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City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 27, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: AWARD BID NO. 7979 FOR THE CONSTRUCTION OF CITYWIDE TRAFFIC SIGNAL CONTROLLER REPLACEMENT AND ADVANCED TRAFFIC MANAGEMENT SYSTEM PROJECT TO CROSSTOWN ELECTRICAL & DATA, INC., OF IRWINDALE, CALIFORNIA, IN THE AMOUNT OF $1,994,740 WITH A 7.5% CONSTRUCTION CONTINGENCY, AND ACCEPTANCE OF ADDITIONAL GRANT FUNDING IN THE AMOUNT OF $280,100 FROM THE FEDERAL HIGHWAY ADMINISTRATION, HIGHWAY SAFETY IMPROVEMENT PROGRAM CYCLE VIII; AND AUTHORIZE A SUPPLEMENTAL APPROPRIATION IN THE AMOUNT OF $744,840 FOR PROJECT GAP FUNDING AND CONTINGENCY – SUPPLEMENTAL APPROPRIATION ISSUE:
Award Bid No. 7979 for the construction of the Citywide Traffic Signal Controller Replacement and Advanced Traffic Signal Management Project to Crosstown Electrical & Data, Inc., of Irwindale, California, in the amount of $1,994,740 with a 7.5% construction contingency; accept the Highway Safety Improvement Program (HSIP) Cycle VIII additional grant funding in the amount of $280,100 to construct the project; and authorize a supplemental appropriation and transfer of Measure A funds in the amount of $744,840 for project completion grant match, gap funding, and contingency.
RECOMMENDATIONS:
That the City Council:
Award Bid No. 7979 for the construction of Citywide Traffic Signal Controller Replacement and Advanced Traffic Signal Management Project to Crosstown Electrical & Data, Inc., of Irwindale, California, in the amount of $1,994,740; Authorize the City Manager, or designee, to execute a construction contract related to this bid award, including making minor and non-substantive changes; Accept the Highway Safety Improvement Program Cycle VIII additional grant funding, contingent upon receipt of funds, in the amount of $280,100 to construct the project; and With at least 5 affirmative votes, and upon grant award, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation of $744,840 from Measure A fund balance to the Interconnect Traffic Signal Controller Replacement Project, and record and increase in revenue in the amount of $280,100, or in the amount of the grant award, and appropriate an equal amount in the Capital Outlay-Grants Fund, Interconnect Traffic Signal Controller Replacement Project revenue and expenditure accounts.
BACKGROUND:
The HSIP is a Federal-aid program which provides grant funding for select projects aimed at achieving significant reductions in traffic fatalities and serious injuries on public roadways. The HSIP application is focused on the upgrading current interconnected traffic signals citywide to new, more reliable Model 2070 traffic signal controllers, controller software, and a central system to improve signal timing, coordination, and operations. The application will allow the ability to programmatically alleviate key safety concerns that are either not addressable using older software or can now automatically addressed with new software.
On April 17, 2018, the City Council accepted the Federal Highway Administration’s Highway Safety Improvement Program (HSIP) grant award of $559,900 (or 50% of total project cost of $1,119,800 with an additional required 50% local match) to upgrade citywide traffic signal controllers, software, and central system. The City Council approved acceptance of HSIP funds, plus the allocation of 50% required funding match at that time.
DISCUSSION:
On March 16, 2023, Bid No. 7979 for Citywide Traffic Signal Controller Replacement and Advanced Traffic Signal Management Project (Project) was posted on PlanetBids to perform the following work at various locations throughout the City (Attachment 1):
Replace existing traffic signal controllers along citywide connected arterials with new Model 2070LX controllers running new software; Consultant services to convert controller databases;
Install new Advanced Traffic Management System (ATMS) on virtual servers; and Consultant network review for new ATMS.
