HomeMy WebLinkAboutPW Downtown Traffic Signal Modernization____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: June 1, 2020
Disposition: Resolutions 14804 x 14805 x 14806
Agenda Item No: 4.g
Meeting Date: June 1, 2020
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Public Works Director
City Manager Approval: ______________
TOPIC: DOWNTOWN TRAFFIC SIGNAL MODERNIZATION
SUBJECT: ADOPTION OF RESOLUTIONS RELATED TO “INNOVATIVE DEPLOYMENTS TO
ENHANCE ARTERIALS” (IDEA) GRANT-FUNDED PROJECT NO. 11348:
1.RESOLUTION AWARDING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A
CONSTRUCTION AGREEMENT FOR THE DOWNTOWN SIGNAL MODERNIZATION WITH MIKE
BROWN ELECTRIC IN THE AMOUNT OF $172,700 AND AUTHORIZING CONTINGENCY FUNDS
IN THE AMOUNT OF $34,540 FOR A TOTAL APPROPRIATED AMOUNT OF $207,240.
2.RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO PURCHASE
VARIOUS EQUIPMENT FOR THE IDEA GRANT DOWNTOWN SIGNAL MODERNIZATION
PROJECT (#11348) FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $815,000.
3.RESOLUTION AUTHORIZING AN ADDITIONAL $125,764 IN TRAFFIC MITIGATION FUND
(#246) APPROPRIATIONS FOR THE “INNOVATIVE DEPLOYMENTS TO ENHANCE
ARTERIALS” (IDEA) GRANT-FUNDED PROJECT NO. 11348.
__________________________________________________________________________________
RECOMMENDATION: Staff recommends that the City Council:
1.Adopt the resolution awarding and authorizing the City Manager to execute a construction
agreement with Mike Brown Electric in the amount of $172,700 and authorizing contingency funds
of $34,540, for a total appropriated amount of $207,240.
2.Adopt the resolution authorizing the City Manager to purchase various equipment for the
Downtown Signal Modernization Project (#11348) for a total not-to-exceed amount of $815,000.
3.Adopt the resolution approving and authorizing an additional $125,764 in Traffic Mitigation Fund
(#246) appropriations for the “Innovative Deployments to Enhance Arterials” (IDEA) Grant-
Funded Project No. 11348.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
BACKGROUND: On July 17, 2017, the Metropolitan Transportation Commission (MTC) issued a Call
for Projects for the Innovative Deployments to Enhance Arterials (IDEA) Grant Program. Grant funds
were to be directed towards two categories of projects: Category 1 projects that would deploy mature,
commercially-available advanced technologies and Category 2 projects that would deploy
connected/automated vehicle technologies. The City submitted a Category 1 application on September
29, 2017 for funding to develop and deploy an Adaptive Traffic Control System (ATCS) in Central San
Rafael. An ATCS would measure current traffic volumes and adjust signals in real-time based on
demand. This would be particularly beneficial for the interruptions caused by the grade crossings for the
SMART train.
Prior to awarding of funds, further reviews of the infrastructure revealed major deficiencies that would
make an ATCS much more expensive than originally thought. Staff negotiated a reduced scope to fit
the available funding in line with the IDEA Grant program. The installation of a reduced scope
Automated Traffic Signal Performance Measures (ATSPM) system, instead of an ATCS system, would
bring down the cost of the project more in line with the funding, and would still bring major benefits to
the City.
On January 10, 2018 MTC awarded the City $830,000 to develop and implement an ATSPM system,
with $365,856 in matching local funds, for a total project budget of $1,195,856. This system consists of
a network of cameras at intersections in combination with an analytic program that measures traffic
volumes, provides approach delay per vehicle, and reports arrivals on red, pedestrian delay, and highly
sophisticated coordination data. Once installed, data collected from the ATSPM can be used to more
accurately program and time the traffic signals based on historical traffic patterns in Central San Rafael.
The ATSPM system benefits all users, from vehicles to bicyclists to pedestrians.
On May 21, 2018, San Rafael City Council adopted a resolution accepting the $830,000 grant award
from MTC, the local match of $365,856, and authorized the City Manager to execute funding
agreements with MTC. For the remainder of 2018 and first half of 2019, staff worked with MTC and
their consultants to go through the technical process of deploying an ATSPM system.
In June 2018 the City signed a contract with Advanced Mobility Group for $168,880 for assistance in
project management and development.
