HomeMy WebLinkAboutStaff Report 3.C 01/28/2019DATE:
TO:
FROM:
• • d
January 28, 2019
Honorable Mayor and Members of the City Council through City Manager
Dan St. John, F.ASCE — Director, Public Works & Utilities
Jeff Stutsman, P.E. — Senior Civil. Engineer
SUBJECT: Resolution Authorizing the Award of Contract for the Traffic Signal Video
Detection Replacement Portion of Project C16101823, Pavement Restoration, to
DC Electric Group, Inc.
RECOMMENDATION
It is recommended that the City Council approve the Resolution Authorizing the Award of
Contract for the Traffic Signal Video Detection Replacement Portion of Project C16101823,
Pavement Restoration, to DC Electric Group, Inc.
BACKGROUND
The scope of the pavement restoration project can vary based on budget, utility or CIP projects,
maintenance needs, or based on complaint areas. The list of streets shown in the FYI 8/19 budget
are a list of streets that were completed with the previous project Pavement Restoration 17/18.
This project includes the reconstruction of Sonoma Mountain Parkway from Corona Road to
Campus Circle South and Wyndham Way to East Washington Street. The Traffic Signal Video
Detection Replacement Project is the first phase of the Restoration Pavement FY 18/19 CIP
project, C16101823. To prepare for the upcoming paving project and maintain the functionality
of traffic signals before, during, and after construction, the existing vehicle inductive -loop
detectors need to be replaced with vehicle detection cameras (VDC). An inductive -loop consists
of wire "coiled" to form a loop that is usually square, circular, or rectangular and is installed into
or under the surface of the roadway. Once a vehicle drives over a loop sensor, the loop field
changes and detects the presence of a vehicle. This signal upgrade is consistent with the City's
efforts to upgrade its older inductive -loops with VDCs at signal intersections.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
Vehicle loop detectors require cutting the roadway to install the wires. Doing so creates the
potential for water intrusion and potential failure of the pavement. In most paving projects, the
loops are removed and/or damaged during work that is conducted prior to paving. Without
vehicle detection the signal will not operate properly.
The current industry standard for vehicle detection has shifted from loops to VDCs. Detection
cameras are mounted on a traffic signal pole and utilize the video image and. predefined detection
zones to detect bicyclist and vehicles. When a bicycle or vehicle enters a detection zone, the
pixel value within the zone changes and detection is activated.
When Sonoma Mountain Parkway is reconstructed, it will require shifting traffic to perform the
work. If loops were used as the method of detection, all detection would be lost and would not be
restored until the end of the project. Video detection will allow detection zones to be moved as
lanes are moved and operation without detection will be minimal.
The construction specifications were prepared by engineering staff and a Notice Inviting Bids
was advertised on December 6, 2018. One (1) bid was received as follows:
Name of Bidder Base Bid
DC Electric Group Inc. $ 149,750.00
Engineers Estimate $ 120,000.00
The lowest responsible and responsive bidder, DC Electric Group, Inc., has performed similar
projects throughout the Bay Area and possesses a valid Class C-10 California Contractor's
License, #949934, which qualifies DC Electric Group, Inc. to perform the work. This contractor
has satisfactorily completed numerous projects for the City. It is recommended that Council
adopt the resolution awarding the contract to DC Electric Group, Inc. in the amount of $149,750.
Construction is scheduled to begin in March 2019 and to be completed by April 2019.
Construction management and inspection services will be conducted by City staff.
FINANCIAL IMPACTS
The approved budget for the Pavement Restoration Project is $1,500,000 and is funded through
Street Maintenance and S131. Funds remaining following this project will be used to reconstruct
Sonoma Mountain Parkway.
The following is a breakdown of the budget for the project:
Uses
FY 18/19 Adopted
Pro ect Budget
Current Costs
with Award
Planning and Environmental
$
2,000
$
1,000
Design (City Staff)
$
27,000
$
5,000
Legal Services
$
1,000
$
0
Administration
$
2,000
$
0
Construction Contract
$
1,345,000
$
149,750
Construction Management & Inspection
$
75,000
$
5,000
Contract Contingency
$
45,000
$
10,000
CIP Overheads
$
3,000
$
1,000
Total
$
1,500,000
$
171,750
14
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR THE TRAFFIC
SIGNAL VIDEO DETECTION REPLACEMENT PORTION OF PROJECT C16101823,
PAVEMENT RESTORATION, TO DC ELECTRIC GROUP INC.
WHEREAS, City Council approved the FY 18/19 Pavement Restoration Project in the
amount of $1,500,000, of which the subject project is the first phase; and
WHEREAS, City staff prepared construction bid documents and advertised for the
Traffic Signal Video Detection Replacement project to upgrade existing video detection
equipment ("the project"); and
WHEREAS, the project was bid on December 6, 2018, and one (1) bid was received and
opened on December 13, 2018 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by DC Electric
Group, Inc. from Petaluma, CA for $149,750; and
WHEREAS, it has been determined that DC Electric Group, Inc's bid satisfies the
bidding requirements for the Project; and
WHEREAS, DC Electric Group Inc., possesses a valid California Contractor's License,
Class C-10, #949934, that allows DC Electric Group, Inc. to perform the work for the Project;
and .
WHEREAS, the Project is categorically exempt pursuant to California Environmental
Quality Act ("CEQA") and Title 14, the California Code of Regulations ("CEQA Guidelines"),
Section 15301, because the project consists of repair and maintenance to an existing public
street.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. In accordance with the City of Petaluma Charter and Municipal Code, California Public
Contract Code Section 20162, and other applicable law, waives any and all non-
conformance in the bid of DC Electric Group Inc. for the Video Detection Replacement
Project, finds the bid of $149,750 to be the lowest, responsive bid and further finds that
DC Electric Group Inc. is the lowest responsible bidder.
2. Awards the contract for the Traffic Signal Video Detection Replacement Project to DC
Electric Group Inc., in the amount of $149,750, the amount of the lowest responsive bid,
conditioned on DC Electric Group, Inc.'s timely execution of the project contract and
9
submittal of required documents, including but not limited to, executed bonds, certificates
of insurance, and endorsements, in accordance with the project bid documents.
3. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by DC Electric Group Inc., of the signed
project contract and all other required documents.
4. Approves a construction contract contingency of $10,000 for the Video Detection
Replacement Project
5
Attachment 2
SONOMA MOUNTAIN PARKWAY
CORONA RD TO EAST WASHINGTON ST
INTERSECTION LOCATIONS
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PROJECT SITE w E
Date :JANUARY 7, 2018
City of Petaluma aA
Public Works and Utilities
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Department