Agenda Item No. 9
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Landon Kern, Assistant City Engineer L j.<'
FOR: City Council Meeting of March 28, 2022
SUBJECT: Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142
RECOMMENDATION:
That City Council:
1. Amend the FY2021/2022 Capital Improvement Program by adding the amount of $103,700 in Highway Safety Improvement Program grant funds to the Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142 (Project); and
2. Award and authorize the Mayor to execute a contract, and the City Manager or his designee to administer the terms of the contract to the lowest responsible bidder, Alfaro Communications Construction Inc., of Compton, CA, in the amount of $463,360 for the Project; and
3. Authorize a construction contract contingency amount of $48,000 for the Project, the amount of $27,740 for construction contract administration, inspection, testing, survey, and staff time for a total construction contract budget in the amount of $539,100; and
4. Waive the bid irregularity and reject the bid protest from Servitek Electric; and
5. Approve the plans and specifications prepared for the Project.
BACKGROUND/ DISCUSSION:
In 2019, staff coordinated with a traffic engineering consulting firm to complete a Left Turn Phasing Analysis at six (6) intersections throughout the City. The purpose of the analysis was to determine if the efficiency (level of service) and safety at certain signalized intersections could be improved by modifying the left -turn phasing. As part of the analysis, the current phasing of the signalized intersections, collision history, and existing/future traffic volumes were used to determine if a modification to the left turn phasing was warranted. The analysis was completed, and it was determined that left turn phasing modifications were warranted at six (6) signalized intersections at the following locations:
• Yucaipa Boulevard at Yucaipa Valley Circle (Vons Shopping Center) • Yucaipa Boulevard at 5th Street
• Yucaipa Boulevard at 1 Oth Street
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City Council Meeting of March 28, 2022
Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142
• Oak Glen Road at Avenue E
Oak Glen Road at Chapman Heights Road
Oak Glen Road at Sunnyside Drive
The residential development project (Serrano Lake), which is a part of the Oak Glen Creek Specific Plan, currently being constructed by Woodside Homes, is conditioned to complete the traffic signal modifications, which include a protected left -turn phase, at the intersection of Oak Glen Road and Sunnyside Drive. These improvements are currently under construction and are scheduled to be completed and accepted by the City later this month, pending final inspections by City staff.
In October of 2020, staff was informed Caltrans was accepting grant applications for funding from the Highway Safety Improvement Program (HSIP). The City has successfully applied for federal grant funding under this program in the past and successfully completed the construction of several projects after the lengthy environmental review process required for federal grants. Based on this previous experience, staff anticipated the construction of any future HSIP funded project to take up 24 to 36 months to complete. Based on the HSIP grant criteria, staff determined the Left Turn Phasing Traffic Signal Modification at Various Locations Project would be a good candidate for the grant funding. Due to the lengthy -time period anticipated to construct HSIP grant -funded projects, staff moved forward with the construction of the traffic signal modification project at Yucaipa Boulevard and Yucaipa Valley Circle and prepared a grant application requesting HSIP grant funds for the modification of the traffic signals at four (4) other intersections. The HSIP grant application was submitted in December of 2020. At the time of the application, the four (4) intersections included in the HSIP Grant application were:
• Yucaipa Boulevard at 51h Street
• Yucaipa Boulevard at 101h Street
• Oak Glen Road at Avenue E
• Oak Glen Road at Chapman Heights Road
Of the five intersections identified for this Capital Improvement Program (CIP) Project, the FY2020/2021 CIP had included Traffic Facility Fees funding in the amount of $85,000 to complete the first phase of the Project. Based on the funding that had been allocated at that time, staff identified the intersection of Yucaipa Boulevard and Yucaipa Valley Circle as the priority project to be modified as part of Phase I, with the remaining four (4) intersections to be completed with Phase II. The Project was advertised for construction bids, and four (4) bids were received on February 18, 2021. All bids received were significantly higher than the engineer's estimate due to the increase in cost for steel and the uncertainty of the delivery schedule for steel traffic signal poles and mast arms. Subsequently, City Council rejected all bids and directed staff to combine the signal modification for this intersection and re -advertise the Project for construction bids, including all five (5) intersections.
On March 30, 2021, staff was notified by Caltrans that the City's HSIP application had been approved, and the City was awarded grant funding in the amount of $350,400 for the modification of traffic signals at four (4) intersections. Upon notification of the approved grant application, staff contacted Caltrans and requested that the traffic signal modification at Yucaipa Boulevard and Yucaipa Valley Center be incorporated into the approved HSIP project which included a request for an additional -172-
City Council Meeting of March 28, 2022
Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142
$103,700 in HSIP grant funds. Caltrans subsequently approved the City's request, including the additional HSIP grant funds. Staff prepared the contract and bid documents for the Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142 (Project). After advertising the Project for sealed construction bids, on February 24, 2022, eight (8) bids were received as follows:
Bidder
Bid Amount
Alfaro Communications Construction Inc.
$463,360
Servitek Electric
$498,456
International Line Builders
$510,143
PTM General Engineering Services Inc
$560 250
Ferreira Construction
$584,240
Calpromax Engineering Inc.
$595,000
MSL Electric Inc.