ANALYSIS: A request for proposals was advertised on August 19, 2019 for the Automated Traffic Signal
Performance Management (ATSPM) software system. Six companies submitted proposals, and
evaluation criteria included: project understanding and approach, firm qualification and system capability,
implementation schedule, proposed system integration cost, and commitment to research and
development. Econolite Systems, Inc. was selected based on their proposal and product demonstration,
and their ATSPM software package layers over the City’s current Traffic Management System (TMS),
Centracs.
In addition to the software, there are significant equipment and capital costs of installing an ATSPM
system. Staff has issued requests for bids for the necessary camera detection, traffic signal cabinet,
controller, and radio equipment and is ready to purchase upon Council authorization.
The largest portion of the equipment and capital costs is the camera system, and the lack of signal
mast-arms in San Rafael limited the option of traditional multi-camera video detection systems. A
request for proposals was advertised on February 13, 2020 for the video detection system, and
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Miovision was the only responsive bidder. Their system consists of a single camera that provides
detection and multi-modal counts. Because the camera detection system is the project’s biggest
investment, prior to committing with Miovision the City first verified the operability of the system by
installing it at four critical intersections last spring.
For the other products (traffic signal cabinets, controllers, radios, and switches), a request for quotes was
sent to Actellis, Econolite, and Intuicom. The City of San Rafael uses Econolite products for signalized
intersections and Intuicom radios and Actellis switches for communication exclusively, and the new
equipment needed to be compatible with the current systems. A Public Interest Finding (PIF) was filed
with Caltrans to notice the public regarding the “use of proprietary products and processes”.
The equipment costs are as follows:
NAME OF VENDOR PRODUCT AND QUANTITY AMOUNT
Actellis 14 Switches $15,712.00
Econolite 8 Signal cabinets $86,717.28
Econolite 15 Signal controllers $60,000.00
Intuicom 17 Radios $28,403.00
Miovision Video Detection $550,451.00
10% Contingency $73,716.72
Total $815,000.00
The recommended Resolution authorizes the City Manager to execute Purchase Orders for equipment
totaling an amount not to exceed $815,000.00.
With the preliminary list of equipment selected, the City issued a request for bids in accordance with
San Rafael’s Municipal Code on April 10, 2020 to install it. Federal requirements were also followed in
the bidding process to ensure compliance with the reimbursement conditions by MTC. On May 7, 2020
at 11:00 AM the following bids were received and read aloud:
NAME OF BIDDER AMOUNT
Mike Brown Electric $172,700
Bear Electrical Solutions $183,900
St. Francis Electric $197,000
Tennyson Electric $208,400
DC Electric Group $226,500
Gremelli Industries $387,500
As the lowest responsible and responsive bidder, City staff recommends awarding the construction
contract to Mike Brown Electric for the bid amount and recommends that the City Council authorize a
construction contingency of approximately 20 percent for the project in an amount of $34,540. This larger
contingency is because this project affects 34 signalized intersections and integration of many different
types of equipment. City staff recommends that the City Council authorize a total amount of $207,240 for
the construction, including the contingency.
FISCAL IMPACT: No City of San Rafael General Funds would be used for these expenditures. The
current total project expenses are $1,321,620. The following table summarizes the expenditures for the
project:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
Year to Date Project Expenditures Advanced Mobility Group Project Management and Development $168,880
SPM Econolite ATSPM Software $99,173
DKS System Engineering IDEA Grant coordination (managed by MTC) $31,327
$299,380
Future Project Expenditures - Pending 6/1/20 City Council Approval
Actellis 14 Switches $15,712
Econolite 8 Signal cabinets $86,717
Econolite 15 Signal controllers $60,000
Intuicom 17 Radios $28,403
Miovision Video detection $550,451
10% contingency $73,717
$815,000
Mike Brown Electric Installation of equipment $172,700
20% contingency $34,540
$207,240
Total Project Cost $1,321,620
The project is receiving $830,000 in funding from MTC’s IDEA Grant program. The total project budget
authorized at the May 21, 2018 City Council meeting of $1,195,856 included a $365,856 local match.
Now that the project bidding and scoping is complete, it is clear that the project will need an additional
$125,764 in local funds in order to fully fund the $1,321,620 planned in improvements.
