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CC - (1) Approval of Final Plans and Specifications and Authorization to Publish a Notice Inviting Construction Bids; and, (2) Approval of the Release of a Request for Proposals (RFP) for the Parking Guidance System for the Real-Time Information System Project, CIP No. PZ-929, Federal Project No. CML-5240(025).
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Contact Person/Dept: Christopher Evans / Public Works
Phone Number: (310) 253-5621
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X] Date: Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/23/15)
Department Approval: Charles D. Herbertson, Director of Public Works/City Engineer (09/21/15)
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RECOMMENDATION
Staff recommends the City Council:
1. Approve the final plans and specifications and authorize staff to publish a notice inviting construction bids for the Real-Time Information System Project, PZ-929, Federal Project No. CML-5240(025); and,
2. Approve the release of a request for proposal (RFP) for Parking Guidance System for the Real-Time Information System Project, PZ-929, Federal Project No. CML-5240(025).
BACKGROUND
The Real Time Parking Information System Project (Real-Time Project) will utilize dynamic message signs (DMS) located around the downtown and Washington/National areas to communicate real-time parking availability information to motorists (see Attachment 1 & 2). The DMS will display the availability of parking in the downtown public parking structures and the proposed Transit Oriented Development (TOD) parking structure adjacent to the Expo Light Rail Station. The Real-Time Project will also include parking availability signage at the entrance to each parking structure and at strategic locations inside the parking structures. The Real-Time Project goals are: 1) reduce traffic congestion, 2) minimize parking frustration, and 3) improve air quality due to reductions in auto emissions.
The Real-Time Project is primarily funded through a Federal Congestion Mitigation and Air Quality (CMAQ) grant. The total cost of design and installation of the Real-Time Project is estimated to be $1,072,000. CMAQ grant funding was approved to cover 80% of the cost of the Real-Time Project up to $858,000. The City will provide the remaining 20% of the total project cost.
On March 12, 2012, the City Council provided final direction on the location and style of the DMS signs and authorized the City’s Traffic Engineering consultant Kimley-Horn to complete the Real-Time Project design and specifications based on that direction. Subsequently, the State Department of Finance (DOF) did not approve the application of former Redevelopment Agency funds that had been assigned as the 20% local match. Further, the DOF also disputed the City’s continued ownership and operation of the various parking structures and the Washington/National site.
At the March 12, 2012 City Council meeting, the City Council determined the final locations and general design of the DMS. DMS signs will be installed at these locations (see Attachment 1 for location map):
• Culver Boulevard median in front of the Ince Parking Structure (westbound)
• Washington Boulevard between Wesley and Helms Avenues (westbound)
• Washington Boulevard at Dunn Drive (eastbound)
• Culver Boulevard at Jackson/Lasalle Avenues (eastbound)
Pursuant to the Washington/National Planned Development Zone 11 goals, the Community Development and Public Works Departments are conditioning the proposed development to require:
1. The installation of electronic parking guidance signs (PGS) at the entrances to the development parking structure as part of a parking guidance system, that provides real-time information on the number of available public and Metro/Expo parking spaces.
2. The Parking Guidance System central computer transfer the count for the public parking and metro parking to the City for use by the City for display on the planned roadside Dynamic Message Signs or other applications.
The Project grant requires that parking guidance signage be placed at the entrance of each public parking structure and that four Dynamic Message Signs be placed on arterials leading into the downtown and the proposed Washington/National Transit Oriented Development (TOD).
On May 28, 2013 the City Council approved providing the City local match through the Capital Improvement Fund. On March 18, 2014 the DOF approved the City’s Long Range Property Management Plan (LRPMP) which included the City maintaining control of the parking structures. With the local match and parking structure matters resolved, staff authorized Kimley-Horn to update the Real-Time Project specifications, plans, and grant required studies to reflect changing technology, site conditions, and Washington/National site considerations.
DISCUSSION
The Real-Time Project is proposed to be deployed in two phases to be performed concurrently. In Phase 1 the City will competitively bid and award a contract for construction of the DMS signs and communication infrastructure within the public-right-of-way. In Phase 2 the City will release an RFP for development of the parking guidance sign system including:
1. Supplying the central computer system and all necessary software and communications links between the parking structures.
2. Installing the parking guidance signs at the entrance to each parking structure.
3. Installing occupancy detection devices at the entrance to each parking structure.
4. Integrating the entire system with the DMS signs.
Next Steps
Caltrans alerted staff that all CMAQ grant funds had been fully expended for Federal fiscal year 2014-15. CMAQ grant funds are available on a first come basis. The CMAQ grant fund is anticipated to be replenished after the start of the new Federal fiscal year on October 1, 2015. Staff will not seek City Council award of the construction contract and RFP agreements until the City has been notified that the Federal CMAQ funds have been replenished and assigned to the City.
FISCAL ANALYSIS
The City’s on-call engineering consultant, Kimley-Horn, prepared the Real-Time Project plans and specifications and grant related studies at a cost of $166,000.
Pending confirmation of replenishment of the Federal CMAQ funds on October 1, 2015, sufficient funds are expected to be available to construct the Real-Time Project, which is estimated to cost approximately $906,000.
Estimated Project Expenses
DMS Construction $347,950
10% Construction Contingency $ 34,795
Parking Guidance Signs $442,000
(PFS Install & Software Integration)
Inspection Services, Construction Mgmt.
& Consultant Selection Services $ 81,255
Total Estimated Project Expenses $906,000
Available Funds
PZ-423 Grants Capital Fund $724,800
(Reimbursed by CMAQ Grant)
PZ-420 Capital Improvements $181,200
(Local Match)
Total Available Funds $906,000
Maintenance costs for the Real-Time Project have been estimated to be approximately $25,000 per year for all locations. Utility costs (electricity, internet) for the Real-Time Project have been estimated to be approximately $4,700 annually for all locations. Should the City Council ultimately award the construction contract, staff will include costs in future budget requests as on-going City expenditures.
ATTACHMENTS
1. Real-Time Project Location Map
2. DMS Sign Example
The Plans and Specifications for the Project are available for review from the following link: <http://www.culvercity.org/Government/PublicWorks/CouncilItems.aspx>
RECOMMENDED MOTIONS
That the City Council:
1. Approve the final plans and specifications and authorization to publish a notice inviting construction bids for the Real-Time Information System Project, PZ-929, Federal Project No. CML-5240(025); and
2. Approve the release of a request for proposal (RFP) for Parking Guidance System for the Real-Time Information System Project, PZ-929, Federal Project No. CML-5240(025).