City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: FEBRUARY 15, 2022 FROM: PUBLIC WORKS DEPARTMENT WARDS: 1, 3, 4, AND 7
SUBJECT: AWARD BID NO. 7803 FOR THE IMPLEMENTATION OF SIGNAL TIMING PLANS IN THE DOWNTOWN AREA AND CONSTRUCTION OF HIGH FRICTION SURFACE TREATMENT AND HAWK SIGNALS TO ELECNOR BELCO ELECTRIC INC. OF CHINO, CALIFORNIA, IN THE AMOUNT OF $1,824,299; AND ACCEPTANCE OF ADDITIONAL GRANT FUNDING IN THE AMOUNT OF $522,580 FROM THE FEDERAL HIGHWAY ADMINISTRATION, HIGHWAY SAFETY IMPROVEMENT PROGRAM CYCLE VII – SUPPLEMENTAL APPROPRIATION ISSUES:
Award Bid No. 7803 for the implementation of signal timing plans in the Downtown area and construction of high friction surface treatment and high-intensity activated crosswalk signal improvements at various locations throughout the City to Elecnor Belco Electric Inc. of Chino, California, in the amount of $1,824,299; and accept the Highway Safety Improvement Program (HSIP) Cycle VII additional grant funding in the amount of $522,580 to construct the project.
RECOMMENDATIONS:
That the City Council:
Award a construction contract for Bid No. 7803 for implementation of signal timing plans in the Downtown area, high friction surface treatment and high intensity activated crosswalk signal improvements at various locations throughout the City to Elecnor Belco Electric Inc. of Chino, California, in the amount of $1,824,299; Authorize the City Manager, or his designee, to execute the construction contract for Elecnor Belco Electric Inc., including making minor and non-substantive changes; Accept the Highway Safety Improvement Program Cycle VII additional grant funding, contingent upon receipt of funds, in the amount of $522,580 to construct the project; and With at least five affirmative votes, authorize the CFO, or his designee, to record an increase in revenues and appropriate expenditures in the amount of $522,580 to the Capital Outlay – Grants Fund - High Friction Srfc/HAWK Signals account.
BACKGROUND:
The Federal Highway Administration’s Highway Safety Improvement Program (HSIP) is a Federal-aid program that provides grant funding for select projects aimed at achieving significant reductions in traffic fatalities and serious injuries on public roadways.
The HSIP Cycle VII project consists of the installation of high friction surface treatments and installation of HAWK / Pedestrian Signal Systems at various locations throughout the City, and implementation of a Downtown traffic signal timing project.
The City Council originally appropriated grant revenues in the amount of $1,098,030 to be used to offset expenses and committed a local match of $193,770 (Measure A) to construct the project at the February 27, 2018, City Council Meeting.
DISCUSSION:
On July 22, 2021, Bid No. 7803 for High Friction Surface Treatment, HAWK Signals, and Signal Timing Plans (Project) was posted on PlanetBids for the implementation of signal timing plans in the Downtown area, high friction surface treatment and high intensity activated crosswalk signal improvements at various locations throughout the City.
On August 12, 2021, four bids were received for the construction of the Project. The lowest responsive bid received was from Elecnor Belco Electric Inc. in the amount of $1,824,299, which is approximately 40% above the Engineer’s Estimate. This increase in project construction costs is correlated a recent shortage of materials and labor cost increases as a result of the ongoing pandemic.
In response to the additional construction cost of $649,973, the City requested additional HSIP grant funds from the California Department of Transportation (Caltrans). Caltrans conditioned the City to re-submit a revised HSIP Grant application including the most current 5-year collision history data and to revise the total project construction costs amount to be consistent with the lowest bid received.
On December 23, 2021, Caltrans awarded the City with an additional $522,580 as part of a post-programming change to close the construction funding gap of this Project. The total Grant revenue amount was increased to $1,620,610 ($1,098,030 + $522,580).
The City’s local match will also increase to a total of $386,119 ($193,770 + $192,349) in order to fund the total Project cost (construction cost + contingency) of the lowest responsive bid received.
A summary of the total Project costs (construction cost + contingency), HSIP grant funds and local match funds is shown in the following table:
Table 1—HSIP VII Project Cost Summary
Total Project Costs
HSIP Grant Funds
Local Match Funds
Original Grant Award Amount
$1,291,800
$1,098,030
$193,770
Lowest Responsible Bid Received
$1,974,299
N/A
N/A
Revised Grant Award Amount
$2,006,729
$1,620,610
$386,119
The Purchasing Manager concurs that the recommended action to award is in compliance with Purchasing Resolution 23812.
STRATEGIC PLAN ALIGNMENT:
This item contributes to the Strategic Priority No. 6 – Infrastructure, Mobility and Connectivity and Goal No. 6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
This project aligns with EACH of the five Cross-Cutting Threads as follows:
Community Trust – The proposed safety improvements are intended to reduce collisions along curves, improve pedestrian safety and enhance signal timing operations within the City’s transportation network. The City’s transportation safety mitigation efforts improve the quality of life for the residents and visitors, which helps build community trust and results in the greater public good.
Equity – Public Works strives to improve the City’s roadway network to provide safe and reliable transportation in all areas of the City. The proposed project includes safety enhancements for all road users including motorists, pedestrians and bicyclists.
Fiscal Responsibility – Riverside is a prudent steward of public funds and ensures responsible management of the City’s financial resources by awarding construction contracts to the lowest responsive bidders and utilizing available grant funding from the Federal Highway Administration, Highway Safety Improvement Program Cycle VII.
Innovation – This project utilizes high friction surface treatment, a new type of treatment for curved street segments to increase traction and keep vehicles on the road.
Sustainability & Resiliency – Improvements such as HAWK signals promote pedestrian safety and walkability, and encourage reductions in vehicle miles traveled within our City.
FISCAL IMPACT:
The total fiscal impact of this action is $1,824,299. Upon Council approval, an increase in revenue and an appropriation of expenditures in the amount of $522,580 will be recorded in the Capital Outlay-Grants Fund, High Friction Srfc/HAWK Signals Project revenue account number 9893628-331310 and expenditure account number 9893628-440125.
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Project Location Map
Bid Award Recommendation
HSIP Cycle VII – Post Programming Change Memo
Presentation
HSIP Cycle VII Grant ● Page 4