TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Director of Public Works
Prem Kumar, City Engineer
Tim Birthisel, Associate Engineer
SUBJECT:Title
Resolution No. 18-0089 Awarding a Construction Contract to Comet Electric, Inc. for the Downtown Traffic Signal Upgrade Project for $924,524 and Re-Appropriation of Street Light Purchase and LED Retrofit Funds in the Amount of $82,000 for the Downtown Traffic Signal Upgrade Project (Public Works Director Katsouleas).
a) ADOPT RESOLUTION NO. 18-0089
b) APPROVE APPROPRIATION CHANGE
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council adopt Resolution No. 18-0089 (Attachment 1) approving the following:
1. Award a construction contract (Attachment 3) to Comet Electric, Inc. for $924,524 and authorize the City Manager to execute the contract for the Downtown Traffic Signal Upgrade Project;
2. Authorize the City Manager to approve additional work, if necessary, for up to $138,678 (15% of contract);
3. Approve the plans and specifications for the Downtown Traffic Signal Upgrade Project (Attachment 4: Web-link provided); and
4. Approve the re-appropriation of $82,000 from the Street Light Purchase and LED Retrofit Project to the Downtown Traffic Signal Upgrade Project.
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FISCAL IMPLICATIONS:
The Budget and Expenditure Summary report is included in Attachment 5. To meet the more immediate need for the Downtown Traffic Signal Upgrade Project, staff recommends re-appropriating $82,000 currently budgeted in the Capital Improvement Fund for the Street Light Purchase and LED Retrofit project.
BACKGROUND:
The proposed Downtown Traffic Signal Upgrade project addresses structurally deficient traffic signal poles which were last installed in the late 60’s and late 80’s. An evaluation performed by the City’s consultant, Iteris, in 2017 identified multiple structural deficiencies, including inadequate wind load resistance and extensive deterioration of the pole base plates and anchors. They now require replacement due to their deteriorated condition. The replacements will include new signal poles that meet Caltrans seismic and wind load standards and that can be economically maintained by Los Angeles County Public Works.
The Downtown Traffic Signal Upgrade Project consists of excavation, installation of new traffic signal poles, pole foundations, ADA ramps, conduit, pull boxes, utility relocations, asphalt concrete repairs to existing public improvements and all other appurtenant work as shown on the plans and delineated in the specifications. The original base bid plus additive bids request identified the specific replacement of 36 traffic signal poles at the following five (5) street intersections as shown on Attachment 2:
Base Bid
1. Valley Drive/Ardmore Avenue and Manhattan Beach Blvd.
2. Highland Avenue and Manhattan Beach Blvd.
3. Manhattan Avenue and Manhattan Beach Blvd.
Additive Bids
4. Valley Drive/Ardmore Avenue and 15th Street
5. Highland Avenue and 15th Street
DISCUSSION:
Construction
Bids were solicited on a competitive basis in accordance with the provisions of the California Public Contract Code. The project was advertised for bids in the Beach Reporter, the City’s publisher of record, and several standard construction industry publications, including the Dodge Green Sheet, Reed Construction Data, and Associated General Contractors of America. The project was also listed on the City’s website and BidSync (online service that connects vendors, suppliers and contractors to government procurement opportunities). Nine bids were received and opened on June 5, 2018. The bid results are as follows:
Base Bid Plus
Contractor Base Bid Amount All Additive Bids
Comet Electric $692,503 $1,163,196
Chatsworth, CA
Select Electric, Inc. $717,627 $1,245,627
Vista, CA
Calpromax Engineering, Inc. $746,000 $1,299,000
Placentia, CA
Alfaro Communication Construction $732,000 $1,303,000
Inc., Compton, CA
Sturgeon Electric California $728,500 $1,308,500
Chino, CA
Belco $852,000 $1,361,500
Chino. C
Asplundh Construction Corp $833,600 $1,446,900
Anaheim, CA
PTM General Engineering $1,001,029 $1,492,029
Riverside, CA
Dynalectric $926,662 $1,579,071
Los Alamitos, CA
Staff reviewed Comet Electric, Inc. contractor’s license and found it to be in order. Additionally, references indicate Comet Electric Inc. has the knowledge and capability to complete the work in a timely and acceptable manner. Comet Electric, Inc.’s bid proposal was reviewed by the Public Works Department and found to be responsive with no errors. The Company’s Base Bid for the three intersections on Manhattan Beach Blvd. (Valley Dr., Manhattan Ave., and Highland Ave) is $692,503. The first Additive Bid for the intersection of Valley Dr. and 15th Street is $232,021, and the second Additive Bid for the intersection of Highland Ave. and 15th Street is $238,672, for a Total Base plus Additives Bid for $1,163,196. The City specifications stipulates that the lowest bidder is determined based on the lowest total of all Base and Additive Bids. However, the award amount of the contract will be based on available budget for the project.
The current amount budgeted for this capital improvement ($1,008,070) project is sufficient to complete the Base Bid scope of work for the three Manhattan Beach Blvd. intersections (Valley Dr., Highland Ave, and Manhattan Ave.) plus contingency and inspection services. However, staff recommends that the Additive Alternate Bid for the Valley Dr./Ardmore Ave. and 15th Street intersection also be completed at this time, and that an additional $82,000 be re-appropriated from the Street Light Purchase and LED Retrofit Project to the Downtown Traffic Signal Upgrade Project for the additional intersection. Funds for the LED retrofit portion of the project would be reduced by $82,000; staff will evaluate other opportunities to complete the LED retrofit through other CIP savings (e.g., unused budget and/or contingency funds in the CIP).
Therefore, staff recommends that City Council authorize the City Manager to execute a construction contract with Comet Electric, Inc. for $924,524 (Base Bid of $692,503 plus Additive Bid Schedule A for $232,021) and approve additional work, if necessary, for up to $138,678.00 (15% of construction contract). The construction work is anticipated to start in January 2019 and be completed by the end of May 2019.
PUBLIC OUTREACH/INTEREST:
City staff met with Downtown Business and Professional Association representatives on February 27, 2018 to go over the project details and timing of the project. Staff will distribute construction notices to area businesses, and will maintain close communication with the businesses and property owners to keep them abreast of the project schedule and impacts both before and during construction.
ENVIRONMENTAL REVIEW:
The proposed project is exempt from the provisions of the California Environmental Quality Act (CEQA). Per the CEQA Guidelines, the project is exempt pursuant to the following provision: Section 15301, Class 1(c). A Notice of Exemption has been filed with the Los Angeles County Clerk’s office for the project.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
Attachments:
1. Resolution No. 18-0089
2. Location Map
3. Contractor’s Bid Proposal and Agreement
4. Plans and Specifications (Web-Link Provided)
5. Budget and Expenditure Summary Table