REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Chau Vu, Director of Public Works
PREPARED BY: John Nguyen, Senior Traffic Engineer
Subject:
title
Approve and Authorize execution of Professional Service Contract with Iteris, Inc. in the amount of $646,136.00 for the Valley View Street/ Bolsa Chica Street RTSSP Project, CC-1622
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Statement of Issue:
In October 2019, the City of Huntington Beach in conjunction with the City of Westminster and the City of Garden Grove submitted an application to the Orange County Transportation Authority (OCTA) for a Regional Traffic Signal Synchronization Program project on Valley View Street / Bolsa Chica Street from Chapman Avenue in Garden Grove to Warner Avenue in the City of Huntington Beach.
The City of Huntington Beach prepared a Cooperative Agreement with Garden Grove and Westminster for this project specifying the responsibilities and underlying commitments for each agency. This Cooperative Agreement was approved by the City of Huntington Beach on March 21, 2023.
On June 26, 2023, the City advertised a Request for Proposal for the Valley View Street/ Bolsa Chica Street Corridor Traffic Signal Synchronization Project for Engineering and Professional Consulting Services. Following an evaluation of the proposals, staff recommends awarding a contract to Iteris, Inc. in the amount of $646,136.00 to provide these services.
Financial Impact:
The total project cost is $2,343,900, with OCTA providing $1,735,949 in grant funds. The City of Huntington Beach has a grant matching fund commitment of $155,532. Fiscal Year 2022/23 carry over funds in the amount of $329,497 are available in the Air Quality Management District (AQMD) fund (Account No. 20190014.82700) for the grant matching funds, construction administration and construction contingency. Because the City of Huntington Beach is acting as lead agency for this project, the City will bill the cities of Westminster and Garden Grove for their matching portions. There is also an allocation of the other cities’ matching funds of $142,846 for the City of Westminster and $135,608 for the City of Garden Grove. Grant carry over funds, which include the OCTA and other agencies portions are available in the Bolsa Chica TS Synchronization (Account No. 128285282.82800).
Recommended Action:
recommendation
Approve and authorize the Mayor and City Clerk to execute a Professional Service Contract between the City of Huntington Beach and Iteris, Inc. for the Valley View Street/ Bolsa Chica Street RTSSP Project, CC-1622, in an amount not to exceed $646,136.
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Alternative Action(s):
Deny approval of the Professional Service Contract which would result in the cancellation of the project and the forfeiture of the grant allocation. The project would be placed on hold while the City awaits future OCTA funding opportunities.
Analysis:
In October 2019, the City of Huntington Beach in conjunction with the City of Westminster and the City of Garden Grove submitted an application to the Orange County Transportation Authority (OCTA) for a Regional Traffic Signal Synchronization Program project on Valley View Street / Bolsa Chica Street from Chapman Avenue in Garden Grove to Warner Avenue in the City of Huntington Beach. This is a joint project with the Cities of Westminster and Garden Grove and Caltrans, and will provide operational and infrastructure improvements at 22 signalized intersections along the corridor. Improvements within the City of Huntington Beach includes the installation of one mile of fiber optic communication cable (Edinger to Bolsa), new traffic signal controllers and traffic signal coordination.
On December 16, 2019 the City Council formally approved the submission of this grant application to OCTA, including the commitment to lead the project and to provide the matching funds as identified in Resolution 2019-74. In April 2020, OCTA approved funding for this project.
In October 2022, the City of Huntington Beach requested an escalation to the grant allocation (City Council Resolution No. 2022-65), citing the passage of three years since the initial grant application was submitted and the subsequent price increases for construction materials and labor costs. The request was approved by OCTA in February 2023. The approved project budget is as follows:
Following the preparation of design plans for the project, separate construction contracts will be awarded by each of the individual agencies for completion of construction elements (e.g. fiber optic cable/conduit, traffic signal modifications) with a total budget of $1,697,764 shared among the 3 agencies.
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Total Project Cost: |
$ 2,343,900 |
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Project Grant Funding |
$ 1,735,949 |
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City of HB Matching Funds, construction management and contingency |
$ 329,497 |
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City of Westminster Matching Funds Required |
$ 142,846 |
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City of Garden Grove Matching Funds Required |
$ 135,608 |
The City of Huntington Beach prepared a Cooperative Agreement for this project specifying the responsibilities and underlying commitments for each agency, which was approved by the City of Garden Grove and the City of Westminster. The Cooperative Agreement was approved by the City of Huntington Beach City Council on March 21, 2023.
On June 26, 2023, the City issued a Request for Proposal for Engineering and Professional Consulting Services for the project. Proposals were requested and five were received in compliance with Chapter 3.03 of the Huntington Beach Municipal Code. In accordance with qualifications based selected procurement, per the Federal “Brooks Act,” State SB 419, and the City of Huntington Beach Municipal Code Section 3.03 “Professional Services,” the Public Works Department established a review board including City of Westminster and Garden Grove. Each firm stated their engineering expertise within their proposal. Proposal were then evaluated and ranked by the review board. The top firm selected with the most experience for this project was Iteris, Inc. Staff Recommends awarding a contract to Iteris, Inc. in the amount of $646,136.00. Iteris, Inc.
The reference check for Iteris, Inc. provided positive responses from past clients. Iteris has performed similar study and design efforts for numerous local agencies, including projects for the City of Huntington Beach and the Orange County Transportation Authority.
Public Works Commission Action:
None required for this action. Upon completion of the project plans and contract documents within the City of Huntington Beach, these items will be brought before the Public Works Commission for approval to advertise for sealed bids.
Environmental Status:
This project is categorically exempt pursuant to the California Environmental Quality Act, Section 15303 (c).
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. Location Map
2. “Cooperative Agreement by and between the Cities of Huntington Beach, Garden Grove and Westminster for the Valley View Street / Bolsa Chica Street Corridor Traffic Signal Synchronization Project”;
3. Iteris, Inc. Contract Agreement for Bolsa Chica RTSSP
4. Powerpoint