HomeMy WebLinkAbout05/03/2011, C 9 - GRAND AVENUE/HIGHWAY 101 TRAFFIC SIGNAL INSTALLATION, SPECIFICATION NO. 90876 council "May 3,2011
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CITY OF SAN LUIS O B I S P O
FROM: Jay D. Walter, Director of Public Works 9VW
Prepared By: Matt Crisp, Engineer II -Traffic Division
SUBJECT: GRAND AVENUE/HIGHWAY 101 TRAFFIC SIGNAL INSTALLATION,
SPECIFICATION NO. 90876
RECOMMENDATIONS
1. Approve the plans and specifications for the "Grand Avenue/HWY 101 Traffic Signal"
Project, Specification No. 90876.
2. Authorize staff to advertise for bids and authorize the City Manager to award the contract if
the lowest responsible bid is within the Engineer's Estimate of$225,000.
DISCUSSION
In 2007, the California Department of Transportation (Caltrans) approached City staff requesting
assistance in signalizing the intersection of Grand Avenue and Highway 101. This intersection is
primarily under State jurisdiction. Caltrans first found this intersection met the criteria justifying
signalization in May 1993; however, Caltrans postponed signalization of this intersection to
allow for further review. In March 2007, Caltrans once again found that this intersection met the
criteria justifying signalization and began working with the City to initiate the project.
In April 2007, as part of a joint effort with the Caltrans, City staff applied for Federal Highway
Safety Improvement Program (HSIP) grant funding and the grant was awarded to the City in
2008. The City Council approved this project with the Council Agenda Report on July 15, 2008
and as part of the 2008 Annual Traffic Safety Report.
Project design work began in May 2009 and construction documents are now complete. Staff is
ready to begin advertising for construction bids. The design process for this particular project
took longer than typical for signalization projects due to constraints with the Federal grant
funding, staff priority reassignments such as Laguna Village Shopping Center and Prado Road -
Measure H, and an extended review period by Caltrans.
CONCURRENCES
This is a joint project between the City and Caltrans. Caltrans has completed the traffic signal
warrant analysis justifying signalization, of which the City concurs. City staff has agreed to
assist Caltrans in the design and implementation of the project because signalization of this
intersection is identified as a priority safety measure in the City Annual Traffic Safety Program.
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Grand AvenuelHWY 101 Traffic Signal (90876) Page 2
FISCAL IMPACT
The total budget for the Grand Ave/Hwy 101 project is $407,000. This project is 100% grant
funded through HSIP grant funds ($370,000) and Caltrans State Highway Operation and
Protection Program (SHOPP) funds (37,000). Currently, there is $373,011 remaining in the
project account. There is sufficient funding to support this request. Although this traffic signal
will be constructed by the City, Caltrans will assume all operational and maintenance
responsibilities once it is completed.
!Engineer's Estimate ? $ 225,000
IlConstruction Contingencies $ 30,000
j Total for Construction _,__. $ 255,000
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Printing& Misc __. 3 $._ 3,000
Construction Management i $ 40,000 f
Project Sub-total $ 43,000
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TOTAL PROJECT COSTS _ $ 2989000 j
lFundsAvailable _ i $ A� 373,OII j
ATTACHMENTS
1. City Manager Report authorizing design award, January 26, 2009
2. Council Agenda Report appropriating grant funds, July 15, 2008
AVAILABLE FOR REVIEW IN THE COUNCIL READING FILE
Plans and Special Provisions
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T:\Coundl Agenda Reports\Public Works CAR\2011\Transportation\Grand-HWY 101 signal\90876 CAR.doc
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Attachment 1
city of
San Luis OBISpo
CITY MANAGER
RE-PORT s • s
Final CAO Approval A rover Name Date Approved
City Administration Shelly Stanwyck February 25, 2009
Reviewer Routing List Reviewer Name_ Date Reviewed
City Attorney Jonathan Lowell February 10, 2009
City Engineer Barbara Lvnch February 3,2009
Finance& Information Technology Bill Statler 24-09
January 26, 2009
FROM: Jay D. Walter,Public Works Director IPLV
PREPARED BY: Matt Crisp, Contract Engineer II—Traffic
SUBJECT: Grand Avenue& Hwy 101 Traffic Signal, Specification No. 90876
RECOMMENDATIONS
1. Execute an agreement with PBS&J in an amount not to exceed $22,750 for the design of
the traffic signal installation at Grand Avenue and Hwy 101 North Bound off ramp.
