SR 03-07-2017 3B
Ci ty Council
Report
City Council Meeting : March 7, 2017
Agenda Item: 3.B
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To: Mayor and City Council
From: David Martin, Director , Traffic Management
Subject: Request Emergency Authorization to Purchase and Install Traffic Signal
Replacements at the Intersections on Montana Avenue and 4th, 7th, 11th,
and 14th Streets and Upgra de those Signals to the Current Standard Used
Throughout Santa Monica
Recommended Action
Staff recommends that the City Council:
1. Award Bid # SP 9198 to Dynalectric Corporation, a California -based company for
the purchase and installation of traffic signal and associated equipment;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Dynalectric Corporation for the purchase and installation of traffic signal s and
associated equipment for a total amount not to exceed $1,165 ,0 0 0 ; and
3. Autho rize budget changes as outlined in the Financial Impacts & Budget Ac tions
section .
This recommended award is made as an exception to the standard bidding procedure
pursuant to Section 2.24.071(e) (3) which states that by two -thirds affirmative vote of its
membership, the City Council may forego the bidding procedures otherwise required by
this Section if the City Council finds that d ue to urgent necessity, the public health,
welfare or safety would be jeopardized if the bidding procedures of this Section w ere
followed.
Executive Summary
Due to an emergency necessity, four traffic signals along the Montana Avenue corridor
must be replaced immediately, beginning with the 7 th Street at Montana Avenue traffic
signal. The existing equipment is no longer commerc ially available, is functionally
obsolete, and piece -meal repairs are unworkable as additional points of failure may
arise with further manipulation of that equipment. Permitted under Santa Monica
Municipal Code 2.24.2071 (e)(3), this priority request seek s to order new fixtures
immediately, to expedite replacement of traffic signals at Montana and 4 th , 7 th , 11 th , and
14 th Streets that have begun to fail with increasing frequency. The 4 signals along
Montana Avenue needing immediate replacement are among t he highest that require
constant response to failure, representing about two -thirds of the calls citywide.
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Accelerating the funding at this time will help to get the work expedited, to arrange for
the return of safer and efficient conduct of traffic as s oon as possible, to obtain a
contractor familiar with this type of electrical work now during the less busy construction
season, and to aggregate the acquisition of materials for these 4 locations at one time
to save money over individual purchases of equi pment. The emergency procurement
will allow staff to replace the failed signal at 7 th and Montana by August and the
remaining three signals by early 2018.
Background
The traffic signals along the Montana Avenue and San Vicente Blvd. corridors are part
of cohort of 12 signals installed over 39 years ago, and are the oldest in the City’s
inventory for which replacement parts are no longer available. They have been in 24 -7
operation since their inception, and the particular signals at 4th, 7th, 11th, and 14t h
Streets are part of that cohort that represent about 65% of the traffic signal service calls
citywide. The four signals pegged for immediate replacement represent about half of
that 65% of calls. The traffic signal at 7 th and Montana remains in a failed condition and
enters into an irreparable red -flash mode after major rain events. Without these
replacements, traffic flow along Montana Avenue and 7 th Street, a key north -south
corridor for the north side of the City, will be severely disrupted.
Discus sion
The recent heavy rains and saturated soils beneath the intersection at 7th Street have
caused the underground wiring conduits to fail and have intermittently thrown the signal
into red -flash mode. After evaluation, it was found that much of the condui t has rusted
away and is irreparable. Therefore, this is a system network failure that requires
extensive work.
The traffic signals at the four intersections have exceeded their beneficial use and are
functionally obsolete. Parts are no longer available and cannibalizing aging parts from
other intersections provides little guarantee of functionality and puts other intersections
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at risk of failure. While the signals have been maintained to the safest norms known, the
recent wet weather conditions have rev ealed that many of the underground electric
conduits have rusted away, leaving electrical circuits prone to periodic electrical
shorting. A piece -meal replacement of hardware would not offer lasting solutions as
each existing component is not compatible wi th modern equipment, and manipulating
existing fixtures will increase the failure rate.
