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HomeMy WebLinkAboutItem 11c - Santa Anita Corridor Intersection Improvements Project DATE: August 20, 2019 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 Merrill, Principal Civil Engineer SUBJECT: CONTRACT WITH CALIFORNIA PROFESSIONAL ENGINEERING, INC. FOR THE SANTA ANITA AVENUE CORRIDOR TRAFFIC SIGNAL AND CROSSWALK IMPROVEMENTS AT THE INTERSECTIONS OF SANTA ANITA AVENUE AND ALTA STREET AND SANTA ANITA AVENUE AND LE ROY AVENUE IN THE AMOUNT OF $713,791, AND APPROVE AN ADDITIONAL APPROPRIATION OF $196,000 FROM THE TRANSPORTATION IMPACT FUND Recommendation: Approve SUMMARY This project proposes two new traffic signals at the intersections of Santa Anita Avenue and Alta Street and Santa Anita Avenue and Le Roy Avenue. The improvements also include the removal of the flashing warning light systems at both locations. In 2015, both intersections were studied for alternatives to the flashing warning light systems for pedestrian safety purposes. As a result, these two locations were recommended for traffic signals. Subsequently, the City identified approximately $560,000 in Federal Transportation grant funds that were available to the City for this type of work. The two traffic signals were combined into one project entitled Santa Anita Avenue Corridor Traffic Signal Improvements, and included in the 2016-17 Fiscal Year Capital Improvement Program using the available grant funding and a local match. The project was advertised for bids in July 2019, and eight (8) bids were received, with California Professional Engineering, Inc. being the low bidder. The low bid amount is greater than the available budget; therefore, an additional appropriation is requested to cover the shortfall. Santa Anita Corridor Intersection Improvements August 20, 2019 Page 2 of 4 It is recommended that the City Council approve, and authorize and direct the City Manager to execute a contract with California P rofessional Engineering, Inc., for the Santa Anita Avenue Corridor Traffic Signal and Crosswalk Improvements at the intersections of Santa Anita Avenue and Alta Street and Santa Anita Avenue and Le Roy Avenue in the amount of $713,791, plus a 10% contingency; and approve an additional appropriation of $196,000 from the Transportation Impact Fund. BACKGROUND In 2015, the City hired KOA Corporation, a traffic engineering firm with expertise in crosswalks and pedestrian safety, to conduct a study of several midblock and uncontrolled crosswalks on Duarte Road and Santa Anita Avenue. They established evaluation criteria for mid-block and uncontrolled crosswalks that considered alternatives ranging from complete removals to full traffic signals. For the intersection of Santa Anita Avenue and Le Roy Avenue, the study recommended the removal of the in -roadway warning light system in the crosswalk and the installation of a full traffic signal. For the intersection of Santa Anita Avenue and Alta Street, the study recommended the removal of the in-roadway warning light system in the crosswalk and further investigation of alternatives. On March 15, 2016, the City Council reviewed the recommendations of the study and directed staff to proceed with implementation. Subsequent to the KOA study, the City hired Gibson Transportation Consulting, Inc., (“GTC”), also with expertise in crosswalks and pedestrian safety, to further study the Santa Anita Avenue and Alta Street Intersection. Utilizing the KOA study criteria, and evaluating the details further, GTC recommended the installation of a full traffic signal to replace the warning light system. In 2016, the City was notified by Metro that as a result of a $3,000,000 Federal Transportation Earmark grant to the City in 2005, approximately $560,000 was unspent and still available under a Repurposing Program. The original grant was for the Santa Anita Avenue Corridor Traffic Improvements project involving the intersections at Foothill Boulevard, Duarte Road, and Live Oak Avenue. Under the requirements of the Repurposing Program, the unused funds must be put toward a project i n the vicinity of, and similar in scope to, the original project. It was determined that the two proposed traffic signals met the requirements and are an appropriate expenditure. Therefore, the two were combined into one project, entitled Santa Anita Avenue Corridor Traffic Signal Improvements, and included in the 2016-17 Fiscal Year Capital Improvement Program using the available grant funding and a local