2. Approve the transfer of $40,000 from the project construction account to the project
construction management account.
DISCUSSION
In a joint effort with the California Department of Transportation(Caltrans), City staff applied for
Federal Highway Safety Improvement Program (HSIP)grant fiinding on April 6,2007 in effort to
signalize the Grand Avenue/Hwy 101 intersection. The grant was awarded in 2008 and the City
was just recently authorized to begin design. The intersection has long been a concern for Caltrans,
in particular with vehicle queues extending onto mainline 101 during peak periods. The signal first
met warrants in May of 1993, at which time Caltrans decided to postpone the signalization until a
later date. The intersection again met wan-ants in March 2007 at which time Caltrans approached
the City to assist in signalizing the intersection. This project is 100%grant funded. The City will
be only dedicating staff resources through construction. Once construction is completed Caltrans
will assume operation and maintenance responsibilities for the signal.Per the City's purchasing
policy, a Request-for-Proposals(RFP)was advertised on December 9,2008 and ten proposals were
received on January 8,2009.
A committee of three Public Works Department staff members independently reviewed and scored
each proposal based on the following criteria; understanding of the work to be done,experience
with similar kinds of work,quality of staff for work to be done, capability in developing innovative
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Attacnment
Grand Avenue/Hw101 NB Signalization, Specifcation No. 90876 - 2 -
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or advanced techniques, familiarity with state and federal procedures, financial responsibility, and
demonstrated technical ability. The rankings are based upon a total of 100 points possible.
The following is a summary of the committee rankings:
Consultant Avera2e Score
PBS&J 90.7
Hatch Mott MacDonald 87.7
Rick Engineering 86
Quad Knopf 84.7
Penfield Smith 83.7
Wood Rodgers 74.3
Tetra Tech 74
Fehr and Peers 73
MNS Engineers 73
Cannon 64.7
FISCAL IMPACT
Funding for this project is provided through a Federal Highway Safety Improvement Program
(HSIP) grant in the amount of$370,000. In addition to the grant funding, the required 10% local
match of$37,000 will be provided by Caltrans. City Council approved the project and funding at its
July 15,2008 meeting.
Currently $30,000 is allocated for design and $340,000 for the construction phase of the project.
Staff is recommending approval of the contract agreement to PBS&J for the design of the traffic
signal installation at Grand Avenue and Highway 101 North Bound off-ramp. There is sufficient
funding in the design phase to support this request. Following approval of the contract
agreement, there will be a balance of$7,250 remaining in the project's design account.
Typically, 10% of construction costs are allocated towards construction management services.
However, in anticipation of unforeseen circumstances impeding construction inspections and
management services and working with outside agencies, staff requests using anticipated
construction savings in the amount of$40,000,or approximately 15%of the total construction costs,
to support construction management services. Staff will transfer funding by budget amendment
request following this approval. At this time, there is $340,000 available in the project's
construction account to provide for this request. After the transfer of funds, there will be a balance
of$300,000 in the project's construction account.
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Grand Avenue/Hwy 101 NB Signalization, Specification No. 90876 - 3 -
Project
3 -Project Budget 2008-09 t Iy
Design Services $ 30,000
Construction $ 300,000
Construction Mgmt $ 40,000
Total Project Budget $ 3709000
Design Award (22,750)
Remaining Project Budget 3479250
ALTERNATIVES
1. Deny or defer the project The City Manager may choose to deny or defer the project. However
this project is 100% grant funded with no financial obligation to the City other than miscellaneous
reimbursable costs and staff resources. Denial or deferral of the project with result in forfeiture of
the grant funding. In addition, should this project not proceed, the opportunity for high impact
collisions to occur along this location will continue. Pedestrians, bicyclists and disabled individuals
will continue to have difficulty accessing the area and crossing these roadways.
