HomeMy WebLinkAbout11/5/2014 - STAFF REPORTS - 2.H. �pALM SA
V N
R �C cs
4<IF00.N� City Council Staff Report
Date: November 5, 2014 CONSENT CALENDAR
Subject: REJECT ALL BIDS, RE-ADVERTISE, AND RE-BID THE TRAFFIC
MANAGEMENT CENTER (TMC) AND CITYWIDE TRAFFIC SIGNAL
INTERCONNECT/SYNCHRONIZATION PROJECT, FEDERAL PROJECT
NO. CML 5282 (031), CITY PROJECT NO. 08-04
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
Because bids prices exceeded the amount that was allocated by Caltrans for
Construction of this federal funded project, staff recommends rejecting all bids, re-
advertise, and re-bid the project.
RECOMMENDATION:
1. Reject all bids, re-advertise and re-bid the TMC and Citywide Traffic Signal
Synchronization Project, Federal Project No. CML 5282 (031), City Project No.
08-04; and
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The TMC and Citywide Traffic Signal Synchronization Project is a federally funded
project and the State through the California Department of Transportation ("Caltrans")
provides the oversight of the Federal project. Caltrans coordinates all federal funding
on local road projects.
On September 3, 2014, the City Council reviewed and approved the plans,
specifications, and estimates and authorized staff to proceed with bidding. On
September 5th, and September 12th, 2014, the project was advertised for bids, and at
3:00 p.m. on October 7, 2014, the Procurement and Contracting Division received
construction bids from the following contractors:
1. Flatiron Electric Group, Inc.; Chino, CA $2,080,525.00
2. AEGIS ITS; Anaheim, CA $2,094,872.23
3. CS Construction, Inc.; Phoenix, AZ $2,269,420.00
4. DBX, Inc.; Temecula, CA $2,636,818.00
ITEM NO.
City Council Staff Report
November 5, 2014- Page 2
Reject all bids and Re-Advertise and Re-bid the TMC/Traffic Signal Synchronization Project, CP 08-04
The engineer's estimate was $1,480,000.00. Caltrans approved funding for the
construction phase in the amount, not to exceed, $1,644,000.
Because bid prices exceeded the engineer's estimate prepared by RBF Consulting and
Caltrans' funding, the City directed RBF to prepare a bid analysis. Discussions with
RBF concluded that significant savings could likely be achieved by taking the following
actions: Modify the specifications by providing bid alternatives, and changing the
contract requirements to allow Contractors with C-10 (general electrical contractors) and
C-7 (low-voltage electrical contractors) licenses to bid.
The City is also requesting from the Coachella Valley Association of Governments
(CVAG) additional funding for this project if bid prices continue to come in high. The
Traffic Management Center and Traffic Signal Signalization project is part of CVAG's
Valley-wide traffic signal synchronization project that is currently being developed and
funding may be considered should the City's project costs exceed available funding.
Staff will be writing to CVAG to request additional funding should it be necessary.
FISCAL IMPACT:
There is no fiscal impact to re-advertise and re-bid the project.
SUBMITTED:
Prepared by: �J Recommended by:
Sava t Khamphou David J. Barakian
Assistant Director of Public Works Director of Public Works / City Engineer
Approved by:
David H. Ready, Ci er
Attachment:
1 . September 3, 2014 staff report (copy).
City Council Staff Report
November 5, 2014- Page 2
Reject all bids and Re-Advertise and Re-bid the TMC/Traffic Signal Synchronization Project, CP 08-04
The engineer's estimate was $1,480,000.00. Caltrans approved funding for the
construction phase in the amount, not to exceed, $1,644,000.
Because bid prices exceeded the engineer's estimate prepared by RBF Consulting and
Caltrans' funding, the City directed RBF to prepare a bid analysis. Discussions with
RBF concluded that significant savings could likely be achieved by taking the following
actions: Modify the specifications by providing bid alternatives, and changing the
contract requirements to allow Contractors with C-10 (general electrical contractors) and
C-7 (low-voltage electrical contractors) licenses to bid.
The City is also requesting from the Coachella Valley Association of Governments
(CVAG) additional funding for this project if bid prices continue to come in high. The
Traffic Management Center and Traffic Signal Signalization project is part of CVAG's
Valley-wide traffic signal synchronization project that is currently being developed and
funding may be considered should the City's project costs exceed available funding.
Staff will be writing to CVAG to request additional funding should it be necessary.
FISCAL IMPACT:
There is no fiscal impact to re-advertise and re-bid the project.