On April 13, 2023, three bids were received for the construction of the Project (Attachment 2). The lowest responsive bid was from Crosstown Electrical & Data, Inc. in the amount of $1,994,740, which is 35% over the Engineer’s Estimate, and $874,940 above the total project amount of $1,119,800. This increase in project construction costs is correlated a recent shortage of materials and the increased costs of labor.
In response to the additional $874,940 in construction costs from the bid process, the City requested additional HSIP grant funds at the same prorated 50% split percentage as the original programmed amount, for a total request of $437,470. On May 17, 2023, Caltrans awarded the City with an additional $280,100 in grant funds as part of a post-programming change to close the construction funding gap of this Project. Thus, the total grant revenue amount was increased to a total of $840,000 ($559,900 original 2018 HSIP + $280,100 new allocation).
With the additional HSIP allocation, the City’s local match to HSIP grant funding will increase to a total of $1,154,740 ($559,900 Allocation # 1 + $280,100 Allocation # 2 + $314,740 Local Project Shortage). The project will also have a 7.5% project contingency of $150,000 reflective 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 Table 1 below.
Table 1—HSIP VIII Project Cost Summary:
Project bid cost is: $1,994,740. Chart below shows the project with grant funds, shortage, plus a 7.5% contingency, now totaling $2,144,740.
HSIP Grant Funds
Local HSIP Match Funds
@ 50%
Local Project Shortage
Project Contingency
@7.5%
TOTAL:
(Bid Price + Contingency)
$559,900
(2018 Allocation)
$559,900
(Prior appropriated)
$280,100
(2023 Allocation)
$280,100 (appropriation request)
$840,000
$840,000
$314,740
$150,000
$2,144,740
This staff report requests:
$280,100 Requested appropriation of HSIP 50% match funding (second allocation only); $314,740 Project shortage;
$150,000 7.5 % Project Contingency;
$744,840 TOTAL.
The Purchasing Manager concurs that the recommended action to award complies with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This Project aligns with 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.
It also aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – The proposed safety improvements are intended to reduce collisions at intersections, 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 VIII.
Innovation – This project will implement an Advanced Traffic Management System, an upgrade of the City’s existing Traffic Management System. The system will facilitate enhanced traffic signal timing operations, emergency vehicle pre-emption prioritization, support for future connected vehicle infrastructure, among other advanced capabilities.
Sustainability & Resiliency – Riverside is committed to meeting the needs of the present without compromising the needs of the future and ensuring the City's capacity to persevere, adapt and grow during good and difficult times alike. The construction materials specified for these projects are considered best practices in the industry.
FISCAL IMPACT:
The total fiscal impact of this action is $2,144,740. Upon Council approval, an increase in expenditures in the amount of $744,840 will be recorded in the Measure A, Interconnect Traffic Signal Controller Replacement Project account number 9902433-440313 for a total (including prior appropriations) of $1,304,740. Also, upon acceptance of the additional grant funding, an increase in revenue and an appropriation of expenditures in the amount of $280,100 will be recorded in the Capital Outlay-Grants Fund, Interconnect Traffic Signal Controller Replacement Project revenue account number 9902428-331310 and expenditure account number 9902428-440125 for a total of $840,000 as shown in Table 1.
Table 1—Total Revenue and Expenditures:
Fund
Project
Account
Amount
Revenue
Capital Outlay-Grants
Interconnect Traffic Signal Controller Replacement
9902428-331310
$840,000
Expenditures
Measure A*
Interconnect Signal Controller Replacement Project
9902433-440313
$1,304,740
Capital Outlay-Grants
9902428-440125
$840,000
Total Expenditures
$2,144,740
* denotes City Match funds
Table 2—Total Project Costs:
Task
Amount
Construction Contract
$1,994,740
7.5% Construction Contingency
$150,000
Total
$2,144,740
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Assistant City Manager/ Chief Financial Officer/City Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra Norton, City Attorney
Attachments:
Project Location Map
Bid Award Recommendation
HSIP Cycle VIII – Post Programming Memo
Presentation
Award Bid 7979 ● Page 2