ATTACHMENTS
1. Agreement
2. PBS&J Proposal
3. Budget Amendment Request
T:\City Managcr RcportsTublic Works\2009\Transportation\90876-Grand Hwy 101 Signal\90876 Award Dcsign.doc
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Attachment 2
I
council 7/15,2008
j acEnaa RepoRt �N
CITY OF SAN LUI S O B I S P O
FROM: Jay D. Walter, Director of Public Works
Prepared By: Jake Hudson, Engineer III - Traffic
SUBJECT: TRANSPORTATION GRANT FUNDING
CAO RECOMMENDATION
1. Appropriate $120,000 in approved State Highway Account (SHA) grant funding for design
and construction of the Bob Jones Bike Path Bridge Connections project budget(90670).
2. Appropriate $370,000 in approved Highway Safety Improvement Program (HSIP) grant
funding for design and construction of a traffic signal at the intersection of Grand and US
101 North Bound off-ramp.
3. Appropriate $255,150 in approved Safe Routes to School (SR2S) grant funding for
pedestrian improvements at Hawthorne Elementary, Sinsheimer Elementary, and San Luis
Obispo High School, and program $25,515 from the Capital Improvement Project Reserve
Account for the required 10% local match.
4. Appropriate $1,642,000 in approved SHA grant funding for eligible traffic signal and
congestion related improvements as identified in the following report.
REPORT IN BRIEF
During difficult fiscal times it= is important to take advantage of outside funding sources. Over the
past couple of years Transportation staff has been successful in applying for and receiving
approximately 2.4 million dollars in grant funding for specific functions and projects such as traffic
signal improvements & school zone pedestrian improvements. These grants included three different
funding sources; SHA (State Highway Account), HSE? (Hazard Safety Improvement Program), and
SR2S (Safe Routes to School). From these three funding sources eight separate projects are eligible
for funding-, Bob Jones Bike Trail — Connections, General Traffic Signal System Improvements,
Foothill & California Traffic Signal Reconstruction, Foothill & California Railroad Preemption
improvements, Traffic Operations Report Implementation, Hwy 227 Relinquishment signal
conversions and upgrades, Grand & Hwy 101 North Bound Traffic Signal Installation, pedestrian
improvements at Sinsheimer Elementary, Hawthorne Elementary, and San Luis High Schools.
Although these grants have been awarded over the past couple of years SLOGOG has just recently
released them for spending. These grants come at an excellent time, when staff would have
otherwise been requesting this new funding from the general fund during the next Financial Plan,
additional funds will now be available for other new projects� .
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Attachment 2
Transportation Grant Funding Page 2
DISCUSSION
Each year various grants become available for transportation purposes. City policy requires that
the Council review grant submittals that are sought by the City for these purposes. The Safe
Routes to School (SR2S) grant application was approved by Council in April 2003.
Unfortunately, funding was not approved at that time. Staff resubmitted SR2S grant applications
and received notice of award in November 2007. The Hazard Safety Improvement Program
(HSIP) and State Highways Account (SHA) grant applications were not provided to Council
prior to the grant application. The HSIP grant was a joint grant application process, with
Caltrans taking the lead and providing local match funding. The San Luis Obispo Council of
Governments (SLOCOG) provided a very limited application timeline for the SHA grant
program. In part by lack of staffing and an expedited application schedule delegated by
SLOCOG, the SHA grant application was not provided for Council review prior to submittal.
During this difficult fiscal time, staff feels it is essential that the City take advantage of any
outside funding source to assist in delivering capital improvements. State takeaways and
continued decreases in key General Fund revenues have made obtaining grant program funding
increasingly more competitive. The Transportation Planning and Engineering staff has actively
sought out grant revenues that will assist the City in achieving its goals and objectives, as well as
play a key role in the City's overall financial health.
