TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Raul Saenz, Interim Director of Public Works
Prem Kumar, City Engineer
Erik Zandvliet, City Traffic Engineer
SUBJECT:Title
Award a Professional Services Contract to Iteris, Inc. for Engineering Services for the Downtown Traffic Signal Pole Replacement Project and a City-Wide Traffic Signal Inventory/Condition Assessment Project in the Amount Not-to-Exceed $89,910 (Interim Public Works Director Saenz).
APPROVE AND APPROPRIATE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager to:
a) Execute a contract with Iteris, Inc. (Iteris) for engineering services for the Downtown Traffic Signal Pole Replacement Project ($71,090) and a City-Wide Traffic Signal Inventory/Condition Assessment/Design Project ($18,820),
b) Appropriate $18,820 from Measure R fund balance for the City-Wide Signal Inventory/Condition Assessment portion of the project.
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FISCAL IMPLICATIONS:
Funding for the Downtown Streetscape Traffic Signal Pole Replacement project was approved with the FY 2012-13 Capital Improvement Plan. The Budget and Expenditures for this project are indicated in Attachment No. 1.
While not budgeted, staff determined that it is timely and efficient to authorize Iteris to also prepare a comprehensive inventory and condition assessment for all traffic signal equipment in the City. The incremental cost of this portion of the project is $18,820, for which staff recommends an appropriation of Measure R unreserved fund balance.
BACKGROUND:
The City of Manhattan Beach has 38 locally owned traffic signal locations, both as sole operator and as shared operator with neighboring cities. The scope of this project includes thirty-two (32) of these traffic signals citywide excluding Aviation Boulevard as identified in Attachment 1. $1.1 million has been budgeted in the CIP fund to replace aging and weathered traffic signal equipment in the Downtown area at the following intersections:
• Manhattan Beach Boulevard at Valley Drive/Ardmore Avenue,
• Highland Avenue at Manhattan Beach Boulevard,
• Manhattan Avenue at Manhattan Beach Boulevard,
• 15th Street at Highland Avenue, and
• 15th Street at Valley Drive/Ardmore Avenue.
The condition of the traffic signal heads and poles at these locations were found to be extremely weathered.
Traffic signal equipment citywide shows varying degrees of weathering. It is timely and efficient to utilize Iteris to also prepare a comprehensive inventory and assessment for all traffic signal equipment in the City. The incremental effort to do the citywide inventory and assessment can be done at a cost of $18,820.
The inventory effort will first focus on the five Downtown intersections. The results of the survey and prioritization of those poles and traffic signal heads will determine what traffic signal equipment will be replaced immediately while the remainder of the citywide traffic signal installations are inventoried. Many of the poles are located in areas of limited space and heavy pedestrian usage. The design and subsequent construction will take into account the need for the lowest possible impact on residents, visitors and business owners.
DISCUSSION:
The Public Works Department issued a Request for Proposals on June 15, 2016 for professional engineering services for the project. A total of nine (9) proposals were received by July 11, 2016. Proposals were evaluated and ranked by an evaluation committee of City staff according to the following selection criteria:
• Demonstrated understanding of City-identified scope of services,
• Key personnel qualifications and experience with traffic signal system projects,
• Project management methods and quality control/assurance,
Downtown Traffic Signal Inventory/Condition Assessment (Phase 1A):
The scope of work will consist of a field survey of the five (5) existing traffic signals in the Downtown area of the City of Manhattan Beach, the preparation of an inventory database with all necessary data and the provision of recommendations for the traffic signal equipment in greatest need of replacement. This task will culminate in a meeting with City staff to identify the downtown locations recommended for immediate action appropriate for the project budget.
Citywide Traffic Signal Inventory/Condition Assessment (Phase 1B):
The scope of work will consist of a field survey of the twenty-seven (27) remaining existing traffic signals in the City of Manhattan Beach, the preparation of an inventory database with all necessary data and recommendations for the traffic signal equipment in greatest need of replacement. This task will culminate in a meeting with City staff to prioritize maintenance and ensure longevity of a robust traffic signal system.
Design of Replacement of the Existing Signal Equipment (Phase 2):
The scope of work will consist of the preparation of plans, specifications and estimates in accordance with City, County and State standards, methods and practices, including structural design of footings and ongoing budgetary recommendations for the maintenance of a robust traffic signal system.
Based on the selection criteria, Iteris had the best overall proposal. Iteris has excellent experience on similar projects, identified and understands the key project issues, proposed an appropriate level of staffing for the size and complexity of the project, and their scope of work and methodology was clearly outlined to complete the project in a timely manner. The total not-to-exceed cost for the Scope of Work for the engineering services of the City-Wide Traffic Signal Inventory and Design Project is $89,910.
POLICY ALTERNATIVE:
Do not approve the proposed professional services agreement for this project.
PROS:
Funding would not have to be spent for this project. There will be no disruption to the public due to construction activity.
CONS:
Several of the Downtown traffic signals are deemed to be in need of immediate attention and replacement. Further degradation of the existing equipment will lead to loss of use and other undesirable outcomes affecting the public as well as significant increase in extraordinary maintenance costs. The inventory, prioritization and design work will facilitate the timely attention to these traffic signals.
PUBLIC OUTREACH/INTEREST:
The professional services agreement (Attachment 3) includes community outreach meetings during the design process and additional project presentations at City Council Meetings. Depending on the outcome of these initial public meetings, additional public meetings can be scheduled, if needed.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 1(c) categorical exemption pursuant to Section 15301, Existing Facilities of the State CEQA Guidelines. Thus, no further environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed and approved the proposed Professional Services Agreement as-to-form.
Attachments:
1. Budget and Expenditures
2. Traffic Signals Location Map
3. Professional Services Agreement for Iteris