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SR 01-24-2017 3C Ci ty Council Report City Council Meeting : January 24, 2017 Agenda Item: 3.C 1 of 6 To: Mayor and City Council From: Susan Cline, Director , Public Works, Civil Engineering Subject: Bike Technology Demonstration Project Recommended Action Staff recommends that the City Council: 1. Award Bid #SP2325 to Elecnor Belco Electric Inc ., a Cali fornia -based company for the Bike Technology Demonstration project; 2. Authorize the City Manager to negotiate and execute a contract with Elecnor Belco Electric Inc ., in an amount not to exceed $257,000 (including a 1 0 % contingency); and 3 . Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority. Executive Summary The Bike Technology Demonstration Project will further implement the Bike Action Plan by making cycling more convenient. The project will evaluate three different intersection treatments for bicycles, includes bike boxes, and video and in -pavement bicycle detection devices. B icycle detection and bicycle striping improvements at five intersections will help cyclists be det ected by traffic signals easily and allow them to be up front for better visibility when stopped at intersections. The grant also includes installation of 100 bike racks in locations identified through the City’s existing bike parking request database. I n November 2016 the City solicited bids for construction services to install bicycle striping, bicycle detection technologies, bicycle treatments, and bike racks. After reviewing the one bid received, staff recommends Elecnor Belco Electric Inc. for the c onstruction of the Project in an amount not to exceed $257,000 (including 10% contingency). Background The Bicycle Technology Demonstration Project is funded by a 2007 Los Angeles County Metropolitan Transit Authority (Metro) Call for Projects grant I w hich consists of funds from the Federal Highway Administration's Congestion Mitigation and Air Quality ("CMAQ") program. The City is contributing matchin g funds as required by federal agreement. The project includes three phas es. The first phase, which wa s completed by Alta Planning and Design, included data col lection at the following eight intersection s : 2 of 6 1. Ocean Avenue and California Ave. 2. Broadway and 11 th Street 3. Olympic Blvd. south and 11 th Street 4. Lincoln Boulevard and Michigan Avenue 5. Pico Boulevard and 11 th Street 6. 17 th Street and Broadway 7. Ocean Avenue and Arizona Avenue 8. 11 th Street and Michigan Avenue Reports were prepared tracking existing conditions at all eight intersections, as well as cycling counts and cyclists’ behavior as part of the pre -construction study. Three different types of bike detection technologies - microwave, video, and in pavement loops - as well as bike box designs were then selected for five of the eight intersections. The bike box is a type of advance sto p line that directs vehicles to stop well short of the cross walk at an intersection, creating an open space (or box) between themselves and the cross walk. This allows bicycles to move into the open space at the front of the queue during the red signal p hase, making them more visible, allowing them to correctly position themselves for turning movements and clearing the curb lane for vehicles turning right . The bike box, in addition to correctly positioning the cyclists at the front of the queue, is an adv antage for pedestrians since it provides a buffer between vehicles and pedestrians crossing the street. Construction drawings were then developed for these five intersections with selected bicycle detection and bike box designs for each based on best fit of treatment with existing infrastructure and bicycle activity. These drawings were later refined in summer of 2016 by City staff to incorporate striping changes at Broadway and 11 th , Michigan and Lincoln Blvd, and Ocean Ave and California, three of the fi ve intersections selected for the study. In November 2016, the drawings went to bid for construction of the improvements and installation of bike racks, which would complete Phase II. Alta Planning will wrap up phase Ill of the project with a post -constr uction study of the effectiveness of the striping treatment of bike boxes and intersection detection technologies. The before and after data collected by the consultant will be analyzed and used to guide the development of an evaluation toolkit of recomme ndations for future installations in the City and region. The grant was awarded prior to installation of any boxes in the city and although there are currently some boxes in the city, this 3 of 6 project would help evaluate their effectiveness and study the best bicycle detection technologies. Discussion The major deliverable of the Project is a toolkit evaluating three different intersection treatments for bicycles, including