To:   HONORABLE MAYOR AND                    From:  Katy Allen

                        CITY COUNCIL

                       

 

Council District:  3

SUBJECT:    ADOPTION OF APPROPRIATION ORDINANCE AND FUNDING SOURCES RESOLUTION AMENDMENTS IN THE BUILDING AND STRUCTURE CONSTRUCTION TAX FUND FOR THE FOURTH STREET AND MISSION STREET TRAFFIC SIGNAL PROJECT.

 

 

RECOMMENDATION

 

Report on bids and take appropriate action based on the evaluation of bids for the Traffic Signal Installation at Fourth Street and Mission Street Project.

 

 

BACKGROUND

 

The Citywide list of locations meeting the criteria for a traffic signal is developed based on Council Policy 2-2.  This policy requires the Department of Transportation to perform a traffic signal warrant study as prescribed in the Caltrans Traffic Manual.  Given the high number of locations meeting the criteria for a traffic signal Citywide, the policy also provides direction on how locations are prioritized.  The criteria include accidents, traffic volumes and speed, pedestrian activities and land use.  Each year Council approves the top locations on the list for construction.  Construction is scheduled to begin in late July and completion anticipated in fall 2003.

 

 

ANALYSIS

 

This project includes the installation of signal standards, signal display equipment, conduit and electrical systems, vehicular and pedestrian detection systems, street lighting, relocating existing storm inlets and related improvements.  Additionally, it includes work to connect the traffic signal system to the City’s central traffic control system to reduce traffic congestion and delays.

 

 

A supplemental memo will be provided after bids are opened on May 13, 2003.

 

Council Policy provides for a standard contingency of ten percent on public works projects involving traffic signal systems.   The standard contingency is appropriate for this project.  

 

An alternative to utilizing contractors for this work is for the work to be done by existing City staff.  Staff considered this alternative and recommends using a contractor because current City staff is fully utilized in the construction of other traffic signals.  Shifting existing City staff resources to construct this project would delay the projects.

 

This project is identified for funding in the 2003-2004 Proposed Capital Budget.  However, because the intersection is adjacent to a middle school, and will improve school accessibility, it is now recommended to expedite the completion of the signal installation in fall 2003.  As a result, funding to award the construction contract for this project would need to be accelerated from 2003-2004 into 2002-2003.  The 2003-2004 appropriation would receive a corresponding reduction, leaving funding in 2003-2004 for the contingency and part of the project development costs only.  The funding strategy will be recommended to Council in the Supplemental Award of Contract Memorandum.

 

 

PUBLIC OUTREACH

 

This project’s public outreach was coordinated with Council District 3, Burnett Academy School, and Japan Town Association.

 

To solicit contractors, this project was listed on the City's Internet Bid Line and advertised in the San José Mercury News and San José Post Record.  Bid packages for all Department of Public Works construction projects are provided to various contractor organizations and builder's exchanges.

 

 

COORDINATION

 

This project and memo were coordinated with the Departments of Transportation and Planning, Building and Code Enforcement, the City Manager’s Budget Office and the City Attorney’s Office.

 

 

COST IMPLICATIONS

 

1.     AMOUNT OF RECOMMENDATION:  (Engineer’s Estimate) $245,000

 

2.         COST OF PROJECT:

Project Delivery                                                                $  98,000   *

Construction (Engineer’s Estimate)                                      245,000

Contingency                                                                          24,500

              TOTAL                                                                      $367,500

 

*  Part of the Project Delivery Costs ($45,840) were expended in prior years.  Funding for the remainder of the project costs are programmed in 2003-2004. 

 

3.         SOURCE OF FUNDING:  429 – Building and Structure Construction Tax Fund

 

An appropriation adjustment will be recommended in the Supplemental Award of Contract Memorandum to provide for additional funding.

 

4.      OPERATING COSTS:  This project is consistent with the Council-approved Budget Strategy Economic Recovery section in that it will spur construction spending in our local economy.  However, the adopted Capital Improvement Program includes the following annual operating and maintenance impacts several fiscal years from now, as follows:

 FY 04-05 FY 05-06       FY 06-07            FY 07-08

Maintenance    $    3,500            $   3,675          $  3,858    $  4,051

 

 

BUDGET REFERENCE

 

 

Fund #

 

Appn #

 

 

Appn. Name

 

 

RC #

 

Total Appn.

 

Amt. for Contract*

 

Adopted Budget Page

 

Last Budget Action

(Date, Ord. No.)

 

429

4321

Traffic Signals

115223

5,196,000

various

Page 850

(2/11/03, 26833)

 

 

Total

 

5,196,000

245,000

 

 

 

*  An appropriation adjustment will be recommended in the Supplemental Award of Contract Memorandum to provide for additional funding.

 

 

CEQA

 

Exempt, PP01-11-193.

 

 

KATY ALLEN

Director, Public Works Department