$604,760
Traffic Loop Crackfilling Inc.
$814,700
Engineer's Estimate
$490 000
On March 8, 2022, the City received a bid protest from Servitek Electric stating that Alfaro Communications Construction Inc., the apparent low bidder, may have failed to follow the written directions on the bid documents. Servitek Electric indicated that Alfaro Communication Construction Inc. submitted an incorrect and incomplete bid package. Specifically, the bid protest indicated one or more of the required forms may have been submitted without the proper signatures. The City Attorney's office has reviewed the bid protest and has found that the City can consider the omission a bid irregularity and may waive the irregularity in the apparent low bidder's bid. Therefore, staff recommends that City Council waive the bid irregularity and reject the bid protest submitted by Servitek Electric.
The engineer's estimate for the Project is in the amount of $490,000. Alfaro Communications Construction Inc. is the apparent responsive low bidder. As a result, staff recommends that City Council award the contract to Alfaro Communications Construction Inc. in the amount of $463,360.
FISCAL IMPACT:
The total estimated costs to date for the overall Project are included in the table below.
Description
Amount
Design/Environmental Review/Staff Time
$42,238
Construction
Proposed Construction Contract
$463,360
Proposed Construction Contract Contingency
48,000
Proposed Staff Time/Inspection/Survey/Testing/Administration 27,740
Total Proposed Construction Cost
$539,100
Total Estimated Project Costs
$581,338
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City Council Meeting of March 28, 2022
Left Turn Phasing Traffic Signal Modification at Various Locations Project — Project No. 11142
The total available and proposed funding in the FY2021/2022 Capital Improvement Program for the overall Project is included in the table below:
Funding
Amount
Highway Safety Improvement Program (HSIP) Grant Funds
$350,400
Proposed Additional HSIP(1) Grant Funds
103,700
Pavement Management Program Local Match for Grant Funds 44,000
Traffic Facilities Fees (Development Impact Fees)
85,000
Total Proposed Fundin
$583,100
("Part of this council action
The above table includes the additional proposed HSIP funding approved by Caltrans for the Project. With the total funding in the amount of $583,100 identified in the table above, there is sufficient funding available to accommodate staffs recommendations.
Attachments: Bid Summary
Agreement
Approved by:
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and Yucaipa Valley Center
Owner:City of Yucaipa
Bid O enin :2021-02-18
maa..m
Elecnor Belco Electric, Inc.
Crosstown Electrical & Data Inc.
CalProMax
DBX Inc.
14320 Albers Way
Chino, CA 91710
US
Bid Status:Valid
5454 Diaz Street
Irwindale, CA 91706
US
Bid Status:Valid
650 N Rose Drive
Placentia, CA 92870
US
Bid Status:Non-Responsive
42024 Avenida Alvarado Ste A
Temecula, CA 92590
US
Bid Status:Valid
Base Bid
IM1mp IMm Cpd� INm W.alptlpn
OuontftP Unlf Efm'1.un
Unit II
Inm T..1
It Pdn
Item T..1
Unit Prin
Item Total
Unit Prlcp
Inm Total
00001
MOBIUZATION NOT TO EXCEED S%OF BASE
1 L5
4,000.00
4,000.00
5,000.00
s,00D.Do
6,000.00
6,000.00
1,800.00
1,800.00
00002
TRAFFIC CONTROL
1 LS
3,200.00
3,200.00
1,000.00
1,000.00
2,400.00
2,400.00
2,800.00
2,800.00
00003
CONSTRUCT TRAFFIC SIGNAL MODIFICATION
1 LS
97,000.00
97,000.00
107,857.00
307,857.00
120,000.00
120,000.00
122,873.00
122,873.00
00004
1C STALLARMOR-TILE CAST IN PLACE
2 EA
2,900.00
5,800.00
3,500.00
7,000.00
1,200.00
2,400.00
3,700.00
7,400.00
Bid List Total
120,000.00
120,857.00
130,800.00
134,873.00
Total Bid Amount
$110,000.00
$120,857.00
$130,800.00
$134,873.00
Listed Subs
AMERC, INC
24763 NEWHAVEN DRIVE
MURRIETA, CA 92562
HER -CON CONSTRUCTION SREVICES
758 S. HOLLENBECK AVE.
COVINA, CA 91723
of Y
AGREEMENT
THIS AGREEMENT is made and entered into this 28" day of March 2022, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City," and Alfaro Communications Construction located at
Contractor / Company Name
Compton CA 90221
City State Zip Code
15614 S. Atlantic Ave.
Street Address
310-669-8949 hereinafter referred to as "Contractor."
Phone
PROJECT: Traffic Signal Modification -Various Locations in the City of Yucaipa WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to ensure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor, and Contractor agrees to accept the sum of Four Hundred Sixty -Three Thousand and Three Hundred Sixty and 00 dollars ($463,360.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written ATTEST:
Jennifer Crawford,
Assistant City Manager/City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Andrew Hamilton
Finance Manager
CITY OF YUCAIPA:
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
CITY OF YUCAIPA
A Municipal Corporation
David Avila, Mayor Date
CONTRACTOR:
Alfaro Communications Construction Date
David M. Snow, City Attorney
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