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HomeMy WebLinkAboutItem 10d - Traffic Signal Fiber Optics Network Extensions Project DATE: December 7, 2021 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 ECONOLITE SYSTEMS TO PROVIDE CONSTRUCTION SERVICES FOR TRAFFIC SIGNAL FIBER OPTICS NETWORK EXTENSIONS ON BALDWIN AVENUE FROM LAS TUNAS DRIVE TO CAMINO REAL AVENUE AND ON FIRST AVENUE FROM SANTA CLARA STREET TO COLORADO BOULEVARD IN THE AMOUNT OF $60,905.07 Recommendation: Approve SUMMARY Fiber optic cable is commonly integrated into traffic signal systems due to its ability to reliably transmit signal data over long distances. By installing fiber optic cable and creating a fiber optic network, the City is able to obtain traffic signal data to effectively monitor and address traffic signal issues that may occur. This project will add 1.3 miles of fiber optics cable to the City’s network. On Monday, October 18, 2021, a Public Notice Inviting Bids was issued for this project to extend fiber optic communication to additional traffic signals in the City. Bids were opened on Thursday, November 18, 2021. Five bids were received, with Econolite Systems producing the lowest bid. It is recommended that the City Council find the project categorically exempt pursuant to the requirements of the California Environmental Quality Act (“CEQA”) and approve a contract with Econolite Systems in the amount of $60,905.07 for the Traffic Signal Fiber Optics Network Extensions Project, with a 10% contingency. BACKGROUND In 2004, the City of Arcadia prepared an Intelligent Transportation Systems (“ITS”) Master Plan to lay out a short and long-range traffic management program with ITS integration. The ITS Master Plan included development of the traffic control system, Los Angeles Contract for Traffic Signal Fiber Optics Network Extensions Project December 7, 2021 Page 2 of 4 County’s Information Exchange Network integration, and planning for fiber optic communications, video cameras, changeable message signs, and video/TV screens. Fiber optic cable is a main component in creating a network that allows for effective communication from City Hall to traffic signals. By utilizing and expanding the network, all traffic signal issues can be addressed immediately through remote data communication, minimizing traffic delays and reducing traffic congestion. With Phase 1 and Phase 2 of the ITS Master Plan, the City installed a network of close to 10 miles of fiber optics cable. With those phases now complete, the City continues to expand and improve its intelligent transportation system, prioritizing elements based on the needs of the City and its ITS Master Plan. Within the last few years, the City’s Development Services and Public Works Services Departments have worked on projects that included the installation of conduit intended for future use of fiber optic network cable at the locations of interest. The scope of work for this project consists of the installation of approximately 1.3 miles of fiber optic cable in existing conduit in Baldwin Avenue from Camino Real Avenue to Las Tunas Drive, and in First Avenue from Santa Clara Street to Colorado Boulevard, tracer wire, and splicing and connector panels. Additionally, the project includes furnishing and installation of fiber optic connector panel housings, power supply systems and Ethernet switches to the following five (5) existing traffic signals: • Baldwin Avenue and Camino Real Avenue • Baldwin Avenue and Longden Avenue • Baldwin Avenue and Las Tunas Drive • First Avenue and Santa Clara Street • First Avenue and Colorado Boulevard The traffic signals at the intersections of Baldwin Avenue and Camino Real Avenue and at First Avenue and Santa Clara Street, are already connected to the City’s fiber network, but will get equipment upgrades and will be the connection points of the new fiber optics lines to the City’s existing network. The engineer’s estimate for the scope of work was $110,000. Contract for Traffic Signal Fiber Optics Network Extensions Project December 7, 2021 Page 3 of 4 DISCUSSION The project was advertised for bids on October 18, 2021. Bids were received from five (5) prospective contractors on November 18, 2021, with the following results: Contractor Amount Econolite Systems $60,905.07 Crosstown Electrical & Data, Inc. $63,770.00 Belco Elecnor Group $94,260.00 Alfaro Communication Construction, Inc. $160,500.00 DBX, Inc. $163,300.00 Econolite Systems is based out of Anaheim, CA. The company has experience in delivering Intelligent Transportation System Services to various agencies across the United States. Current work includes signal maintenance, fiber optic installation, and fiber optic