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APPROVE RESOLUTION TO AUTHORIZE THE RESPONSIVE TRAFFIC SIGNAL CONTROL SYSTEM ON EL DORADO STREET PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Approve the Notice of Exemption No. CE023-17 under the California Environmental Quality Act for the Responsive Traffic Signal Control System on El Dorado Street (Project No. PW1421/Federal Project No. HSIPL-5008(137)).
2. Approve the plans and specifications for the Responsive Traffic Signal Control System on El Dorado Street (Project No. PW1421/Federal Project No. HSIPL-5008(137)).
3. Appropriate $35,000 from Measure K Maintenance Fund balance (Fund 082) to the Responsive Traffic Signal Control System on El Dorado Street (Project No. PW1421/Federal Project No. HSIPL-5008(137)).
4. Award a Construction Contract in the amount of $219,320 to Tim Paxin’s Pacific Excavation, Inc. of Elk Grove, CA, for the Responsive Traffic Signal Control System on El Dorado Street (Project No. PW1421/Federal Project No. HSIPL-5008(137)).
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 Responsive Traffic Signal Control System on El Dorado Street project will coordinate eight signalized intersections based on actual traffic conditions, resulting in reduced stops and delays, and improved air quality and roadway safety. The project was included in the FY 2016-21 Capital Improvement Plan (CIP).
On March 8, 2018, the City received two bids for this project. Staff recommends award of the Construction Contract to the lowest responsive bidder, Tim Paxin’s Pacific Excavation, Inc., in the base bid amount of $174,660 plus bid alternates 1 and 2 for a total contract of $219,320. Appropriation of $35,000 from the Measure K Maintenance Fund balance is recommended to fully fund the project and award the recommended contract. Staff also recommends that Council adopt a resolution approving the Notice of Exemption No. CE023-17 under the California Environmental Quality Act (CEQA), and approving the plans and specifications for the project. Construction is anticipated to begin in summer 2018 and be completed by fall 2018.
This project is federally funded and subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
The Public Works Department is deploying Adaptive Traffic Control Systems along designated major corridors to help enhance traffic management. There are two types of “Adaptive” systems: Adaptive Real-time Control and Adaptive Responsive Control. Real-time systems monitor traffic volumes along the corridor and utilize software to calculate optimal signal timings to adapt to real-time conditions. Responsive Systems also monitor traffic volumes and use this data to select from pre-set traffic signal timing plans based on historic traffic conditions along the corridor. Responsive systems are less complex and more affordable than Real-time systems, and are highly effective on systems with predictable traffic flows.
The Responsive Traffic Signal Control System on El Dorado Street project will install a traffic responsive traffic control system on El Dorado Street at eight signalized intersections between Duncan and Alpine Avenues (Attachment A - Vicinity Map). The system will monitor traffic flow and select the pre-set timing plan that best matches the actual conditions, resulting in better vehicle progression along the corridor, reduced stops and delays, and improved air quality and roadway safety. The project will install additional vehicle detection, upgrade traffic signals, and upgrade pedestrian signals at selected intersections. City staff will configure the system once the related hardware improvement is in place.
On July 24, 2013, staff submitted a grant request for $210,000 from the Cycle 6 Highway Safety Improvement Program (HSIP) to install a responsive traffic control system on El Dorado Street. The local match was $21,000. On November 18, 2013, the project was approved by Caltrans and awarded $210,000. The project was included in the FY 2016-21 CIP.
Caltrans authorized the design phase of the project on November 13, 2014. Following the completion of design on June 27, 2017, Caltrans authorized the construction phase.
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 eight 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 February 20, 2018, 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 (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. The CWTA was not applied to this project as federal regulations prohibit the use of such agreements, and because the estimated construction was less than $1 million.
Present Situation
On February 9, 2018, the Responsive Traffic Signal Control System on El Dorado Street project was advertised for bids. The bid included two alternate bids for additional video improvements and signal modifications. The specified basis of award is the base bid. On March 8, 2018, two bids were received with the following results:
Alternate Alternate
COMPANY NAME Base Bid Bid No. 1 Bid No. 2
Tim Paxin’s Pacific Excavation, Inc.
(Elk Grove, CA) $174,660 $31,160 $13,500
PTM General Engineering Services, Inc.
(Riverside, CA) $184,481 $65,600 $13,500
Engineer’s Estimate $204,530 $37,800 $10,800
The bid from Tim Paxin’s Pacific Excavation, Inc., the lowest responsive bidder, is regular in all respects and below the Engineer’s Estimate. Tim Paxin’s Pacific Excavation, Inc. has the proper license to perform the work and has proposed a DBE participation of nine percent, which exceeds the eight percent DBE goal. The alternate bids 1 and 2 are for the installation of additional cameras and larger signal light displays at two intersections along the project limits. These additions will improve the effectiveness and safety of the system. Additional funding in the amount of $35,000 is needed to fully fund award of the base bid plus alternates 1 and 2. Funding is available from the Measure K Maintenance fund. 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 $219,320 for the base bid and alternates 1 and 2.
Caltrans National Environmental Policy Act determination was received on July 31, 2017. The State determined that the project is a Categorical Exclusion under 23 CFR 771.117(c): activity (c) (21). Similarly, 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 Article 19, Section 15301, Class 1, of the CEQA Guidelines. The resolution will approve the Notice of Exemption No. CE023-17 under CEQA.
Construction is anticipated to begin in summer 2018 and be completed by fall 2018.
FINANCIAL SUMMARY
The Responsive Traffic Signal Control System on El Dorado Street project has a total project budget of $283,150. The expenditures for the design phase were approximately $42,000, leaving an unobligated project balance of $241,150 (PW1421; 082-3020-640 and 308-3020-640). An appropriation of an additional $35,000 from Measure K Maintenance fund balance (Fund 082) is recommended to complete the project funding. With the additional funding there will be a total of $276,150. This is sufficient to award a Construction Contract in the amount of $219,320 for the base bid and both bid alternatives, to Tim Paxin’s Pacific Excavation, Inc. The remaining funding will be used for contingencies, change orders, construction management, 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