CC - Item 4G - Highway Safety Improvement Project - Garvey Avenue Award of ContractROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM JEFF ALLRED, CITY MANAGER
DATE: AUGUST 11, 2015
SUBJECT: HIGHWAY SAFETY IMPROVEMENT PROJECT— GARVEY AVENUE
AWARD OF CONTRACT
SUMMARY
During Fiscal Year 2010 -2011, the City applied for and was awarded funding through
the Highway Safety Improvement Program, Cycle 5, which is a Federal grant program
for traffic and pedestrian safety improvements. The awarded funds are for the
construction of pedestrian and traffic safety enhancements along Garvey Avenue,
including upgrades to several traffic signal systems including the addition of pedestrian
countdown heads, upgrading existing signal heads to larger sized LEDs, the addition of
video detection systems for traffic phasing, and emergency vehicle preemption systems.
In May 2015, staff advertised the project for bid and all bids received were in excess of
the engineer's estimate at the time of $350,000. On May 26, 2015, the City Council
rejected all bids, and directed staff to review and modify the scope of work, and to
conduct another public bid process for this project. The revised project was advertised
for bid, with an engineer's estimate of $450,000, and on August 5, 2015, three bids
were received. PTM General Engineering Services, Inc. submitted the lowest bid of
$479,079 and staff recommends that a contract be awarded to this firm for the Highway
Safety Improvement Project, Garvey Avenue. The approved budget for this project is
$489,500, however, based on design expense, staff time, and construction costs the
necessary budget is approximately $606,000. Staff is requesting an appropriation of an
additional $117,000 from the Street Lighting District in order to complete this project.
Staff Recommendation
It is recommended that the City Council:
1. Authorize the City Manager to enter into a contract with PTM General
Engineering Services, Inc. for Highway Safety Improvement Project — Garvey
Avenue in the amount of $479,079 and authorize a contingency amount of
$72,000 (Approximately 15 %) to cover the cost of any unforeseen construction
expenses.
Approve Resolution 2015 -50 appropriating $117,000 in additional Street Lighting
District Funds for the completion of this project. ITEM NO. 4.G
APPROVED FOR CITY COUNCIL AGENDA,
City Council Meeting
August11, 2015
Pace 2 of 3
DISCUSSION
During Fiscal Year 2010 -2011, the City applied for and was awarded funding of
$339,500 through the Highway Safety Improvement Program, Cycle 5 for the
construction of pedestrian and traffic safety enhancements along Garvey Avenue.
These improvements include upgrades to several traffic signal systems including the
addition of pedestrian countdown heads, upgrading existing signal heads to larger sized
LEDs, the addition of video detection systems for traffic phasing and emergency vehicle
preemption systems. The initial engineer's estimate for this project was $350,000, which
was based upon the value of the grant award.
On May 6, 2015, four (4) bids were received for this project and the lowest bid received
was $577,126, which was $227,126 more than the engineer's estimate of $350,000. On
May 26, 2015, per the recommendation of staff, the City Council rejected all bids and
directed staff to revise the project and conduct another public bid process.
Staff and the design engineering consultant revised the project plans to achieve some
cost reductions. Included in these revisions were items such as changing of material
types, reducing the limits of the new roadway striping, and the deletion of the painting of
the traffic signal poles from the project. Based on these changes to the project plans,
the construction cost estimate was revised to $450,000 in order to better reflect current
construction conditions.
A Notice Inviting Bids was published in local newspapers and trade publications on April
161h, 23rd, and 30t ", 2015. Sealed bids were received in the Office of the City Clerk until
10:30 a.m. on Wednesday, May 6, 2015. At 11:00 a.m. on May 6, 2015, the City Clerk
publicly opened and read four (4) sealed bids with the following result:
Rank Bidder
PTM General Engineering
Services, Inc.
Steiny and Company, Inc.
California Professional
Engineering, Inc.
Location
Bid Amount
Riverside, CA
$ 479,079.00
Baldwin Park, CA
$ 501,382.00
La Puente, CA
$ 534,791.00
Staff has reviewed the bid documents for completeness and the contractors'
backgrounds and recent projects for competency and believes that the bid of PTM
General Engineering Services, Inc. is the lowest responsive bid. PTM General
Engineering Services, Inc. has completed similar projects for a number of public
agencies, including the Cities of Montebello and Newport Beach and the California
Department of Transportation. PTM General Engineering Services, Inc. has also
completed several projects for the City of Rosemead, including two Safe Routes to
School projects and the Hellman /San Gabriel Intersection Improvements, all to the
satisfaction of the City.
City Council Meeting
August 11, 2015
Page 3 of 3
FINANCIAL REVIEW
The Highway Safety Improvement Project — Garvey Avenue is funded primarily through
a Federal Highway Safety Improvement Project (HSIP) Grant in the amount of
$339,500. This grant was awarded in 2011 and the award is based off of construction
costs as that time. The City has budgeted additional funds from other sources to
augment the grant award, including $ 50,000 from Measure R local return and $100,000
from Street Lighting District Funds. The total budget for this project is $489,500.