The lead time on the site specific replacement materials is about 8 weeks, to be then
followed by construction preparation, installation and testing. The entire inter section
hardware will be replaced, including poles, signal and pedestrian heads, computer
controllers and underground fixtures, that would have been impossible to do in a piece -
meal fashion. It is most cost effective to replace the entire traffic signal ha rdware and
computer controllers at once. As traffic signal equipment is specialized and sized to
each intersection, larger parts are not kept in inventory but are ordered in advance of
anticipated work. The design of the traffic signals is complete and a m aterials sheet has
been prepared to expedite purchase of this equipment.
The recommendation requests emergency authorization to purchase and install traffic
signals replacements at the intersections on Montana Avenue with 4th, 7th, 11th, and
14th and upg rade those signals, to the current standard used throughout Santa Monica
using the firm, Dynalectric Corporation to perform this work.
Accelerating the funding at this time will help to get the work expedited, to arrange for
the safe and efficient conduc t of traffic as soon as possible, to obtain a contractor
familiar with this type of electrical work now during the less busy construction season,
and to aggregate the acquisition of materials for these 4 locations at one time to save
money over individual purchases of equipment. Coordination will occur between
Planning and Community Development, Public Works, Police, Information Systems,
Fire, and Finance Departments to establish an expedited delivery and construction
schedule.
Vendor/Consultant Selectio n
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Staff recommends Dynalectric Corporation to furnish, deliver and install traffic signal
and associated equipment for four intersections as an exception to the competitive
procedure. The product or service is required immediately due to an urgent or
emerg ency situation.
The recommended action is permitted under:
SMMC 2.24.071 Public works contracts.
(e) By two -thirds affirmative vote of its membership, the City Council may forego
the bidding procedures otherwise required by this Section if the City Coun cil finds
that: (3) Due to urgent necessity, the public health, welfare or safety would be
jeopardized if the bidding procedures of this Section were followed.
Following the normal bidding process could extend replacement of these intersections
by four to six months. Cost and time savings may be achieved from this purchase of
traffic signals for four intersections at once, as opposed to the single intersection
approach, and Dynalectric Corporation is a firm uniquely qualified to provide this
service, due t o its consistent good record of service and knowledge of the City, ability to
meet expedited timelines in short order, and ability to meet high expectations for traffic
control and accommodation of all users, including pedestrians, bicyclist, and motor
veh icle and transit access at an acceptable price point.
Environmental Analysis
The project is categorically exempt under CEQA: Section 15303 (Class 3) - New
Construction, as it is the replacement of existing city infrastructure, in kind, and not
substantial ly negatively affecting the surrounding environment.
Public Outreach
Extensive information has been distributed to external partners via social media and
targeted SMAlerts, including known residential community organizations such as,
NOMA, WilMont residen ts, and Northeast Neighbors, as well as citywide communication
venues such as “Know Before You Go” (KBUG). Coordination will continue to occur
between PCD and Public Works, Police, ISD, Fire, and Finance Departments to
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establish an expedited delivery and c onstruction.
Next Steps
Upon approval of the recommended action, staff will work to proceed with the purchase
order and seek to expedite the procurement of hardware and seek earliest dates for
installation, conducting community and other stakeholder outre ach to minimize
construction impacts. Upon Council approval and purchase authorization, work will
begin immediately to install temporary traffic signals at Montana Avenue at 7 th Street to
serve interim needs. Although materials will be ordered immediately, work at each
intersection will take the better part of 5 months to complete, with inclusion of traffic
control and temporary traffic signals. The 7 th Street Signal replacement has a target
completion of late August 2017 based on known holidays, restrictio ns of noise -making
construction in proximity to residential areas, local events, and best weather options.
The remaining three signals will be of similar duration to install although some overlap
can be accommodated to expedite the work within 9 months, to late 2017/early 2018.
Financial Impacts and Budget Actions
The purchase order to be awarded to Dynalectric Corporation is for an amount not to
exceed $1,165,000, including the standard contingency. Award of the purchase order
requires the following budge t actions:
1. Appropriate $1,165,000 to account C019198.589000 (Traffic Signals – Montana
Ave); and
2. Release of fund balance from reserve account 1.380246 (Capital Improvement
Program savings) of $1,165,000.
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Prepared By: Henry Servin, City Traffic Engineer
Approved
Forwarded to Council