HomeMy WebLinkAboutItem 1h: Contract with J. Fletcher Creamer & Son, Inc. for Arterial Intelligent Transportation System - Phase 2 in the amount of $804,601.12 and approve 10% contingency A•
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o4nity ot� Q STAFF REPORT
Development Services Department
DATE: August 21, 2012
TO: Honorable Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director\
Philip A. Wray, Deputy Director of Development Services/City Engineer
By: Kevin L. Merrill, Assistant Engineer 'u
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT
WITH J. FLETCHER CREAMER & SON, INC. FOR THE ARTERIAL
INTELLIGENT TRANSPORTATION SYSTEM (ITS)-PHASE 2 PROJECT
IN THE AMOUNT OF $804,601.12 AND APPROVE A 10%
CONTINGENCY
Recommendation: Approve
SUMMARY
Over five years ago, the City began implementation of Phase 1 of the Intelligent
Transportation System (ITS) Master Plan utilizing a Federal Highway Administration
grant to implement several traffic management improvements, including a Traffic
Control System (System).
In 2007, the City of Arcadia applied for and received a grant from Los Angeles County
Metropolitan Transportation Authority (Metro) in the amount of$2,687,000. The grant is
funded (73.5%) from Metro with matching Proposition C funds (26.5%) from the City of
Arcadia. The City of Arcadia will utilize this grant to expand the System to better
monitor traffic conditions within other vitally important areas of the City.
Upon completion of the plans, specifications, and estimates, the project was advertised
for bids in July 2012. Bids were opened on August 7, 2012, with the low bid being from
J. Fletcher Creamer & Son, Inc. in the amount of $804,601.12. It is recommended that
the City Council award a contract for the Arterial Intelligent Transportation System (ITS)
project to J. Fletcher Creamer & Son, Inc. to complete Phase 2.
BACKGROUND
In 2004, the City of Arcadia completed an Intelligent Transportation System (ITS)
Master Plan to layout a short and long-range traffic management program, which
Staff Report—Award Contract—Arterial ITS Phase 2
August 21, 2012
Page 2
included development of a centralized Traffic Control System (System), fiber optic
communications, video cameras, changeable message signs, and video/TV screens.
Over five years ago, the City began implementation of Phase 1 of the ITS Master Plan
utilizing a Federal Highway Administration grant to implement the Traffic Control
System, which was completed in 2008. The City purchased the TransSuite® software
package from TransCore ITS LLC, and hired TransCore to implement the System. The
System connected 34 traffic signals, five video cameras and computer hardware
equipment by way of over five miles of underground conduit and fiber optic cable. The
City utilizes the TransSuite® software to coordinate signal timing, make immediate
changes, and respond to problems quickly. Also, the City can monitor real-time traffic
conditions using the software's video and graphic interfaces.
In 2007, the City of Arcadia applied for and received a grant from Los Angeles County
Metropolitan Transportation Authority (Metro) for Phase 2 of the ITS Master Plan in the
amount of $2,687,000. The grant is funded (73.5%) from Metro with matching
Proposition C funds (26.5%) from the City. The City will utilize this grant to expand the
System to better monitor traffic conditions within other vitally important areas of the City.
As traffic congestion on City streets continues to grow, it becomes increasingly
necessary to improve the management of traffic in order to maximize capacity of streets
and the efficiency of traffic signals.
With the current System in place, the 34 traffic signals can be controlled and operated
from one central computer at City Hall. Specifically, some of the main benefits are as
follows:
• Signal timing can be changed at a computer workstation in City Hall rather than
adjusting the intersection computer manually at the intersection, which is a
significant savings of time for a technician in the field.
• Signal timing can be changed during construction projects based on observed
project impacts, which provides for better operation of the traffic signals and
improved flow of traffic, especially when lanes are reduced due to construction.
• Traffic conditions are monitored visually and graphically from City Hall rather than
driving to the site to observe conditions.
• Special event traffic such as from the Westfield Mall during the holidays and
large race track events can be better managed by making signal timing changes
through the System. The management of traffic at the the mall intersections is
now programmed to occur the same time each year from Thanksgiving to
Christmas on specific dates and times.
