AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
title
MEMORANDUM OF UNDERSTANDING (MOU) WITH CITY OF LONG BEACH AND PUBLIC WORKS CONTRACT WITH INTERNATIONAL LINE BUILDERS, INC. DBA ILB ELECTRIC FOR EAST 20TH STREET AND REDONDO AVENUE INTERSECTION IMPROVEMENT PROJECT (PROJECT NO. 90.20007)
summary
Summary:
Staff recommends the City Council consider entering into an MOU with City of Long Beach and a Public Works Contract with ILB Electric for construction of the East 20th Street and Redondo Avenue Intersection Improvement Project. This scope of work for this Project includes the following tasks:
• Installation of new traffic signal poles and foundations, signal mast arms, LED luminaire, signal heads, countdown pedestrian heads, pedestrian push buttons, pedestrian push button signs, pullboxes, PVC conduits (3”), and conductors;
• Installation of Type E and Type D inductive vehicle detector loops;
• Traffic striping and installation of internally illuminated street name sign; and
• Installation of grated line drain, and curb ramp per Caltrans Standard Plans D98H and A88A, Case C respectively.
recommendation
Recommendations:
1. Authorize the City Manager to enter into an MOU with City of Long Beach for construction of the project, in a form approved by the City Attorney.
2. Authorize the City Manager to enter into a Public Works Contract with ILB Electric for construction of the Project, in a form approved by the City Attorney. The term of the agreement is for 90 working days upon issuance of Notice to Proceed with a not-to-exceed contract amount of $448,479.00.
3. Authorize contingencies of 10% ($44,847.90) and up to a 180-day term extension pursuant to the City’s Purchasing and Contracting Guidelines, to be utilized if approved by the Public Works Director.
body
Fiscal Impact:
The construction budget for Project No. 90.20007 is $541,649 as shown in Table 1, utilizing funds from traffic impact fees, Measure M, and Los Angeles County Metropolitan Transportation Authority (LACMTA). The overall project budget is $627,714. Sufficient funds are available within the project budget.
Strategic Plan Objectives:
Goal No. 4: Maintain and improve the public infrastructure.
Goal No. 5: Ensure an enhanced quality of life for the residents.
Background:
Redondo Avenue and East 20th Street is a one-way stop sign controlled T-intersection within the limits of City of Long Beach. The intersection serves as a main gateway into the residential housing communities along East 20th Street in the City of Signal Hill and is approximately a quarter mile south of Browning High School. A signalized intersection was warranted by the City’s Traffic Engineer to enhance pedestrian safety and vehicle circulation.
On February 22, 2017, the City’s Traffic Engineering Consultant W.G. Zimmerman Engineering, Inc. (Zimmerman Engineering) observed existing and recorded traffic patterns during peak hours. Projected trip generations produced by the opening of Browning High School were also considered in the analysis, due to the anticipated additional pedestrian traffic crossing the East 20th Street and Redondo Avenue intersection because of the opening of the new high school. On March 7, 2017, Zimmerman Engineering provided the results of its traffic signal warrant analysis of the intersection. Based upon State and Federal criteria detailed in the California Manual on Uniform Traffic Control Devices, a traffic signal in this location is warranted due to the measured volume of vehicular traffic at peak hours. The analysis concluded that a traffic signal at this intersection would help regulate traffic flow at the intersection and provide adequate gaps for pedestrians to cross safely.
Over the past three years, the City Council has taken various actions to advance the development of this project. On December 10, 2019, the City Council authorized an amendment to Zimmerman Engineering’s on-call traffic engineering services contract with the City to include development of plans and specifications for a signalization project at the intersection of East 20th Street and Redondo Avenue. On February 22, 2022, the City Council authorized an agreement with LACMTA assigning the City’s STP-L and HIP funds for use on this project. On June 28, 2022, the City Council adopted the FY 2022-23 Budget which included the East 20th Street and Redondo Avenue Intersection Improvement Project (Project No. 90.20007) as part of the Capital Improvement Program.
The proposed MOU between City of Signal Hill and City of Long Beach documents the mutual responsibilities of each agency. The City of Signal Hill would take responsibility for leading and funding the construction of the project. Upon completion of the construction phase, the City of Long Beach would take ownership and responsibility of the traffic signal, including any post-construction maintenance and operations. The public works staff and city attorneys of both agencies reviewed the MOU, which was subsequently submitted to the Long Beach for City Council approval on January 26, 2023. As of the time of this writing, the MOU is pending approval of Long Beach City Council.
Upon approval of the construction contract with ILB Electric, staff will direct ILB Electric to provide material submittals and authorize the purchase order of traffic signal poles and the controller. Signal poles and controllers are currently very long lead items in the industry, averaging 18 to 26 weeks for delivery after placement of the order. Mobilization and construction activities will be contingent on City of Long Beach’s execution of the MOU and ILB Electric’s acquisition of a right-of-way construction permit issued by City of Long Beach.
Analysis:
Bid Circulation Process
On February 16, 2023, the City posted a Notice Inviting Bids in accordance with Signal Hill Municipal Code at its public notice locations, sent the notice to subscribers through the City’s website, and posted on PlanetBids via the City’s portal.
Bid Results
The table below lists the bids received by the bid due date of March 9, 2023:
Contractor Selection
ILB Electric, the lowest bidder, submitted all the required documents prior to the bid closing date and time, including its hard copy bid bond. All items and documents have been properly submitted; as such, staff determined ILB Electric to be the lowest responsive and responsible bidder. Staff conducted reference checks on the company’s listed projects in the Statement of Qualifications and verified that ILB Electric, along with its subcontractors, are properly licensed to perform the work under this contract. Staff is recommending award of contract to ILB Electric in the amount of its bid.
Upon contract award, staff will execute contract documents and review submitted material documents. Upon approval of the submitted material documents, staff will issue authorization to the contractor to purchase the materials. The traffic signal poles and controller are long-lead items across the industry, with wait times averaging between 18 and 26 weeks. Therefore, Construction activities on the project are estimated to start in October 2023. Staff anticipates the project to be completed in April 2024.
Reviewed:
_________________________
Sharon del Rosario
Approved:
_________________________
Carlo Tomaino
Attachments:
A. MOU with City of Long Beach
B. Contract
C. Traffic Signal Warrant Analysis