TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:December 5, 2023
SUBJECT: Rectangular Rapid Flashing Beacons at Pedestrian Crosswalks (CI 5588)
RECOMMENDATION:
1. Approve the project design, plans, specifications, and Addendum No. 1 for the construction of the Rectangular Rapid Flashing Beacons (RRFBs) at Pedestrian Crosswalks (CI 5588).
2. Award construction contract to Xcel Engineering, Inc. (Fresno, CA), in the amount of $260,500, plus a contingency of $26,000.
3. Approve budget appropriation in the amount of $30,500 from A/C #001-0000- 311-1000 (General Fund – Fund Balance) to A/C #001-5310-631-8300 (CI 5588, Rapid Flashing Beacons).
4. Authorize expenditure in the amount of $289,500 ($260,500 construction contract, $26,000 construction contingency, and $3,000 for City furnished supplies and materials) as follows: $110,500 from A/C #001-5310-631-8300, and $179,000 from A/C #183-5310-631-8300 (CI 5588, Rectangular Rapid Flashing Beacons at Pedestrian Crosswalks).
5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project-approved contingency amount.
6. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
RRFB at Pedestrian Crosswalks (CI 5588)
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5 FINANCIAL IMPACT:
$30,500 Increase to Adopted FY 2023-24 General Fund Budget. $30,500 increase to the Adopted FY 2023-24 General Fund Budget is requested for CI 5588. $259,000 is included in the Adopted FY 2023-24 Capital Budget, including $179,000 in the Adopted FY 2023-24 Grants Fund for a Federal Highway Safety Improvement Program (HSIP) Grant. The estimated total project cost is $289,500.
BACKGROUND:
In May 2021, the City prepared a Local Road Safety Plan (LRSP) for the purpose of improving commuter, bicyclist, and pedestrian safety in Thousand Oaks. Through the development of the LRSP, data analysis was conducted to determine which countermeasures can improve roadway safety. Ten intersections were identified as candidates for upgraded pedestrian enhancements based on a number of factors, including traffic conflicts, road speeds, horizontal and/or vertical curves, street width, long pedestrian crossing distances, and documented citizen concerns (Attachment #1).
At all ten locations, implementing high-intensity LEDs embedded with RRFBs will command the attention of drivers and significantly improve driver yield rates up to 98 percent based on Federal Highway Administration (FHWA) findings. The flashing LEDs are highly visible under all weather conditions. The City has experienced improved yield rates at a number of marked crosswalks where RRFBs have been employed and seeks to implement additional RRFBs at locations where data suggests pedestrian safety improvements can be achieved.
In September 2020, staff submitted an HSIP Grant application to Caltrans for the project. The HSIP Grant [H10-07-038] in the amount of $179,000 was awarded/allocated in June 2023.
DISCUSSION/ANALYSIS:
The project will install and/or upgrade RRFBs at ten existing marked crosswalks per the most current standards. Six of the ten locations are at marked school crosswalks and are either directly adjacent to a school, within one block, and/or within a school zone. All locations are on roadways that are 60 feet or wider measured curb to curb. One location is at an equestrian crossing equipped with flashing beacon warning lights several hundred feet in advance of the crossing point. These standard yellow beacons will be upgraded to RRFBs with a marked pedestrian crosswalk added to the street.
RRFB at Pedestrian Crosswalks (CI 5588)
December 5, 2023
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5 The project plans, specifications, and Addendum #1 were completed in-house and are available for review upon request to the Public Works Department either by email at [email protected] or by phone at (805) 449-2400.
City Council authorized advertising the project for construction bids on July 18, 2023. The Notice Inviting Bids was published in the Thousand Oaks Acorn on October 6, 2023, and was posted on the City’s procurement website. Four bids were received and publicly opened on November 8, 2023. The bid results are as follows:
BIDDER BASE BID PRICE
1. Xcel Engineering, Inc. (Fresno, CA) $260,500.00
2. Econolite Systems, Inc. (Anaheim, CA) $331,359.17
3. Sterndahl Enterprises LLC (Sun Valley, CA) $335,270.00
4. California Professional Engineering, Inc. (LA Puente, CA) $357,278.40 The lowest bid from Xcel Engineering, Inc. in the amount of $260,500, is slightly higher than the engineer’s estimate of $257,000. The bid package submitted by Xcel Engineering, Inc. has been reviewed and found to be in order and the bid protest period has elapsed with no formal protests received. Staff recommends award of the construction contract to Xcel Engineering, Inc.
The tentative schedule for completion of the project is as follows:
Bid Opening November 2023 Award of Construction Contract December 2023 Start of Construction Winter 2023 Project Completion Summer 2024 The estimated costs are as follows:
Construction Contract (this action) $260,500 Construction Contract Contingency (this action) $ 26,000 City Furnished Material and Supplies (this action) $ 3,000 Total Estimated Project Cost $289,500 The RRFBs Project is categorically exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
Community Outreach: Staff embarked on a public outreach plan in December 2022, with a particular focus on residents and schools located adjacent to the various project locations. In advance of presenting the proposed improvements to the Traffic and Transportation Advisory Commission (TTAC) in February 2023, staff hosted several outreach meetings and sought feedback from the affected RRFB at Pedestrian Crosswalks (CI 5588)
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5 residents, specifically those that front and live in close proximity to the marked crosswalks. Various other communication tools and strategies, including press releases, website updates, and social media posts will continue to be utilized to inform the public and receive feedback.
This project meets City Council’s Top Ten Priorities #6 to “Public Works + Infrastructure Investments”.
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 City Council Goals C and F:
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.
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
Documents Provided Under Separate Cover:
Final Design, Plans, Specifications and Addendum No. 1 for RRFBs DPW: 850-20\etm\sz\H:\Council\2023\120523\CI 5588 Rectangular Rapid Flashing Beacons staff report.docx