title
CC - PUBLIC HEARING: FOUR-FIFTHS VOTE REQUIREMENT: (1) Waiver of Bidding Procedures; and (2) Approval of a Contract with Crosstown Electrical & Data, Inc. for the Construction of Network-Wide Traffic Signal Systems Performance Measures Project, PL-008 in an Amount Not-to-Exceed $135,927.
body
Meeting Date: November 14, 2022
Contact Person/Dept.: Hong Wang, Public Works/Engineering
Phone Number: (310) 253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/09/2022);
Department Approval: Yanni Demitri, Public Works Director (10/31/2022)
______________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) waive bidding procedures; and (2) approve a contract in a not-to-exceed amount of $135,927 with Crosstown Electrical & Data, Inc. for the Construction of Network-Wide Traffic Signal Systems Performance Measures Project, PL-008 (requires a four-fifths vote).
PROCEDURE:
1. Mayor seeks motion from City Council to receive and file the affidavits of publication and posting of notices and correspondence received in response to the public hearing notices; and,
2. Mayor calls for a staff report, and the City Council Members may pose questions to staff as desired; and,
3. Mayor seeks a motion to open the public hearing; and
4. Mayor seeks a motion to close the public hearing after all public testimony has been presented; and,
5. The City Council discusses the item and arrives at its decision.
BACKGROUND
The purpose of this project is to enhance the Adaptive Traffic Control System (ATCS) to provide further improvements to traffic flow and minimize delays along the major arterials through Culver City. This is done by network-wide signal systems synchronization and upgrading the detection at key intersections with an arterial performance measurement system. With the arterial performance measurements, the real-time performance data will provide information to the ATCS for enhanced network optimization. On October 12, 2020, the City Council approved an agreement in the amount of $507,670 with Crosstown Electrical & Data, Inc. for the construction of Network-Wide Traffic Signal Systems Performance Measures Project, PL-008. The construction was successfully completed in 2022. However, there are approximately $125,000 in grant funds unspent. Staff contacted the Granting Agency, Metro, and obtained their approval to use the remaining grant funds to install additional video detection systems at the following three signalized intersections:
1. Washington Bl. /Centinela Ave.
2. Culver Bl. /Sepulveda Bl.
3. Washington Bl./Duquesne Ave.
These video detection improvements will enable the City to better monitor signal performance and make timing adjustments as necessary.
DISCUSSION
Metro requires the City to utilize the grant funding of approximately $125,000 by February 2023, and if it is not spent, then it is forfeited by the City.
To meet the tight Metro project deadline and considering Crosstown is currently working in the City on a similar traffic signal improvement project, staff recommends that the City Council award a contract for the additional work to Crosstown without requiring the formal bidding procedures. Crosstown had successfully completed the first phase of this project and is currently under contract with the City for various Intelligent Traffic System (ITS) improvements. Staff has reviewed Crosstown’s cost proposal of $118,198 to provide and install 12 traffic video detection cameras and found it to be reasonable. With 15% contingency, the recommended contract amount is $135,927.
In general, Culver City Municipal Code (CCMC) Section 3.07.90.B, requires Public Works contracts exceeding Purchasing Authority but not exceeding $150,000 to be bid formally per Section 3.07.075. However, pursuant to CCMC Section 3.07.090.E, the City Council, by four affirmative votes, may award a contract for a Public Works Project without complying with the formal bid procedures set forth in Section 3.07.075; provided, a public hearing is held on the award of the contract. Notice of the public hearing shall either be published in a newspaper of general circulation within the City or posted on the City's website and shall be posted at City Hall and other posting locations, as determined by the Purchasing Officer, at least ten (10) days prior to the date set for the public hearing. The public notification requirements have been met.
In this case, for the reasons set forth above, City staff is requesting that the City Council waive the bidding requirements in accordance with CCMC Section 3.07.090.E.
FISCAL ANALYSIS
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Waive bidding procedures in accordance with CCMC Section 3.07.090.E (requires a four-fifths vote); and
2. Approve a contract in a not-to-exceed amount of $135,927 with Crosstown Electrical & Data, Inc. for the Construction of Network-Wide Traffic Signal Systems Performance Measures Project, PL-008; and
3. Authorize the Public Works Directory/City Engineer to execute change orders for the 15% contingency on behalf of the City.
4. Authorize the City Attorney to review/prepare the necessary documents; and,
5. Authorize the City Manager to execute such documents on behalf of the City.