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AGENDA STAFF REPORT -
`�'C4UFOR� N/
DATE: April 24, 2017
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Steve Myrter P.E., Director of Public Works
SUBJECT: NOTICE OF COMPLETION FOR CONSTRUCTION
PHASE AND AUTHORIZATION FOR MAINTENANCE
AND OPERATIONS SERVICES FOR TRAFFIC
MANAGEMENT CENTER AND INTELLIGENT
TRANSPORTATION SYSTEMS UPGRADES TURNKEY
PROJECT CIP NO. ST1408
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6730 as follows:
1. Accepting the Traffic Management Center and Intelligent Transportation
Systems Upgrades Turnkey Project CIP No. ST1408 by Flatiron Electric
Group, Inc. in the amount of $582,509;
2. Directing the City Clerk to file a "Notice of Completion" with the Orange
County Clerk- Recorder within ten (10) days from the date of acceptance,
and to release the retention of $58,250.90 35 days following the filing of
the Notice of Completion; and
3. Authorizing the City Manager to execute a purchase order to Flatiron
Electric Group, Inc., for a total cost not to exceed $77,600, for
maintenance and operations services, with payment to be made quarterly
from said $77,600 over the two -year period following acceptance of the
Project.
BACKGROUND AND ANALYSIS:
On May 9, 2013, the Orange County Transportation Authority (OCTA) awarded
the City a grant to fund the Traffic Management Center and Intelligent
Transportation Systems Upgrades Turnkey Project CIP No. ST1408 (Project) in
the amount of $586,720.
Agenda Item J
On April 14, 2014, the City Council awarded a design -build contract to Flatiron
Electric Group, Inc. for the Project in the amount of $660,109.
The Project consisted of relocating the City's Traffic Management Center (TMC)
to City Hall from the City Corporation Yard on Adolfo Lopez Drive, upgrade the
TMC with new monitors, computers, fiber optic cable and upgrades to the traffic
signal communication infrastructure.
OCTA's grant reimbursement guidelines require the Project to be separated into
two phases and to release retention at the completion of the first phase. The first
phase consists of the primary implementation (construction) and the second
phase consists of maintenance and operations for a period of two years following
acceptance.
Flatiron Electric Group, Inc. has completed the Phase One or primary
implementation, of the Project, which means construction of the relocated TMC,
fiber optic cable and upgrades to traffic signal communication infrastructure have
been completed. The second phase, which is the maintenance and operations
portion, will continue for an additional two year period, and will consist of
monitoring and improving signal timing related to the Project.
The first phase has been completed to the satisfaction of the Deputy Director of
Public Works /City Engineer. In accordance with the OCTA grant reimbursement
guidelines, the City is now required to formally accept the construction phase of
the Project and file a Notice of Completion with the Orange County Clerk's Office.
Subsequently, the City will submit a reimbursement request to OCTA in the
amount of $582,509.
In accordance with OCTA's grant reimbursement guidelines, upon conclusion of
Phase Two, the two -year maintenance and operations services period, the City
will submit a reimbursement request to OCTA for those services.
ENVIRONMENTAL IMPACT:
This Project has complied with the California Environmental Quality Act (CEQA)
and was found to be categorically exempt under CEQA Guidelines, sections
15301 (minor alterations to existing facilities) and 15303 (new construction or
conversion of small structures).
LEGAL ANALYSIS:
The City Attorney has reviewed and approved as to form.
Page 2
FINANCIAL IMPACT:
In the approved FY 2013/14 Budget, $661,720 of Measure M and Citywide
Grants Funds was identified for the Project. Below is a summary and breakdown
of expenses for the Project:
Description
Amount
Design -Build
$ 582,509.00
Maintenance & Operations
$ 77,600.00
Total
$ 660,109.00
The total cost paid to Flatiron Electric Group, Inc. for the Project is $660,109.
The City will release quarterly payments to Flatiron Electric Group, Inc. for
maintenance and operations services, in a total amount not to exceed $77,600 at
the end of the two -year period following acceptance of construction.
