Item 17 - Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract for Traffic Signal Modification Project

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Traffic Signal Modification Project August 16, 2022 Page 2 5. Approve the Project Cost Analysis for a total estimated construction delivery cost of $929,687, which includes $734,930 for the construction contract; $121,264 for contract administration, inspection and testing; and a $73,493 project contingency for unanticipated or unforeseen work to be funded from Highway Safety Improvement Program grant funds. DISCUSSION The recommended actions are needed to proceed with the modification of two existing traffic signals which add left -turn arrow indications at the intersections of 1st Street at Jackson Street and 5th Street at Euclid Street (Exhibits 1 and 2). Once completed, these traffic signal improvements will increase safety for motorists and pedestrians at this intersection. The Public Works Agency was awarded a $726,128 Highway Safety Improvement Program (HSIP) grant for this project, which was recognized in the City Council -approved Fiscal Year 2017-18 Capital Improvement Program (CIP). A total of $129,800 was earmarked for Preliminary Engineering. The spending authorization for the remaining $596,328 in construction funding was received in April 2021. Staff is requesting City Council approval to recognize and re -appropriate this grant allocation for expenditure in Fiscal Year 2022-23. In June 2022, an additional $119,400 in HSIP grant funds was authorized, bringing the total HSIP grant funds available for the project to $715,728. The additional $119,400 in HSIP grant funds received has been allocated from additional available funds within the HSIP grant program administered by the State. Staff is requesting City Council approval to recognize and appropriate the additional grant allocation of $119,400 in construction phase grant funding for expenditure in Fiscal Year 2022-23. Upon approval of the requested appropriation adjustments and the existing project funds, the total funds available for construction will be $929,687, which is composed of $715,728 in grant funding and $213,959 in General Fund monies were budgeted and appropriated as part of the FY 2022-23 City budget in the Public Works Traffic /Transportation -Service Enhancements expenditure account. The proposed Capital Improvement Program amendment allows for these signalized intersection traffic safety enhancements to add the additional grant funds of $119,400 and local funds of $213,959 for construction in the capital improvements program (Exhibit 3). Public Outreach and Contractor Participation To provide an opportunity for local vendors to submit bids, a Notice Inviting Bids was advertised in the Orange County Register newspaper on October 26 and November 2, 2021. The project was also advertised on PlanetBids on October 26, 2021, and bids were received electronically via PlanetBids on November 16, 2021. The City notified a total of 355 regional vendors via PlanetBids and 26 vendors requested bidding documents.