match. On September 5, 2017, the City Council approved a Professional Services Agreement with Kimley Horn & Associates to prepare the design plans for the traffic signals. The design was substantially completed in late-2018. However, there were coordination issues with the County of Los Angeles over work on County Park property at the Alta Street intersection and with Southern California Edison Company over street light conflicts. Those issues have finally been resolved, and the plans and specifications were Santa Anita Corridor Intersection Improvements August 20, 2019 Page 3 of 4 completed and ready for bidding. The Engineer’s Estimate for the construction was $520,000. DISCUSSION The project was advertised for bids in July 2019, and on August 1 , 2019, eight (8) bids were received for the project as follows: NAME AMOUNT California Professional Engineering Inc. $713,791 DBX, Inc. $721,577 Belco $725,361 Dynalectric $734,337 Select Electric Inc. $766,615 Sturgeon Electric California LLC $832,760 Comet Electric $902,737 Alfaro Communication Construction Inc. $1,194,400 The lowest six bids are very close (less than 10% difference), and there are no apparent irregularities, which shows the bidders have a clear understanding of the project, and the bids are a consistent reflection of the bidding environment. The low bid is greater than the Engineer’s Estimate by approximately $193,000, or $96,500 per traffic signal. There appear to be a few reasons for this. In discussions with some of the bidders and other cities, traffic signal work is in great demand and contractors are in high demand, so prices are rapidly rising. In addition, the Engineer’s Estimate is at least eight months old, given the delays from other agencies, and would have likely been increased to reflect the current rise in costs. Specifically, the line item with the biggest increase in cost since the estimate appears to be the signal poles. There are very few pole manufacturers in the region, and they have a backlog in pole orders. The backlog was evident in other recent traffic signal projects in Arcadia, where large delays in pole delivery have been experienced. The contractor indicated that this could account for a $50,000 or more increase per intersection over recent costs. The low bidder, California Professional Engineers, Inc. (“CPE”), has the required license, and is fully qualified to perform the work. CPE has done several previous projects for the City. Their previous work was completed in a timely manner with minimal change orders and satisfactory results. The budget for the project is $700,000. Approximately $110,000 has been spent on engineering design, and staff time. To fund the gap and cover a 10% contingency, an additional $196,000 is necessary, to bring the total budget to $896,000. Included in this contract award action is a request for an additional appropriation of funding from the Transportation Impact Fund. Santa Anita Corridor Intersection Improvements August 20, 2019 Page 4 of 4 ENVIRONMENTAL ANALYSIS This project is categorically exempt per Section 15301(c) of the California Environmental Quality Act (“CEQA”), as an existing highway or street. FISCAL IMPACT This project was budgeted in Fiscal Year 2016-17 Capital Improvement Program at $700,000, with $560,000 in special grant funding, and $140,000 in local funding from the Transportation Impact Fund. To date, approximately $110,000 has been spent on engineering design and staff time, leaving a bala nce of $590,000. Additional funding is necessary as follows: Low Bid $713,791 10% Contingency $ 71,379 Subtotal $785,170 Current Available Budget $590,000 Total shortfall $195,170 The additional funds necessary to proceed with the project are $196,000. This amount is available in the Transportation Impact Fund , and the improvements are an eligible expense. The Transportation Impact Fund is created using fees from development projects throughout the City. No General Funds are necessary for this project. RECOMMENDATION It is recommended that the City Council approve, and authorize and direct the City Manager to execute a contract with California P rofessional Engineering, Inc., for the Santa Anita Avenue Corridor Traffic Signal and Crosswalk Improvements at the intersections of Santa Anita Avenue and Alta Street and Santa Anita Avenue and Le Roy Avenue in the amount of $713,791, plus a 10% contingency, and approve an additional appropriation of $196,000 from the Transportation Impact Fund. Attachment: Proposed