The City has been successful in obtaining several State grants for various transportation
improvement projects as noted above. It is important to note that each of these grants have been
awarded for specific projects and functions related to transportation and safety improvements.
Other than what is specified in this report there are currently no other Capital Improvement
Projects (CIP) or operating programs which are eligible for these grant funds.
Only one of the three approved State grants will require a 10% local match amount in order to
access the funds. The City has been very successful in competing for and receiving various
grants but due to the timing of grant submittals and various staffing issues experienced by the
Public Works department, the programming of the grants into the City's budget was delayed.
Notification of grant awards have been previously provided to Council via Council notes or as
part of the San Luis Obispo Council of Governments (SLOCOG) Council representation updates.
These approved grants are comprised of three different funding sources, State Highway Account
(SHA), Hazard Safety Improvement Program (HSIP), and Safe Routes to School (SR2S). From
the SHA funding source, the City has been awarded four grants; City Wide Signal
Improvements, Various Signal Operation Improvements, Signal Improvements at California &
Foothill, & The Bob Jones Bike Path. From the HSIP funding source, the City has been awarded
a grant for Signalization of Grand & Hwy 101 North Bound off-ramp. From the SR2S funding
source, the City has been awarded a grant for various pedestrian improvements at Hawthorne &
Sinsheimer Elementary and San Luis High School.
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Attachment 2
Transportation Grant Funding Page 3
The following table indicates the incoming grant funding and the corresponding projects which
qualify for the funding. Attachment 1 to this report contains a detailed description of the various
grants and corresponding projects needing to be programmed in the City budget.
GRANT - PROJ.
GRANT FUNDING SOURCE AMOUNT ELIGIBLE PROJECTS ESTIMATE
STATE HIGHWAY ACCOUNT(SHA) SHA ELIGIBLE PROJECTS TO BE PROGRAMMED NOW
Bob Jones Bike Path(90670) $110,000 Bob.Jone Bike Trail Connection(90670)-Grant
Augmentation $110.000
City Wide Signal Improvements $400,000 General Traffic Signal System Improvements $517,000
Signal Operations $1,115.000 Foothill Traffic Signal Reconstruction-Rail Road
Safety Trail $150.000
Signal Improvements California/Foothill $117,000 Foothill Traffic Signal Rail Road Preemption-Rail
Road Safety Trail $500,000
Traffic Operations Report Implementation $165,000
Hwy 227 Relinquishment-Signal Conversions&
Upgrades $200,000
SHA GRANT FUNDING TOTAL $1.762,000 JIDENTIFIED ELIGIBLE PROJECTS TOTAL 51.762,000
HAZARD SAFETY IMPROVEMENT PROGRAM (HSIP) HSIP ELIGIBLE PROJECTSTO BE PROGRAMMED NOW
i
Grand&Hwy 101 North Bound
Si nalization $370,000 Grand& Hwy 101 North Bound Signalization $370,000
SAFE ROUTES TO SCHOOL(SR2S) SR2S ELIGIBLE PROJECTS TO BE PROGRAMMED NOW
Hawthorne,Sinsheimer.&San Luis High $255,150 Hawthorne,Sinshcimer,&San Luis High Pcd $255,Ii0
Ped Improvements lImprovements
FISCAL IMPACT
Bob Jones Bike Trail (90670)—Bridee Connections (SHA)
The Bob Jones Bike Trail — Bridge Connections CIP is identified in the FY 2007-09 Financial
Plan, Appendix B pages 3-270 through 3-273, where $50,000 was appropriated for design and
$170,000 for construction in 2007-08 fiscal year. Project carryover funds in the amount of
$500,000 were combined with the 2007-08 FY funds, making the total project budget—(4
$720,000. Currently the project has a remaining account balance of$219,559. After receiving
$120,000 in grant funding the project balance will be $339,559.
This project is currently in progress and staff has identified that the construction phase is
underfunded and supplemental funding will be needed to help support construction services.
