maximum amount of the
Agreement. If the Maximum Amount box is selected in Article I.A, then:
1. SANDAG and Consultant agree that the maximum amount of the Agreement shall be revised. The revised
maximum amount is summarized in Article I.A. If applicable, the revised payment amounts are shown in
Attachment B to this Amendment.
2. The total amount payable under this Agreement shall not exceed the amount shown in Article I.D., which
includes both the Agreement and this Amendment's revision.
Page 1 of 2
C-70715-Rev061009
$T~
Agreement No.: 5001362
Amendment No.: 2
C. Schedule of Services/Milestones/Deliverables
If the Expiration box is not selected in Article I.A, there shall be no change to the termination date of the Agreement. If
the Schedule box is selected in Article I.A, SANDAG and Consultant agree that the termination date and/or schedule of this
Agreement shall be revised and the termination date Identified as "End Date" in Article I.D, shall be the termination date.
Consultant shall not be paid for work performed after the termination date. If applicable, the revised project schedule is as
shown in Attachment C to this Amendment.
IV. Signatures
This Amendment may be executed and delivered by facsimile signature and a facsimile signature shall be treated as an
original. This Amendment may be executed in counterparts, each of which shall be deemed an original, but all of which
together shall constitute one and the same Amendment.
IN WITNESS WHEREOF, this Amendment has been executed under the provisions of the Agreement between SANDAG and
Consultant. By signing below, the parties hereto agree that all terms and conditions of this Amendment and the
Agreement and any previous amendments shall be in full force and effect.
The persons below assert that they are authorized to execute this Amendment and have executed it effective as of this
day of , 2011.
SAN DIEGO ASSOCIATION OF GOVERNMENTS CITY OF CARLSBAD
CHARLES "MUGGS" STOLL Date MATT HALL Date
Land Use and Transportation Planning Department
Director
Approved as to form and legality:
Office Of General Counsel Date
Attachments:
[~] Scope of Work (Attachment A) |"~| No Attachments
O Payments (Attachment A)
[3 Schedule (Attachment A)
C-70715- Rev 061009
Page 2 of 2 /b
ATTACHMENT A TO
AMENDMENT NO. 2 TO
SANDAG AGREEMENT NO. 5001362
Attachment A (Project Budget, Scope of Work, and Project Schedule) is hereby amended to extend the project completion
date from 7/31/2011 to 2/29/2012. This project schedule extension does not cause the Grantee to miss a milestone in "Use It
or Lose It" policy (Attachment B to Agreement) Section 1.1.1. The Grantee has reached twelve (12) months aggregate in
project schedule extensions (Amendment 1- Five months; Amendment 2- Seven months). As per "Use It or Lose It" policy
Section 2.1, any further project schedule extensions must be approved by SANDAG's Transportation Committee.
Justification
The City of Carlsbad discovered recent changes in the manufacturer's specifications regarding the Polara audible
pedestrian signals requiring each pedestrian push button to have either their own separate ground wire (cannot use a
common ground) or installation of a Conflict Monitor to insure proper operation of the audible pedestrian signals.
Carlsbad's traffic signal pedestrian push buttons all have common grounds so either new wires would need to be installed
or a Conflict Monitor would need to be installed at each of the intersections, neither of which were included in the city's
funding request, scope of work nor the contractor's construction bid. Staff has determined that the most cost effective
solution is to purchase and install the Conflict Monitors. The City has issued a Contract Change Order for the contractor to
purchase and install the Conflict Monitors, which will be paid for by the City and is not a reimbursable expense. The
project cannot commence until the contractor receives the Conflict monitors.
The Conflict Monitors have been ordered by the contractor and are scheduled to be shipped the week of July 25 - 29, 2011.
The contractor should commence work the week of August 8 - 12, 2011. The construction contract provides for
completion of all work within sixty (60) working days.
The City expects the construction to be completed before February 29, 2012.
C-70715 -Rev 032808
1
TDA/TRANSNET BICYCLE, PEDESTRIAN, & NEIGHBORHOOD SAFETY PROGRAM BUDGET, SCOPE OF WORK, & SCHEDULE
Project: Installation of audible pedestrian and countdown pedestrian signals at 21 intersections in the City of Carlsbad
Contract Number: 5001362
Claim Number: 10011000
Task Deliverables
Feasibility Study N/A
Final Design N/A
Right-of-Way Acquisition N/A
Environmental Documentation N/A
Award Construction Contract
Project Completion
Start Date End Date SAN DAG Funds Matching Funds Total
l-Nov-10
1-May-11
30-Apr-ll
29-Feb-12
TOTAL
$150,660
$150,660
150660
$0 $150,660
Capital Project Revenues
Source
TDA
FY2010
$150,660
FY2011 FY2012 Total
$150,660
Revised Scope of Work and Project Schedule
Deliverables
Receive Grant Agreement from
SAN DAG
Prepare PS & E package to
receive bids
City Council approval of
Agreement, unding &
authorization to bid
Solicit bids
Open & review bids & select
lowest responsible bidder
City Council awards Contract
Contract documents returned
by contractor
Construction period
Complete construction
Completion Date
23-Jul-lO
July to August 2O1O
Nov-lO
November & December
2O1O
Jan-11
Apr-11
Apr-11
May 2O11 to January 2O12
29-Feb-12
C-70715 - Rev 032808
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