RECOMMENDATION:
That the City Council adopt Resolution No. 6730 providing as follows:
1. Accepting the Traffic Management Center and Intelligent Transportation
Systems Upgrades Turnkey Project CIP No. ST1408 by Flatiron Electric
Group, Inc. in the amount of $582,509.00;
2. Directing the City Clerk to file a "Notice of Completion" with the Orange
County Clerk- Recorder within ten (10) days from the date of acceptance,
and to release the retention of $58,250.90 35 days following the filing of
the Notice of Completion; and
3. Authorizing the City Manager to execute a purchase order to Flatiron
Electric Group, Inc. for a total cost not to exceed $77,600 for maintenance
and operations services, with payment to be made quarterly from said
$77,600 over the two -year period following acceptance of the Project.
SUBMITTED BY:
Ste 4 Myrt er P. .
Director of Public Works
NOTED AND APPROVED:
Prepared by: Cesar Rangel P.E., Associate Engineer
Attachments:
A. Resolution No. 6730
B. Notice of Completion
Page 3
"Attachment A°
RESOLUTION NUMBER 6730
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
ACCEPTING COMPLETION OF THE TRAFFIC MANAGEMENT
CENTER AND INTELLIGENT TRANSPORTATION SYSTEMS
UPGRADES TURNKEY PROJECT NO. ST1408, DIRECTING THE
FILING OF A NOTICE OF COMPLETION AND RELEASE OF
RETENTION TO FLATIRON ELECTRIC GROUP, INC. FOR THE
CONSTRUCTION PHASE (PHASE ONE) OF THE PROJECT, AND
AUTHORIZING ISSUANCE OF A PURCHASE ORDER FOR
MAINTENANCE AND OPERATIONS SERVICES (PHASE TWO) OF
THE PROJECT
THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE:
Section 1. The City accepts the completion of the Traffic Management Center
and Intelligent Transportation Systems Upgrades Turnkey Project CIP No. ST1408
(the `Project') by Flatiron Electric Group, Inc. in the amount of $582,509.00 for the
work performed as Phase One of the Project, which consists of primary
implementation including construction of the relocated TMC, fiber optic cable and
upgrades to traffic signal communication infrastructure.
Section 2. The City Clerk is hereby directed to file a "Notice of Completion" for the
first phase of the Project with the Orange County Clerk- Recorder within ten (10)
days of the date of this resolution, and to release the retention of $58,250.90 35
days following the filing of the Notice of Completion.
Section 3. The City Council hereby authorizes the City Manager to execute a
purchase order to Flatiron Electrical Group, Inc. for a total amount not to exceed
$77,600 for Phase Two of the Project (maintenance and operations services related
to the Project), with such funds to be released to Flatiron Electrical Group, Inc. in
quarterly payments over a two -year period following acceptance of the Project.
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular
meeting held on the 24th day of April , 2017 by the following vote:
AYES:
Council Members:
NOES:
Council Members:
ABSENT:
Council Members:
ABSTAIN:
Council Members:
Sandra Massa - Lavin, Mayor
ATTEST:
Robin L. Roberts, City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Robin L. Roberts, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6730 on file in the
office of the City Clerk, passed, approved, and adopted by the Seal Beach City
Council at a regular meeting held on the 24th day of April 2017.
Robin L. Roberts, City Clerk
lent,
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO
CITY OF SEAL BEACH
Attn: City Clerk
211 8th Street
Seal Beach, CA 90740
Space of above this line for Recorder's use.
"' No Recording Fee Pursuant to Government Code Section 6103, 27383 ""
NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion.
Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated
below in the property hereinafter described:
2. The full name of the owner is: City of Seal Beach.
3. The address of the owner is: 211 8th Street, Seal Beach, CA 90740.
4. The nature of the interest or estate of the owner is: In Fee. The City of Seal Beach.
5. A work of improvement on the property hereinafter is described as substantially completed on
October 31, 2016. The work was Traffic Management Center and Intelligent Transportation
Systems Upgrades Project. No. ST1408.
6. The name of the contractor(s), if any, for such improvement was: Flatiron Electric Group, Inc.
The date of the Contract Award was April 14, 2014.
7. The property on which said work of improvement was completed in the City of Seal Beach,
County of Orange, State of California, and is described as follows: Citywide City of Seal
Beach.
Date:
Direc or of Pub is Worl<4tity of Seal Beach
Signature of owner or corporate officer of owner
named in paragraph 2 or agent.
VERIFICATION
I, the undersigned, say: the Director of Public Works declarant of the foregoing notice of
completion; 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 the foregoing is true and correct.
Executed on `�yA /)?— , 2017, at Seal Beach, California.
(Date of Signature)
Director of is fVerks, City of Seal Beach