The additional grant funding will be used help supplement rising construction costs and
contingencies associated with the project.
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Attachment 2
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Transportation Grant Funding _ Page 4
2007/09 FINANCIAL SHA GRANT NEW PROJECT
PLAN AUGMENTATION BALANCE
DESIGN $50,000 $0 550,000
CONSTRUCTION $170,000 $120,000 $790,000
Transfer to CONSTRUCTION $500,000
TOTAL PROJECT BUDGET $720,000 $840,000
DESIGN EXPEND. (S48.400) $0 ($4N,400)
CONSTRUCTION EXPEND. (S45-1.041) $0 ($4521041)
FUNDS AVAILABLE $219,559 $120,000 $339,559
General Traffic Signal System Improvements (SHA)
In an attempt to simplify grant funding programs, SLOCOG has combined several grants with
the same eligibility requirements into one large signal operation improvements grant. The
Traffic Signal Improvements 97-99 (Specification No. 99813) was combined with several other
grants recently released. Staff proposes to create a new project titled General Traffic Signal
System Improvements and transfer the remaining funds from the existing project account to the
new project account budget.
The Traffic Signal Improvements 97-99 (99813) was identified in the 1997-99 Financial Plan,
pages 104 and 105. A total of$650,000 was approved for eligible signal improvements from
1997 to 2001. Taking into account all expenditures and carryover balances to date, there is a
remaining balance of $158,081. After the new project receives its appropriated budget of
$527,000 and the remaining funds from the Traffic Signal Improvements 97-99 are transferred,
the new project balance will be $685,081. Projects are expected to start immediately after
receiving funding and will continue until all funds are exhausted.
1997/99
FINANCIAL ADDITIONAL SHA NEW PROJECT
PLAN GRANT FUNDING BUDGET
ALLOCATION $650,000 $527,000 $1,177,000
EXPENDITURES ($491,919) $0 ($491,919)
FUNDS AVAILABLE $158,081 $527,000 $685,081
Foothill/California Traffic Simal Reconstruction—RR Safety Trail Improvements (SHA)
This project was recommended as one of three smaller traffic signal reconstructions and included
in the 2007-09 Financial Plan, Appendix B, Pages 3-241 through 3-243. Funding for the Traffic
Signal Reconstruction Project is identified in an"out year-", tentatively earmarked for funding in
2009-10 FY because it was dependent upon completion of another project.
The Foothill/California Traffic Signal Reconstruction will be completed as a key connection
between Rail Road Safety Trail phase 4 and phase 4a. Staff proposes to remove this project
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Attachment 2
Transportation Grant Funding Page 5
from the overall 2007-09 Traffic Signal Reconstructions CIP. Staff recommends to -
program+ni-ng funding for the Foothill/California project. Staff will return to Council with a
reduced CIP request for the remaining two signal reconstructions as part of the next Financial
Plan. The total project is currently estimated at$250,000. Staff anticipates the project
commencing within the next six months and project completion within the 2008-09 fiscal year.
NEW
PROJECT BUDGET
(SHA GRANT)
ENGINEERS ESTIMATE $190,000
CONTINGENCIES 528,500
PRINTING&PERMITS $3,000
CONSTRUCTION MANAGEMENT $28,500
TOTAL PROJECT COSTS $250,000
FUNDS AVAILABLE $250,000
Foothill/California Traffic Signal RR Preemption—RR Safety Trail Improvements (SHA)
As part of the Rail Road Safety Trail Signal Reconstruction design, staff identified the need for
Rail Road Preemption. This project is not currently identified in any Financial Plan. The
Foothill/California Traffic Signal RR Preemption will be required in order to complete a key
connection between Rail Road Safety Trail phases 4 &4a. Staff proposes to program the
Foothill/California Traffic Signal RR Preemption project at this time so that work maybe
initiated immediately
NEW PROJECT
BUDGET
(SHA GRANT)
ENGINEERS ESTIMATE $430,000
CONTINGENCIES $64,500
PRINTING&PERMITS $5.500
TOTAL PROJECT COSTS $500,000
FUNDS AVAILABLE $500,000
Traffic Signal Installation at Grand&Hwy 101 North Bound (HSIP)
As part of the City of San Luis Obispo's 2006 Annual Traffic Safety Report, the intersection of
Grand Avenue and the Highway 101 North Bound off-ramp was identified as the highest
collision ranked intersection in the City of its class. Of those collisions, 90% 4-�were
deemed correctable. As such, staff proposes to use the Hazard Safety Improvement Program
funding for these improvements. It is anticipated that this project will commence immediately
after receiving funding.
