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Home My WebLink About05/05/2009, C5 - BROAD AND PISMO TRAFFIC SIGNAL REPAIRS V o Nn V L May 5,2009 agenda Report 1®Numha CITYOF SAN LUIS O B I S P O FROM: Jay Walter, Public Works Director L Prepared By: Jake Hudson, Senio raffic Engineer SUBJECT: BROAD AND PISMO TRAFFIC SIGNAL REPAIRS RECOMMENDATION 1. Authorize the creation of a new CIP project to repair the damage to the Broad and Pismo traffic signal caused by a recent traffic collision. 2. Approve the transfer of$35,000 from the CIP reserve to the new Broad and Pismo Signal Repair project. DISCUSSION Recently a traffic signal pole at the intersection of Broad and Pismo was struck and damaged by a motorist. Damages to the pole are significant and appear to have compromised its structural integrity. Staff has already performed the necessary repairs to remove the damaged pole because of its age and current condition. The repairs are proposed to be made in two phases; the first phase included removing the damaged pole and installing a temporary pole, the second phase will consist of excavating the foundation of the old pole, installing new electrical wiring, installing a new foundation and pole, and repairing the surrounding sidewalk. City staff is in contact with the driver's insurance company and are currently processing an insurance claim for associated repair costs. As of April 6, 2009 the motorist's insurance company has acknowledged its client's responsibility and has indicated that it is anticipating making some form of payment to the City for the damages. City staff has submitted the Engineer's Estimate for the repair work to the insurance company and is currently waiting for a response. Street Lighting and traffic signal repairs are typically funded from the Equipment Maintenance account. However, before the end of this fiscal year Public Works staff will need to purchase replacement parts and materials for the upcoming year with these funds. An expenditure of this size would exhaust all remaining funding in that account and prevent the purchase of needed replacement parts and equipment for the upcoming year, thus limiting staff's ability to repair malfunctioning traffic signals and street lights. However, in order to expedite the repairs at Broad and Pismo, staff has already finished the first phase repair work using the Equipment Maintenance account as an interim funding source until the necessary funds can be allocated. The traffic signal reconstruction project for this intersection was submitted for consideration as part of the 2009-11 Financial Plan Capital Improvement Project (CIP) list, but was not recommended for funding during the next two year period. Most of the work required to repair the signal components for this comer will reduce the overall scope and cost of that future reconstruction project, but a portion of the repair work needed, estimated to cost $10,000, would need to be Cs-I Broad and Pismo Traffic Signal Repair Page 2 demolished and reinstalled as part of the future project. With an additional allocation ($12,000) from the CIP Reserve Account, the project work for this corner could be completed with no future demolition and removal. This type of"throw away work is not normally encouraged, and staff is keenly aware of the current fiscal climate. Due to the uncertainty of when that future reconstruction project will move forward, staff does not recommend advancing funding for additional work at this time. SW Corner of Broad Construction Additional "Throw Total Cost: and Pismo Costs Costs Away" Costs Repair Project $359000 _ $12,000_ $47,000 Future Reconstruction $35,000 $127000 $107000 $579000 Project FISCAL IMPACT Street lighting and traffic signal repairs are typically funded from the Equipment Maintenance account. This maintenance account has an annual allocation of$30,000 and a current balance of approximately $13,000. However; before the end of this fiscal year the Streets Division has planned to purchase replacement parts needed for the upcoming year. The Streets Division Supervisor has indicated that this upcoming purchase will exhaust all remaining funding in this account, which would otherwise be available for this project. Therefore, staff is recommending a transfer of$35,000 from the CIP Reserve account to a new CIP account for this repair work. CURRENT PROPOSED PROJECT FUNDING SOURCE BUDGET BUDGET Engineer Estimate $0 $31,818 10%Contingency $0 $3,1_82_ Total Project Estimate $0 $35,000 CIP Reserve (90215) to Broad Pismo Repair(90913) $0 $35,000 Total Project Budget $0 $35,000 ' Currently there is an available balance of$239,612 in the CIP Reserve which could be used to support this repair project. Following the transfer of$35,000 there will be a remaining balance of$204,612 in the CIP Reserve. Should staff be successful in recovering these costs through the insurance claim, any funds received will be returned directly to the CIP Reserve. ALTERNATIVES 1. Defer the Project. As indicated above, staff is proceeding with the first phase of the repairs. If the second phase project is deferred, the temporary pole (with sandbags to support the pole base and exposed electrical wiring) will need to be maintained until the final repairs are approved. Because the temporary pole cannot support the full signal head array, signal indication visibility will be reduced, increasing the risk of traffic collisions. In addition, if the cs-a Broad and Pismo Traffic,Signal Repair Page 3 permanent repairs are deferred too long; it will become increasingly difficult to successfully pursue reimbursement through the insurance claim. 2. Fund a portion of the projectfrom the remaining equipment maintenance account and the remaining funding from the CIP Reserve. As indicated earlier in the report, all remaining funding in this account is currently earmarked for replacement equipment for use in the next fiscal year. If the funding from the equipment maintenance account is used on this repair project and replacement equipment for next fiscal year is not acquired, the streets department will not be able to repair malfunctioning traffic signals and street lights within a reasonable. response time. For example if a traffic signal component fails causing a signal to go into flash and the City does not have replacement parts on hand, that traffic signal will have to stay in flash until a purchase is made and the components shipped to the City. For common replacement parts it can take up to 2-3 weeks from the time a part is ordered till the time it is received. This also assumes that adequate funds are available in the operating budget to make this purchase at that particular time. 3. Approve an additional$12,000 transfer from the CIP Reserve to avoid "throw-away"work in the future reconstruction, project. As indicated earlier in the report, advancing an additional. $12,000 from the CIP Reserve account now to include signal equipment and sidewalk work needed for the future reconstruction project would result in an overall savings of$10,000 when the future project is funded. However, due to the current fiscal climate and the uncertainty of when the reconstruction will move forward staff is not recommending this strategy. ATTACHMENT Photograph of damaged pole G:\Staff-Reports-Agendas-Minut-es\ CAR\2009\Trans ortation\BroadPismoRe air.doc �S�3 14 .S. ,S �,7y1 ryr K4 ti �F ` ��r• �• { r �) r . Ar' ;amt.�„*t`i`t `7' 't;s- .i.�f� �� y � `;fs ,� a -,,. r .E .,ar r ---• CRISP�� `,�+.f.' . `t'+z'r„r.c :•�' .�J F� �-•r.� fi•- 4.Fnm E$y • i� :Y ) �• �"',��+G:i, +.i � � a) r!"� 'T•.7'4 rFy!*�JL � 't.� �xC L r.. 1t r }, t a P t�. � �( ,.'1f Y" 'ey_Ss:�ty��.i-0y� +,jv �. �1. ✓ V N` l n ti-a 1�+t �Y�� ) Sgt- ✓ s r �' d 1 r. ��`• rl.'.AFJr � ' r y��. 4 r' 9Yi, ,.' t a.e r }.�C-�'�"�} � ,re a �S.C3i•3��s��.++4'.�i�r..+ p M o ✓ 4/c,,rc'"r,{r?' '• 2.. �.��' �i t., r 3 � �i�� r.�� `� ki �'r to 'Y � }lK r 'vSr{ r ..m , t ��A ,Y,•�p �. .:S k' �'R�.. 2 '24 r,.s' 1 rr J� 71F'*. 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