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Home My WebLink About08/18/1992, C-6 - BID PROPOSAL FOR TRAFFIC SIGNAL UPGRADE: SANTA ROSA AT MONTEREY, SANTA ROSA AT PALM, AND SANTA ROSA AT MILL; CITY PLAN NO. T-14C. I��i��N►��IIIIII I Mugus ?' Yt, 1992 city o1' san rays oBIspo a COUNCIL AGENDA REPORT ITEM NUMBER: FROM: Wayne A. Peterson, Acting Public Works Directoi Prepared by: John Rawles, Engineering Assistant/Traffic SUBJECT: Bid Proposal for Traffic Signal Upgrade: Santa Rosa at Monterey, Santa Rosa at Palm, and Santa Rosa at Mill; City Plan No. T-14C. RECOMMENDATION: 1. Reject the lone bid of July 16 , 1992. for City Plan No. T-14C. 2 . Authorize staff to re-advertise for bids, and authorize the CAO to award the contract if the lowest responsible bid is within the Engineer 's Estimate for the modified project. DISCUSSION: On July 16, 1992 the City received only one bid of $114 , 134 for the above-mentioned project. This bid proposal was substantially higher than the anticipated cost of $70, 000 for the work requested. In light of the recent fiscal constraints facing the City, staff has eliminated some of the requested equipment and made minor modifications to the plans and specifications to provide the City with a more cost-effective alternative. By eliminating the Santa Rosa/Monterey intersection as a permanent traffic counting station and downgrading from the originally specified type of loop detection, staff believes that the total project costs incurred for the modified plan will be significantly lower than the original project. The operational performance and safety upgrades planned for the original project have been maintained in the modified project. BACKGROUND: The City' s traffic signal installations at the above-mentioned intersections are operating with equipment which has outlived its useful service life. This equipment is aged and presents a reliability and maintenance liability to the City. This proposed upgrade project represents the continuation of an on- going traffic signal upgrade program which was initiated in 1989 to systematically upgrade all of the existing outdated installations. The three intersections included in this project were last upgraded in 1977 ; spare parts for these three controllers are no longer available. For this reason they were prioritized in the CIP for controller replacement in advance of other signal projects. ��iI�iIIiIIIIIII�" ��IIII city of san L-.Is osIspo COUNCIL AGENDA REPORT FISCAL IMPACT; The need for signal upgrade and controller replacement coincides with the Council-approved FETSIM Grant Project. The FETSIM Grant Project has provided state funding for controller replacement at these three intersections. For this reason the plans and specifications for the signal upgrade project reflect changes which are required for the FETSIM project, and the aggregate cost to the City will be lower than that which was originally anticipated. Council has asked that signal plans be prepared for these locations,. and Council has budgeted $80 , 000 for the improvements. In an effort to provide for the disabled, along with the concrete work which must be performed as part of the signal design, staff has included corner reconstruction and handicap ramp relocation as part of this project. The additional cost for this concrete work was not budgeted for in the CIP. This cost significantly impacts the total project cost, however staff recommends this work be included. • Project as Advertised: i Engineer ' s Budgeted Contractor ' s Location Estimate in CIP Bid Santa Rosa/Mill $20, 000 $30,000 $21, 974 Santa Rosa/Palm 25, 000 30, 000 33 , 600 Santa Rosa/Monterey 25, 000 20, 000 47 , 990 Curb, Gutter (Included w/ & Sidewalk signal work) -0- 10 , 570 i Total: $70, 000 $80, 000 $114, 134 j • Modified Project: Engineer ' s Location Estimate Budgeted Santa Rosa/Mill $18 , 000 $30, 000 Santa Rosa/Palm 22 , 500 30, 000 Santa Rosa/Monterey 28, 500 20, 000 Curb, gutter 11 , 500 -0- Total: $80, 000 $80, 000 Contingencies 4 , 500 $85, 000 The total project cost for the modified plan will be $85, 000. As noted above, the FETSIM project will contribute $38 , 400 to upgrade the traffic signal controllers. The net cost to the City for the modified project will be $46, 600 . °`n��l�iil!IIIIP�' IIIIIII city of San Is OBISPO COUNCIL AGENDA REPORT See pages E-8 and E-18 of the .Capital Improvement Portion of the 1991- 93 Financial Plan. At its meeting of June 30 , 1992 Council directed that this project should go forward for the following reasons: (Refer to attached Exhibit B-2) . • Outside funding available • Design substantially under way • Significant operating savings • Maintenance of existing facilities ALTERNATIVES: Option 1: Approve recommendation for approval of modified plans and specifications. Option 2 : Approve bid proposal for original plans and specifications. Option 3 : Postpone signal upgrade installation to a later date. Impacts of the Alternatives : Option 1: Proceeding with the installation will utilize funds set aside for this project, and will assure compliance with provisions and requirements approved for the FETSIM Grand Program. Option 2 : The additional equipment is not essential to the safe operation of the traffic signal system, and may not be justified in a time of fiscal constraint. I Option 3 : The•'upgrade projects will be more expensive to install at a later date. The City may lose funding for the FETSIM project which is currently underway. CONCURRENCE: i This project has been given. a categorical exemption by the Planning Division. Plans and specifications are available in Council Office for review. y2/04C-5f2 by i I Exhibit-L—Z General Fund Capital Projects that Should Go Forward Criteria for Retaining the Pro'ect Longstanding Outside Design Contractural Significant Maint Public Funding Substantially or Policy Operating of Existing Safe Available Undemav Committment Savines Facilities Public Safety Police station HVAC impry : z z z Fire station: 1 replacement z x Underground tank monitoring &removal x Transportation Orcutt road widening x x Traffic signal upgrades Monterey @ Santa Rosa x x x x Palm @Santa Rosa x z x x Mill @ Santa Rosa x x x x Elk's lane bridge x x x Nipomo street bridge x x x Balance of Brl:euay projects x x x Street reconstruction — 91/92 x x x x x Leisure, Cultural& Social Sery Recreation admin facility X. x: Playground improvements z x z x z French park — final phase z X: Mission playlot x x x x Park sand&edging replcmat X. Parks irrigation telemetry sys x x Sinsheimer park energy impry Stadium lights x x x x.,: Tennis court lights x x x x Swim center filter replacement z x x z Golf course irrigation project x x x x Balance of open space funding x Performing arts center x x Mission plaza improvementsX. z General Government Energy imprvmenu—City bldgs z z. Seismic safery corrections x z z z City Hall fire alarm replacement x x X. Information s-stem impry x x x x Notes 1. It is recommended that CIPprojecu funded through the enterprise and agency fun ds(water,sewer,parking, transit,and whale rock-)also go forward based on their independent funding from the General Fund. 2_ Detail project descriptions asprepared during the budget review-process are available upon request from the Department of Finance.