Staff Report—Award Contract—Arterial ITS Phase 2
August 21, 2012
Page 3
• In the event of a citizen complaint, if the intersection is on the System, the
complaint can be investigated through the System rather than by a site visit and,
in most cases, the specific problems(s) can be identified and remedied.
Currently, the management and operation requires one engineer to log onto the System
approximately one to two hours each day to monitor and observe traffic conditions
during peak morning and/or afternoon periods, correct any problems that occur, and call
for traffic signal maintenance when needed.
DISCUSSION,
The project scope, as currently approved by Metro, is to construct approximately five
miles of conduit (pipe) and install fiber optic cable, and install video cameras at key
intersections along arterial streets (see the attached map). Also, several traffic signals
will be upgraded with new controllers, power supplies, and communication equipment to
expand the System to those intersections. A contract was previously entered into with
TransCore and several months were spent working with them to develop the plans,
specifications, and estimates for the project.
The plans, specifications, and estimate were completed and the project was advertised
for bids in July 2012. The engineer's estimate for the project was $1,300,000. Six (6)
bids were received and opened on August 7, 2012, with the following results:
Company Amount
J. Fletcher Creamer & Son Inc. $804,601.12
Sully-Miller Contracting Co. $1,097,440.00
Flatiron Electric Group Inc. $1,193,940.00
Comet Electric Inc. $1,373,723.00
DBX Inc. $1,465,304.00
PTM General Engineering Service Inc. $1,649,303.20
The low bid is from J. Fletcher Creamer & Son, Inc. in the amount of $804,601.12. The
bid from J. Fletcher Creamer & Son, Inc. is competitive in all items, but significantly low
in conduit and fiber installation. J. Fletcher Creamer & Son, Inc. is satisfied with their
bid and has assured the City that they can do the work for the bid amount. Several
references were contacted and they indicated that J. Fletcher Creamer & Son, Inc. has
done quality work on similar projects. A 10% contingency is requested for additional
funding authority for any unforeseen conditions.
It is anticipated that work will begin in the middle of September 2012. The duration of
the project is scheduled for 90 days (three months) with the only disruption to traffic (i.e.
closing of lanes) occurring when excavation for the conduit work in City streets is
required. The contractor will be responsible for all traffic control measures on City
streets during the project. The bid documents specify that the contractor is to stop all
Staff Report—Award Contract—Arterial ITS Phase 2
August 21, 2012
Page 4
work, clean up the work site, and remove all traffic control measures prior to the week of
the Breeders' Cup for areas near Santa Anita Park. Although there will be minimal work
directly adjacent to the Race Track and the Westfield Mall, the contractor is required to
have all lanes of traffic open during race days at Santa Anita Park. Also, all work in the
vicinity the Westfield Mall will be required to be completed prior to Thanksgiving and
Christmas in order to minimize impact on mall traffic.
ENVIRONMENTAL IMPACT
This project is categorically exempt per section 15301(c) of the California Environmental
Quality Act. This is because it is replacing equipment and interconnecting existing
traffic signals with fiber optics lines to improve the efficiency of the existing road
and traffic signal network.
FISCAL IMPACT
The project was budgeted in the FY 2009-10, FY 2010-11, and FY 2011-12 Capital
Improvement Program, with $1,976,000 from Metro and $711,000 in Proposition C
funds for a total budget of $2,687,000. Approximately $700,000 has been spent and
encumbered thus far on design and other portions of the overall project. Upon
completion of this work, a few other elements of the overall project will remain. The
balance of the grant will be applied to those elements and will be pursued under
separate contract. Therefore, there are sufficient funds to cover the construction of this
project.
RECOMMENDATION
Authorize the City Manager to enter into a Contract with J. Fletcher Creamer & Son, Inc.
for the Arterial Intelligent Transportation System (ITS) project in the amount of
$804,601.12 and approve a 10% contingency.
APPROVED:
Dominic Lazz o
City Manager
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