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ADOPT RESOLUTION TO AUTHORIZE THE CONVERT SIGNALS FROM PEDESTAL-MOUNTED TO MAST-ARMS PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Approve the Notice of Exemption No. NOE20-19 under the California Environmental Quality Act for the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013/Federal Project No. HSIPL-5008(166).
2. Approve the plans and specifications for the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013/Federal Project No. HSIPL-5008(166).
3. Appropriate additional funds in the amount of $500,000 from the Highway Safety Improvement Program grant funds to the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013/Federal Project No. HSIPL-5008(166).
4. Transfer funds in the amount of $50,000 from the Traffic Signal Modification Program, Project No. WT15029, to the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013/Federal Project No. HSIPL-5008(166).
5. Transfer funds in the amount of $58,409, plus interest, from the P-Shares Fees/Charter Way/San Joaquin, Project No. DP21083, to the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013/Federal Project No. HSIPL-5008(166).
6. Transfer funds in the amount of $109,621 from the PFF Streets Fund Balance to the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013/Federal Project No. HSIPL-5008(166).
7. Award a Construction Contract in the amount of $1,353,005 to Ray’s Electric, Inc. of Oakland, CA, for the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013/Federal Project No. HSIPL-5008(166).
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 Convert Signals from Pedestal-Mounted to Mast-Arms project will enhance safety and improve three existing traffic signals along Dr. Martin Luther King, Jr. Boulevard to current standards, increase the signals’ display visibilities, provide protected left-turn phasing, upgrade existing wheelchair ramps, and install countdown pedestrian devices and audible signals (Attachment A - Vicinity Map). The improvements will help reduce collisions and improve the pedestrian crossings at each intersection. The project was approved for Highway Safety Improvement Program (HSIP) funding in the amount of $1,163,500 and included in the 2017-22 Five-Year Capital Improvement Plan (CIP).
On June 24, 2021, the City received four bids for this project. Staff recommends award of the Construction Contract to the lowest responsible bidder, Ray’s Electric, Inc., in the amount of $1,353,005. Staff also recommends that Council adopt a resolution approving Notice of Exemption No. NOE20-19 under the California Environmental Quality Act (CEQA) and approving the plans and specifications for the project.
In June 2021, staff requested additional HSIP funds from Caltrans to help fund the total project cost of $1,711,306. Caltrans awarded the City an additional $500,000 in HSIP funding, bringing the total HSIP project funds to $1,663,500.
To fully fund the construction of the project, staff recommends transferring funds in the total amount of $218,030 from various accounts, including the Traffic Signal Modification Program, Area of Benefit fees, and PFF Streets fund balance. Construction is anticipated to be completed by July 2022.
This project is federally funded and is subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
The HSIP is a federal-aid program that provides funding for projects that aim to reduce the frequency and severity of collisions by improving roadway design and operational conditions. The City submitted eight grant applications to Caltrans for Cycle 8 of the HSIP grant program in August 2016, including the Convert Signals from Pedestal-Mounted to Mast-Arms at the intersections of Dr. Martin Luther King, Jr. Boulevard with San Joaquin Street, California Street, and Grant Street.
The project will enhance safety and improve three existing traffic signals along Dr. Martin Luther King, Jr. Boulevard to current standards, increase the signals’ display visibilities, provide protected left-turn phasing, upgrade existing wheelchair ramps, and install countdown pedestrian devices and audible signals (Attachment A - Vicinity Map). The improvements will help reduce collisions and improve the pedestrian crossings at each intersection.
The project was approved for HSIP funding in the amount of $1,163,500. No local match is required as part of the grant. The project was included in the 2017-22 Five-Year CIP.
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 11 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 June 2, 2020, 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. 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 May 18, 2021, the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013/Federal Project No. HSIPL-5008(166), was advertised for bids. On June 24, 2021, four bids were received with the following results:
COMPANY NAME BID AMOUNT
Ray’s Electric, Inc. (Oakland, CA) $1,353,005
PTM General Engineering Services, Inc. (Riverside, CA) $1,377,077
St. Francis Electric, LLC (San Leandro, CA) $1,488,790
Tennyson Electric, Inc. (Livermore, CA) $1,863,725
Engineer’s Estimate $1,394,830
The bid from Ray’s Electric, Inc., the lowest responsible bidder, is regular in all respects. Ray’s Electric, Inc. has the proper license to perform the work and has proposed a DBE participation of 16.44 percent, which exceeds the 11 percent DBE goal.
In June 2021, staff requested additional HSIP funds from Caltrans to help fund the total project cost of $1,711,306, which includes the construction bid amount, construction contingency, and staff administration and oversight.
Caltrans awarded the City an additional $500,000 in HSIP funding, bringing the total HSIP project funds to $1,663,500. The additional HSIP funding combined with the recommended transfers of $218,030 will enable award of a Construction Contract in the amount of $1,353,005 to Ray’s Electric, Inc.
Staff recommends Council approve the plans and specifications for the project and award a Construction Contract to Ray’s Electric, Inc. of Oakland, CA, in the amount of $1,353,005.
Caltrans National Environmental Policy Act determination was received on November 26, 2018. The State determined that the project is a Categorical Exclusion under 23 CFR 771.117(c): activity (c)(26). 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 Section 15301(c). The resolution will approve the filing of Notice of Exemption No. NOE20-19 under CEQA.
Construction is anticipated to be completed by July 2022.
FINANCIAL SUMMARY
The current unencumbered balance in the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013 (formerly PW1713)/Federal Project No. HSIPL-5008(166), Account No. 4570/300-000, is not sufficient to award a Construction Contract to Ray’s Electric, Inc. in the amount of $1,353,005.
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 HSIP grant funds in the amount of $500,000 to Project No. WT17013 (formerly PW1713)/Federal Project No. HSIPL-5008(166), Account No. 4570/300-000; and
2. Transfer funds in the amount of $50,000 from the Traffic Signal Modification Program, Project No. WT15029 (formerly PW1529), Account No. 4570/300-000, to the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013 (formerly PW1713)/Federal Project No. HSIPL-5008(166), Account No. 4570/300-000; and
3. Transfer funds in the amount of $58,409 plus interest from the P-Shares Fees/Charter Way/San Joaquin, Project No. DP21083, Account No. 0000/780-785 to the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013 (formerly PW1713)/Federal Project No. HSIPL-5008(166), Account No. 4570/300-000.
4. Transfer funds in the amount of $109,621 from the PFF Streets Fund Balance, Account No. 0000/310-312 to the Convert Signals from Pedestal-Mounted to Mast-Arms, Project No. WT17013 (formerly PW1713)/Federal Project No. HSIPL-5008(166), Account No. 4570/300-000.
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