Report to Mayor and City Council
Tuesday, August 02, 2016
Consent
SUBJECT:
Title
CONSIDER A CONTRACT SERVICES AGREEMENT WITH CNC ENGINEERING, INC., TO PREPARE THE PROJECT PLANS, SPECIFICATIONS AND ESTIMATES FOR PROJECT NO. 1422: BROADWAY INTERSECTION IMPROVEMENTS, TRAFFIC SIGNAL MODIFICATIONS (CALL FOR PROJECTS ID NO. F7322) (CITY COUNCIL)
Body
I. SUMMARY
Project No. 1422: Broadway Intersection Improvements, Traffic Signal Modifications is listed as one of the City’s Capital Improvement Program (CIP) Projects for FY 2016/17 (Exhibit No. 1).
CNC Engineering, Inc., previously prepared the Plans, Specifications and Estimates (PS&E) for the five signalized intersections as part of Project No. 1276; however, the signal improvements were not constructed due to a lack of funding at that time. Furthermore, the PS&E needs to be updated to include additional grant requirements.
Instead of amending the original 2007 contract with CNC Engineering, Inc., the City Attorney’s office requested that a new contract (Exhibit No. 2) be drafted pursuant to Section 2607 of the Carson Municipal Code.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE a Contract Services Agreement with CNC Engineering, Inc., to prepare Plans, Specifications and Estimates for Project No. 1422: Broadway Intersection Improvements, Traffic Signal Modifications (Call for Projects no. F73222), for a negotiated fee of $50,320.00.
2. AUTHORIZE the expenditure of design contingences, if necessary, in the amount of $5,032.00 (10%) for any additional work that may be required to design this project as specified in the contract.
3. AUTHORIZE the Mayor to execute the Contract Services Agreement following approval as to form by the City Attorney.
Body
III. ALTERNATIVES
1. DO NOT APPROVE the Contract Services Agreement.
2. TAKE another action the City Council deems appropriate.
IV. BACKGROUND
Project No. 1422: Broadway Intersection Improvements, Traffic Signal Modifications is included in the City’s CIP list for FY 2016/17. Funding for this project is provided through the Los Angeles County Metropolitan Transportation Authority (LACMTA). LACMTA is responsible for allocating discretionary federal, state, and local transportation funds to improve all modes of surface transportation.
LACMTA also prepares the Los Angeles County Transportation Improvement Program (TIP). A key component of TIP is the Call for Projects program, a competitive process that distributes discretionary capital transportation funds to regionally significant projects.
Every other year, LACMTA accepts Call for Projects applications in eight modal categories. Local jurisdictions, transit operators, and other public agencies are encouraged to submit applications proposing projects for funding. The City submitted an application to improve the traffic signals on Broadway, from Alondra Boulevard to Victoria Street during the 2013 Call for Projects under the Signal Synchronization & Bus Speed Improvements category and the City’s application was approved on September 26, 2013; however, funding for this project is programmed in LACMTA FY 2016 and FY 2017.
Broadway is a major north-south four lane arterial truck route that is adjacent to heavy and light industrial land uses with some commercial establishments. The project will improve the operation, efficiency, and visibility of five signalized intersections that are located on Broadway, between Alondra Boulevard and Victoria Street. The length of the corridor is 1.5 miles and the signalized intersection includes the following locations:
1. Alondra Boulevard and Broadway
2. Gardena Boulevard and Broadway
3. Albertoni Street and Broadway
4. Pedestrian Crossing (south of Albertoni Street) and Broadway
5. Victoria Street and Broadway
In 2007, the City and CNC Engineering, Inc., entered into a Contract Services Agreement to provide technical and engineering services for Project No. 1276; Broadway Improvement to provide PS&E for the rehabilitation of Broadway from Main Street to Alondra Boulevard. This project included the preparation of signal modification plans for the five signalized intersections on Broadway. Unfortunately, the City was not able to modify the signals during the construction of Project No. 1276, due to a lack of funding.
As part of this grant project, the City must update the PS&E for the five signalized intersections to conform to the Los Angeles County Regional Intelligent Transportation Systems Architecture Consistency Self-Certification Form, the Signal Synchronization and Bus Speed Improvement Program Special Grants Conditions, and the Sustainable Design Elements Requirements Special Grant Conditions. Furthermore, the plans need to be modified to include longer signal mast arms to improve the visibility of the signal indications, improve lighting, upgrade the signal cabinet and equipment, improve signal timing, and improve the operation of the intersection (by adding a protected/permissive left turn phase to one or more of the locations).
Instead of amending the original 2007 contract with CNC Engineering, Inc., the City Attorney’s office requested that a new contract be drafted pursuant to Section 2607 of the Carson Municipal Code, which specifies that “purchases and contracts for supplies and equipment of an estimated value greater than $25,000.00, shall be by sealed bid and written contract with the lowest responsible bidder.” However, if the City Council finds that due to the nature of the supplies, equipment, or services, the bidding or proposal process is not likely to result in the lowest price, the City need not adhere to the bidding procedures set forth in Section 2600 et seq.
The cost proposal submitted by CNC Engineering, Inc., for the Base Service is $31,335.00 (not including the optional services for Geophysical Survey and Structural Engineering). Based on past Request for Proposal (RFP) for signal design work, staff estimates that the cost to prepare a basic traffic signal plan ranges from $10,000.00 - $20,000.00 each. Therefore, the cost to prepare new traffic signal plans for all five locations would range between $50,000.00 and $100,000.00. Therefore, the RFP process is not likely to result in the lowest price. The contract does include two optional services for Geophysical Survey and Structural Engineering; however, that work is considered new, and the price submitted by CNC Engineering, Inc., is considered to be reasonable.
CNC Engineering, Inc., is knowledgeable and qualified to provide the necessary professional services. They are familiar with the project and can easily update the PS&E, which will help expedite the design process, versus having to start from the beginning.
The accomplished and anticipated timeline for this project is as follows:
|
Approve Funding Agreement |
Completed |
|
Award of contract to consultant |
In Progress |
|
Complete PS&E |
November 2016 |
|
Advertise for construction bids |
November 2016 |
|
Bid opening |
January 2017 |
|
Award of Construction Contract |
January 2017 |
|
Start construction |
January 2017 |
|
Complete construction |
June 2017 |
V. FISCAL IMPACT
The proposed fee for professional services is $50,320.00 with an additional $5,032.00 (10%) to cover contingencies. Funds for this project were included in the City’s FY 2016/17 CIP budget in the following accounts:
|
Description |
Estimated Project Cost |
Fund Source |
|
|
|
Measure “R” Local Fund (35%) |
LACMTA -Proposition C 25% Fund (65%) |
|
|
|
Account No. 54-80-999-003-8023/ 01422-01 |
Account No. 87-80-500-004-8023/ 01422-01 |
|
Design |
$55,352.00 |
$19,373.20 |
$35,978.80 |
|
TOTAL |
$19,373.20 |
$35,978.80 |
The total project cost (design, construction management, and construction) is estimated at $813,289.00, and the LACMTA grant will cover $528,638.00, which is 65% of the total cost. The funding agreement between the City and LACMTA was approved by the City Council and fully executed on December 15, 2015.
VI. EXHIBITS
1. Location Map. (pg. 5)
2. Contract Services Agreement. (pgs. 6-51)
Prepared by: Reata Kulcsar, Civil Engineering Assistant