TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:December 5, 2023
SUBJECT: Retroreflective Backplate for Traffic Signals (CI 5592) RECOMMENDATION:
1. Reject all bids received on November 8, 2023.
2. Authorize staff to re-advertise the Retroreflective Backplate for Traffic Signals (CI 5592) for construction bids.
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 re- 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 additional $144,348 in project carryover for a total available budget of $200,348, which includes $124,400 in the Grant Fund. The awarded grant was only $123,300, thus available budget for the project is $199,248. 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) to improve commuter safety in Thousand Oaks. Through the development of the LRSP, data analysis indicated that driving safety conditions at 35 signalized intersections could be improved by the installation of retroreflective backplates to the traffic signal heads (Attachment #1).
Retroreflective Backplate for Traffic Signals (CI 5592) December 5, 2023
8 7
6 Caltrans recently completed the installation of retroreflective backplates at all signalized Caltrans intersections in the City, including the on and offramps along the 101 and 23 Freeways, and Westlake Boulevard south of the 101 Freeway.
Caltrans data indicates better than expected performance of the retroreflective backplates in reducing traffic collisions. Based on this Caltrans data, the City anticipates similar results.
In September 2020, staff submitted a Highway Safety Improvement Program (HSIP) Grant application to Caltrans for the project. The HSIP Grant [H10-07-037] in the amount of $123,300 was awarded/allocated in August 2023, and City Council authorized the acceptance of the grant on September 12, 2023.
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.
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 increase the operational safety of a signalized intersection. Additionally, during Public Safety Power Shutoff events or power outages, the retroreflective borders enhance the road user’s awareness of the intersection and may increase adherence to treating the darkened intersection as an “all-way stop.”
City Council authorized advertising the project for construction bids on September 12, 2023. The Notice Inviting Bids was published in the Acorn on October 6, 2023, and was sent to all vendors and construction trade journals on the City’s purchasing vendor list via City’s OpenGov procurement system. Three bids were received and publicly opened on November 8, 2023. The bid results are as follows:
BIDDER
BASE BID PRICE
1. Xcel Engineering (Fresno, CA) $238,290.00
2. California Professional Engineering, Inc. (La Puente, CA) $283,980.00
3. Econolite Systems, Inc. (Anaheim, CA) $347,977.95
The bid from Xcel Engineering exceeds the engineer’s estimate of $194,500 by approximately 23 percent. Additionally, Xcel’s mobilization cost is not in compliance with the limit of a maximum five percent of the total bid price as Retroreflective Backplate for Traffic Signals (CI 5592) December 5, 2023
8 7
6 specified in the contract documents. The bid from the second lowest bidder, California Professional Engineering, Inc., was not accompanied by the required Bid Bond at the time of bid opening and therefore cannot be accepted. The third bid is unreasonably higher than the Engineer’s Estimate.
Due to bidders’ apparent misunderstanding of the contract documents, staff has made clarification to the project scope by providing further details regarding the required traffic controls, material, and mobilization cost.
Staff is recommending that the bids be rejected and the project be re-advertised for bids Once bids are received, staff will make a recommendation at a future City Council meeting for the award of the construction contract.
The tentative updated schedule for the project is as follows:
Bid Opening (Re-Bid) January 2024
Award of Construction Contract March 2024
Start of Construction April 2024
Project Completion Summer 2024
The estimated costs are as follows:
1. Construction $194,500
2. Construction Contingency $ 19,500
3. City Furnished Material and Supplies $ 3,000
Total Estimated Project Cost $217,000
The Retroreflective Backplate Project is Categorically Exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
Although $200,348 is available in the Adopted FY 2023-24 Capital Budget and carryover, the HSIP Grant was $123,300 compared to a budget of $124,400, reducing the available budget to $199,248.The total project cost 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.
Community Outreach: No negative impacts are expected to be associated with the project. There will be minimal interruptions to the 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.
Retroreflective Backplate for Traffic Signals (CI 5592) December 5, 2023
8 7
6 This project meets City Council’s Top Ten Priorities #6 “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, D, 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.
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\etm\sz\H:\Council\2023\120523\CI 5592\ Retroreflective Backplate for Traffic Signals staff report.docx