sr-121311-3lCity of City Council Report
Santa Monica'
City Council Meeting: December 13, 2011
Agenda Item: 3-'L
To: Mayor and City Council
From: David Martin, Director of Planning and Community Development
Subject: Purchase and Installation of Supplemental Traffic Signal Upgrade
Equipment
Recommended Action
Staff recommends that the City Council award Bid #3066 for the purchase and installation
of traffic signal equipment to C.T. & F., Inc., a California based company, in the amount
of $730,000 including a 10% contingency.
Executive Summary
A phased upgrade of the City's traffic signal system is underway as a part of Santa
Monica's Advanced Traffic Management System (ATMS) project. When complete, the
ATMS project will provide centralized control of the traffic signal controllers and all other
Intelligent Transportation System (ITS) devices used to manage traffic such as video
detection systems, transit priority systems, emergency vehicle preemption systems,
variable message signs, and traffic monitoring cameras. The City has nearly 200 traffic
signal controlled intersections, and many of the traffic signals and associated equipment
were installed over 50 years ago. By the end of next year over half of the City's traffic
signal system will be upgraded and connected to the City's new Traffic Management
Center. Replacement and upgrade of some of this aging equipment was not included in
contracts for Phases 2, 3 and 4a, and 4b, and will not be included in the contract for
Phase 4c, because of grant and budget limitations. This contract would provide
upgrades to supplemental traffic signals and associated equipment that were not
previously included, resulting in improved consistency and reliability throughout the
entire ATMS network. C.T. & F., Inc. is recommended to purchase and install the
equipment at a cost of $730,000.
Background
The ATMS project consists of five phases. On September 13, 2011, the City Council
authorized a design contract for Phase 4c. The following outlines the status of all
phases:
• Phase 1 (completed in 2006): upgraded some traffic signal equipment and
connected traffic signals to fiber optic communications on 4 r Street in the
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Downtown area. Not all equipment was upgraded due to grant funding
requirements.
• Phase 2 (completed in October 2008): upgraded and connected 50 signals. in
the Downtown area (with the exception of Arizona Avenue) and Lincoln Blvd. to
the City's centralized control system. Due to budgetary constraints, traffic signal
equipment was upgraded at a few, and not all, locations.
• Phase 3 (will be completed in early 2012): will bring fiber optic interconnection
to 35 signals along the transit priority corridors of Wilshire, Santa Monica, and
Pico Boulevards (all east of Lincoln Blvd). City staff can monitor, control and
make adjustments to the Downtown and transit priority corridors using the City's
centralized control system. In this phase, a portion of the traffic signal equipment
was not upgraded due to grant funding requirements.
• Phases 4a & 4b (currently under construction - scheduled to be completed
by September 2012): along Arizona Avenue, and in the Office District and Mid -
City areas. Phases 4a and 4b will bring fiber optic interconnection to an
additional 38 signalized intersections.
• Phase 4c (currently under design): will upgrade the traffic signal system along
the Ocean Park Boulevard, Neilson Way, and Main Street corridors. A total of 26
signalized intersections in the City are included. Some traffic signal equipment is
not included due to grant funding requirements.
• Phase 5 (design scheduled to begin in early 2012): includes Montana Avenue
and San Vicente Boulevard, to be connected via fiber optic and /or wireless
communications. Phase 5 received partial funding that will cover the design
portion. The construction portion is not fully funded.
On November 17, 2009, the Redevelopment Agency adopted its Five -Year
Implementation Plan for the period of FY 2009 -10 through FY 2013 -14, with established
goals to support affordable housing, disaster prevention and mitigation, community
revitalization, commercial revitalization, and institutional revitalization. In particular, the
objectives for community and commercial revitalization include:
• Improving Santa Monica's commercial corridors and boulevards with a focus on
streetscape improvements, parking, and transportation enhancements
• Provide support for transit - oriented development and facilitate transit connections
as envisioned by the LUCE (Land Use and Circulation Element)
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On August 10, 2010, the Redevelopment Agency and City entered into Cooperation
Agreement No. 9267 (CCS /RAS) and adopted resolutions 10519 (CCS) and 527 (RAS)
to ensure timely implementation and completion of the Agency's Five -Year
Implementation Projects. Under the terms of the Cooperation Agreement, the City
agreed to undertake the implementation of the Agency's projects including work
associated with the purchase and installation of traffic signal upgrade equipment.
Discussion
Most of the ATMS phases were Metro grant funded and only allow for communications
installation and connection to the City's central_ management system. Replacement of
old and aging infrastructure such as poles, conduit, and signal cabinets were not
included with the previous grants. This contract would allow for the purchase and
installation a total of 36 new traffic signal poles, more than 500 feet of new conduit, and
replace 22 traffic signal controller cabinets at various locations within the City.
Vendor Selection
On October 20 and 21, 2011, the City published a Notice Inviting Bids in the Santa
Monica Daily Press. The bid documents were posted on the City's online bidding
system, Planet Bids. A non - mandatory job walk was held on November 1, 2011. Of the
32 perspective contractors that made requests for the bid documents, 6 bids were
received on November 15, 2011. The bid results are as follows based on the total base
bid, before applicable taxes:
Bidder Bid Amount
Flatiron Electric $725,625.00
C.T. & F., Inc. $606,284.92
JFL Electric $842,292.20
Dynalectric $1,257,372.00
Republic ITS $960,111.00
Freeway Electric $1,181,465.00
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All bids were evaluated on competitive pricing, understanding of the project's scope,
direct experience on similar projects, technical competence, and the ability to meet the
required time frames. Other criteria considered for contractor selection included
consistent accuracy in bidding, volume of projects that involve battery backup systems,
and exceptionally positive reference responses.
Staff recommends C.T. & F., Inc. based on price, quality services offered and
experience with similar projects. C.T. & F., Inc.'s price is within the City's estimate of
$950,000. C.T. & F., Inc.'s experience on similar projects is extensive and includes
projects with the Cities of Glendale, Monrovia, and Downey.
Financial Impacts & Budget Actions
The purchase order amount to be awarded to C.T. & F., Inc. is $730,000 including
applicable taxes and a 10% contingency. Funds are included in the FY2011 -13 budget
at account R01702617.589000.
The cost of maintenance within the first year of installation is included through the
vendor. Ongoing time and material maintenance costs beyond the first year are
included in the FY2011 -13 budget at account 01416.566470. Budget authority for
subsequent years will be requested in each budget cycle for Council approval. Future
funding is contingent upon Council approval.
Prepared by: Andrew Maximous, P.E., T.E., Transportation Engineer
Approved:
Forwarded to Council:
G'
avid Martin, Director Rod Gould
Planning and Community Development City Manager
M