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RESOLUTION AUTHORIZING AWARD OF TRAFFIC SIGNAL CABINET AND EQUIPMENT REPLACEMENT PROJECT TO W.L. CONTRACTORS, INC.
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Summary and Background Information: This project is intended to replace cabinets and other field equipment on existing traffic signal cabinets that are not function properly. The project also will implement of flashing yellow arrows and emergency service pre-emption that were part of the Highway 2 Widening Project that were removed for inclusion in this project given the federally-funded cabinet and field equipment upgrades were required prior to installation.
Background:
In 2016, the Denver Regional Council of Governments (DRCOG) awarded Commerce City $132,000 of FY2017 funding to procure traffic cabinets and controllers for two intersections on Quebec Street (58th and 60th avenues) and six intersections of Highway 2 (64th to 104th avenues) from the agency’s Traffic Signal System Improvement Program (TSSIP).
The purpose of TSSIP is to implement cost-effective traffic signal timing and coordination improvements that reduce travel time and harmful auto emissions within the DRCOG Transportation Management Area. This competitive funding source does not require matching local funds, although local governments may supplement to complete a project.
Consistent with DRCOGs FY 2016-2021 Policy on TIP Preparation <https://drcog.org/sites/default/files/event-materials/Jan_17_2018_Board_Agenda.pdf>, Commerce City’s TSSIP Project was identified as experiencing delay in January 2018. Per the policy, timely initiation of federally-funded projects is an important objective of the Board of Directors as delays tie up scarce federal funds that could have been programmed to other ready projects/phases. The policy required Commerce City to issue a Request for Bids no later than September 28, 2018. Failure to do so would have required a variance from the DRCOG Board of Directors to continue with the project and remain eligible for federal funding reimbursement.
The City and Colorado Department of Transportation executed an intergovernmental agreement in September 2017 regarding funding of the project consistent with the scope of work approved by DRCOG. As a result of staff vacancies, no work additional work was completed on this project during Q1 and most of Q2. Interim staff re-engaged with CDOT and DRCOG to discuss grant options and needed updates to address delay impacts. Staff used an existing on-call consultant to draft the RFP and create a project schedule in an attempt to meet the stated deadlines.
Procurement:
The city completed a competitive procurement consistent with the requirements of 23 CFR 172.5(1), applicable provisions of the approved intergovernmental agreement, and the city’s written procurement procedures, issuing the linked Request for Bids (RFB) <http://www.c3gov.com/Home/Components/RFP/RFP/1094/26> September 27, 2018. Two addenda were issued Oct. 1 and October 10, with bids due October 15, 2018. The city received two qualified responses:
• W.L. Contractors: $397,077.77
• Sturgeon: $569,337.00
• Engineer’s Estimate: $375,504
Following a review of the bid documents, W.L. Contractors, Inc. was deemed the lowest and most responsible bidder consistent with the RFB requirements.
Schedule:
Following city council action, a Notice to Proceed (NTP) will be issued. Procurement of equipment must be initiated/completed within 90 days of the issuance of NTP, while all work must be completed within 150 days of NTP.
Staff Responsible (Department Head): Joe Wilson, Director of Public Works
Staff Member Presenting: Michelle Halstead, Director of External Affairs
Financial Impact:
Contract Amount: : $397,077.77
Contingency: $ 40,000
Total Authorization: $437,077.77
Funding Source: Federal and CIPP Funds
Staff Recommendation: Approve resolution as presented