SUBMITTED:
Prepared by: Recommended by:
el � _
Savat Khamphou David J. Barakian
Assistant Director of Public Works Director of Public Works / City Engineer
Approved by:
David H. Ready, Ci er
Attachment:
1 . September 3, 2014 staff report (copy).
02
��t F p`M sA4
iy
W
V N
e C�OFwnarP�}
QS,F09 City Council Staff Report
Date: September 3, 2014 NEW BUSINESS
Subject: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)
AND AUTHORIZATION TO BID FOR THE TRAFFIC MANAGEMENT
CENTER AND CITYWIDE TRAFFIC SIGNAL INTERCONNECT
PROJECT, CITY PROJECT NO. 08-04, FEDERAL AID PROJECT NO.
CML 5282 (031)
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
The Public Works and Engineering Department has received from Caltrans the
Authorization to Proceed (E-76) with Construction for this project, with a total cost of
$1,644,000 (with 100% reimbursement) for construction. The construction documents
(Plans, Specifications and Estimate) are completed and, in accordance with Section
7.03.040 of the Procurement and Contracting Code the City Council is required to
approve and adopt plans, specifications and working details, and authorize the bid
request for all public projects In excess of $100,000. Approval of this project will allow
staff to proceed with this public project, with an estimated cost of approximately
$1,480,000,
RECOMMENDATION:
1. Approve the Plans, Specifications, and Estimates for the Traffic Management
Center (TMC) and Citywide Traffic Signal Interconnect Project, City Project No.
08-04, Federal Aid Project No. CML 5282 (031); and authorize staff to advertise
and solicit bids.
STAFF ANALYSIS:
The City of Palm Springs has undertaken this project in order to migrate from a legacy
system to an Ethernet system and expand their Intelligent Transportation System (ITS)
in order to improve video and data communications from the signalized intersections to
the City of Palm Springs Traffic Management Center (TMC), to provide new closed
circuit television (CCTV) camera systems that will be communicating via the new fiber
optic, new wireless, and existing hardwired (copper/twisted-pair) communication system,
ITEM NO.
iOfpN�M SAP
iy
c
V N
"<1FOAe�P. City Council Staff Report
Date: September 3, 2014 NEW BUSINESS
Subject: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)
AND AUTHORIZATION TO BID FOR THE TRAFFIC MANAGEMENT
CENTER AND CITYWIDE TRAFFIC SIGNAL INTERCONNECT
PROJECT, CITY PROJECT NO. 08-04, FEDERAL AID PROJECT NO.
CML 5282 (031)
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
The Public Works and Engineering Department has received from Caltrans the
Authorization to Proceed (E-76) with Construction for this project, with a total cost of
$1,644.000 (with 100% reimbursement) for construction. The construction documents
(Plans, Specifications and Estimate) are completed and, in accordance with Section
7.03.040 of the Procurement and Contracting Code the City Council is required to
approve and adopt plans, specifications and working details, and authorize the bid
request for all public projects in excess of $100,000. Approval of this project will allow
staff to proceed with this public project, with an estimated cost of approximately
$1,480,000.
RECOMMENDATION:
1. Approve the Plans, Specifications, and Estimates for the Traffic Management
Center (TMC) and Citywide Traffic Signal Interconnect Project, City Project No.
08-04, Federal Aid Project No. CML 5282 (031); and authorize staff to advertise
and solicit bids.
STAFF ANALYSIS:
The City of Palm Springs has undertaken this project in order to migrate from a legacy
system to an Ethernet system and expand their Intelligent Transportation System (ITS)
in order to improve video and data communications from the signalized intersections to
the City of Palm Springs Traffic Management Center (TMC), to provide new closed
circuit television (CCTV) camera systems that will be communicating via the new fiber
optic, new wireless, and existing hardwired (copper/twisted-pair) communication system,
03
City Council Staff Report
September 3,2014-Page 2
Traffic Management Center/Traffic Signal Synchronization, CP 08-04
removing/salvaging/modifying traffic signal controllers, video detection equipment,
wireless communication equipment, and cabinets; and installing new traffic signal
controllers and cabinets.
