REPORT TO THE CITY COUNCIL July 31, 2014 FROM: SCOTT L. MOZIER, PE, Director Public Works Department THROUGH: ROBERT N. ANDERSEN, PE, Assistant Director Public Works Department, Capital Management Division LAL GOONAWARDENA, PE, Design Services Manager Public Works Department, Capital Management Division BY: JOHN STANBOULIAN, Project Manager Public Works Department, Traffic and Engineering Division SUBJECT ..Title Actions pertaining to the McKinley Avenue Traffic Synchronization Project from Highway 99 to Clovis Avenue rebid - Bid File 3338 (Council Districts 1, 3, 4 and 7) 1. Adopt finding of a Categorical Exemption per staff determination, pursuant to Section 15301(c) of the CEQA Guidelines, for the McKinley Avenue Wireless ITS Project from Highway 99 to Clovis Avenue 2. Award a Construction Contract to Crosstown Electrical & Data, Inc. of Irwindale, California in the amount of $833,370 for the base bid all add alternates for the McKinley Avenue Wireless ITS Project from Highway 99 to Clovis Avenue rebid ..Body RECOMMENDATIONS Staff recommends Council adopt a finding of a Categorical Exemption pursuant to Section 15301(c) of CEQA Guidelines and award a Construction Contract to Crosstown Electrical & Data, Inc. of Irwindale, California in the amount of $833,370 for the McKinley Avenue traffic signals synchronization project from Highway 99 to Clovis Avenue. EXECUTIVE SUMMARY The McKinley Avenue traffic signals synchronization project will install a wireless communication system to interconnect the new traffic signal controllers along McKinley Avenue and synchronize the corridor. This project will result in an efficient responsive coordinated system, improving safety, operations, energy conservation and effective capacity of the McKinley Avenue corridor, while reducing emissions and improving overall quality of life. BACKGROUND McKinley Avenue Intelligent Transportation Systems (ITS) project was initially bid on November 8, 2013, and bids were opened on December 10, 2013; two bids were received and opened at a public bid opening. After the bid opening, it was determined that the contractor qualification requirements were incorrectly included in the bid documents material specifications without a corresponding requirement on Bidder's checklist. Council rejected the bids per staff request and directed staff to rebid the project. Public Works Department staff prepared general construction documents for the McKinley Avenue Wireless ITS Project from Highway 99 to Clovis Avenue rebid. The Notice Inviting Bids was published in the Business Journal on March 26, 2014, and posted on the City's website and faxed to ten (10) building exchanges. The specifications were distributed to eleven (11) prospective bidders. Two (2) sealed bid proposals were received and opened in a public bid opening on April 29, 2014. Crosstown Electrical & Data, Inc. of Irwindale, California submitted a bid in the amount of $740,600 for the base bid, $26,000 for the add alternate 1 and $66,770 for add alternate 2. Kertel Communications dba Sebastian submitted a bid in the amount of $798,250 for the base bid, $26,008 for the add alternate 1 and $56,576 for add alternate 2. Crosstown Electrical & Data, Inc. of Irwindale, California was determined to be the lowest responsive and responsible bidder for the project. A bid appeal was received by Kertel Communications dba Sebastian. An appeal hearing was scheduled for June 11, 2014 in accordance with Resolution 2003-129 which establishes procedures for appeals in the competitive bidding process. The Independent Administrative Hearing Officer recommended to the City Manager that the City Council uphold the staff determination that designated Crosstown Electrical and Data, Inc. as the lowest responsive and responsible bidder in his Findings and Recommendations letter dated June 19, 2014, attached hereto. The Public Works Department is requesting the City Council approval of the construction contract with Crosstown Electrical & Data, Inc. following the City Manager's concurrence with the Independent Administrative Hearing Officer's recommendation. The bids will expire on August 21, 2014. Staff is recommending award of a construction contract to Crosstown Electrical & Data, Inc. of Irwindale, California in the amount of $833,370 for the base bid and add alternates 1 and 2 for the McKinley Avenue Wireless ITS Project from Highway 99 to Clovis Avenue rebid as lowest responsive responsible bidder and to authorize the Public Works Director or his designee to sign and execute the standardized contract on behalf of the City of Fresno. ENVIRONMENTAL FINDINGS Staff has performed a preliminary environmental assessment of this project and has determined that it falls within the Categorical Exemption set forth in CEQA Guidelines Section 15301(c) (existing facilities) which exempts projects involving a negligible or no expansion of an existing facility. This exemption applies because this project involves improving efficiency of an existing roadway through coordinating the operation of existing traffic signals to reduce congestion without expansion of the roadway. The relatively small transmitters will be mounted on existing signal mast arms; wiring is run in existing conduit and signal cabinets; and existing cabinets will be replaced without expanding the current space. Staff determined under the CEQA Guidelines this project fits within the definition of existing facilities in Section15301(c) Class 1, as Categorically Exempt from further CEQA review. Furthermore, Staff has determined that none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2 apply to this project. LOCAL PREFERENCE The local preference was not implemented based on conditions of the Federal Congestion Mitigation Air Quality (CMAQ) grant. FISCAL IMPACT The project is located in Council Districts 1, 3, 4 and 7. The overall cost of the project is $1,119,000 and is funded by $1,031,600 Congestion Mitigation Air Quality (CMAQ) Regional Bid funds and $87,400 Proposition 111 Gas Tax funds. The project will not have any impact to the General Fund. Of the overall cost of the project, $833,370 will be used for the construct contract award. Attachments: Bid Evaluation/Fiscal Impact Statement Vicinity Map Findings and Recommendation Letter