HomeMy WebLinkAbout12 Annual Procurement Increase for Traffic Management Inc - revisedAGENDA ITEM# 12
® TRUCKEE
DONNER
Public
Utility
District
MEETING DATE: September 2, 2020
FROM: Steve Moore, Electric Operations Manager
SUBJECT: Approve an Amendment to the 2020 Traffic Control Services
Contract with Traffic Management Inc.
APPROVED BY
Joe Horvath, Electric Utility Director/Assistant General Manager
RECOMMENDATION:
Authorize the General Manager to execute an amendment and all necessary documents
with Traffic Management Inc. increasing the contract amount for FY20 from $225,000 to a
not to exceed amount of $425,000.
DISCUSSION:
The Electric and Water Departments require periodic traffic control services for new
construction and maintenance projects along thoroughfares in the District's service
territory. Temporary lane closures and lane shifting is necessary throughout the year.
The District awarded a contract for traffic control services on December 4, 2018 to Traffic
Management Inc. in the amount of $225,000 for FY19, with an option to extend the
contract for up to two additional years. The Board extended the contract for FY20 on
December 5, 2019 and approved a contract amount of $225,000. This was done as part of
the District's annual procurement process.
In the past, this requested amount covered all scheduled work the District planned to
accomplish in a given year. This amount is based on a known goal of 60 pole replacements
annually for District Capitol Improvement project such as the Northwoods Pole Line
Rebuild and SCADA Reliability Phase 5 projects. Other projects may too require the use of
professional traffic control personal such as Joint Pole Association Rebuild (JPA) projects,
Capitol Water projects and New Residential Service request.
Harder to anticipate are emergency needs for items such as water leaks, vehicular
accidents and damage to District facilities due to snow removal operations. Staff did not
Page 1 of 2
anticipate an increase in emergency work in 2020, however, we did see an increase in
water leaks in roadways (4), vehicular accidents (4) and damage from snow removal
operations (1).
Increased productivity has also resulted in the need for additional safety personal for traffic
control this year. In August of 2020, District line personnel completed their annual goal of
replacing 60 electrical distribution poles of the Northwoods Pole Line Rebuild Project. This
project required traffic control staff to be onsite nearly daily due to the physical condition of
the winding atrial roadway, speed, volume of traffic and length of the jobsite. The length of
the jobsite, nearly one half mile, required more safety personal then normal to address side
street traffic, blind corners and amount of equipment needed to protect District staff so they
could work safely and efficiently which lead to the District goals being met early. Notably,
this project is complete.
This request supports the following District Goals and Objectives:
Objectives:
2. Provide a healthy and safe work environment for all District employees
4. Provide reliable and high quality electric supply and distribution system to meet current
and future needs
Goals:
2.2.2. Comply with all State and Federal regulations regarding worker safety
3.3.4. Conduct effective and efficient operations, maintenance, and replacement programs
4.4.6. Provide an effective, efficient, and safe operations program
6.6.3. Provide safe work conditions and procedures that encourage employee growth,
productivity and retention
FISCAL IMPACT:
The vast majority (-97%) of traffic control services costs are a component of applicable
capital projects or billable work orders. As such, the contract covers some billable projects
like snow removal accidents, developer projects, and vehicle accidents, to name a few. As
each project and/or work order is planned, budgeted, and ultimately approved by the Board
the projects include the necessary traffic control service component.
Sufficient funds exist in the Board Adopted District FY20 Budget and approved capital
projects, as applicable, for this proposed increase to the existing contract.
ATTACHMENTS:
Page 2 of 2