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Home My WebLink About07 - Traffic Signal Modernization Phases 4 & 7 ConstructionCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 7 May 11, 2010 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Brad Sommers, Senior Civil Engineer 949 - 644 -3326 or bsommers @city.newport - beach.ca.us SUBJECT: TRAFFIC SIGNAL MODERNIZATION PROJECT PHASES 4 AND 7 CONSTRUCTION - AWARD OF CONTRACT NO. 4395 RECOMMENDATIONS: 1. Approve the project plans and specifications. 2. Award Contract No. 4395 to Traffic Development Services, Inc. for the Total Bid Price of $702,447.41 and authorize the Mayor and the City Clerk to execute the contract. 3. Establish an amount of $70,000 (10 %) to cover the cost of unforeseen work. 4. Authorize IT Staff to procure required Ethernet equipment for an estimated cost of $103,000. 5. Approve a Budget Amendment No. BA10- transferring $71,000.00 from the unappropriated Transportation and Circulation Fund balance to the Traffic Signal Modernization Phases 4 and 7 Account No. 7261- C3002006. DISCUSSION: At 10 a.m. on April 6, 2010 the City Clerk opened and read the following bids for this project: BIDDER Low Traffic Development Services, Inc. 2 Steiny and Company, Inc. 3 Pro Tech Engineering 4 PTM General Engineering 5 Moore Electrical Contracting 6 Christopher Morales, Inc. 7 Terno, Inc. TOTAL BID AMOUNT $702,447.41 $733,907.60 $741,905.10* $754,754.01 $757,321.00 $770,252.19* $772,064.00* Traffic Signal Modernization Project Phases 4 and 7 —Award of Contract No. 4395 May 11, 2010 Page: 2 8 International Line Builders $786,306.85 9 C.T. &F. $819,215.79* 10 Manuel Brothers $846,012.50 11 Dynalectric $856,128.26* *Corrected Bid Amount The low total bid amount is 29 percent below the Engineer's Estimate of $990,000.00. The difference in the Engineer's Estimate and the low total bid is due to a significant decrease in the cost of construction over the last years. The low bidder, Traffic Development Services, Inc. possesses a California State Contractors License Classification C -10 as required by the project specifications. The contractor successfully completed the City 2008 -2009 Traffic Signal Rehabilitation Project. Additionally, a check of the contractor's references indicates they have satisfactorily completed similar projects for other municipalities. Construction of Phases 4 (West Newport) and 7 (Balboa Peninsula) of the Traffic Signal Modernization Project have been combined to expedite deployment of the new traffic signal system. The project includes installation of fiber optic communications, 7 CCTV cameras, and new traffic signal control equipment at 30 existing signalized intersections within West Newport and along the Balboa Peninsula. The attached exhibit shows the Phase 4 and 7 project corridors as well as the project corridors for the completed phases (1, 2 and 3), and planned phases. The Phase 4 and 7 field equipment will connect to the City's Ethernet system through additional equipment to be installed at City Hall, General Services, and the Santa Ana Heights Fire Station (Station 7). Additionally, the system has been designed to integrate into the Traffic Management Center completed through the first phase of the Modernization Project. The 2009/2010 Traffic Signal Rehabilitation Project has been combined with Phases 4 and 7 of the Modernization Project. Staff has identified four locations that require traffic signal rehabilitation within the project area. Rehabilitation includes equipment that is outside the scope of the Modernization Project, but is essential to the operation of the traffic signal. The locations include Irvine Avenue /Highland Drive, Dover Drive/Westcliff Avenue, Newport Boulevard /28th Street, and Balboa Boulevard- Newport Boulevard /23rd Street. Pursuant to the Contract Specifications, the contractor will have 120 consecutive working days to complete the work. Environmental Review: The project was determined to be exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 of