The project funding is as follows:
Project Funding - Approved 5/21/18 City Council Meeting MTC Award IDEA Grant $830,000
Local Match – Fund #246 Upfront cash commitment - paid to MTC $239,171
Local Match – Fund #246 City to utilize on any project expenses $126,685
$1,195,856
Project Funding – Pending 6/1/20 City Council Approval
Local Match – Fund #246 Additional funds needed $125,764
Total Project Funding $1,321,620
While initially the local match was planned to be appropriated from the City Gas Tax Fund (#206) (as
described in the 5/21/18 City Council Meeting), upon further review staff deemed it would be preferable
to utilize the City’s Traffic Mitigation Fund (#246). As a large-scale improvement to the downtown Traffic
signal system, the installation of an ATSPM system in Downtown San Rafael falls under line item 22 of
Exhibit 21 of the 2020 General Plan, “Upgrade traffic signal system”. Exhibit 21 of the 2020 General
Plan describes projects which may utilize Traffic Mitigation funds. Traffic mitigation fees are charged to
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5
an applicant in connection with the approval of a development project. The fees provide a funding
source for specific infrastructure projects which increase street capacity to accommodate additional
traffic generated by new developments. Appropriations in the City’s Traffic Mitigation Fund (Fund #246)
for project #11348 shall be increased by a total of $1,148,004 ($815,000 + $207,240 + $125,764) to
support this project.
OPTIONS: The City Council has the following options:
1. Adopt the resolutions as proposed;
2. Reject the resolutions, resulting in the City declining the benefits of an Automated Traffic Signal
Performance Measures system and forfeiting grant funding back to MTC.
RECOMMENDED ACTION:
1. Adopt the resolution awarding a construction agreement for the IDEA Grant downtown signal
modernization project to Mike Brown Electric.
2. Adopt the resolution approving the equipment purchase for the IDEA Grant downtown signal
modernization project.
3. Adopt the resolution approving and authorizing an additional $125,764 in Traffic Mitigation Fund
(#246) appropriations for the “Innovative Deployments to enhance Arterials” (IDEA) Grant-Funded
Project No. 11348.
ATTACHMENTS:
1. Resolution awarding construction agreement for the IDEA Grant downtown signal
modernization project to Mike Brown Electric.
2. Resolution approving equipment purchase for the IDEA Grant downtown signal
modernization project.
3. Resolution approving and authorizing an additional $125,764 in Traffic Mitigation Fund (#246)
appropriations for the “Innovative Deployments to enhance Arterials” (IDEA) Grant-Funded
Project No. 11348.
1
RESOLUTION NO. 14804
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AWARDING AND AUTHORIZING THE
CITY MANAGER TO EXECUTE A CONSTRUCTION AGREEMENT FOR THE DOWNTOWN
SIGNAL MODERNIZATION WITH MIKE BROWN ELECTRIC IN THE AMOUNT OF $172,700
AND AUTHORIZING CONTINGENCY FUNDS IN THE AMOUNT OF $34,540 FOR A TOTAL
APPROPRIATED AMOUNT OF $207,240.
WHEREAS, the Metropolitan Transportation Commission (MTC) allocated $25 million to
the Nine Bay Area Counties for the Innovative Deployment to Enhance Arterials (IDEA) Grant
Program; and
WHEREAS, one of the projects selected for design and construction was the “Downtown
San Rafael Signal Modernization Project”; and
WHEREAS, on May 21, 2018, $1,195,856 from the IDEA Grant Program was allocated
to the City of San Rafael by MTC; and
WHEREAS, City staff has identified an additional $365,856 of Traffic Mitigation Funds
(#246) preliminarily set aside for the San Rafael Downtown Traffic Signal Modernization Project
in the FY 2020-21 through FY 2022-23 Capital Improvement Program (CIP); and
WHEREAS, the installation of an Automated Traffic Signal Performance Measures
(ATSPM) is included in the 2020 General Plan under line item 22 of Exhibit 21 as “Upgrade
traffic signal system”; and
WHEREAS, having advertised and solicited construction bids in accordance with the
City’s Municipal Code, the City Clerk did publicly open, examine, and declare all sealed bids on
the 7th day of May, 2020 for the following project entitled “DOWNTOWN TRAFFIC SIGNAL
IMPROVEMENTS PROJECT” City Project Number 11348 in accordance with the plans and
specifications therefore on file in the office of the Department of Public Works; and
WHEREAS, the bid of $172,700 from Mike Brown Electric at the unit prices stated in its
bid, was and is the lowest bid for said work and said bidder is the lowest responsible bidder; and
WHEREAS, City staff has apportioned an additional 20% of the bid price for contingencies
in the amount of $34,540;
2
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES
as follows:
1. The bid of Mike Brown Electric is hereby accepted at the unit prices stated in its bid,
and the contract for said work and improvements is hereby awarded to Mike Brown
Electric at the stated unit prices.
