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APPROVE RESOLUTION TO AWARD CONTRACT FOR THE INSTALLATION OF EMERGENCY VEHICLE PREEMPTION AT VARIOUS LOCATIONS
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the City Manager to:
1. Approve the Notice of Exemption No. CE002-15 under the California Environmental Quality Act for the Installation of Emergency Vehicle Preemption at Various Locations (Project No. PW1211/Federal Project No. HSIPL-5008(125)).
2. Approve the plans and specifications for the Installation of Emergency Vehicle Preemption at Various Locations (Project No. PW1211/Federal Project No. HSIPL-5008(125)).
3. Accept and appropriate additional Highway Safety Improvement Program grant funds (Fund 308) in the amount of $143,160 to the Installation of Emergency Vehicle Preemption at Various Locations (Project No. PW1211/Federal Project No. HSIPL-5008(125)).
4. Appropriate $17,880 from Measure K Maintenance Fund balance (Fund 082) to the Installation of Emergency Vehicle Preemption at Various Locations (Project No. PW1211/Federal Project No. HSIPL-5008(125)).
5. Award a Construction Contract in the amount of $841,929 to Tim Paxin’s Pacific Excavation, Inc. of Elk Grove, CA, for the Installation of Emergency Vehicle Preemption at Various Locations (Project No. PW1211/Federal Project No. HSIPL-5008(125)).
6. Approve Global Traffic Technologies Opticom Priority Control Systems Emergency Vehicle Preemption equipment and Central Management Software, and Siemens traffic signal controller and its SEPAC software as City standard equipment.
7. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
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
Emergency Vehicle Preemption (EVP) systems consist of equipment installation and traffic signal modifications that provide priority to emergency vehicles at intersections to minimize delays in responding to emergency calls. The federally funded Installation of EVP at Various Locations project will install EVP equipment and upgrade traffic signal equipment to current standards at 21 signalized intersections. The locations were selected based on collision history at existing traffic signals (Attachment A - Vicinity Map).
On February 9, 2017, the City received three bids for this project. Staff recommends award of the Construction Contract to the lowest responsible bidder, Tim Paxin’s Pacific Excavation, Inc., in the amount of $841,929. The Installation of EVP at Various Locations project has been granted additional Highway Safety Improvement Program (HSIP) funding in the amount of $143,160 and requires an additional match of $17,880 of Measure K funds. Staff recommends Council accept the additional HSIP funds, and appropriate the HSIP and Measure K funds. Staff also recommends that Council adopt a resolution authorizing the filing of Notice of Exemption No. CE002-15 under California Environmental Quality Act (CEQA) and approve findings pursuant to Stockton Municipal Code(SMC) Section 3.68.070.
This project is federally funded and is subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
The HSIP is a core federal-aid program established for the purpose of achieving a significant reduction in fatalities and serious injuries on all public roads. On June 26, 2012, Council approved Motion No. 2012-06-26-1205 authorizing the submittal of HISP applications to the HSIP Cycle 5 Call for Projects. The City submitted seven grant applications. Four were awarded HSIP funds, including the Installation of EVP at Various Locations project. The project was included in the Fiscal Year 2013-18 CIP.
The Installation of EVP at Various Locations project provides priority to emergency vehicles at 21 signalized intersections, allowing them to get through the traffic signals more quickly. The project will also upgrade traffic signal equipment to current standards at some of the locations. The locations were selected based on collision history at existing traffic signals (Attachment A - Vicinity Map).
The three main manufacturers of EVP equipment are Emtrac, Tomar Electronics, Inc. (Tomar), and Global Traffic Technologies (GTT). Opticom Priority Control Systems by GTT has been the City’s EVP standard since 2002 after the City evaluated and tested various manufacturers of EVP systems. The GTT EVP system has been installed at 204 of the City’s 291 traffic signals. In 2013, the City also implemented a GTT Central Management Software (CMS), which enables Traffic Engineering staff to monitor, control, and diagnose EVP equipment remotely from Public Works’ offices. This system has been installed at 58 intersections. In July 2015, the City prepared and certified a Public Interest Finding (PIF) for Caltrans to justify the sole source specification of the GTT system for the Installation of EVP at Various Locations project based on the significant investment in GTT equipment and need to insure compatibility. The project was advertised on August 13, 2015. Prior to the bid opening, the City and Caltrans received a concern from Emtrac regarding the PIF, including a request that the Emtrac EVP system equipment be approved for use on the project. The project advertisement was canceled to allow time to resolve the concerns.
Caltrans subsequently advised the City to submit an updated PIF based on renewed evaluation and testing of EVP equipment manufactured by Emtrac, Tomar, and GTT, respectively. A primary objective of the testing was to determine whether EVP equipment manufactured by Emtrac, Tomar and GTT were compatible with each other and the City’s GTT based CMS.
Testing of the EVP equipment was undertaken on June 7, 2016, and June 8, 2016. The final report, completed on August 23, 2016, concluded that the EVP equipment from the three manufacturers is not fully compatible or interchangeable. In addition, Emtrac and Tomar equipment is not compatible with the City’s GTT based CMS. As the City’s EVP system is a “mission critical” system used to provide safe, priority passage of emergency responders through signalized intersections, the report recommended continued use of GTT equipment to preserve the EVP system’s integrity and safety. On October 6, 2016, an updated certified PIF was submitted to Caltrans for the GTT EVP equipment and CMS. The PIF is effective until September 30, 2020.
As part of the EVP upgrades, traffic signal equipment at some locations will need to be upgraded to current standards as well. Caltrans requires a separate PIF to justify specification of the Siemens m60 traffic signal controllers with SEPAC controller software that is used in 90 percent of the City’s existing traffic signals (261 out of 291). This combination has proven to meet the functional, operational, and maintenance features the City requires at signalized intersections. On July 21, 2016, a certified PIF was submitted to Caltrans for the Siemens m60 traffic signal controller and software. The PIF is effective until September 30, 2019.
