Item 9 - CONSIDERATION OF NOTICE OF COMPLETION AND RATIFICATION OF CONTRACT CHANGE ORDER FOR THE CAMERON AVENUE & BARRANCA STREET TRAFFIC SIGNAL INSTALLATION PROJECT - PROJECT NO. 18040AGENDA ITEM NO.9
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: December 6, 2022
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF NOTICE OF COMPLETION AND RATIFICATION OF
CONTRACT CHANGE ORDER FOR THE CAMERON AVENUE & BARRANCA
STREET TRAFFIC SIGNAL INSTALLATION PROJECT - PROJECT NO. 18040
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Ratify the construction contract change order in the amount of $4,957.76 for the extra work
completed as part of the Cameron Avenue at Barranca Street Traffic Signal Improvements Project
(Project No. 18040) (the "Project'). The extra work was for installation of additional traffic signal
equipment and adjustment of pedestrian crossing time on the new signal system to accommodate
school drop-off/pickup rush hour waits; and
2. Approve work order to Southern California Edison (SCE) in the amount of $16,825.21 for
installation of a new streetlight pole at the southeast corner of Cameron and Barranca intersection
to improve intersection safety; and
3. Accept the work performed by P.T.M. Engineering Services, Inc. for the Project, with a final contract
amount of $391,290.88; and
4. Authorize the recordation of Notice of Completion with the Los Angeles County Recorder and the
release of retention funds 35 days thereafter.
BACKGROUND:
On March 2, 2021, the City Council authorized award of a contract to P.T.M. General Engineering
Services, Inc. in the amount of $336,036.00, for the Cameron Avenue at Barranca Street Traffic Signal
Improvements Project (Project No. 18040). The project included installation of a new traffic signal,
striping and signage, construction of access ramps, and removal of raised "pork chop" island with all
appurtenant work.
The City Council also authorized the City Manager to approve change orders in an amount not to exceed
$50,405.40 (15% of awarded contract) for unanticipated project costs. The total established construction
budget was $386,441.40.
DISCUSSION:
During construction, it was deemed necessary to modify the proposed work to install additional traffic
signal equipment and adjust pedestrian crossing time on the new signal system to accommodate school
drop off/pickup rush hour waits. The revised traffic signal system minimizes the vehicle idle time and
conflicts between pedestrian crossing and vehicle traffic at the Cameron and Barranca intersection. This
improvement was not included on the original plans, but it was deemed necessary to include this
improvement as part of this project. The cost for this additional work was $4,957.76. This work was
completed as part of the project, and staff is requesting Council to ratify the cost for this construction
contract change order as part of this project. See Attachment No. 2 for the contract change order for this
extra work.
Staff also recommends issuing a work order to Southern California Edison (SCE) to install a new
streetlight pole to the southeast corner of Cameron and Barranca intersection to improve intersection
safety. This improvement was not included in the construction contract, and it would be feasible to
directly coordinate this work order with SCE. The cost to install the new streetlight pole is $16,825.21.
All required improvements were constructed in conformance with the approved plans and specifications.
The work was performed within the contractually specified duration and to the City Engineer's
satisfaction. Construction costs totaled $391,290.88, which included the additional construction contract
change order work. Furthermore, the work order included additional SCE costs of $16,825.21.
The City retains five percent (5%) of each payment to the contractor to ensure payment to subcontractors
and material suppliers before final payment to the contractor. The City Council's acceptance of the project
and the City's recordation of the Notice of Completion trigger timeframes within which subcontractors or
material suppliers must file claims for payment if they have not been paid by the contractor. If no claims
are filed within 35 days of the filing of the Notice of Completion, the City will release retention and any
remaining amount due to the contractor.
LEGAL REVIEW:
The City Attorney's Office has reviewed the staff report.
OPTIONS:
The City Council has the following options:
1. Approve Staffs recommendation; or
2. Provide alternative direction.
Prepared by: Okan Demirici PE, CIP Manager
Fiscal Impact
FISCAL IMPACT:
This contract was funded under Project No. 18040 (Account No. 235.80.7006.7800 and
122.80.7006.7800). The contract was completed within the approved construction estimate.
Construction Contract
$336,036.00
15% Contingency
$50,405.40
Total Construction Estimate
$386,441.40
Actual Expenditures (Construction Contract)
$391,290.88
(Over) Under Contract Estimate
$4,849.48
Available Project Balance
$165,093.88
(Over) Under Total Project Budget
$160,224.46
Attachments
Attachment No. 1 - Notice of Completion
Attachment No. 2- Construction Contract Change Order (CCO 04)
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Enhance City Image and Effectiveness
A Creative and Active Communuty
ATTACHMENT NO. 1
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:
City Clerk
City of West Covina
1444 W. Garvey Ave. S.
West Covina, CA 91790
EXEMPT FROM RECORDING FEES —
GOVERNMENT CODE §§ 6103, 27383
NOTICE OF COMPLETION
(California Civil Code § 9204)
NOTICE IS HEREBY GIVEN THAT:
1. Name and Address of Owner. The City of West Covina ("City"), a municipal corporation, whose
address is 1444 W. Garvey Ave. S., West Covina, California 91790, is the fee owner of the public work
of improvement described herein and of the property containing said public work of improvement.
2. Description of Public Work of Improvement. The public work of improvement is the project known as:
Cameron Avenue at Barranca Street Traffic Signal Improvements Project — Project No. 18040.
3. Location of Public Work of Improvement. The public work of improvement is located at East Cameron
Avenue and South Barranca Street in the City of West Covina.
