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ADOPT RESOLUTION TO AUTHORIZE THE WEST LANE TRAFFIC RESPONSIVE SIGNAL CONTROL SYSTEM PROJECT
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RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Approve the Notice of Exemption No. NOE10-20 under the California Environmental Quality Act for the West Lane Traffic Responsive Signal Control System, Project No. WT16011/Federal Project No. CML-5008(165).
2. Approve the plans and specifications for the West Lane Traffic Responsive Signal Control System, Project No. WT16011/Federal Project No. CML-5008(165).
3. Transfer funds in the amount of $91,596 from the Traffic Signal Modification Program, Project No. WT15029, to the West Lane Traffic Responsive Signal Control System, Project No. WT16011/Federal Project No. CML-5008(165).
4. Appropriate additional funds in the amount of $712,617 from the federal Congestion Mitigation Air Quality program grant funds to the West Lane Traffic Responsive Signal Control System, Project No. WT16011/Federal Project No. CML-5008(165).
5. Award a Construction Contract in the amount of $1,124,855 to Ray’s Electric of Oakland, CA, for the West Lane Traffic Responsive Signal Control System, Project No. WT16011/Federal Project No. CML-5008(165).
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
The West Lane Traffic Responsive Signal Control System project will improve traffic flow, relieve congestion, and benefit air quality on West Lane between Harding Way and Enterprise Street (Attachment A). The project will modify traffic signal poles, cabinets, accessible pedestrian signals and upgrade existing wheelchair ramps to meet Americans with Disabilities Act (ADA) standards. The project was included in the 2017-22 Five-Year Capital Improvement Plan (CIP).
On December 9, 2021, the City received six bids for this project. Staff recommends award of the Construction Contract to the lowest responsive bidder, Ray’s Electric, in the amount of $1,124,855. Staff also recommends that Council adopt a resolution approving Notice of Exemption No. NOE10-20 under the California Environmental Quality Act (CEQA) and approving the plans and specifications for the project.
Staff requested and received $712,617 in additional CMAQ funds from the San Joaquin Council of Governments (SJCOG) to supplement existing project funding. To fully fund the construction of the project, staff recommends allocating the additional CMAQ funding and transferring funds in the amount of $91,596 from the Traffic Signal Modification Program, Project No. WT15029, to the West Lane Traffic Responsive Signal Control System, Project No. WT16011. Construction is anticipated to begin in summer 2022 and be completed by December 2022, weather permitting.
This project is federally funded and is subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
The West Lane Traffic Responsive Signal Control System project will improve traffic flow, relieve congestion, and benefit air quality on West Lane between Harding Way and Enterprise Street (Attachment A). The project will modify traffic signal equipment, including poles, cabinets, and accessible pedestrian signals at intersections of Harding Way, Bradford Street, Alpine Avenue, Bourbon Street, and Enterprise Street. The project will also update existing wheelchair ramps to meet ADA standards and install new ramps where appropriate.
The project was originally approved for CMAQ funding in the amount of $668,401 (88.53 percent) together with local funds in the amount of $86,599 (11.47 percent) for a total of $755,000. The project was included in the 2017-22 Five-Year CIP.
Design of the project was completed by Kimley-Horn and Associates, Inc. of Oakland, CA, in October 2021, and was advertised for bids in November 2021.
Since the project is funded with federal transportation dollars, DBE program rules apply. DBE rules require that the prime contractor either meet a calculated project specific DBE participation goal or undertake and document good faith efforts to do so. If the apparent low bidder does not meet the project goal, a Good Faith Efforts Evaluation must be made examining several specific factors. Failure to meet the goal or provide evidence of adequate good faith efforts are grounds for rejecting the bidder as non-responsive.
A DBE is a socially and economically disadvantaged small business owned by a woman or by a specified ethnic group that has been properly certified by Caltrans. These groups include:
• African American
• Asian Pacific American
• Native American
• Women
• Hispanic American
• Subcontinent Asian American
A DBE goal of 17 percent was established for this project. The goal was calculated by examining the breakdown of the types of work to be performed and the availability of certified DBE companies in our market area to perform the work. A pre-bid meeting was held on November 16, 2021, to emphasize the DBE requirements and to provide information on how to meet the project DBE goal.