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 make 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 three 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 non-mandatory pre-bid meeting was held on January 18, 2017, to emphasize the DBE requirements, and to provide information on how to meet the project DBE goal.
The federal HSIP funding restrictions prohibit the use of the Local Employment Ordinance (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. The CWTA was not applied to this project as federal regulations prohibit the use of such agreements, and because the estimated construction cost was less than $1 million.
Present Situation
On January 12, 2017, the Installation of EVP at Various Locations project was re-advertised for bids. On February 9, 2017, three bids were received with the following are results:
|
COMPANY NAME |
BID AMOUNT |
|
Tim Paxin’s Pacific Excavation, Inc. (Elk Grove, CA) |
$841,929.00 |
|
St. Francis Electric, LLC (San Leandro, CA) |
$926,753.00 |
|
Siemens Industry, Inc. (West Sacramento, CA) |
$927,370.00 |
|
Engineer’s Estimate |
$733,560.00 |
The bid from Tim Paxin’s Pacific Excavation, Inc., the lowest responsible bidder, is regular in all respects. Tim Paxin’s Pacific Excavation, Inc. has the proper license to perform the work and has proposed a DBE participation of 4.08 percent, which exceeds the three percent DBE goal. Tim Paxin’s Pacific Excavation, Inc.’s bid is 15 percent higher than the engineer’s estimate. The increase in cost reflects the continued increase in material and labor costs due to a recovering economy and increasing amount of construction projects for contractors. Staff confirmed that the low bid received from Tix Paxin’s Pacific Excavation, Inc. is reasonable and within current market pricing. Staff does not anticipate that re-bidding would yield lower bids.
Staff recommends approving the plans and specifications for the project and awarding the Construction Contract to Tim Paxin’s Pacific Excavation, Inc. of Elk Grove, CA, in the amount of $841,929.
The project is categorically exempt from the requirements of CEQA as specified under Article 19, Section 15301, Class 1 of the CEQA Guidelines. Caltrans has approved a determination of Categorical Exclusion under NEPA.
As the project cost is higher than currently budgeted, staff sought additional grant funds and was awarded an additional $143,160 in HSIP funds. It is recommended that these funds be received and appropriated, along with an additional $17,880 of Measure K funds.
Caltrans utilizes a PIF process to authorize the use of sole source products, which is an exception to the competitive bidding process. Similarly, pursuant to SMC section 3.68.070, Council must approve findings to support an exception to the competitive bidding process. These findings include:
GTT EVP Equipment and CMS
1. The City’s EVP system is a “mission critical” system used to provide safe, priority passage of emergency responders through signalized intersections.
2. The City has a total of 291 traffic signals; 204 traffic signals (or 70 percent) are equipped with proprietary GTT EVP equipment. Fifty-eight of these locations also operate with GTT CMS.
3. The City’s report completed on August 23, 2016, concluded that the EVP components manufactured by Emtrac and Tomar are not fully compatible with existing signalized intersections operating GTT EVP equipment or CMS.
4. Using GTT EVP equipment and CMS as City standard equipment will ensure full system compatibility to preserve the EVP system’s integrity and safety. Maintenance will also be more cost effective with one primary manufacturer (GTT) providing matched system equipment that is already in the City’s maintenance inventory which is in the public interest.
5. Per SMC 3.68.070.A.4, a contract may be awarded to a sole source vendor without competitive bidding, and the City prepared and certified a Public Interest Finding (PIF) for Caltrans to justify the sole source specification of the GTT system for the Installation of EVP at Various Locations project.
Siemens m60 Series ATC Controller/SEPAC Software
1. The City operates Siemens m60 Series ATC traffic signal controllers with SEPAC software housed in the City’s legacy NEMA-style cabinets in 90 percent of the City’s existing traffic signals (261 out of 291).
2. The Siemens m60 Series ATC and SEPAC software synchronize with the City’s central traffic control system (TACTICS). This combination has proven to meet the functional, operational, and maintenance features the City requires. No competitor’s equipment can fully synchronize with TACTICS.
3. Using Siemens m60 Series ATC and SEPAC software as City standard equipment will preserve full system compatibility. Maintenance will also be more cost effective with one primary manufacturer (Siemens) providing matched system equipment that is already in the City’s maintenance inventory which is in the public interest.
4. Per SMC 3.68.070.A.4, a contract may be awarded to a sole source vendor without competitive bidding, and the City prepared and certified a Public Interest Finding (PIF) for Caltrans to justify specification of the Siemens m60 traffic signal controllers with SEPAC controller software.
Financial Summary
The additional $143,160 of HSIP grant funds needs to be accepted and appropriated to the project. An allocation of Measure K funding in the amount of $17,880 is needed as an additional match and to provide sufficient funding to award the Construction Contract and complete the project (including staff costs and allowance for contingencies). There is sufficient funding available in the fund balance of Measure K Maintenance (account number listed in the table below) to appropriate $17,880 to the Installation of EVP at Various Locations (Project No. PW1211/Federal Project No. HSIPL-5008(125)) for these purposes. This project is eligible to expend these funds.
|
FROM |
TO |
AMOUNT |
|
HSIP Grant Funds |
PW1211; 308-3020-640 |
$143,160 |
|
082-000-288-00.00 |
PW1211; 082-3020-640 |
$ 17,880 |
|
TOTAL |
|
$161,040 |
With the additional funding, sufficient funds will be available to award a Construction Contract and to fund other project completion costs, including construction engineering, contingency allowance, and staff costs.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Vicinity Map