Title
Resolution Authorizing an Increase of More than 25% of Original Contract Price, as Required by Hampton City Code § 2-336, to Bryant - Ritter Electric Corporation for Replacement/Conversion of the Existing Cabinets and to Amend the Fiscal Year 2021 Council Approved Budget and Appropriate $122,000.00 of Additional Highway Safety Improvement Program (“HSIP”) funds to the Citywide Flashing Yellow Arrows HSIP Project (UPC 109687).
Purpose
PURPOSE/BACKGROUND:
In 2019, the Department of Public Works solicited a formal bid under ITB 20-05/CLP for the replacement of the five-section protected-permissive left turn signal heads with the “flashing yellow” four-section arrow signals (“FYA”) at twenty two (22) locations Citywide to improve traffic safety and traffic operations. The bid was awarded to Bryant - Ritter Electric Corporation as the lowest responsive and responsible bidder at a quoted price of $192,096.00. Subsequent to the award, upon initiation of field activities in preparation for project implementation, the City determined that fourteen (14) of the locations need to have their traffic signal cabinets upgraded to support the FYA technology.
The City undertook a field review of the fourteen (14) project locations with Virginia Department of Transportation (“VDOT”) staff. VDOT concurred with the City’s findings and the recommendation to replace six (6) of the cabinets based on available funding.
A change order was submitted to upgrade those specified cabinets in the amount of $122,000.00, which is 64% increase over the original contract price. Hampton City Code § 2-336 requires the advanced written approval of City Council in order to increase a contracted amount by more than 25% or $30,000 whichever is greater.
Discussion:
Approval by City Council to increase the contract price would allow the department to issue a change order modifying the contract to replace six (6) cabinets with modern cabinets which can accommodate the FYA technology. The scope of work under the existing contract with Bryant - Ritter Electric Corporation consists of the replacement of the five-section protected-permissive left turn signal head with the FYA four-section, arrow signals at twenty two (22) locations Citywide to improve traffic safety and traffic operations. The construction work will include traffic control, replacement of signal head and hanger assemblies, cabinet wiring and new hardware for FYA operation, and limited installation of conductor cable. Bryant - Ritter Electric Corporations change order for the additional work are reasonable and staff believes that this is the most efficient and cost effective way to have the additional construction activities incorporated.
Impact:
Net Impact of $122,000.00 in additional HSIP funding for the Citywide Flashing Yellow Arrows project.
Recommendation:
Rec
Approve Resolution
Body
WHEREAS, the City of Hampton (“City”) has engaged Bryant - Ritter Electric Corporation (“Contractor”) through the Virginia Public Procurement Act, to replace the five-section protected-permissive left turn signal heads with the “flashing yellow” four-section arrow signals (“FYA”) at twenty two (22) locations Citywide to improve traffic safety and traffic operations. The construction work includes traffic control, replacement of signal head and hanger assemblies, cabinet wiring and new hardware for FYA operation and limited installation of conductor cable for $192,096.00;
WHEREAS, during pre-construction field activities, the City determined that fourteen (14) of the locations have cabinets that will require modification to support implementation of non-standard FYA configurations and was therefore not included in the City’s initial contract with Contractor;
WHEREAS, a change order was submitted by Contractor to upgrade six (6) selected cabinets in the amount of $122,000.00, which is a 64% increase over the original contract price;
WHEREAS, Hampton City Code § 2-336 provides that a contract may be increased by more than 25% of the original contract price or $30,000, whichever is greater, only after advanced written approval of the City Council;
WHEREAS, the additional sum necessary, as provided in the change order by the Contractor for the additional removal and repairs is reasonable;
WHEREAS, because Contractor is already under contract and is actively working to install the FYA signals, modifying that contract is the most efficient and cost-effective way to complete this project;
WHEREAS, the City Council agrees that it should authorize a change order to replace the select cabinets in the amount of $122,000.00 and that it should appropriate an additional $122,000.00 in Highway Safety Improvement Program (“HSIP”) funding to the Citywide Flashing Yellow Arrows Projects; and
WHEREAS, the VDOT share of these funds will be paid on a reimbursement basis following the expenditure of City funds.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF HAMPTON, VIRGINIA:
1. That it approves, as required by Hampton City Code § 2-336, modification of the contract between the City and Bryant - Ritter Electric Corporation by accepting the change order in the total sum of $122,000.00, deemed necessary for the replacement of six (6) selected cabinets; and
2. That it amends the Fiscal Year 2021 Council Approved Budget and appropriates an additional $122,000.00 in Highway Safety Improvement Program (“HSIP”) funding to the Citywide Flashing Yellow Arrows Projects.
BE IT FURTHER RESOLVED, that the City Manager, or her authorized designee, is hereby authorized to take any and all necessary actions to carry out the purposes of this Resolution, including but not limited to executing change orders and contract amendments, subject to approval by the City Attorney.