The total budget necessary to complete this project is $606,000 which includes all
design, construction, and inspection expenses. Staff is recommending an appropriation
of an additional $117,000 from the Street Lighting District funds as there is sufficient
funding available and this project is a prudent use of those funds. The estimated fund
balance for the Street Lighting District, as of June 30, 2015, was approximately $1.2
million.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Prepared By: Prepared By:
afael M. Fajardo, P.E. Sean Sullivan
City Engineer Public Works Manager
Submitted By:
I z—h> -
Matt awkeslrorth
Assistant City Manager /Acting Director of Public Works
Attachments:
A. Plans and Specifications (Available in the City Clerk's Office)
B. Bid Analysis
C. Resolution 2015 -50
PUBDOWO
CITY OF ROSEMEAD
GARVEY AVENUE HIGHWAY SAFETY IMPROVEMENT PROJECT
PROJECT NUMBER:
BID ANALYSIS
BIDSUBMITTAL AUGUST5.2015
PTM GENERAL ENGINEERING SERVICES, INC. Nt
ITEM
DESCRIPTION
OTT
UNIT
UNIT PRICE
TOTAL
1
CLEARING AND GRUBBING PER PLANS /SPECS.
1.00
ITS
200000
IS 2,00000
2
DISPOSAL OF WASTE MATERIALS
1.00
LS
1.000.00
$ 1,000.00
TRAFFIC SIGNAL UPGRADE AT AVENEU AND
DELTA A D SPECIFICATIONS
DELTA AVENUE PER PLANS AND SPECIFICATIONS
3
T
1.00
LS
15000-00
$ 1,000.00
_ _ _
TRAFFIC RAFFIC SIGNAL UPGRADE AT GARVEY AVENUE AND
ROSEMEAP VERAVENUE PER PLANS AND
0
SPECIFICATTIONS NS COMPLETE
1.00
LS
164,000.00
$164000.00
TRAFFIC UPGRADEATGARVEYAVENUE AND
MUSCATEL L AVENUE PER PLANS AND SPECIFICATIONS
6
COMPLETE
1.00
_ _LS_ _
156,0]900
$ 158,0]9.00
TOTAL BASE BID PRICE
$ 4]$,0]9.00
STEINY AND COMPANY, INC.
DESCRIPTION
1 CLEARING AND GRUBBING PER PINSISPECS.
2 DISPOSAL OF WASTE MATERIALS
TRAFFIC SIGNAL UPGRADE AT GARVEY AVENEU AND
DELTA AVENUE PER PLANS AND SPECIFICATIONS
3 COMPLETE
TRAFFIC SIGNAL UPGRADE AT GARVEY AVENUE AND
ROSEMEAD PLAOEIRIVER AVENUE PER PLANS AND
4 SPECIFICATIONS COMPLETE
TRAFFIC SIGNAL UPGRADE AT GARVEY AVENUE AND
MUSCATEL AVENUE PER PLANS AND SPECIFICATIONS
fi COMPLETE
TOTAL BASE BID PRICE
CALIFORNIA PROFESSIONAL ENGINEERING, INC.
CLEARING AND GRUBBING PER PLANSISPECS.
2 DISPOSAL OF WASTE MATERIALS
TRAFFIC SIGNAL UPGRADE AT GARVEY AVENEU AND
DELTA AVENUE PER PINS AND SPECIFICATIONS
3 COMPLETE
TRAFFIC SIGNAL UPGRADE AT GARVEY AVENUE AND
ROSEMEAD PICEIRIVER AVENUE PER PLANS ANN
4 SPECIFICATIONS COMPLETE
TRAFFIC SIGNAL UPGRADE AT GARVEY AVENUE AND
MUSCATEL AVENUE PER PINS AND SPECIFICATIONS
6 COMPLETE
TOTAL BASE BID PRICE
I
1.00 LS 2594.00 $ 259400
100 LS ]225.00 $ 122500
1.00 LS 16247400 $162,4]400
1.00 LS 164769.00 $164]69.00
1.00 LS 168 320 00 $168,320 00
S 501.382.00
43
1.00 ITS 0 $
100 ITS 1,50006 $ 1,500.00
1.00 ITS 1]4,55800 $1]4,55800
1 00 LS 11854] 00 $ 17854200
100 LS 174, 16600 $ 174, 18600
$ 534,781.00
B/ 11
RESOLUTION NO. 2015 -50
A RESOLUTION OF THE ROSEMEAD, CALIFORNIA CITY COUNCIL
APPROPRIATING ADDITIONAL FUNDS FROM THE
CITY'S STREET LIGHTING DISTRICT FOR THE
HIGHWAY SAFETY IMPROVEMENT PROJECT - GARVEY AVENUE
WHEREAS, appropriations are the legal authority for a City to spend its funds; and
WHEREAS, from time to time it is necessary to amend the budget with additional
appropriations; and
WHEREAS, the City desires to improve pedestrian and traffic safety along Garvey
Avenue through improvements to the traffic signal system, and
WHEREAS, this safety enhancement project is funded through proceeds from a
Federal Highway Safety Improvement Program Grant, Measure R and Street Lighting
District funds and currently has a budget amount of $489,500, and
WHEREAS, the total cost for the construction of this project, as proposed, will not
exceed $606,000, which is $117,000 more than currently budgeted, and
WHEREAS, the Street Lighting District Fund has a balance of approximately
$1,200,000 of which the additional funding could be made available for this project.
NOW THEREFORE, $117,000 is appropriated in the Capital Improvement Programs
for Expenditures related to the Highway Safety Improvement Project as defined below:
Fund
Organization
Account Project Description
Amount
Appropriation
301
6005
5395 21010 Construction
$ 117,000
Transfer Memo
245
0000
5960 Transfer Out
<$ 117,000>
301
0000
4860 Transfer In
$ 117,000
The additional appropriation is made a part of the approved FY 2015 -16 budget as though
it were a part of the initial budget fully set forth.
PASSED, APPROVED and ADOPTED this 1 V1 day of August 2015.
Margaret Clark, Mayor
ATTEST:
Carol Cowley, Interim City Clerk