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HomeMy WebLinkAboutItem 6d - Authorization to Advertise the South Street and King Court Crossing Project SPEC No. 2001059 Item 6d Department: Public Works Cost Center: 9501 For Agenda of: 10/7/2025 Placement: Consent Estimated Time: N/A FROM: Aaron Floyd, Interim Public Works Director Prepared By: Luke Schwartz, Transportation Manager SUBJECT: AUTHORIZATION TO ADVERTISE THE SOUTH STREET AND KING COURT CROSSING PROJECT, SPECIFICATION NO. 2001059 RECOMMENDATION 1. Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, Authorizing Appropriation of $320,000 from the Capital Projects Reserve Fund to support the South Street and King Court Crossing Project, Specification Number 2001059” (Attachment A); and 2. Approve the project Plans and Specifications for the South Street and King Court Crossing Project, Specification Number 2001059; and 3. Authorize staff to advertise for bids; and 4. Authorize the City Manager to award the Construction Contract pursuant to Section 3.24.190 of the Municipal Code, if the lowest responsible bid is within the Engineer’s Estimate of $525,000; and 5. Authorize the City Engineer to issue Contract Change Orders, provided they remain within the approved project budget; and 6. Find the Project categorically exempt from the California Environmental Quality Act pursuant to State CEQA Guidelines Sections 15301 and 15302; and 7. Authorize the use of funds from the Project account (Specification Number 2001059) not to exceed $195,000 for the purchase of Emergency Vehicle Preemption (EVP) equipment for San Luis Obispo Fire and Police Department vehicles; and 8. Authorize the Finance Director to return unspent Capital Reserve funding to the Capital Reserve Fund balance after project completion. REPORT IN BRIEF The City’s 2021 Active Transportation Plan (ATP) recommends the installation of an enhanced crossing at the intersection of South Street and King Court as a Tier 1 (highest priority) project to improve comfort and safety for pedestrians and bicyclists crossing South Street, particularly students and fam ilies traveling to/from the Meadow Park neighborhood, Hawthorne Elementary School, and the King -Nipomo Neighborhood Greenway. Plans and specifications have been prepared for installation of a pedestrian hybrid beacon (PHB) crossing system at this intersection, referred to herein as the South Street & King Court Crossing Project (Project). Staff is requesting that the Council Page 47 of 638 Item 6d approve Project plans and specifications, authorize advertisement of the project for construction bids, and approve the transfer of funds from the Capital Projects Reserve Fund to the Project account in order to fully fund the Project and advance to construction. POLICY CONTEXT On May 17, 2022, Council approved a Purchasing Policy Update to the Financial Management Manual that required Council approval for Public Projects that cost over $200,000. The recommended actions for the award and fund appropriation are supported by the City Council’s adopted Capital Improvement Plan as well as its Fund Balance and Reserve Policy. The City’s Fund Balance and Reserve Policy was adopted in June 2021 and includes guidelines related to the Capital Projects Reserve Fund, as follows: The City will maintain a committed reserve of 20% of the capital improvement plan budget from the Local Revenue Measure for the purposes of offsetting unanticipated cost increases, unforeseen conditions, and urgent unanticipated projects to provide continued investment in infrastructure maintenance and enhancement. Use and allocations of funds from the Capital Projects Reserve Fund will be made to Capital Projects including Major Facility Replacement upon Council approval as necessary during any fiscal year. The recommended use of the Capital Projects Reserve Fund to supplement the South Street and King Court Crossing project is consistent with this policy in that these funds would offset construction cost escalations that have occurred since the South Street & King Court Crossing Project was originally scoped and funded via an outside grant. These funds will help ensure delivery of the project and avoid forfeiture of current grant funding. The City’s adopted 2021 ATP recommends installation of pedestrian crossing improvements, such as a Pedestrian Hybrid Beacon, at the intersection of South Street and King Court. This is identified in the ATP as a Tier 1 (highest priority) project. Installation of this Project also supports the City’s 2025 Draft Vision Zero Plan objective to improve traffic safety and reduce fatal and severe injury collisions1. DISCUSSION Background The objective of the South Street and King Court Crossing is to improve crossing safety and mobility for bicyclists and pedestrians crossing South Street at King Court. The Project scope