TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 12, 2023
SUBJECT: Retroreflective Backplate for Traffic Signals (CI 5592) RECOMMENDATION:
1. Authorize staff to advertise the Retroreflective Backplate for Traffic Signals Project (CI 5592) for construction bids.
2. Authorize acceptance of a Federal Highway Safety Improvement Program (HSIP) Cycle 10 Grant in the amount of $123,300 from the Federal Highway Administration for the construction of the Retroreflective Backplate for Traffic Signals Project.
3. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time and costs required to advertise for bids are included in the Adopted FY 2023-24 Capital Improvement Program Budget. $56,000 is included in the Adopted FY 2023-24 Lighting Fund Capital Budget with an estimated additional $144,000 in project carryover for a total available budget of $200,000, which includes $124,400 in the Grant Fund.
The estimated total project cost is $217,000. Additional funding for construction will be requested at the time of construction contract award depending on bids received.
BACKGROUND:
In May 2021, the City prepared a Local Road Safety Plan (LRSP) for the purpose of improving commuter safety in Thousand Oaks. Through the development of the LRSP, the data analysis indicated that the potential for collisions at 35 signalized intersections could be reduced by adding retroreflective backplates to the existing traffic signal heads.
Retroreflective Backplate for Traffic Signals CI 5592
September 12, 2023
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8 Caltrans completed the installation of retroreflective backplates at all signalized Caltrans intersections in the City over the past few years, including the on and offramps along the 101 and 23 Freeways, and Westlake Boulevard south of the 101 Freeway. Caltrans has been using retroreflective backplates across the state since 2013, which have resulted in reduced accidents and improved overall safety. The City expects the same results from the installation on City streets proposed with this project.
In September 2020, staff submitted an HSIP Grant application to Caltrans for the installation of the Retroreflective Backplates Project. The HSIP Grant [H10-07-037] in the amount of $123,300 was awarded to the City in July 2023.
DISCUSSION/ANALYSIS:
This project will install retroreflective backplates at 35 existing signalized intersections owned and operated by the City. The yellow retroreflective borders of the backplates will make signal heads more visible and conspicuous in both daytime and nighttime conditions, which increases the operational safety of a signalized intersection. Additionally, during Public Safety Power Shutoff events or power outages, they can increase the road users’ awareness of a dark signalized intersection, reminding them to treat the intersections as “all-way stops”.
Project plans and specifications were completed in-house and are available for review upon request to the Public Works Department by email at [email protected] or by phone at (805) 449-2400.
Staff is recommending that the project be advertised for bid. Once bids are received, staff will make a recommendation at a future City Council meeting for the award of the construction contract.
The tentative schedule for completion of the project is as follows:
Bid Opening October 2023
Award of Construction Contract December 2023
Start of Construction January 2024
Project Completion Spring 2024
The estimated costs are as follows:
1. Construction Estimate (including contingency) $214,000
2. City Furnished Materials/Services $ 3,000
Total Estimated Project Cost $217,000
A total of $200,000 is available in the Adopted FY 2023-24 Capital Budget. The Retroreflective Backplate for Traffic Signals CI 5592
September 12, 2023
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8 total project cost (including contingencies) is estimated at $217,000 with approximately 50 percent of the project cost covered under HSIP Grant funds.
Additional appropriation at the time of construction award may be required depending on the actual bids received.
The Retroreflective Backplate Project is Categorically Exempt from (CEQA) per Section 15301 (repair/maintenance of an existing facility).
Community Outreach: No negative impacts are expected to be associated with the project. There will be minimal interruptions to intersections operations during installation. Communication tools and strategies, including community meetings (if needed), press releases, and social media posts will be utilized to inform the public of the project.
This project meets City Council’s Top Ten Priorities #6, “Public Works + Infrastructure Investments across the community”.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget).
Priority One – Addresses Health & Safety, legal and regulatory requirements, or a top City Council Priority.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
D. Maintain strong commitment to public safety (including Police, Fire, Emergency Medical Services, and Emergency Management) to ensure City remains one of the safest Cities in the United States with a population over 100,000.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Saeed Zolfaghari, Associate Engineer
Attachment:
Attachment #1 – Vicinity Map
DPW:850-20\ev\Council\2023\091223\CI 5592\Reflective Backplates staff report.docx