To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
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APPROVE THE PURCHASE OF TRAFFIC SIGNAL EQUIPMENT FOR THE GRANT AVENUE SIGNAL IMPROVEMENTS PROJECT, JOB NO. 41090 FROM NEXTECH, INC. IN THE AMOUNT OF $1,144,032.47
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EXECUTIVE SUMMARY
The Grant Avenue Signal Improvements Project, Job. No. 41090 (“Project”) is included in the current Capital Improvement Program. The project consists of signal improvements at the six (6) signalized intersections along Grant Avenue between Inglewood Avenue and Aviation Boulevard. The Project includes design, construction, and installation of traffic signal improvements including synchronization, and vehicle and bicycle detection. Access ramps, as well as curbs and gutters, will be repaired as necessary.
The Project was advertised for bids last summer but the process was unsuccessful. On October 20, 2020, the City Council rejected all project bids as the apparent low bid for the Project exceeded the available Project funding. Because the Project was grant funded, staff was eager to move the Project forward so funding would not be forfeited. Staff coordinated with METRO to gain approval for the City to pre-purchase the signal poles, which have a long lead time, and related equipment using existing grant funds. METRO staff also confirmed that installation of the signals and related civil work on Grant Avenue are eligible expenses for another grant, already awarded to the City and available in FY2021-22, for the Traffic Signal Communications and Network System Project.
Approval of this purchase will allow the Public Works department to pre-purchase the traffic signal equipment for the Project using funding from the first grant. The traffic signal installation project will be bid for construction in FY21-22 and be paid for using remaining funds of the first grant and additional funds from the second.
BACKGROUND
The Grant Avenue Signal Improvements Project, Call for Projects No. F5301, consists of signal improvements at the six (6) signalized intersections along Grant Avenue between Inglewood Avenue and Aviation Boulevard. The project includes design, construction, and installation of traffic signal improvements including synchronization, vehicle and bicycle video detection and curb bulbout construction.
On May 23, 2017, the City Council approved a funding agreement with METRO. The funding agreement, had a project completion date of June 2019. On June 25, 2019, the METRO Board of Directors approved the extension of the project lapsing date to February 28, 2021, requiring the City to amend the funding agreement with METRO. The City Council approved the amendment to the funding agreement with METRO on January 21, 2020.
On October 20, 2020, following development of plans and specifications and a competitive bidding process, the City Council determined that due to the apparent low bid exceeding the available funding at the time, to reject all bids and authorize staff to competitively pre-purchase the traffic signal equipment items. On April 5, 2021, three (3) bids were submitted for the City’s review, with Nextech Inc. providing the most qualified and responsive bid package in the amount of $1,114,032.47 for the pre-purchase of the traffic signal equipment. Staff has been in contact with METRO staff who confirmed that installation of the signals on Grant Avenue is an eligible expense under the Traffic Signal Communications and Network System Project Measure M Regional Fund grant that the City received for FY 20-21 and FY 21-22. Therefore, the cost of pre-purchase and construction will be available through the Local Transportation CFP Funds (Project Job No. 41090) and the Regional Measure M funds (Project No. 41280).
The plans and specifications for the Project have previously been approved by the City Council and competitive bidding for the construction of the Project will begin soon in the new fiscal year. It is anticipated that construction of the project will begin in September 2021 and be completed by February 2022, depending on availability of materials.
COORDINATION
Plans and Specifications development was coordinated by the Public Works Department.
FISCAL IMPACT
Funding: Expenditures:
CIP Project #41090
Local Measure R $ 228,806.50 Nextech, Inc. $1,144,032.47
CFP Grant Funds $ 915,225.97
TOTAL $1,144,032.47 TOTAL $1,144,032.47
APPROVED BY:
Joe Hoefgen, City Manager
ATTACHMENTS
1. City Council Meeting October 20, 2020 Administrative Report and Meeting Minutes
2. Nextech Proposal