bike boxes, and video and in -pavement bicycle detection devices. The toolkit would ev aluate the three treatments using before and after data and also identify best practices for the City of Santa Monica as well as other cities in the region. Additionally, the Project consists of the design of bike boxes to make bicycle travel attractive a nd convenient. Bike detection technologies and bike boxes are proposed to be installed at the following intersections: 1. Ocean Avenue and California Ave. (bike detection and box on California Avenue) 2. Broadway and 11th Street 1h (bike boxes on all approaches) 3. Olympic Blvd. south and 11 Street (bike detection) 4. Lincoln Boulevard and Michigan Avenue (reconfiguration and addition of bike lane on Michigan Avenue 1h approach). 5. Pico Boulevard and 11 Street (bike detection) Final intersections were selected based on location of existing and future bikeways, volumes and turning movements of vehicles and bicycles. Bike Striping changes affiliated with the installation of a bike box and installation of bicycle detection are not extensive. Stop bars will be adjusted to provide additional space for the bike box and each intersection will include signage to alert a vehicle where to stop, similar to that on Ocean Park at Lincoln Boulevard. Bike detection will include signage and painted symbols on the ground to indicate wh ere cyclists should wait to be detected like those found along bikeways today. 4 of 6 Once installed, the intersections would be evaluated for approximately six months. This data would be used to guide the development of a toolkit for use by the City and others. As required by the funding agreement, a copy of the toolkit will be provided to Metro upon completion. Construction is anticipated to begin in March 2017 and be completed by June 2017. Vendor Selection - Construction On November 10, 2016, the C ity published Notices Inviting Bids for construction services for the Bike Technology Demonstration Project. The bid was posted on the City's online bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter a nd Municipal Code provision. A total of 1,419 vendors were notified and 31 vendors downloaded the bid. One bid was received and publicly opened on December 12, 2016. Staff conducted additional outreach to vendors who 5 of 6 downloaded the bid to see why they did not submit a bid. Two responses were received from Aldridge Electric Inc. and E. Republic Company. Aldridge Electric Inc. did not bid because the project was too small. E. Republic did not bid because it was not within their specifications. Bid results are as follows: Bidder Bid Amount Elecnor Belco Electric Inc. $233,600 Engineer’s Estimate $200,000 The bid was evaluated based on criteria in SMMC 2.24.072, including pricing, understanding of the project scope, direct experience with simila r projects, approach to the work, technical competence, qualifications of the proposed staff, and the ability to meet the project schedule. Staff contacted reference agencies listed by the contractor to ascertain past performance on similar projects, inclu ding City of Los Angeles, County of Los Angeles and City of Inglewood. Staff also verified with the Contractors State License Board that its subcontractors' licenses are current, active, and in good standing. Based on these criteria, Elecnor Belco Electric Inc., the lowest and only bidder, is recommended as the best bidder for construction services for the Bike Technology Demonstration Project. Construction Management & Public Outreach Construction management and public outreach for this project would be provided by City staff. Construction management would include inspecting the contractor's work during construction, verifying and documenting field changes and unforeseen conditions, monitoring and mitigating impacts as a result of the construction activi ties, attending contractor's safety meetings, attending periodic progress meetings, and maintaining all necessary inspection documentation relevant to the work conducted during construction. Public outreach would include notifications distributed to adjace nt properties and the surrounding community on the scope of the project, potential impacts and schedule with additional periodic updates. Financial Impacts and Budget Actions 6 of 6 The contract to be awarded to Elecnor Belco Electric Inc is for an amount not t o exceed $257,000 (including a 10% contingency). Funds are available in the FY 2016 -17 Capital Improvement Program budget . The contract will be charged to the following accounts: C207029.589000 Bike Tech Demo -MTA $178,244 C450418.589570 Prop C -Bike Tech Demo $52,046 C017010.589000 Bike Techno Demo Proj $26,711 Prepared By: Joshua Carvalho, Civil Engineer Approved Forwarded to Council Attachments: A. Oaks Initiative Disclosure Form Reference:    Contract  No. 10418    (CCS)