TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 25, 2025
SUBJECT: Fiscal Year 2024-25 Traffic Signal Painting and Restoration (MI 2616)
RECOMMENDATION:
1. Approve the project design, specifications, and Addendum No. 1 for the FY 2024-25 Traffic Signal Painting and Restoration Project (MI 2616).
2. Award construction contract to Streetlight Restoration Specialists, Inc. (Leesburg, OH), in the amount of $86,398, plus a contingency of $8,500 for construction of the Traffic Signal Painting and Restoration Project (MI 2616).
3. Authorize budget appropriation in the amount of $39,665 from A/C #141-0000- 311-1000 (Lighting Fund, Fund Balance) to A/C #141-5570-631-5500 (Lighting Fund, Construction - MI 2616).
4. Authorize expenditure in the amount of $94,898 ($86,398 construction contract, and $8,500 construction contingency) from A/C #141-5570-631-5500 (MI 2616).
5. Delegate authority to the City Engineer to approve changes to the project's design, specifications, and working details 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.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
$39,665 Increase to Adopted FY 2024-25 Lighting Fund Budget. $55,233 is available in the Adopted FY 2024-25 Lighting Fund Budget for MI 2616. An $39,665 increase to the Adopted FY 2024-25 Lighting Fund Budget is requested for the Traffic Signal Painting and Restoration (MI 2616) project.
2024-25 Traffic Signal Painting and Restoration (MI 2616) February 25, 2025
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BACKGROUND:
The City maintains 136 traffic signal cabinets, over 900 traffic signal poles and 200 decorative lighting fixtures, and 36 pedestrian crossings. As part of the City’s continuing infrastructure maintenance efforts, it is critical to perform regular maintenance to restore and extend the life of these important elements of the City’s traffic signal and lighting system.
The FY 2024-25 Traffic Signal Painting and Restoration Project involves the surface preparation and painting of traffic signal poles, streetlight poles, mast arms, signal heads, luminaire arms, safety light housings, pedestrian button housing, back plates, and cabinets at seven street intersections (Attachment #1). The project also includes the installation of retroreflective borders on the existing traffic signal backplates at three out of the seven intersections. The remaining intersections received retroreflective borders in 2024. These retroreflective borders greatly increase overall visibility of the traffic signals and enhance intersection visibility during power outages and Public Safety Power Shutoff events. Staff plans to include increased funding for retroreflective borders in the upcoming Capital Improvement Project (CIP) budget (2025-27). Currently, retroreflective borders have been installed on traffic lights at 43 intersections citywide.
DISCUSSION/ANALYSIS:
Through an informal bid process, the Notice Inviting Bids for the project was published on December 13, 2024, in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website. Bids were publicly opened on January 22, 2025, with two bids received as follows:
Bidder Bid
1 Perfection Painting Corporation (Palmdale, CA) $ 1,246,000
2. Streetlight Restoration Specialists, Inc. (Leesburg, OH) $ 86,398 Perfection Painting Corporation was the apparent lowest bidder; however, after a review of their bid package, staff found mathematical errors on the bid schedule.
After these errors were corrected (based on unit price provided in their bid $1,246,000 schedule), the overall bid amount was recalculated to an actual total of $1,246,000 resulting in Perfection Painting’s bid no longer being the lowest bidder.
2024-25 Traffic Signal Painting and Restoration (MI 2616) February 25, 2025
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The bid package from Streetlight Restoration Specialist, Inc. was reviewed and found to be in order. Streetlight Restoration Specialists, Inc. has successfully completed similar projects for the City, and their references were positive. The bid amount of $86,398 is very close to the engineer’s estimate of $84,000. The bid protest period has elapsed and no protest was received.
The City Manager has the delegated authority to award public works contracts up to $220,000; however, due to the required budget appropriation, staff recommends that City Council award the construction contract to Streetlight Restoration Specialists, Inc. for the bid amount of $86,398 to complete the proposed traffic signal painting and restoration work.
The estimated construction costs are as follows:
Construction Contract (this action) $ 86,398
Contingency (this action) $ 8,500
$ 94,898
The tentative schedule for completion of the project is as follows:
Start of Construction March 2025
Project Completion Summer 2025
The project is categorically exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
The project design, plans, and specifications are available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400.
These projects meet City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments.”
Community Outreach: A public outreach plan has been established, with a focus on residents located adjacent to the project as well as the general public. A dedicated project website has been created where updated project information will continue to be provided throughout the construction phase of the project.
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.
2024-25 Traffic Signal Painting and Restoration (MI 2616) February 25, 2025
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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.
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: Ayda Forouzan, Sr. Engineer
Attachments:
Attachment #1 – Location Maps
DPW: 850-20\ev\Council\2025\022525\MI 2616\Traffic Signal Painting and Restoration staff report.docx