includes installation of a pedestrian hybrid beacon system, accessible curb ramp upgrades, minor modifications to the existing center median, and related sign and striping improvements. This intersection serves as a primary route between the surrounding neighborhood, Hawthorne Elementary School, the King-Nipomo Neighborhood Greenway, and Meadow Park. The intersection currently has two-way stop 1 Per the Federal Highway Administration (FHWA), pedestrian hybrid beacons are a proven safety countermeasure, with potential to reduce pedestrian crashes by 55%. Page 48 of 638 Item 6d control on King Court/Street, with traffic flowing freely along South Street and a rectangular rapid flashing beacon system with a crosswalk located along the east side connecting King Street to King Court. The rectangular rapid flashing beacon system was originally installed in 2023 as an interim pedestrian crossing enhancement until funding could be secured for a more permanent crossing upgrade, such as a traffic signal or pedestrian hybrid beacon, which would further reduce crossing exposure for pedestrians and cyclists. Staff has since secured grant funding through the San Luis Obispo Council of Governments (SLOCOG) to fund the majority of Project construction costs—this grant funds $500,000 of the $625,000 total Project construction cost including construction costs and contingencies. It should be noted that the intersection of South & King currently meets warrants for installation of either a pedestrian hybrid beacon or a full traffic signal. Staff considered full intersection signalization as an option during planning and design; however, following analysis of potential impacts to emergency vehicle response and discussions with the San Luis Obispo Fire Department (SLO Fire), a full traffic signal is not recommended at this time. A full traffic signal would stop through traffic on South Street more frequently to accommodate King Court vehicle movements, potentially increasing delays and response times for emergency vehicles traveling along South Street from nearby Fire Station #1. Comparatively, a pedestrian hybrid beacon will stop through traffic on South Street only when a pedestrian or bicycle is crossing the street , which occurs far less frequently than with a full traffic signal. Additionally, the Project designs incorporate Emergency Vehicle Pre-emption (EVP) equipment2 at the pedestrian hybrid beacon, which will help minimize potential increases in emergency response times associated with the Project. This installation will include both traditional infrared-based EVP detection, currently used in San Luis Obispo and most jurisdictions, as well as more modern GPS-based detection capabilities. The addition of GPS-based EVP allows the pedestrian hybrid beacon equipment to detect approaching emergency vehicles more effectively, further reducing potential delays to emergency response times. If there is an EVP call before a crossing sequence has started, it will delay the pedestrian crossing from starting until the emergency vehicle has cleared the intersection. However, if a pedestrian crossing walk phase has already begun before an EVP call, the signal system will go to the countdown phase to allow a ped estrian to clear the intersection. As noted in the recommendation section, staff is requesting Council authorization to use funds from the Project account, not to exceed $195,000, towards the purchase of upgraded EVP equipment with GPS capabilities for SLO Fire vehicles, and for the purchase and installation of EVP emitters for up to 20 SLO Police Department vehicles, which currently lack any EVP equipment. This will enable full utilization of the modernized 2 Emergency vehicle pre-emption (EVP) is designed to give emergency response vehicles a green light on their approach to a signalized intersection while providing a red light to conflicting approaches. Benefits of using emergency vehicle pre-emption include improved response time, improved safety, and cost savings. Page 49 of 638 Item 6d EVP equipment at this intersection, and future intersections upgraded with GPS equipment in the coming years. The pedestrian hybrid beacon has been designed with future adaptability in mind, minimizing the additional costs required to convert the system to a full traffic signal as a future phase, should that be desired down the road. It is recommended that any future signalization would only be pursued if it can be advanced without causing significant impacts to emergency response times. Final Project Plans and Specifications are provided for reference. Attachment B includes a vicinity map of the project location, as well as photos demonstrating the existing and proposed crossing configuration. Previous Council or Advisory Body Action In 2021, the City Council adopted the ATP, which included the South and King Crossing