Contract GB - STATE & LOCAL (505/507/660) (7/24/00) RVPUB\DRD\570015 CITY OF ARCADIA SANTA ANITA AVENUE CORRIDOR TRAFFIC SIGNAL AND CROSSWALK IMPROVEMENTS PROJECT NO. 41852417 BETWEEN CITY OF ARCADIA AND CALIFORNIA PROFESSIONAL ENGINEERING INC. CONTRACT (PROJECT NO. 41852417) GB - STATE & LOCAL (505/507/660) (7/24/00) RVPUB\DRD\570015 CONTRACT - 1 CONTRACT FOR THE CITY OF ARCADIA SANTA ANITA AVENUE CORRIDOR TRAFFIC SIGNAL AND CROSSWALK IMPROVEMENTS 1. PARTIES AND DATE. This Contract is made and entered into this ______ day of _________, 20__, by and between the CITY OF ARCADIA (hereinafter called the "Owner") and CALIFORNIA PROFESSIONAL ENGINEERING INC. (hereinafter called the "Contractor"). 2. RECITALS. 2.1 The Owner is a charter City organized under the laws of the State of California, with power to contract for services necessary to achieve its purpose; 2.2 Contractor, in response to a Notice Inviting Bids issued by Owner on 8-1-19, has submitted a bid proposal for construction the Santa Anita Avenue Corridor Traffic Signal and Crosswalk Improvements described in the Contract. 2.3 Owner has duly opened and considered the Contractor's bid proposal, and duly awarded the bid to Contractor in accordance with the Notice Inviting Bids and the other Bid Documents, and has given written notice to Contractor on [**INSERT DATE**]. 2.4 Contractor has obtained, and delivers concurrently herewith, Performance and Payment Bonds and evidences of insurance coverage as required by the Contract. 3. TERMS. 3.1 Incorporation of Documents. This Contract includes and hereby incorporates in full by reference the following documents, including all exhibits, drawings, specifications and documents therein, and attachments and addenda thereto: a. Notice Inviting Bids b. Instructions to Bidders c. Contract Bid Forms d. Contract e. Contract Appendix Part "A" - General Conditions Part "B" - Supplementary General Conditions Part "C" - Special Provisions Part "D" - Specifications Part "E" - Drawings (under separate cover) Part “F” - Performance Bond Part “G” - Payment Bond (PROJECT NO. 41852417) GB - STATE & LOCAL (505/507/660) (7/24/00) RVPUB\DRD\570015 CONTRACT - 2 Part “H” - Escrow Agreement for Security Deposits (optional) f. ADDENDUM NO. ______ dated _________________. The above documents, including the General Conditions, are an integral part of the Contract Documents. In addition to signing this Contract, Contractor shall initial this paragraph immediately below acknowledging that he or she has read, understood and agrees with all of the terms of the Contract Documents, including, but not limited to, provisions of the General Conditions relating to indemnification, insurance, standards of performance, termination, compensation and time of the essence performance. Contractor shall not disclaim knowledge of the meaning and effect of any term or provision of the Contract Documents, and agrees to strictly abide by their meaning and intent. In the event that Contractor fails to initial below, the Owner shall have the right to declare the Contract unexecuted and to award the Contract to another contractor in accordance with state law. ____________________________ Contractor’s Initials 3.2 Contractor's Basic Obligation. Contractor promises and agrees, at its own cost and expense, to furnish to the Owner all labor, materials, tools, equipment, services, and incidental and customary work for the construction as necessary to fully and adequately complete Santa Anita Avenue Corridor Traffic Signal and Crosswalk Improvements, including any alternates selected by the Owner, and all structures and facilities described in the Contract (hereinafter the "Work"), for a total of SEVEN HUNDRED THOUSAND SEVEN HUNDRED NINETY ONE DOLLARS ($713,791), as specified in the Contract Bid Forms submitted by the Contractor in response to the above referenced Notice Inviting Bids. Such amount shall be subject to adjustment in accordance with the applicable terms of this Contract. All Work shall be subject to, and performed in accordance with the above referenced documents. 