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I
Attachment 2
Transportation Grant Funding Page 6
The traffic signal installation at Grand and Hwy 101 North Bound off-ramp and the associated
HSIP grant funding is not currently identified in any Financial Plan. The total project cost is
estimated at $370,000. In addition to the grant funding there is a required 10% local match. The
California State Department of Transportation (DOT) has agreed to fund the required local
match of$37,000. Therefore, no financial commitments from the City, other than miscellaneous
reimbursable costs and staff resources are necessary.
NEW PROJECT BUDGET
(HSIP GRANT)
ENGINEERS ESTIMATE $267,000
DESIGN $20,000
CONTINGENCIES $40,050
PRINTING&PERMITS $2,900
CONSTRUCTION MANAGEMENT $40,050
TOTAL PROJECT COSTS $370,000
10%Local Match(DOT) $37,000
FUNDS AVAILABLE $407,000
Hawthorne, Sinsheimer, & San_Luis Hieh School Pedestrian Improvements (SR2S)
Pedestrian improvements at these three schools and the associated grant funding are not
currently identified in any Financial Plan. A 10% local match of approximately $26,000 is
required to receive this grant funding. Staff recommends the transfer of$26,000 from the CIP
Reserve account to fund the local match- and will prepare a Budget Amendment Request when
the project specification number has been identified. The CIP Reserve account currently has a
balance of $554,000. -After this transfer, the CIP Reserves will have a balance of $528,000.
There is sufficient funding in the CIP Reserves account to support the p*e}ee�s= rajecfs local
match. The total project cost is estimated at$255,150.
This project is expected to start immediately after receiving funding and will continue until all
funds are expended.
NEW PROJECT BUDGET
(SR2S GRANT)
ENGINEERS ESTIMATE $180,000
DESIGN $20,000
CONTINGENCIES $27,000
PRINTING&PERMITS $1,150
CONSTRUCTION MANAGEMENT $27,000
TOTAL PROJECT COST $255;150
10%Local Match(Transfer from CIP Reserve) $26,000
FUNDS AVAII -BLE $281,150
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Attachment 2
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Transportation Grant Funding Page 7
CONCURRENCES
Safe Routes to School: The San Luis Unified School District including representative faculty and
parents at each of the schools identified in the grant hasye reviewed the proposed projects and
contributed letters of support to the grant.
HSIP: The State Department of Transportation initiated and supports this grant and associated
project. In addition they will be providing the local match.
ALTERNATIVES
Deny approval of SR2S local match finding. The Council may choose not to appropriate the
Safe Routes to School (SR2S) local match of$26,000.Staff does not recommend this alternative
because the award of the SR2S grant funding is contingent upon the local match. If local match
funds are not appropriated, reimbursement of the SR2Sgrant funds will not occur. With no grant
funding available, -the pedestrian improvements at Sinsheimer & Hawthorne Elementary and
San Luis High school will not have the necessary funding to proceed.
Deny appropriation of grant funding. The Council may chose not to appropriate the grant
funding. Staff does not recommend this altemative. The above listed grants represent a total of
$2,424,150 in funds available to the City of San Luis Obispo for eligible transportation and
traffic safety projects. Without these funds, the projects will not have the necessary financial
support to continue. Projects may need to be deferred until alternative funding can be identified.
ATTACHMENT
Description of Projects
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