as a project recommendation. On June 6, 2023, City Council adopted the 2023-25 Financial Plan, which approved appropriation of $500,000 in SLOCOG grant funding for the Project. The City’s Active Transportation Committee (ATC) has also received multiple updates on the South and King Crossing Project, including a recent presentation of the final project designs at their September 18, 2025 meeting. The committee expressed support for advancing this project. Public Engagement The Project was recommended in the 2021 Active Transportation Plan and identified in the 2023-25 Financial Plan, both of which had extensive community outreach and afforded opportunities for the public to review and comment on all capital projects. There were subsequent opportunities for public input when this project was presented to the City’s ATC and prior to this Council meeting, with each meeting including all required advanced postings and notifications. It should also be noted that there were several requests from community members advocating for a substantial pedestrian crossing improvement at this intersection as part of the public engagement process for the City’s Draft Vision Zero Action Plan. In addition, staff has received numerous other communications from community members expressing support for this crossing upgrade. The City has previously prepared videos, fact sheets, and other educational materials on how pedestrian hybrid beacon systems work and rules-of-the-road for drivers, bicyclists, and pedestrians. These materials will be redistributed via the City’s ongoing “Roll and Stroll” education campaign (pedestrian hybrid beacon specific materials available here). In addition, electronic message signs will be placed along South Street during Project construction to alert road users of construction activities and the introduction of the new crossing system. Page 50 of 638 Item 6d CONCURRENCE The Project and staff report has been reviewed and has concurrence from the City Public Works Department, Fire Department, City Attorney’s Office, and City Administration. ENVIRONMENTAL REVIEW The Project qualifies for an Exemption to the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15301 Class 1 (Existing Facilities) and 15302 Class 2 (Replacement or Reconstruction) as the Project consists of installation of traffic signal equipment, curb ramp/sidewalk and center median reconstruction, and roadway signing and striping within an existing urbanized environment, in which there is negligible or no expansion of use. A Notice of Exemption will be filed through the Community Development Department. FISCAL IMPACT Budgeted: Yes Budget Year: 2025-26 Funding Identified: Yes Fiscal Analysis: Funding Sources Total Budget Available Current Funding Request Remaining Balance SLOCOG Grant (State REAP Funds) $500,000 $500,000 $0 Capital Projects Reserve Fund (Capital Outlay LRM) $4,153,275 $320,000 $3,833,275 Total $ 4,653,275 $820,000 $3,833,275 The South Street and King Court Crossing Project was first identified in the 2023-25 Financial Plan (page 391), and $500,000 in grant funding administered by SLOCOG (via State REAP funds) was appropriated to the Project account for construction. The construction cost estimate for the Project is $525,000. As documented in the attached Resolution (Attachment A), to ensure sufficient funding for Project construction and for the purchase of EVP equipment for SLO Fire and SLO Police Departments , staff recommends appropriating an additional $320,000 from the Capital Project Reserve Fund to the Project account to provide a total balance of $820,000—$625,000 towards Project construction and contingencies, and $195,000 towards EVP equipment upgrades. Page 51 of 638 Item 6d The Capital Project Reserve Fund has a current balance of $4,153,275 which can accommodate this request. Several high-value projects are scheduled to move into construction this year, including one currently out to bid (Righetti Community Park) and others expected to advertise for bids later in the fiscal year. After the requested $320,000 appropriation, the Reserve Fund will have a remaining balance of $3,833,275 which may be utilized to provide funding to support delivery of those forthcoming projects. South Street and King Court Crossing, Specification No. 2001059 South Street and King Court Crossing (2001059) Capital Projects Reserve Fund Project Total Costs SLOCOG Grant (State REAP Funds) Fund Construction Estimate $500,000 $25,000 $525,000 Contingencies (18%) $0 $94,500 $94,500 Base Construction Cost $500,000 $119,500 $619,500 Materials Testing: $0 $4,500 $4,500 Printing: $0 $1,000 $1,000 Total Construction Cost $500,000 $125,000 $625,000 Emergency Vehicle Preemption Equipment Purchase $0 $195,000 $195,000 Current Fund Balance (Account 2001059): $500,000 $0 $500,000 Additional Funding Request (CIP Capital