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CC 2016-03-08_09j Award Contract_Oak Park Traffic Signal Upgrade MEMORANDUM TO: CITY COUNCIL FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO LEE WILSON ELECTRIC COMPANY FOR CONSTRUCTION OF THE OAK PARK BOULEVARD/ WEST BRANCH STREET/US 101 TRAFFIC SIGNAL UPGRADE PROJECT, PW 2014-01 DATE: MARCH 8, 2016 RECOMMENDATION: It is recommended the City Council: 1. Approve the construction plans and specifications for the Oak Park/West Branch Street/US 101 Traffic Signal Upgrade project; 2. Find that the subject project is categorically exempt from CEQA pursuant to Sections 15301(b) and 15301(c); 3. Direct the City Clerk to file a Notice of Exemption; 4. Award a contract for the Oak Park/West Branch Street/US 101 Traffic Signal Upgrade project to Lee Wilson Electric Company in the amount of $81,175; and 5. Authorize the City Manager to approve change orders for 10% of the contract amount, $8,117 for unanticipated costs during the construction phase of the project (total construction costs = $81,175 + $8,117 = $89,292). IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The City was successful in securing Highway Safety Improvement Program (HSIP) grant funds for the project, which require a 10% local match. It is estimated that the total cost of the project including design, construction inspection and contingencies will be $130,000 of which $110,000 will be eligible for HSIP reimbursement. The required match has been appropriated from the Traffic Signal Fund, up to $17,280. BACKGROUND: The project performs an upgrade to an existing traffic signal with a permissive-protected left turn on southbound Oak Park Boulevard with a protected left turn phase. The project will require the replacement of two existing traffic signal poles and mast arms on Oak Park Boulevard, signage upgrades, and replacement of an existing ADA ramp at the northeast corner of the intersection. Item 9.j. - Page 1 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO LEE WILSON ELECTRIC COMPANY FOR CONSTRUCTION OF THE OAK PARK BOUELVARD/WEST BRANCH STREET/US 101 TRAFFIC SIGNAL UPGRADE PROJECT, PW 2014-01 MARCH 8, 2016 PAGE 2 The intersection had been identified by the Caltrans Traffic Safety Branch as an area that was experiencing collisions involving left turning vehicles. In 1997, Caltrans worked with the City of Arroyo to make some signal timing modifications which did result in a decrease in collisions. However, even with the reduction in collisions, the location continued to experience a higher than average number of collisions. In response, the City applied for and secured federal grant funding to change the signal operation to protected left turn movements. As a result, the project has been designed, and in January 2016, a call for construction bids was announced. A copy of the plans and specifications are on file and available for public review at the City Clerk’s office. In addition, project information and the plans and specifications can be viewed on the City’s website at: http://www.arroyogrande.org/bids.aspx?bidID=51 ANALYSIS OF ISSUES: On February 26, 2016, three bids were opened for the Oak Park/West Branch Street/US 101 Traffic Signal Upgrade project. The lowest bid, $81,175 from Lee Wilson Electric Company was deemed responsive and staff recommends award of a construction contract to Lee Wilson Electric Company accordingly. The contract time is 100 working days. Work is expected to be accomplished between April and August 2016. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve staff’s recommendation to award a construction contract to Lee Wilson Electric Company for the Oak Park/West Branch Street/US 101 Traffic Signal Upgrade project; 2. Do not award a construction contract for the project; or 3. Provide direction to staff. ADVANTAGES: In is anticipated modifying the existing traffic signal from a permissive-protected left turn with a protected left turn phase will reduce the number of collisions at this intersection. The contractor’s bid price is below the Engineer’s Estimate. Having the Council approve the plans and specifications provides the City immunity through California Government Code section 830.6. DISADVANTAGES: There are no disadvantages identified at this time. Item 9.j. - Page 2 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO LEE WILSON ELECTRIC COMPANY FOR CONSTRUCTION OF THE OAK PARK BOUELVARD/WEST BRANCH STREET/US 101 TRAFFIC SIGNAL UPGRADE PROJECT, PW 2014-01 MARCH 8, 2016 PAGE 3 ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Section 15301(b) and Section 15301(c). PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted at City Hall on Thursday, March 3, 2016. The agenda and staff report were posted on the City’s website on Friday, March 4, 2016. No public comments were received as of the time of preparation of this report. Attachment: 1. Bid Opening Log Sheet 2. Notice of Exemption Item 9.j. - Page 3 Attachment No. 1 - Insert Bid Opening Log Sheet Here - Item 9.j. - Page 4 Attachment No. 2 Notice of Exemption To: Office of Planning Research From: (Public Agency) City of Arroyo Grande 1440 Tenth Street, Room 121 300 East Branch Street Sacramento, CA 95814 Arroyo Grande, CA 93420  County Clerk County of San Luis Obispo County Government Center San Luis Obispo, CA 93408 Project Title: Oak Park/West Branch Street/US 101 Traffic Signal Upgrade Project, PW 2014-01 Project Location - Specific: Intersection of Oak Park Boulevard and West Branch Street Project Location - City: Arroyo Grande Project Location - County: San Luis Obispo Description of Project: Upgrade of existing traffic signal with a permissive-protected left turn with a protected left turn phase, signage upgrade, and replacement on an existing ADA ramp Name of Public Agency Approving Project: City of Arroyo Grande – Public Works Department Name of Person or Agency Carrying Out Project: Geoff English, Director of Public Works Exempt Status: (check one)  Ministerial (Section 12080(b)(1); 15268);  Declared Emergency (Sec. 21080(b)(3); 15269(a));  Emergency Project (Sec. 21080(b)(4); 15269(b)(c));  Categorical Exemption. State type and section number: Section 15301(b) and 15301 (c)  Statutory Exemptions. State code number: Reason Why Project is Exempt: Consists of minor alterations of existing public facilities Lead Agency Contract Person: Geoff English, Director of Public Works Area Code/Telephone: (805) 473-5460 If filed by Applicant: 1. Attach a certified document of exemption finding. 2. Has a Notice of Exemption been filed by the public agency approving the project?  Yes  No Signature: Date: Teresa McClish Director of Community Development  Signed by Lead Agency  Date received for filing at OPR:  Signed by Applicant Item 9.j. - Page 5 THIS PAGE INTENTIONALLY LEFT BLANK Item 9.j. - Page 6