2. The City Manager is authorized and directed to execute the contract for the project
with Mike Brown Electric at the bid amount, subject to final approval as to form by the
City Attorney, and to return the bidder’s bond upon the execution of the contract.
3. City Traffic Mitigation Fund #246 appropriations for City Project No. 11348 will be
increased by $207,240, which includes the construction award amount and
contingency.
4. The City Manager is hereby authorized to take any and all such actions and make
changes as may be necessary to accomplish the purpose of this resolution.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing
resolution was duly and regularly introduced and adopted at a regular meeting of the Council of
said City on the 1st day of June 2020, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
LINDSAY LARA, City Clerk
File No.: 18.10.23
1
RESOLUTION NO. 14805
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING AND
AUTHORIZING THE CITY MANAGER TO PURCHASE VARIOUS EQUIPMENT
FOR THE IDEA GRANT DOWNTOWN SIGNAL MODERNIZATION PROJECT (#11348)
FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $815,000
WHEREAS, in 2017, Metropolitan Transportation Commission (MTC) issued a Call for
Projects for the Innovative Deployments to Enhance Arterials (IDEA) grant; and
WHEREAS, the City applied for and received IDEA grant funding in 2018; and
WHEREAS, nearly half of the 90 San Rafael traffic signals are in Central San Rafael,
where major arterials meet US 101 on- and off-ramps, the central business district, and several
SMART train crossings; and
WHEREAS, the close proximity of the traffic signals results in significant vehicle,
pedestrian, and bicycle delays during peak hours, when the SMART train travels through, or
when both scenarios occur simultaneously; and
WHEREAS, an Automated Traffic Signal Performance Measure system would benefit
San Rafael transportation network users travel through Central San Rafael more efficiently,
reducing greenhouse gas emissions by reducing vehicle idling time with more responsive traffic
signal timing; and
WHEREAS, the City has requested bids for the various equipment required to
implement an ATSPM system, including traffic signal controllers, signal cabinets, video
detection, radios, and switches totaling $815,000, as more particularly detailed in the staff
report accompanying this Resolution; and
WHEREAS, there are sufficient funds in the City’s Traffic Mitigation Fund (#246) to
cover the cost of equipment before reimbursement from MTC;
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Rafael
authorizes the City Manager to execute the purchase of the equipment detailed in the staff
report for this Resolution, for a total purchase price not-to-exceed amount of $815,000. City
Traffic Mitigation Fund #246 appropriations for City Project No. 11348 will be increased by
$815,000.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of said City held on Monday, the 1st day of June 2020 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
LINDSAY LARA, City Clerk
1
RESOLUTION NO. 14806
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING AN ADDITIONAL
$125,764 IN TRAFFIC MITIGATION FUND (#246) APPROPRIATIONS FOR THE
“INNOVATIVE DEPLOYMENTS TO ENHANCE ARTERIALS” (IDEA) GRANT-FUNDED
PROJECT NO. 11348.
WHEREAS, the Metropolitan Transportation Commission (MTC) allocated $25 million to
the Nine Bay Area Counties for the Innovative Deployment to Enhance Arterials (IDEA) Grant
Program; and
WHEREAS, one of the projects selected for design and construction was the “Downtown
San Rafael Signal Modernization Project”; and
WHEREAS, on May 21, 2018, $1,195,856 from the IDEA Grant Program was allocated
to the City of San Rafael by MTC; and
WHEREAS, the $1,195,856 project budget approved on May 21, 2018 included
$365,856 in local match, funded by the Traffic Mitigation Fund (#246); and
WHEREAS, now that the project bidding and scoping is complete, it is clear that the
project will need an additional $125,764 in local Traffic Mitigation Funds in order to fully fund the
$1,321,620 planned in improvements; and
WHEREAS, the installation of an Automated Traffic Signal Performance Measures
(ATSPM) is included in the 2020 General Plan under line item 22 of Exhibit 21 as “Upgrade
traffic signal system”;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES,
that appropriations for “Innovative Deployments to Enhance Arterials” (IDEA) Grant-Funded City
Project No. 11348 shall be increased by an additional $125,764 in local Traffic Mitigation Funds
(#246) in order to fully fund the $1,321,620 planned in improvements.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing
resolution was duly and regularly introduced and adopted at a regular meeting of the Council of
said City on the 1st day of June 2020, by the following vote, to wit:
2
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
LINDSAY LARA, City Clerk
File No.: 18.10.23