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APPROVE RESOLUTION TO AUTHORIZE THE TRAFFIC SIGNAL HEADS VISIBILITY IMPROVEMENTS (PROJECT NO. PW1422/FEDERAL PROJECT NO. HSIPL 5008(134))
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the City Manager to:
1. Approve the filing of Notice of Exemption No. CE012-15 under the California Environmental Quality Act (CEQA) for the Traffic Signal Heads Visibility Improvements (8” to 12”), (Project No. PW1422/Federal Project No. HSIPL 5008(134)).
2. Approve the plans and specifications for the Traffic Signal Heads Visibility Improvements (8” to 12”), (Project No. PW1422/Federal Project No. HSIPL 5008(134)).
3. Award a Construction Contract in the amount of $299,460 to St. Francis Electric, LLC, of San Leandro, CA, for the Traffic Signal Heads Visibility Improvements (8” to 12”), (Project No. PW1422/Federal Project No. HSIPL 5008(134)).
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
On July 16, 2013, Council approved Motion No. 2013-07-16-1206 authorizing the submission of seven grant applications to Caltrans for grant funding consideration under Cycle 6 of the Highway Safety Improvement Program (HSIP). Caltrans awarded funding to four projects, including the Traffic Signal Heads Visibility Improvements project in the amount of $385,560. This grant funding, along with the required 10 percent local match, was appropriated in the 2014-2015 Capital Improvement Plan (CIP). Caltrans issued authorization to proceed with design in October of 2014. City staff undertook the design and environmental clearance in-house, receiving CEQA clearance in July of 2015 and construction authorization in June of 2016.
On August 11, 2016, the City received one bid for the project. The recommended resolution will approve the plans and specifications for the project, and award a Construction Contract to the only responsive bidder, St. Francis Electric, LLC, of San Leandro, CA, in the amount of $299,460. The resolution will also approve the filing of Notice of Exemption No. CE012-15 under CEQA. The balance of the project funds will be used for contingencies, construction management, and staff costs.
The Traffic Signal Heads Visibility Improvements project will enhance safety at 28 intersections by increasing the size of the red-yellow-green light indicators from 8-inches to 12-inches in accordance with the current 2014 California Manual on Uniform Traffic Control Devices (CA MUTCD) standards. The 28 intersections were selected based on a collision history that indicated a pattern which could be improved with larger indicators.
DISCUSSION
Background
HSIP is a core program under Section 1113 of the federal FAST Act legislation (129 STAT. 1312 PUBLIC LAW 114-94-DEC. 4, 2015), and provides funding for projects to reduce the frequency and severity of collisions by improving roadway conditions.
On July 16, 2013, Council approved Motion No. 2013-07-16-1206 authorizing the submission of seven grant applications for funding under Cycle 6 of the HSIP. Caltrans reviewed and ranked all applications based on a benefit/cost (B/C) ratio and awarded funding to four City projects, including the Traffic Signal Heads Visibility Improvements project in the amount of $385,560 (Attachment A - Vicinity Map). A 10 percent local match was required in the amount of $42,840. Federal and Measure K matching funds for the project were appropriated by Council as part of the budget approval for the 2014-2015 CIP.
The Traffic Signal Heads Visibility Improvements project will enhance safety at 28 intersections by increasing the size of the red-yellow-green light indicators from 8-inches to 12-inches. Use of 12-inch signal head indications is the current standard per the 2014 CA MUTCD. The 28 intersections receiving visibility improvements were selected due to a collision history that indicated a pattern which could be improved with larger light indicators.
The City applied for and received authorization to proceed with the design phase of the project in October 2014. Staff completed and submitted the Preliminary Environmental Study (PES) in December of 2014. Caltrans approved the PES and subsequently cleared the project for CEQA in July 2015. Staff then completed the design process in-house and applied for authorization to proceed with the construction phase of the project in April 2016. Caltrans issued this authorization in June 2016, and the City advertised the project for bids.
Since the project is funded with federal transportation dollars, Disadvantaged Business Enterprise (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. By definition, 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 five 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 August 4, 2016, to emphasize the DBE requirements, and to provide information on how to meet the project DBE goal. The City’s Local Employment and Local Business Preference Ordinances are not applicable to this project due to federal funding limitations.
Present Situation
On August 11, 2016, one bid was received with the following result:
St. Francis Electric, LLC, San Leandro $299,460
Engineer’s Estimate $299,700
In accordance with Caltrans requirements for federally funded projects receiving a single bid, staff performed an analysis of the bid submitted by St. Francis Electric, LLC to evaluate price competitiveness. The project has nine bid items. The main item of work is Bid Item 4, “Traffic Signal Heads, Framework, and Electrical” which comprises more that 70 percent of the total bid. Staff compared the bid price for this item against comparable cost data and concluded that the price is competitive. In addition, the single bid price for the entire project is slightly less than the Engineer’s estimate for the contract. Staff recommends awarding the contract to St. Francis Electric, LLC.
The bid from St. Francis Electric, LLC, the only responsive bidder, is regular in all respects. St. Francis Electric, LLC has the proper license to perform the work and has proposed a DBE commitment of 15.9 percent, which meets the DBE requirement. Staff recommends awarding a Construction Contract to St. Francis Electric, LLC, in the amount of $299,460.
The project is categorically exempt from the requirements of CEQA as specified under Article 19, Sections 15301, Class 1 and 15302, Class 2, of the CEQA Guidelines. The activities related to this project constitute a discretionary project under the City’s jurisdiction, and qualify as a project that does not have a significant effect on the environment. Staff recommends Council to adopt a resolution authorizing the filing of Notice of Exemption No. CE012-15 under CEQA.
The project is also subject to National Environmental Protection Act (NEPA) requirements. In May 2015, the project received a Categorical Exclusion from Caltrans Environmental Division (Attachment B).
The project is a federally funded project. Therefore, the use of the Local Employment Ordinance (Stockton Municipal Code (SMC) section 3.68.095), and the Local Business Preference (SMC section 3.68.090) is prohibited on this project.
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 the effective date noted above. Based on the cost of the project, the CWTA does not apply.
Financial Summary
Federal and Measure K matching funds for the project were appropriated by Council as part of the approved 2014-2015 Capital Improvement Plan. There is an unencumbered balance of $390,000 in the Traffic Signal Heads Visibility Improvements (8” to 12”), (Project No. PW1422/Federal Project No. HSIPL 5008(134)), which is sufficient to award a Construction Contract to St. Francis Electric, LLC in the amount of $299,460. The remaining funding will be used for contingency, construction management, and staff costs.
There is no impact to the City’s General Fund or to any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vicinity Map
Attachment B - CEQA and NEPA Determination Form