Administrative
Report
H.7., File # 22-5146 Meeting Date: 2/7/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
ADOPT BY 4/5THS VOTE AND TITLE ONLY RESOLUTION NO. CC-2302-016, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDONDO BEACH, CALIFORNIA, AUTHORIZING A 2022- 2023 FISCAL YEAR BUDGET MODIFICATION TO APPROPRIATE $740,000 IN CAPITAL FUNDS ASSOCIATED WITH THE ARTESIA BOULEVARD PROPERTY ACQUISITION CIP JOB NO. 20930 TO THE GRANT AVENUE SIGNAL IMPROVEMENTS PROJECT, JOB NO. 41090, AND ADOPT BY TITLE ONLY RESOLUTION NO. CC-2302-017, A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF REDONDO BEACH, CALIFORNIA, AWARDING A CONTRACT TO SELECT ELECTRIC, INC., A CALIFORNIA CORPORATION, IN THE AMOUNT OF $2,985,000 FOR THE CONSTRUCTION OF THE GRANT AVENUE SIGNAL IMPROVEMENTS PROJECT, JOB NO. 41090 AND GRANT AVENUE BULB-OUTS PROJECT, JOB NO. 41340
EXECUTIVE SUMMARY
On June 16, 2020, the City Council approved plans and specifications for the Grant Avenue Signal Improvement Project Job No.41090 (Project). On August 20, 2020, ten (10) bids were received and publicly opened with the apparent low bid for the Project exceeding the appropriated funding.
Following conversations with Metro, staff confirmed that installation of the signals on Grant Avenue is an eligible expense under another funding source, the Measure M Highway Program (Regional) Funded Traffic Signal Communications and Network System Project grant.
At the October 20, 2020 City Council meeting, the Council rejected all bids and directed staff to move forward with pre-purchase of the traffic signal poles and related equipment using available funds, and re-bid the Project for construction in FY 2021-22, using remaining project funds from Job No. 41090 and available project funds from the new Measure M grant monies. These grant funds were appropriated in the FY 2021-22 budget adoption to Job No. 41280, Traffic Signal Communication and Network System Project, with the scope of the project including the installation of new traffic signals along Grant Avenue.
As part of the adoption of the FY 2021-22 CIP budget on June 22, 2021, the City Council approved $375,000 in Capital Project Funds to install bulb-outs at the four intersections not included in the Grant Avenue Signal Improvement Project. On September 21, 2021, City Council approved the revised plans and specifications, which included the added bulb-outs, authorized use of the new Metro grant funds for the project, and authorized the City Clerk to advertise for competitive bids.
The project was publicly advertised with a bid opening scheduled on September 8, 2022. No bids
H.7., File # 22-5146 Meeting Date: 2/7/2023
The project was publicly advertised with a bid opening scheduled on September 8, 2022. No bids were received for the Project at that time. The project was again advertised with a modified bid opening time. On November 8, 2022, the City Clerk's office received and publicly opened five (5) bids for the Project. The lowest apparent bid was found to contain mathematical errors and the bid was recalculated to an amount which exceeded the next lowest bid. The next lowest bid from Select Electric, Inc., in the amount of $2,985,000, was therefor found to be the lowest responsible bid and is recommended for Project award.
Given the higher than expected bid results, the staff recommendation also includes a budget modification resolution to transfer $740,000 from the Artesia Blvd. Property Acquisition Project to the Grant Ave. Signal Improvement Project in order to fully fund the work.
It is staff’s hope that the use of property acquisition funds to cover the project funding shortfall will be a temporary measure only and that the acquisition funds will be reimbursed through a supplemental Regional Measure M funding award that has been requested by staff from Metro. The funding request is scheduled to be presented to the SBCCOG Board in March and to the Metro Board for consideration of approval in September 2023. If approved by the Metro Board, the additional Regional Measure M funds can be retroactively credited to the Grant Ave. Signal Improvement Project and the $740,000 can be transferred back to the Artesia Blvd. Property Acquisition Project.
BACKGROUND
The Grant Avenue Signal Improvements Project, Job No. 41090 is funded by the Los Angeles County Metropolitan Transportation Authority (LACMTA / Metro) Call for Projects No. F5301, and consists of signal improvements at the six (6) signalized intersections along Grant Avenue between Harkness Lane and Perkins Lane. The Project includes installation of traffic signal improvements including synchronization, vehicle and bicycle detection and curb bulb out construction.
Metro allocated $1,221,586 in Local Transportation CFP Funds to the project, and the City programmed $313,051 in local return Measure R Funds as the local match, for a project total of $1,534,637. The City previously committed approximately $100,000 of these funds for Project design. During the design phase, it was determined that curb bulb outs at the signalized intersections would be required to relocate and accommodate the proposed traffic signal equipment due to conflicts with overhead SCE power lines. The costs to design, construct and coordinate the additional elements for the project were initially anticipated to increase the overall cost estimate by approximately $200,000, to $1,730,000.