the CEQA Implementing Guidelines at the time the project was authorized by the City Council. This exemption covers the repair, maintenance and minor alteration of existing public facilities with negligible expansion. Traffic Signal Modernization Project Phases 4 and 7 —Award of Contract No. 4395 May 11, 2010 Page: 3 Public Notice: The Notice Inviting Bids was advertised in the City's official publication and in construction industry publications. Prior to starting work two City prepared notices are distributed by the contractor to both residents and businesses. The first notice will be distributed ten days before work in the area and the second notice 48 hours prior to starting work in the area. Other Costs: In addition to the Contract costs, additional Ethernet communication equipment is required to connect the upgraded traffic signals with the Traffic Management Center via the City's network. To ensure correct equipment is purchased and is configured properly, the equipment is planned to be purchased by the City IT Division through the Administration Department. The Ethernet equipment cost is estimated to be $103,000. Funding Availability: Although the bids came in substantially below the Engineer's Estimate, an additional $71,000 is required to complete all tasks of this project. It is recommended that this amount be appropriated from the Transportation and Circulation Fund for Phases 4 and 7 of the Traffic Signal Modernization Project. Upon approval of the budget amendment, sufficient funds are available in the following accounts for the project: Account Description Traffic Signal Modernization Traffic Signal Rehabilitation Proposed uses are as follows: Vendor C.T. & F., Inc. C.T. & F., Inc. TBD Prepared by: read S miners Senior Civil Engineer Account Number 7261- C3002006 7261- C3001007 Total: Amount $ 700,447.41 $ 175,000.00 $ 875,447.41 Purpose Construction Contract $ Construction Contingency $ Procure Ethernet Equipment $ Total: $ Attachments: Traffic Signal Modernization Submitted by: Amount 702,447.41 70,000.00 103,000.00 875,447.41 fn G. Badum Works Director o+ TRAFFIC SIGNAL MODERNIZATION CITY OF NEWPORT BEACH fi CITY OF IRVINE. ('ITV OF' IRVINE. I- VIVF.RSITY DR gOKAS A 08 . B c LEGEND yfy AO 'P7 n O O� 888N �+ S:A\ Alto s RD i1 co RlD( ;V 1'.ARK RD r PHASES 1, 2 & 3 COMPLETED (50 SIGNALS) 1'1 LASES 4 & 7 PLANNED CONSTRUCTION 6/2010 (30 SIGNALS) PHASE 5 FIIT'IIRE (13 SIGNALS) PHASE. 6 FUTURE (13 SIGNALS) PHASE 8 FI'TURF. (I I SIGNALS) PHASES 1, 2 & 3 CCEV CAMERAS COMPLETED (15 CAMERAS) < PHASES 4& 7 CCTV CAMERAS (7 CAMERAS) �t PHASE 5 F1'TURE CCTV CAMERAS (4 CAMERAS) NMI" PHASE 6 FUTURE C('T' CAMERAS (3 CAMERAS) PHASE 8 FUTURE CCTV CAMERAS (2 CAMERAS) . COMMUNICATION HUB yfy AO 'P7 n O O� 888N �+ S:A\ Alto s RD i1 co RlD( ;V 1'.ARK RD r City of Newport Beach BUDGET AMENDMENT 2009 -10 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues NX from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: NO. BA- 10BA -042 AMOUNT: $71,000.00 Increase in Budgetary Fund Balance X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance To increase expenditure appropriations from Transportation and Circulation unappropriated fund balance to cover additional fundinq needed for Traffic Siqnal Modernization Proiect Phases 4 and 7. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account 260 3605 REVENUE ESTIMATES (360 1) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Amount Description Debit Credit Transportation & Circulation Fund - Fund Balance $71,000.00 Description Signed: Financial Signed: Services Director Approval: City Manager $71,000.00 I 17-?& Date Date Signed: City Council Approval: City Clerk Date Description Division Number 7261 Transportation & Circulation Account Number C3002006 Traffic Signal Modernization Phases 4 and 7 Division Number Account Number Division Number Account Number Division Number Account Number Signed: Financial Signed: Services Director Approval: City Manager $71,000.00 I 17-?& Date Date Signed: City Council Approval: City Clerk Date