4. Award of Contract; Contractor. On March 2, 2021, the City awarded a contract to construct the public
work of improvement to P.T.M. General Engineering Services, Inc., 5942 Acorn Street, Riverside, CA
92504.
5. Date of Completion. The public work of improvement was completed to the satisfaction of the City
Engineer on: October 28, 2022.
6. Date of Acceptance. The City Council accepted the public work of improvement on: December 6, 2022.
David Carmany, City Manager Date
City of West Covina
VERIFICATION
I, the undersigned, say: I am the Assistant City Clerk of the City of West Covina, the declarant of the foregoing
Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true
of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct.
Executed on , at West Covina, California.
Lisa Sherrick
Assistant City Clerk
Attachment No. 2 - Construction Contract Change Order (CCO 04)
CITY CONTRACT CHANGE ORDER AUTHORIZATION
CITY PROJECT ID NO.: 18040
PROJECT: City of West Covina, Cameron Avenue at Barranca Street Traffic
Signal Improvements
REF CCO REQUEST NO.:
OS
CONTRACTOR: PTM General Engineering Services, Inc.
APPROVED CCO NO.:
05
AUTHORIZATION TO PROCEED WITH THE FOLLOWING CHANGE ORDER:
Description
Quantity
Unit
Unit Price
Total
CCO 05 - Traffic signal adjustment on Barranca St going southbound making right on
westbound Cameron Avenue. The work includes adjusting the traffic signal phasing to
1.00
LS
$4,957.76
$4,957.76
adjust pedestrian crossing time to accommodate school dropoff/pickup rush hour waits.
Base Contract Amount
$336,036.00
Previously Authorized Contract Change Orders:
$50,297.12
Authorized Amount For This Contract Change Order
$4,957.76
Total Authorized Contract Amount To Date (Sum of The Above):
$391,290.88
Total Contract Days (Working) Per Contract :
35
Additional/Deductive Days (Working) Per Previously Authorized Contract Change Orders (NA):
0
Additional/Deductive Days (Working) For This Contract Change Order
0
Total Authorized Contract Days (Working) To Date (FOR CHANGE ORDERS):
35
Original Completion Date:
Revised Completion Date Including This Contract Change Order
APPROVAL BY CITY
Recommended by:
Approved by:
Name:
Okan Demirrcci, PE
Name:
Signature:
/yv.�—_
Signature:
Title:
Project Manaager
Title:
Date:
10/14/2022
Date:
ACCEPTANCE BY CONTRACTOR
I agree to perform the work described in this change order, and that the
total cost approved for the change order includes any and all costs
associated with this change order, and that I shall not make any other
claims (including but not limited to, additional change order costs, delay
costs, loss of profit, loss of productivity, overhead, insurance, bonding,
administrative, etc.) against the City for this change order.
Name:
Jade Mendoza
Signature:
Title:
JadeMendoza -APM
Date:
10.13.22
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Attachment No. 2 - Construction Contract Change Order (CCO 04)
Quotation
To: Jade Mendoza @ PTM
Quote #: 221010-21
From: Travis Flynn
Project: City of West Covina - RFQ - GE LEDs
JTB Supply is pleased to quote on the following equipment:
(2) GE 12" Red Ball (Tinted) VLA LEDs
(2) GE 12" Yellow Ball (Tinted) VLA LEDs
(2) GE 12" Green Ball (Clear) VLA LEDs
Delivery: Approx. 4 Weeks, ARO and submittal approval.
Quote valid for 30 Days.
Terms: Net30, pending credit verification
VISA/MC and AMEX accepted with
surcharge of 4 % of transaction amount
Prices subject to change, if order not released
within 60 days from the purchase order date.
Freight: Included
Sales Tax is not included.
Sincerely,
JTB SUPPLY CO., INC.
Travis Flynn
$54 ea. Total $108
$54 ea. Total $108
$54 ea. Total $108
1030 N. Batavia, Suite A • Orange, CA. 92867 714-639-9498.714-639-9488 fax
Attachment No. 2 - Construction Contract Change Order (CCO 04)
• ECO/VOLITE
10/11/2022
To:
Quotation
Quote Name: WSQ-14670 SO City of West
Covina- Cameron Ave at Barra nca St TSI- Adder
Project Reference:
Econolite Reference: Q-10228-T4C8
Item #f
Part
Qty
Description
Tariff
Price per
Extended
1
FSR-SVC-CAB
1
CABINET TURN -ON LABOR.
$0.00
$900.00
$900.00
Excludes equipment and or new timing
sheet.
SubTotal
$900.00
Shipping & Handling*
Taxes**
$0.00
Tariffs**
$0.00
TOTAL
$900.00
Unless specifically requested or noted on this quotation, the product(s) quoted herein may or may not
comply with any Buy America requirements.
Cabinet designs are considered final at time of order. Changes requested after date of order may result in
additional fees and extended shipping lead times.
The information transmitted is intended only for the person or entity to which it is addressed and may
contain confidential and/or legally privileged material. Any review, retransmission, dissemination, or other
use of, or taking of any action in reliance upon, this information by persons or entities other than the
intended recipient is prohibited except as required by law.
Quote Valid For Days: 30
FOB: Econolite Factory
Terms: NET30
*Ship Terms: PPD
**Taxes and Tariffs Estimated (if included)
palty
Patty Gaspar, Estimator II
Mobile:
pgaspar@econolite.com
Shipping Date: 7 weeks ARO, approved credit terms and submittal approval when applicable
1250 N. Tustin Ave. Anaheim, Ca. 92807
econol ite.com/feed back
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