TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 10, 2024
SUBJECT: Citywide Bus Shelter Enhancements (CI 5607)
RECOMMENDATION:
1. Authorize the purchase of transit bus shelters and accessory equipment (CI 5607) for the Thousand Oaks Transit (TOT) Program in an amount not to exceed $689,703.30 from Tolar Manufacturing (Tolar) (Corona, CA).
2. Authorize expense in the amount of $689,703.30 from A/C #651-5540-685-8400 (Transportation Fund - Equipment $5,000 or More, CI 5607) for FY 2024-25.
3. Find that the project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15311.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. $200,000 is included in the Adopted FY 2024-25 Transportation Fund Capital Budget for CI 5607 with an additional $800,000 in carryover budget from FY 2023-24 to FY 2024-25: for a total project budget of $1,000,000. Staff has secured $1,200,000 in Federal Transportation Administration (FTA) and Transportation Development Act (TDA) grants from the Buses and Bus Facilities Competitive Program [49 U.S.C. 5339(b)] to replace the City’s current bus shelters and accessory equipment for this project.
BACKGROUND:
The City’s TOT Program was established in 1981. TOT provides approximately 200,000 passenger trips per year to residents and businesses across Thousand Oaks and beyond, with a service area of 138 square miles and a population of over 420,000 residents. The TOT Program includes fixed bus routes, Senior Dial-A- Ride (DAR), and Americans with Disabilities Act (ADA) paratransit services. In addition, TOT provides the following contracted services:
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1. A free local shuttle service (Kanan Shuttle) for the County of Ventura
2. Vehicle maintenance services to the City of Moorpark
3. DAR services to the City of Westlake Village
4. General DAR and special event bus services to the City of Agoura Hills
5. DAR and ADA services to the County of Ventura
6. Inter-city DAR and ADA service to the East County Transit Alliance (ECTA) The CI 5607 bus shelters project involves the purchase and installation of 36 replacement bus shelters throughout the City, including new perforated metal benches, solar lighting, solar-powered signs, and other rider amenities. Due to their age and condition, the existing shelters need to be replaced. Public Works staff has secured $1,200,000 in FTA and TDA grant funds to cover the costs of this project through the Buses and Bus Facilities Competitive Program [49 U.S.C. 5339(b)]. Eligible activities under this grant program include planning, engineering, design, and evaluation of transit projects, capital investments in bus and bus- related activities, and investments in new and existing fixed guideway systems.
This encompasses rolling stock, vehicle overhaul, station infrastructure, track, signals, communications, computer hardware and software, associated transit improvements, and workforce development activities.
The cleaning and maintenance costs associated with these new shelters are included in the current transit bus shelters maintenance agreement with ShelterClean Services, Inc. that City Council approved on January 30, 2024.
DISCUSSION/ANALYSIS:
On June 14, 2024, a Notice Inviting Bids, Specification #2023-2024-12, was publicly advertised in the Thousand Oaks Acorn and on the City’s procurement website, and on August 7, 2024, the following bids were opened publicly:
Vendor
Met
Specifications Bid Amount
Tolar Manufacturing (Corona, CA) Yes $686,565.87
LNI Custom Manufacturing, Inc. (Gardena, CA) Yes $860,809.97 * Tolar’s original bid of $686,565.87 was corrected to adjust a mathematical error on sales tax, for a new corrected total bid of $689,703.30
After a thorough examination, bid packages submitted by Tolar and LNI Custom Manufacturing, Inc. were mostly in order and met the specifications listed in the City’s request for bids. Staff recommends the award of purchase to Tolar for $689,703.30 as they were the lowest responsive bidder to meet the City’s transit equipment specifications. The time to file a bid protest has elapsed, and the City did not receive any bid protests. Once the new equipment is received, the previous Citywide Bus Shelter Enhancements (CI 5607)
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equipment will be recycled, and the new shelters will be installed in phases through a joint effort by City staff and the City’s bus shelter maintenance contractor, ShelterClean Services, Inc.
The estimated project costs are as follows:
Transit Shelters Equipment (this action) $ 265,580.00 Transit Amenities Equipment (this action) $ 369,100.00 Freight (this action) $ 8,400.00
Sales Tax @ 7.25% (this action) $ 46,623.30
Total for this Contract $ 689,703.30
Remove/Install Existing/New Transit Shelters (previous action awarded to ShelterClean Services, Inc.) $ 100,000.00 Total Estimated Overall Project Cost $ 789,703.30
Staff anticipates that the replacement of the existing transit shelters will begin in Winter 2025 and be fully completed by Fall 2025. The project’s design, specifications, and Addendum No. 1, which were completed by Public Works staff, are available for review by contacting the Public Works Department by email at [email protected] or by phone at (805) 449-2400.
This project should be found to be categorically exempt from CEQA by City Council pursuant to CCR 14 Section 15302 (replacement/reconstruction of an existing facility).
This purchase meets City Council’s Top Ten Priorities #6, “Environmental Sustainability,” and #7, “Public Works + Infrastructure Investments.” Community Outreach: This project involves gradually replacing existing bus shelters throughout the City. Public Works staff will work closely with staff from the Strategic Communications and Public Affairs Department to notify residents and mitigate any potential disruption to local transit services. Staff will post notifications on the City’s website and utilize social media platforms to update the community about when select shelters are scheduled to be removed and replaced.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
COUNCIL GOAL COMPLIANCE:
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Meets the following City Council goal:
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: Paul Weinstein, Associate Analyst
DPW: 940-10\pw\ev\Council\2024\091024\CI 5607\Citywide Bus Shelter Enhancements.docx