testing and troubleshooting for agencies such as the City of Glendale, City of Brea, Caltrans, and the Bay Area Infrastructure Financing Authority (“BAIFA”). Although this project will be Econolite Systems’ first Capital Improvement Project in the City of Arcadia, Econolite Systems has previously worked with the City of Arcadia Engineering Division to supply traffic signal equipment under the Miscellaneous Traffic Signals project. ENVIRONMENTAL ANALYSIS The City was responsible for evaluating the project under the guidelines of the California Environmental Quality Act (“CEQA”). It was determined that the project is Categorically Exempt under Section 15301 – Class 1, Existing Facilities, and Class 2, Replacement or Reconstruction. FISCAL IMPACT The project was budgeted in the FY 2020-21 and FY 2021-22 Capital Improvement Programs. The total budget allocated to the Traffic Signal Fiber Optics Network Extensions project is $400,000. This is the first of several fiber optics extension projects within this budget. The low bid for the work is $60,905.07, and with a 10% contingency, the maximum total cost of the project would be $66,995.58, which is significantly below the engineer’s estimate of $100,000 for the project. There are sufficient funds to cover all elements of the project with existing unspent funds. Contract for Traffic Signal Fiber Optics Network Extensions Project December 7, 2021 Page 4 of 4 RECOMMENDATION It is recommended that the City Council find the project categorically exempt pursuant to the requirements of the California Environmental Quality Act (“CEQA”); and approve a contract with Econolite Systems to provide Construction Services for the Traffic Signal Fiber Optics Network extensions on Baldwin Avenue from Las Tunas Drive to Camino Real Avenue and on First Avenue from Santa Clara Street to Colorado Boulevard in the amount of $60,905.07, with a 10% contingency. Attachment: Proposed Contract CONTRACT This CONTRACT, No. ________ is made and entered into this ____ day of _______, ______, by and between City of Arcadia, sometimes hereinafter called “City,” and Econolite Sytems, sometimes hereinafter called “Contractor.” WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows: a. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5, below, for the following Project: TRAFFIC SIGNAL FIBER OPTICS NETWORK EXTENSIONS The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation. b. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents within 30 calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work. c. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of SIXTY THOUSAND NINE HUNDRED FIVE DOLLARS AND SEVEN CENTS Dollars ($60,905.07). Payment shall be made as set forth in the General Conditions. d. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the City the sum set forth in Section 00 73 13, Article 1.11 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents. e. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following: Notice Inviting Bids Instructions to Bidders Bid Form Bid Bond Designation of Subcontractors Information Required of Bidders Non-Collusion Declaration Form Iran Contracting Act Certification Public Works Contractor Registration Certification Performance Bond Payment (Labor and Materials) Bond General Conditions Special Conditions Technical Specifications Addenda Plans and Drawings Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except Sections 1-9 Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents. All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties. f. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work. g. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions. h. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at http://www.dir.ca.gov and which must be posted at the job site. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written. CITY OF ARCADIA ECONOLOITE SYSTEMS By: By: Dominic Lazzaretto City Manager Its: Printed Name: ATTEST: By: By: Its: City Clerk Printed Name: APPROVED AS TO FORM: By: City Attorney (CONTRACTOR’S SIGNATURE MUST BE NOTARIZED AND CORPORATE SEAL AFFIXED, IF APPLICABLE) END OF CONTRACT Notary Acknowledgment A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF ______________ On , 20___, before me, _______________________________, Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature of Notary Public OPTIONAL Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT  Individual  Corporate Officer Title(s) Title or Type of Document  Partner(s)  Limited  General Number of Pages  Attorney-In-Fact  Trustee(s)  Guardian/Conservator Date of Document  Other: Signer is representing: Name Of Person(s) Or Entity(ies) Signer(s) Other Than Named Above