Reserve): $0 $320,000 $320,000 TOTAL PROJECT BUDGET $500,000 $320,000 $820,000 As noted previously, staff requests Council authorization to utilize a portion of the Capital Projects Reserve Funds transferred to the Project account (not to exceed $195,000) to fund EVP equipment upgrades for SLO Fire and EVP equipment purchase s and installation for SLO PD. This purchase would provide GPS-based EVP capabilities for SLO Fire and provide SLO PD patrol vehicles, which currently lack any EVP equipment, with the ability to activate EVP systems at traffic signals, which will minimize potential increases in emergency response times along South Street associated with the Project. SLO Fire has identified up to 10 vehicles needing this EVP equipment, while SLO PD has identified up to 20 vehicles for this equipment installation. Equipment costs are estimated at approximately $5,000 per vehicle, with an estimated $2,500 in installation costs for SLO PD vehicles (SLO Fire can install equipment using in -house staff). Page 52 of 638 Item 6d ALTERNATIVE 1. Deny the approval to advertise the Project. City Council could choose to deny the authorization to advertise this Project. This alternative would further delay the project, which could lead to a rise in construction cost, risk forfeiture of SLOCOG grant funds, and delay recommended pedestrian crossing upgrades. 2. Approve the Project without the use of Capital Projects Reserve Fund. City Council could choose to advertise the Project without the use of the Capital Project Reserve Fund. As the engineer’s estimate is higher than the current available balance, denying the use of the Capital Projects Reserve fund would leave the Project with funding gap that will need to be covered from another source. 3. Pursue a Traffic Signal as the Preferred Design Alternative. City Council could direct staff to redesign the Project to include a full traffic signal instead of the currently proposed Pedestrian Hybrid Beacon. This alternative is not supported by SLO Fire based on concerns that this would lead to higher delays for emergency response vehicles along South Street. This alternative is also anticipated to increase construction costs by approximately $50,000 and require additional funding and time for design modifications. This would delay advertisement of the project by approximately three months. ATTACHMENTS A - Draft Resolution Authorizing Appropriation of Funds from the Capital Projects Reserve B - Project Vicinity Map Page 53 of 638 Page 54 of 638 R ______ RESOLUTION NO. _____ (2025 SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO, CALIFORNIA, AUTHORIZING USE OF $320,000 FROM THE CAPITAL PROJECTS RESERVE FUND TO SUPPORT THE SOUTH STREET AND KING COURT CROSSING PROJECT, SPECIFICATION NUMBER 2001059 WHEREAS, in June of 2023, City Council approved the 2023-25 Financial Plan, which identified the South Street and King Court Crossing (Project) with a budget of $500,000 to support construction efforts; and WHEREAS, the project involves improvements to the existing curb ramps and medians within the existing roadway necessary for the installation of a pedestrian hybrid beacon system (PHB), which will be replacing the existing Rectangular Rapid Flashing Beacon (RRFB) system; and WHEREAS, to provide sufficient funding to proceed with Project construction and purchase of emergency vehicle equipment for the San Luis Obispo Fire and Police Departments to minimize potential increases in emergency response associated with the Project, staff recommends that the City Council approve the use of an additional $320,000 from the Capital Project Reserve Fund; and WHEREAS, a balance of $4,153,275 is currently available in the Capital Project Reserve Fund. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. The City Council authorizes the appropriation of $320,000 from the Capital Project Reserve Fund to the South Street and King Court Crossing project account 2001059. Upon motion of _______________________, seconded by _______________________, and on the following roll call vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this _____ day of _____________________ 2024. Page 55 of 638 Resolution No. _____ (2025 Series) Page 2 R ______ ___________________________ Mayor Erica A. Stewart ATTEST: __________________________ Teresa Purrington City Clerk APPROVED AS TO FORM: __________________________ J. Christine Dietrick City Attorney IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, on ______________________. ___________________________ Teresa Purrington City Clerk Page 56 of 638 Attachment D - Project Vicinity Map Pg. 1 of 3 Page 57 of 638 Attachment D - Project Vicinity Map EXISTING SOUTH & KING CROSSING CONFIGURATION Pg. 2 of 3 Page 58 of 638 Attachment D - Project Vicinity Map PROPOSED SOUTH & KING CROSSING CONFIGURATION Pg. 3 of 3 Page 59 of 638 Page 60 of 638