For City Council Meeting September 24, 2024
TO: Honorable Mayor and City Council
APPROVAL: G. Michael Milhiser, Interim City Manager
FROM: Tim Sullivan, Director of Public Works
Title
Request City Council to 1) Award a Construction Contract to PTM General Engineering in the Amount of $226,026 for the Cedar Avenue and Merrill Avenue Left Turn Phasing Project, City Project No. 230811; and 2) Authorize the City Manager or Their Designee to Execute all Related Documents.
(ACTION)
Body
RECOMMENDATION
Staff requests that the City Council:
1) Award a Construction Contract to PTM General Engineering in the amount of $226,026 for the Cedar Avenue and Merrill Avenue Left Turn Phasing Project, City Project No. 230811; and,
2) Authorize the City Manager or Their Designee to Execute all Related Documents.
BACKGROUND
In 2017, as part of Caltrans’ Systemic Safety Analysis Report Program (SSARP), the City of Rialto conducted a Citywide collision assessment to identify potential traffic control modifications and safety improvements to address collisions throughout the City. The goal of the SSARP is to help local agencies identify safety projects to submit for HSIP funding consideration.
The SSARP included data analysis, field review, countermeasure selection, and recommendations. Of the reported collisions documented for the analysis years, the top three (3) collision types observed were broadside, rear end, and object collisions. The preliminary analysis centered on the top 50 intersections with the highest average yearly collision rates. This list was ultimately narrowed down to the top 12 intersections with the highest average yearly collision rates. The 12 intersections were further analyzed relative to the reported collision patterns and injury severity. Potential safety improvements and their associated costs were identified. The Rialto SSARP Final Report was adopted by the City Council on July 12, 2022.
On July 12, 2022, the City Council authorized the submission of Cycle 11 Highway Safety Improvement Program (HSIP) Applications for Various Roadway Safety Improvement Projects.
On September 9, 2022, staff submitted a grant application for the Highway Safety Improvement Program (HSIP) Cycle 11 from the Federal Statewide Transportation Improvement Plan (FSTIP) for traffic signal upgrades and safety enhancements for motorists and pedestrians at Cedar Avenue and Merrill Avenue. This intersection has one of the highest crash rates in the City.
On April 25, 2023, the City Council accepted the HSIP grant in the amount of $371,880 and a local match from Measure I funds in the amount of $41,320 for a total project budget of $413,200.
On November 21, 2023, the project design was assigned to Albert A. Webb Associates pursuant to their on-call contract for traffic engineering services within city manager authority in the amount of $69,214.
On June 25, 2024, the City Council authorized the release of bids for the Cedar Avenue and Merrill Avenue Left Turn Phasing Project.
On July 22, 2024, the City was notified by the Caltrans Division of Local Assistance that an allocation in the amount of $305,730 of State funds was granted for the construction phase of this project. The proposed improvements at this intersection will provide left-turn phasing, install a video detection system, install pedestrian countdown heads, and implement Leading Pedestrian Interval (LPI). The Cedar Avenue and Merrill Avenue intersection currently has dedicated left turn lanes and left turn signal heads to travel westbound and eastbound on Merrill Avenue from Cedar Avenue, as shown in Figure 1 below:
Figure 1
The proposed improvements will revise the signal heads and add dedicated left turns for vehicular traffic to turn left from Merrill Avenue to travel northbound and southbound on Cedar Avenue. The modifications would eliminate the need for commuters to yield to oncoming traffic before making a left turn to go north and southbound on Cedar Avenue from Merrill Avenue. Figure 2 below illustrates the current traffic signals at the intersection that will be modified:
Figure 2
ANALYSIS/DISCUSSION
On August 12, 2024, the City released RFB No. 25-001 for the Cedar Avenue and Merrill Avenue Left Turn Phasing Project, City Project No. 230811, and published the Notice Inviting Bids on the PlanetBids.com website. On September 11, 2024, the City received a total of eight (8) bids as follows:
A complete bid summary is included as Attachment 1. The engineer’s estimate was $250,000. The lowest responsible and responsive bid was $226,026, submitted by PTM General Engineering. Staff reviewed the bid and found PTM General Engineering to be properly licensed and qualified. PTM General Engineering’s Disclosure Statement, Contractor’s License, and DIR verification documents are included as Attachment 2. Staff recommends that the City Council accept the bid received from PTM General Engineering as the lowest responsible and responsive bid. A construction contract with PTM General Engineering for the project is included as Attachment 3.
Construction Management, Inspection, Materials Testing Services
Should the City Council award the Construction Contract, staff will work with the City Manager to approve an additional Contract Change Order within the City Manager’s signature authority.
Fountainhead has provided a fee proposal of $50,450 to provide the required construction phase services through the duration of the project. A copy of Fountainhead’s proposal is included as Attachment 4. A copy of Fountainhead’s Disclosure Statement is included in Attachment 5. This contract change order will be processed within the City Manager’s authority.
ENVIRONMENTAL IMPACT
Section 21084 of the California Public Resources Code requires that the guidelines for implementation of the California Environmental Quality (CEQA) include a list of classes of projects that have been determined not to have a significant effect on the environment and which shall, therefore, be exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment and are declared categorically exempt from the requirement for the preparation of environmental documents. In accordance with 14 CCR Section 15301 “Existing Facilities,” Class 1 projects consist of the repair, maintenance, or minor alteration of existing structures and facilities; therefore, the Cedar Avenue and Merrill Avenue Left Turn Phasing Project is considered categorically exempt from CEQA. Staff has prepared and filed a Notice of Exemption (NOE) for the project with the San Bernardino County Clerk. The NOE is included as Attachment 6.
GENERAL PLAN CONSISTENCY
This action is consistent with Guiding Principle 3A in the General Plan:
The City of Rialto has also outlined key Goals and Objectives through which the City looks to minimize congestion on the local road network, create opportunities and incentives for people to avoid the use of their cars for short trips, and maintain a circulation system that supports local businesses’ needs. These efforts will contribute to reductions in greenhouse gas emissions pursuant to State mandates.
Goal 4-1: Provide transportation improvements to reduce traffic congestion associated with regional and local trip increases.
Policy 4-1.1: Establish and maintain standards for a variety of street classifications to serve both local and regional traffic, including Major Arterial Highways, Major Arterials, Secondary Arterials, Collector Streets, and Local Streets.
LEGAL REVIEW
The City Attorney’s Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACT
Operating Budget Impact
The proposed action will not affect the Operating Budget.
Capital Improvement Budget Impact
On April 25, 2023, the City Council adopted Resolution No. 8068, accepting the Highway Safety Improvement Program (HSIP) Cycle 11 award of $371,880 in the Grants Project Fund Account No. 22234420-53001-230811 and a local match of $41,320 from the Measure I Fund, Account No. 22014310-53001-230811. The total project budget is $413,200.
To date, the project has incurred costs and encumbrances for Design and Administration in the amount of $70,922.30, leaving an available project budget of $342,277.70.
Funds for the award of the construction contract with PTM General Engineering in the amount of $226,026 are available in the Grants Project Fund, Account No. 22234420-53001-230811-05.
Funds for the contract Change Order with Fountainhead Corporation for construction management services in the amount of $50,450 are available in the Grants Project Fund, Account No. 22234420-53001-230811-15.
Licensing
Prior to the execution of the Construction Contract, PTM General Engineering will pay a Business License Tax in the amount of $304 for this project.