The project will also provide for a new TMC at City Hall within the City's Public Works
Department complete with two desktop work stations and a 60" LED HDTV Monitor that
will be able to display real time video of intersections and be able to monitor blow sand
and/or flood conditions at the Whitewater River crossings at Indian Canyon Drive, Gene
Autry Trail and Vista Chino. This will be accomplished by furnishing and installing a
total of three (3) Thermal/Daylight Color Cameras to monitor flood, blow sand, and
traffic conditions at the following locations:
1. Palm Springs Amtrak Station
2. Gene Autry Trail at Via Escuela
3. Vista Chino at Clubhouse View Drive
Although the main objective of the project is to provide traffic signal synchronization and
interconnect along the following major corridors:
1. North Palm Canyon Drive—from Tachevah Drive to Andreas Road
2. South Palm Canyon Drive—from Tahquitz Canyon Way to Camino Real
3. East Palm Canyon Drive —from Sunrise Way to Cherokee Way
4. Indian Canyon Drive—from San Rafael to Ramon Road
5. Sunrise Way—from San Rafael Drive to Mesquite Avenue
6. Tahquitz Canyon Way—from Calle Encilia to El Cielo
7. Ramon Road —from Calle Encilia to Crossley Road
The City received $199,000 in federal funds for the Preliminary Engineering phase,
including environmental clearance and design for this project. The City's consultant,
RBF Consulting, has completed the environmental studies, construction plans,
specifications and estimates.
On April 4, 2014, Caltrans authorized the City to proceed with the construction phase of
this project with the total cost of $1,644,000 ($100% federally reimbursable using
federal toll credits) for construction. The plans, specifications, and estimates are
available for viewing in Public Works and Engineering Department and are ready for
Council approval. The Engineer's Estimate for this project is $1,480,000. Approval of
the recommended action will allow staff to proceed with advertisement for construction
bids.
02
City Council Staff Report
September 3,2014-Page 2
Traffic Management Center/Traffic Signal Synchronization, CP 0844
removing/salvaging/modifying traffic signal controllers, video detection equipment,
wireless communication equipment, and cabinets; and installing new traffic signal
controllers and cabinets.
The project will also provide for a new TMC at City Hall within the City's Public Works
Department complete with two desktop work stations and a 60" LED HDTV Monitor that
will be able to display real time video of intersections and be able to monitor blow sand
and/or flood conditions at the Whitewater River crossings at Indian Canyon Drive, Gene
Autry Trail and Vista Chino. This will be accomplished by furnishing and installing a
total of three (3) Thermal/Daylight Color Cameras to monitor flood, blow sand, and
traffic conditions at the following locations:
1. Palm Springs Amtrak Station
2. Gene Autry Trail at Via Escuela
3. Vista Chino at Clubhouse View Drive
Although the main objective of the project is to provide traffic signal synchronization and
interconnect along the following major corridors:
1. North Palm Canyon Drive—from Tachevah Drive to Andreas Road
2. South Palm Canyon Drive—from Tahquitz Canyon Way to Camino Real
3. East Palm Canyon Drive —from Sunrise Way to Cherokee Way
4. Indian Canyon Drive—from San Rafael to Ramon Road
5. Sunrise Way—from San Rafael Drive to Mesquite Avenue
6. Tahquitz Canyon Way—from Calle Encilia to El Cielo
7. Ramon Road —from Calle Encilia to Crossley Road
The City received $199,000 in federal funds for the Preliminary Engineering phase,
including environmental clearance and design for this project. The City's consultant,
RBF Consulting, has completed the environmental studies, construction plans,
specifications and estimates.
On April 4, 2014, Caltrans authorized the City to proceed with the construction phase of
this project with the total cost of $1,644,000 ($100% federally reimbursable using
federal toll credits) for construction. The plans, specifications, and estimates are
available for viewing in Public Works and Engineering Department and are ready for
Council approval. The Engineer's Estimate for this project is $1,480,000. Approval of
the recommended action will allow staff to proceed with advertisement for construction
bids.
04
City Council Staff Report
September 3, 2014-Page 3
Traffic Management Center/Traffic Signal Synchronization, CP 08-04
FISCAL IMPACT:
Funding for this project is made available in account number 261-4491-50266.
SUBMITTED:
Prepared Recommended by:
Savat Kha hou David J. Barakian
P
Assistant Director of Public Works/ Director of Public Works/City Engineer
ineer
Assistant City Engineer
Approved by.-
David H. Ready, City Manager
I
i
03
City Council Staff Report
September 3, 2014-Page 3
Traffic Management Center/Traffic Signal Synchronization, CP 08-04
FISCAL IMPACT:
Funding for this project is made available in account number 261-4491-50266.
SUBMITTED:
Prepared Recommended by:
7
e�
Savat Kha phou David J. Barakian
Assistant Director of Public Works/ Director of Public Works/City Engineer
Assistant City Engineer
Approved by:
David H. Ready, City Manager
I
i
i
05