On June 16, 2020, the City Council approved the plans and specifications for the Grant Avenue Signal Improvement Project Job No.41090 and authorized staff to move forward with the competitive bidding process. On August, 20, 2020, ten (10) bids were received and publicly opened. The apparent low bid for the Project exceeded the appropriated funding by over $800,000.
In the spring of 2020, the City received word that $2.0 million in Regional Measure M funds would be available in FY 2020-21 ($200,000) and FY 2021-22 ($1,800,000) to implement a Traffic Signal Communications and Network System Project. The Grant Avenue traffic signals were an authorized expense under the Regional Measure M funded Project.
On October 20, 2020, the Council rejected all bids and instead authorized staff to competitively prepurchase the long lead time items such as traffic signal poles and related equipment using existing
H.7., File # 22-5146 Meeting Date: 2/7/2023
purchase the long lead time items such as traffic signal poles and related equipment using existing Project funds, approve revised plans and specifications that excluded the materials to be prepurchased by the City, and authorize the City Clerk to re-advertise the Project for construction in FY 2021-22. On May 18, 2021, the Council approved the purchase of street light poles and fixtures from Nextech, Inc. in the amount of $1,144,032.47 for the Project.
As part of the adoption of the FY 2021-22 CIP budget on June 22, 2021, the City Council also approved Budget Response Report (BRR) #13 and approved $375,000 in Capital Project Funds to install bulb-outs at four Grant Ave. intersections that were not included in the original Grant Avenue Signal Improvement Project. Those bulb-outs have been included in the revised plans and specifications. City Council approved and authorized the revised plans and specifications for competitive bidding on September 21, 2021.
On February 1, 2022, the Council approved the second amendment to extend the term for the funding Agreement between the City and the Metro for the Traffic Signal Communications and Network System Project. This Agreement allocated Regional Measure M funds to complete trafficrelated projects, including the Grant Avenue Traffic Signal Project, Project No. 41090.
Due to Metro timing and the need to update the plans and specifications to accommodate new standards, the project was not advertised until August 2022. On September 8, 2022, the City Clerk's Office received zero (0) bids for the Project.
The project was advertised again with a modified bid opening time to encourage bidders to participate. On November 8, 2022, the City Clerk's Office received and publicly opened five (5) bids for the Project. The lowest bid was found to contain a mathematical error and recalculated to an amount which exceeded the next lowest bid. The next lowest bid from Select Electric, Inc., in the amount of $2,985,000, was found to be the lowest responsible bid, and is recommended for Project award.
If awarded, Project construction will begin after the construction contract is fully executed, and should be completed within 100 working days.
The available project budget is $2,693,500 and is funded by various funding sources, including Metro Call for Projects No. F5301. The bid amounts were higher than the Engineer’s estimate but consistent with the current bid environment. Staff recommends a transfer of $740,000 from the Artesia Blvd. Property Acquisition CIP Job No. 20930 to cover eligible and pertinent improvements that are included in the project scope. The Artesia Blvd. Property Acquisition Project is expected to occur at a later date, which provides time to obtain supplemental Regional Measure M funding to offset the transfer and replenish the project account.
Staff has prepared two resolutions, which are attached, for consideration by the City Council. The first is for the budget appropriations/modifications, which requires a 4/5ths vote to pass and is needed to fund the Project. The second is a resolution of award, to assign the project to Select Electric, Inc., and to allow for the execution of the contract documents. If approved by the City Council as presented, Project construction is expected to begin in April 2023 and be completed within one hundred (100) working days.
H.7., File # 22-5146 Meeting Date: 2/7/2023
COORDINATION
The preparation of Construction Plans and Specifications for the project was coordinated by the Engineering Services Division of the Public Works Department. The Resolutions were approved as to form by the City Attorney’s Office.
FISCAL IMPACT
Funding: Estimated Expenditures:
Grant Ave Signal Improvements #41090 $ 1,534,637 Design $ 147,855 Traffic Signal Comm and Network #41280 $ 2,000,000 Equipment $ 1,144,032 Grant Ave Bulb-Outs #41340 $ 375,000 Construction $ 2,985,000 Grant Ave Flash Crosswalks #41350 $ 75,000 Contingency/Proj Mgmt $ 447,750 Trans from Artesia Prop Acquisition #20930 $ 740,000
Total $4,724,637 Total $ 4,724,637
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Reso - Budget Modification
· Reso - Award
· Bid Results - Grant Avenue Traffic Signal Improvement Project, Job No. 41090 · City Council Administrative Report and Meeting Minutes, September 21, 2021 · BRR#13 - Cost to Install bulb-outs at Grant Avenue Intersections not included in CIP, June 8, 2021
· City Council Administrative Report and Meeting Minutes, May 18, 2021 · City Council Administrative Report and Meeting Minutes, October 20, 2020 · City Council Administrative Report and Meeting Minutes, June 16, 2020