To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
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APPROVE PLANS AND SPECIFICATIONS FOR THE GRANT AVENUE SIGNAL IMPROVEMENTS PROJECT, JOB NO. 41090 AND GRANT AVENUE BULB-OUTS PROJECT, JOB NO. 41340, AND AUTHORIZE THE USE OF METRO REGIONAL MEASURE M FUNDED TRAFFIC SIGNAL COMMUNICATIONS AND NETWORK SYSTEM PROJECT, JOB NO. 41280, GRANT FUNDS AND AUTHORIZE THE CITY CLERK TO ADVERTISE THE PROJECTS FOR COMPETITIVE BIDS
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EXECUTIVE SUMMARY
On June 16, 2020, the City Council approved plans and specifications for the Grant Avenue Signal Improvement Project Job No.41090 (“Project”). On August 20, 2020, ten (10) bids were received and publicly opened with the apparent low bid for the Project exceeding the appropriated funding. Following conversations with METRO, staff confirmed that installation of the signals on Grant Avenue is an eligible expense under another funding source, the Measure M Regional Funded Traffic Signal Communications and Network System Project grant, which would become available for use in FY21-22. At the October 20, 2020 City Council meeting, the Council directed staff to move forward with pre-purchase the traffic signal poles and related equipment using available funds, and re-bid the Project for construction in FY21-22, using remaining project funds from Job No. 41090 and available project funds from these new grant monies. These grant funds were appropriated in the FY21-22 budget adoption to Job No. 41280, Traffic Signal Communication and Network System Project, which includes in its scope installation of new traffic signals along Grant Avenue.
As part of the adoption of the FY 2021-22 CIP budget on June 22, 2021, the City Council also approved BRR#13 and approved $375,000 in Capital Project Funds to install bulb-outs at the four intersections not included in the Grant Avenue Signal Improvement Project. Those bulb-outs have been included in the revised plans and specifications. The Council’s approval of plans and specifications would initiate the bid process. Therefore, staff recommends that City Council approve the plans and specifications, authorize use of the METRO grant funds for the project and authorize the City Clerk to advertise for competitive bids.
BACKGROUND
Metro allocated $1,221,586 in Local Transportation CFP Funds to the project, and the City programmed $313,070 in Measure R Funds as the local match, for a project total of $1,534,656. The City previously committed approximately $100,000 of these funds for Project design. During the design phase it was determined that curb bulbouts would be required to relocate and accommodate the proposed traffic signal equipment due to conflicts with overhead SCE power lines. The costs to design, construct and coordinate the additional elements for the project were initially anticipated to increase the overall cost estimate by approximately $200,000, to approximately $1,730,000.
On June 16, 2020, the City Council approved the attached plans and specifications for the Grant Avenue Signal Improvement Project Job No.41090 and authorized staff to move forward with the competitive bidding process. On October 20, 2020, it was determined that the City did not have sufficient unrestricted transportation local return funds to supplement the amount necessary to award the contract to the lowest bidder as the apparent low bid for the Project exceeded the appropriated funding by over $800,000.
In the spring of 2020, the City received word that $2.0 million in Regional Measure M funds would be available in FY20-21 ($200,00) and FY 21-22 ($1,800,000) to implement a Traffic Signal Communications and Network System Project of which the Grant Avenue traffic signals were included as part of the list of eligible roadways. Following discussions with METRO, it was confirmed that the installation of the Grant Avenue traffic signals would be an authorized expense under the Regional Measure M funded Project.
On October 20, 2020, the Council rejected all bids and instead authorized staff to competitively pre-purchase the long lead time items such as traffic signal poles and related equipment with the existing Project funds, approve revised plans and specifications to exclude the materials purchased by the City, and authorize the City Clerk to re-advertise the Project for construction in FY21-22.
On May 18, 2021, the Council approved the purchase of street light poles and fixtures from Nextech, Inc. in the amount of $1,144,032.47 for the Project.
As part of the adoption of the FY 2021-22 CIP budget on June 22, 2021, the City Council also approved BRR#13 and approved $375,000 in Capital Project Funds to install bulb-outs at the four intersections not included in the Grant Avenue Signal Improvement Project. Those bulb-outs have been included in the revised plans and specifications.
As part of re-advertisement for construction, the plans and specifications for the project are complete and ready for City Council approval and authorization for competitive bidding. The bids are due in October 2021 with contract award expected in November 2021. Construction on the project is planned to begin in December 2021 and be completed by February 2022.
COORDINATION
Plans and Specification development was coordinated by the Engineering Services division of the Public Works Department.
FISCAL IMPACT
Funding: Estimated Expenditures:
Metro CFP Grant $1,221,586 Design $ 180,000
Local Measure R Funds $ 313,070 Equipment $1,150,000
CIP Funds - Add’l Bulbouts $ 375,000 Construction $1,650,000
Regional Measure M Grant $1,590,344 Add’l Bulbouts $ 320,000
Contingency/Proj Mgmt $ 200,000
Total $3,500,000 Total $3,500,000
APPROVED BY:
Joe Hoefgen, City Manager
ATTACHMENTS
• City Council Meeting June 16, 2020 Administrative Report and Meeting Minutes
• City Council Meeting May 18, 2021 Administrative Report with City Council Meeting October 20, 2020 Administrative Report and Meeting Minutes
• BRR#13