The federal funding restrictions prohibit the use of the Local Employment Ordinance (Stockton Municipal Code (SMC) section 3.68.095) and the Local Business Preference Ordinance (SMC section 3.68.090).
On July 26, 2016, Council adopted a Community Workforce and Training Agreement (CWTA). The CWTA became effective August 25, 2016, and applies to all Public Works projects over $1 million that are bid after that date. On July 16, 2019, by Motion No. 2019-07-16-1403, Council extended the CWTA term to August 25, 2024. The CWTA was not applied to this project as federal regulations prohibit the use of such agreements.
Present Situation
On November 4, 2021, the West Lane Traffic Responsive Signal Control System, Project No. WT16011/Federal Project No. CML-5008(165) was advertised for bids. On December 9, 2021, six bids were received with the following results:
COMPANY NAME BID AMOUNT
Ray’s Electric (Oakland, CA) $1,124,855.00
Tim Paxin’s Pacific Excavation, Inc. (Elk Grove, CA) $1,199,431.00
PTM General Engineering Services, Inc. (Riverside, CA) $1,274,088.00
Tennyson Electric, Inc. (Livermore, CA) $1,294,310.00
St. Francis Electric, LLC (San Leandro, CA) $1,397,000.00
Alfaro Communication Construction, Inc. (Compton, CA) $1,486,550.25
Engineer’s Estimate $1,236,430.00
The bid from Ray’s Electric, the lowest responsive bidder, is regular in all respects. Ray’s Electric has the proper license to perform the work and has proposed a DBE participation of 18.03 percent, which exceeds the 17 percent DBE goal.
In September 2021, staff requested additional CMAQ funds from SJCOG to offset the total project cost of $1,422,941, which includes design, hard construction costs, construction contingency, and staff administration. SJCOG appropriated an additional $712,617 in CMAQ funds, bringing the total CMAQ funding to $1,381,018. The additional CMAQ funding and a recommended transfer of $91,596 from the Traffic Signal Modification Program, when combined with prior encumbrances, will enable award of a Construction Contract in the amount of $1,124,855 to Ray’s Electric. Staff recommends Council approve the plans and specifications for the project and award a Construction Contract to Ray’s Electric of Oakland, CA, in the amount of $1,124,855.
Caltrans approved a Categorical Exemption/Exclusion for the project under the National Environmental Policy Act guidelines on November 7, 2019. The project is in conformance with the City’s General Plan, pursuant to California Government Code section 65402, and is categorically exempt from the requirements of CEQA as specified under Section 15301(c) of the CEQA guidelines. The activities related to this project constitute a discretionary project under the City’s jurisdiction and qualifies as a project that does not have a significant effect on the environment. The resolution will approve the filing of Notice of Exemption No. NOE10-20 under CEQA.
Construction is anticipated to begin in summer 2022 and be completed by December 2022, weather permitting.
FINANCIAL SUMMARY
The current unencumbered balance in the West Lane Traffic Responsive Signal Control System, Project No. WT16011 (formerly PW1611)/Federal Project No. CML-5008(165), Account No. 4570-000-800007-300-000-30-45-000-000, is not sufficient to award a Construction Contract to Ray’s Electric in the amount of $1,124,855.
The resolution includes the following actions to provide sufficient funding to award a Construction Contract and to fund all other construction-related costs to complete the project:
1. Appropriate additional funds in the amount of $712,617 from the federal CMAQ program grant funds to the West Lane Traffic Responsive Signal Control System, Project No. WT16011 (formerly PW1611)/Federal Project No. CML-5008(165); and
2. Transfer funds in the amount of $91,596 from the Traffic Signal Modification Program, Project No. WT15029 (formerly PW1529), Account No. 4570-000-800007-300-000-30-45-000-000, to the West Lane Traffic Responsive Signal Control System, Project No. WT16011 (formerly PW1611)/Federal Project No. CML-5008(165), Account No. 4570-000-800007-300-000-30-45-000-000.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vicinity Map