REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Pruneridge Avenue and Cronin Drive Traffic Signal Installation Project and Related Budget Amendments
Report
BACKGROUND
Pruneridge Avenue is an east/west street with two lanes in each direction and Cronin Drive is a north/south street with one lane in each direction that intersect in a T-shaped configuration (Attachment 1). The intersection is currently controlled by a one-way Stop sign with vehicular traffic on Cronin Drive stopping for traffic on Pruneridge Avenue. Both streets are fronted by single family homes, with Maywood Park located on the southwest corner and Eisenhower Elementary school located nearby. There are two existing crosswalks at the intersection, one crossing the Stop controlled Cronin Drive approach and the other crossing the uncontrolled Pruneridge Avenue approach on the west side of the intersection. A traffic signal warrant analysis was completed for this intersection and indicated that the installation of a traffic signal is warranted based on collision and volume signal warrants.
On January 10, 2017, the City Council approved the installation of a traffic signal at the intersection of Pruneridge Avenue and Cronin Drive and directed the City Manager to begin the design process. City Council also approved appropriations in the amount of $650,000 to the new Capital Improvement Project (CIP): Pruneridge Avenue and Cronin Drive Traffic Signal Installation Project (Project). In November 2017, the City contracted with W-Trans to perform the design work for the Project and on June 20, 2018, the Project was advertised for public bid.
The Project scope of work includes the installation of a new traffic signal at the Pruneridge Avenue and Cronin Drive intersection, pedestrian and American with Disabilities Act (ADA) pathway improvements such as ADA curb ramps and modifications to the pavement within the intersection to meet ADA requirements, installation of traffic signal interconnect facilities from Pomeroy Avenue to Woodhams Drive, and signing and striping improvements.
DISCUSSION
On July 11, 2018, bids were opened for construction of the Project. Three bids were received ranging from $553,512 to $679,800. The Bid Summary is included as Attachment 2.
The lowest bid in the amount of $553,512, submitted by Tennyson Electric, Inc., is approximately 17% above the Engineer’s Estimate of $472,750. The bids were prepared in a competitive environment with multiple contractors bidding for the project; therefore, the bid prices reflect the current market condition in the Bay Area. While the bids are higher than the engineer’s estimate, staff recommends awarding the contract as there is no guarantee that re-bidding the Project in the current economic climate will produce a substantially lower bid result. A budget amendment is necessary to award to the lowest bidder.
Tennyson Electric, Inc.’s bid was reviewed for compliance with the terms and conditions of the Bid Documents and has been determined to be the lowest responsive and responsible bidder. The Project was originally anticipated to be awarded by the City Manager during the recent Council Recess and projected to be substantially complete by November 2018. As a budget amendment is necessary and not within the authority of the City Manager to approve during the Council recess, this schedule change results in the projected substantial completion date to be revised to December 2018.
ENVIRONMENTAL REVIEW
The Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA section 15301(c) Existing Facilities, as the activity consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination.
FISCAL IMPACT
On January 10, 2017, the City Council approved an appropriation in the amount of $650,000 for this project which included an estimate of $54,000 for design costs, $520,025 for construction, and $75,975 for the City’s purchase of traffic signal equipment and other miscellaneous administrative costs.
As part of the Adopted Capital Improvement Program Budget for Fiscal Year 2018/19, the estimated carryforward for the Traffic Signal Installation - Pruneridge Ave/Cronin Dr Intersection project (CIP 533-1229) was $605,000; however, the project ended fiscal year 2017/18 with a slightly higher carryforward amount of $612,857. As the full carryforward amount is needed to complete this project, the difference of $7,857 carryforward needs to be allocated to the current fiscal year. Additionally, the cost of the contract is $553,512, plus 10% contingency in the amount of $55,351 for any potential change orders, for a total not-to-exceed amount of $608,863. Total additional appropriations of $80,859 are needed as the lowest bid is approximately 17% higher than the Engineer’s Estimate. The additional funding need of $80,859 is available in the Traffic Signal Enhancements project (CIP 533-1219).
BUDGET AMENDMENT
|
Fund 533 - Streets and Highways |
2018/19 Current Budget |
Increase/ (Decrease) |
2018/19 Revised Budget |
|
Revenue |
|
|
|
|
Carryforward |
$605,000 |
$7,857 |
$612,857 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Traffic Signal Enhancements (CIP 533-1219) - Construction |
$278,610 |
($80,859) |
$197,751 |
|
Traffic Signal Installation - Pruneridge Ave/Cronin Dr Intersection (CIP 533-1229) - Construction |
$612,857 |
$88,716 |
$693,716 |
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Award the Public Works Contract for the Pruneridge Avenue and Cronin Drive Traffic Signal Installation Project (CE 17-18-06) to the lowest and responsive bidder, Tennyson Electric Inc. in the amount of $553,512 and authorize the City Manager to execute any and all documents associated with and necessary for the award, completion, and acceptance of the Project;
2. Authorize the City Manager to execute change orders up to 10% of the original contract price, or $55,351, for a total not-to-exceed amount of $608,863;
3. Approve the increase in the Traffic Signal Installation - Pruneridge Ave/Cronin Dr Intersection carryforward of $7,857, as a result of the reconciliation between the estimated and actual carryforward; and
4. Approve the related budget amendment transferring $80,859 from the Traffic Signal Enhancements project to the Pruneridge Avenue/Cronin Drive Traffic Signal Installation project.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Location Map
2. Bid Summary