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    3.    
Finance Committee
Meeting Date: 08/09/2022  
FROM: Bill Gallardo

Subject:
Approve Plans and Specifications, and Authorize the Purchase of Traffic Signal Poles for the Traffic Signal Modification Project, CIP No. 7717
RECOMMENDATION
  1. Approve the Plans and Specifications for the Traffic Signal Modification Project – Lambert Road at Cliffwood Ave-Cliffwood Park Street;
  2. Authorize City Clerk to advertise and receive bids; and,
  3. Authorize City Manager to Issue a Purchase Order in the Amount of $72,995.24 to Walters Wholesale Electric Co. for the new traffic signal poles.
BACKGROUND/DISCUSSION
During several regular Traffic Committee and City Council meetings, staff provided a presentation and discussion on the Cliffwood Neighborhood Traffic Calming Improvements, CIP 7717 (“Project”).  Following Traffic Committee and City Council feedback with approval to move forward on the design, Plans and Specifications for the overall Project were developed, and the funding was programmed and approved in the Fiscal Year 2021-22 Capital Improvement Program (“CIP”) budget.  Following this approval, traffic counts were attained in order to compare previously attained 2021 with data from 2022.  See attached for the Vehicle Classification Counts as provided in Exhibit C.  
 
The Project includes modifications to traffic signals and equipment, pavement striping, and signage at the following three intersections (see Exhibit A):
 
  1. Lambert Road at Cliffwood Avenue-Cliffwood Park Street
  2. State College Boulevard at Cliffwood Avenue
  3. State College Boulevard at Balsa Avenue
 
Currently, the Project Plans and Specifications for the traffic signal modification work at the intersection of Lambert Road and Cliffwood Avenue-Cliffwood Park Street are complete and ready for bid advertisement. The Plans and Specifications for the two other locations are pending final review.  Therefore, at this time, staff is recommending City Council consider approving the Plans and Specifications for the Traffic Signal Modification Project – Lambert Road at Cliffwood Avenue-Cliffwood Park Street and authorizing the City Clerk to advertise and receive bids for this portion of the overall Project.  The Plans and Specifications for this portion of the Project are available for review at the City Clerk’s Office (See Exhibits D and E).
 
Additionally, due to the long lead time for the traffic signal poles, which is estimated at 16 weeks, and to reduce the overall cost of the signals via reduction of the Contractor’s typical bid material mark-up (15-20%), staff is recommending the City purchase the traffic signal poles for all locations directly through the approved local distributor, Walters Wholesale Electric Co. (“Walters”), for NOV/Ameron the signal pole manufacture.  NOV/Ameron is the leading manufacturer of traffic signal poles in the U.S., with the main manufacturing plant located in Louisiana, and is the major approved supplier for signal poles for the State of California Transportation Department (“Caltrans”).  Walters Wholesale Electric Co. is located at 200 N. Berry Street in Brea.  
 
Staff received a quote from Walters in the amount of $67,745 for all poles and accessories, which does not include sales tax (see Exhibit B).  Therefore, staff is requesting the Purchase Order (“PO”) amount include the appropriate sales tax of 7.75% for a total PO amount of $72,995.24 prior to issuance.    
SUMMARY/FISCAL IMPACT
The approved FY 2021-22 CIP Project budget is $400,000 with funding from Traffic Impact Funds (Fund 540).  The Construction Engineers Estimate for all three Project locations is $375,000, which includes the purchase price of the signal poles.  Therefore, there is no General Fund impact.       
 
The Project will modify traffic signals, pavement striping, and signage at three locations as part of the Cliffwood Neighborhood Traffic Calming Improvements.  The Plans and Specifications for the Lambert Road at Cliffwood Avenue-Cliffwood Park Street portion of the Project are complete and ready for bid advertisement. Therefore, staff is recommending City Council consider approving the Plans and Specifications for this portion of the Project and authorizing the City Clerk to advertise and receive bids. Staff will request approval of the Plans and Specifications and authorization to advertise the remaining two locations upon final completion of the bid documents.
 
Furthermore, as part of the requested action, staff is seeking City Council approval to purchase the signal poles and accessories for the Project directly from the approved local distributor, Walters.  This action will provide assurances of material delivery in coordination with the Contractor’s schedule and reduce the overall cost of the signal poles, which is typically marked-up by the Contractor’s by 15-20%.  Therefore, staff is recommending City Council consider authorizing the City Manager to issue a Purchase Order to Walters in the amount of $67,745 + 7.75% tax for a total of $72,995.24 for the Project signal poles and accessories.  
RESPECTFULLY SUBMITTED
William Gallardo, City Manager
Prepared by:  Ryan Chapman, P.E., Principal Engineer
Concurrence:  Michael Ho, P.E., Director of Public Works / Acting City Engineer
Attachments
Exhibit A - Vicinity Map
Exhibit B - Quote
Exhibit C - Vehicle Classification Counts
Exhibit D
Exhibit E

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