3.3 Standard of Performance. Contractor shall perform all Work under this Contract in a skillful and workmanlike manner, and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Work. Contractor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Work assigned to them. Finally, Contractor further represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Work, and that such licenses and approvals shall be maintained throughout the term of this Contract. (PROJECT NO. 41852417) GB - STATE & LOCAL (505/507/660) (7/24/00) RVPUB\DRD\570015 CONTRACT - 3 3.4 Period of Performance. Contractor shall perform and complete all Work under this Contract within 60 calendar days, beginning ten (10) calendar days after the date on which the Notice to Proceed is sent by the Owner to the Contractor. Moreover, Contractor shall perform its Work in strict accordance with any completion schedule, construction schedule or project milestones developed pursuant to provisions of the Contract, including but not limited to the Project Schedule located in the Specifications. Contractor agrees that if such Work is not completed within the aforementioned period and/or pursuant to any such completion schedule, construction schedule or project milestones developed pursuant to provisions of the Contract, including but not limited to the Project Schedule located in the Specifications, it is understood, acknowledged and agreed that the Owner will suffer damage. Pursuant to Government Code Section 53069.85, Contractor shall pay to the Owner as fixed and liquidated damages the sum of ONE THOUSAND DOLLARS ($1,000) PER DAY as provided by the applicable provisions of the General Conditions, found in Part "B" of the Contract Appendix. 3.5 Owner's Basic Obligation. Owner agrees to engage and does hereby engage Contractor as an independent contractor to furnish all materials and to perform all Work according to the terms and conditions herein contained for the sum set forth above. Except as otherwise provided in the Contract, the Owner shall pay to Contractor, as full consideration for the satisfactory performance by the Contractor of the services and obligations required by this Contract, the above referenced compensation in accordance with compensation provisions set forth in the Contract. 3.6 Contractor's Labor Certification. Contractor maintains that he is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Work. A certification form for this purpose is attached hereto as Exhibit “A” and incorporated herein by reference, and shall be executed simultaneously with this Contract. 3.7 Attorneys' Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Contract, the prevailing party in such action shall be entitled to have and recover from the losing party reasonable attorneys' fees and all other costs of such action. 3.8 Successors. The parties do for themselves, their heirs, executors, administrators, successors, and assigns agree to the full performance of all of the provisions contained in this Contract. Contractor may not either voluntarily or by action of law, assign any obligation assumed by Contractor hereunder without the prior written consent of the Owner. (PROJECT NO. 41852417) GB - STATE & LOCAL (505/507/660) (7/24/00) RVPUB\DRD\570015 CONTRACT - 4 3.9 Notices. All notices hereunder and communications regarding interpretation of the terms of the Agreement or changes thereto shall be provided by the mailing thereof by registered or certified mail, return receipt requested, postage prepaid and addressed as follows: Contractor Surety California Professional Engineering, Inc. 929 Otterbein Ave., Unit E La Puente CA 91740 Attn: Owner With Copies To: City of Arcadia [**INSERT ARCHITECT 240 West Huntington Drive NAME & ADDRESS**] Arcadia CA 91007 Attn: Phillip A. Wray Attn: [**INSERT NAME & TITLE**] City Engineer Any notice so given shall be considered received by the other party three (3) days after deposit in the U.S. Mail, first class postage prepaid, addressed to the party at the above address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. CONTRACTOR CITY OF ARCADIA By: By: Name Dominic Lazzaretto, City Manager Title Date By: Attest: Name Title City Clerk Tax I.D. Number: Contractor’s License: Class: Approved as to Form: By: ______________________________ Stephen P. Deitsch, City Attorney (PROJECT NO. 41852417) GB - STATE & LOCAL (505/507/660) (7/24/00) RVPUB\DRD\570015 CONTRACT (EXHIBIT A) EXHIBIT “A” CERTIFICATION LABOR CODE - SECTION 1861 I, the undersigned Contractor, am aware of the provisions of Section 3700 et seq. of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of the Code. I agree to and will comply with such provisions before commencing the Work governed by this Contract. CONTRACTOR: Name of Contractor: California Professional Engineering, Inc. By: Signature: __________________________ Name: __________________________ Title: __________________________ Date: __________________________