TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
Anastasia Seims, Senior Civil Engineer
SUBJECT:Title
Resolution No. 19-0022: 1) Awarding a Construction Contract to Elecnor Belco Electric, Inc. for the Cycle 5 Federal HSIP Grant Traffic Signal Upgrade Project: Sepulveda Blvd. (SR-1) at 8th St. for $316,500, 2) Authorizing the City Manager to Approve Additional Work, if Necessary, for up to $31,650; and 3) Approving the Plans and Specifications for the Project (Public Works Director Katsouleas).
ADOPT RESOLUTION NO. 19-0022
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Recommended Action
RECOMMENDATION:
Staff recommends the City Council adopt Resolution 19-0022 (Attachment):
1. Awarding a construction contract to Elecnor Belco Electric, Inc. for $316,500 and authorizing the City Manager to execute the contract (Attachment);
2. Authorizing the City Manager to approve additional work, if necessary, for up to $31,650; and
3. Approving the plans and specifications for the Cycle 5 Federal HSIP Grant Traffic Signal Upgrade Project: Sepulveda Blvd. (SR-1) at 8th St. (Attachments).
FISCAL IMPLICATIONS:
The Cycle 5 Federal HSIP Grant Traffic Signal Upgrade Project: Sepulveda Blvd. (SR-1) at 8th St. is in the Fiscal Year (FY) 2018-19 approved Capital Improvement Program and has sufficient funds available to: 1) complete the scope of work for $316,500 and 2) provide for additional work, if necessary, up to $31,650. The Budget and Expenditure Summary is attached.
BACKGROUND:
In April 2012, Caltrans issued a Call for Projects under the Highway Safety Improvement Program (HSIP) grant program. This grant was available to local agencies, with funding eligible for work on any public road or publicly owned bicycle/pedestrian pathway or trail that corrects or improves the safety for its users. In July 2012, the City submitted an application for funding under this grant program to upgrade traffic signals, install protected left-turn phasing and construct curb ramps to comply with current ADA standards at Sepulveda Blvd. and 8th Street. On October 22, 2012, the State approved the City’s application.
Because the Project involves Sepulveda Blvd., which is a state-owned highway, the design and construction process must include Caltrans review and approval. Two Encroachment Permits were required to be issued by Caltrans; one prior to initiating the field investigations needed during the design phase, and one for the construction phase. The two Encroachment Permits were approved by Caltrans on February 7, 2014, and on November 6, 2018, respectively.
Work on the project officially began following the January 6, 2015, City Council meeting when Albert Grover and Associates (AGA) was awarded a $33,771 contract to assist with the design efforts for the pedestrian and turn lane improvements at the Sepulveda Blvd. and 8th St. intersection. Following completion of the plans in 2017 and after several plan submittals to Caltrans, the final Project plans were approved by Caltrans and a construction encroachment permit issued on November 6, 2018. The plans were then released for bidding on November 16, 2018, and due on December 20, 2018.
DISCUSSION:
Bids for the Cycle 5 Federal HSIP Grant Traffic Signal Upgrade Project: Sepulveda Blvd. (SR-1) at 8th St. were solicited on a competitive basis in accordance with the provisions of the California Public Contract Code. The project was advertised for bid in the City’s publisher of record (Beach Reporter), in several construction industry publications and was listed on the City’s website and BidSync (online service that connects vendors, suppliers and contractors to government procurement opportunities). Staff also notified over 60 contractors on the City’s contractor database regarding this project.
A total of seven (7) competitive bids were received and opened on December 20, 2018. The bid results for the Base Bid are as follows:
Total Submitted
Contractor Base Bid Amount
Elecnor Belco Electric, Inc. (Chino, CA) $318,000
PTM General Engineering Services, Inc. (Riverside, CA) $331,013
Alfaro Communication Construction, Inc. (Compton, CA) $334,900
California Professional Engineering (La Puente, CA) $342,555
Select Electric, Inc. (Vista, CA) $359,841
Sturgeon Electric California, LLC (Chino, CA) $389,743
Calpromax Engineering, Inc. (Placentia, CA) $397,300
Staff reviewed Elecnor Belco Electric, Inc.’s contractor license and found it to be in order. Additionally, references indicate Elecnor Belco Electric, Inc. has the knowledge and capability to complete the work in a timely and acceptable manner.
After analyzing all bid packets for arithmetical errors, completeness, accuracy, etc., it was determined that Elecnor Belco Electric, Inc.’s bid package contained minor arithmetical errors amounting to a 0.47% variance from its submitted bid, and the bid package did not include additional evidence indicating the capacity of the person(s) signing the Bid to bind the Bidder. After consultation with the City Attorney’s Office, it was determined that the variance shown on Elecnor Belco Electric, Inc.’s bid package and late submittal of evidence indicating the capacity of the person(s) signing the Bid to bind the Bidder, are both immaterial deviations for the purposes of considering its bid as responsive.
Typically, in cases of mathematical discrepancies, the unit price and quantity prevail over the total calculated bid in the extended column. However, the specifications for this bid stated that if unit price listed is exactly the same amount as the entry in the “extended amount” column, then the amount set forth in the “extended amount” column for the item shall prevail. Therefore, for the purposes of determining the lowest responsible bidder, the total corrected bid amount based on the submittals received is $316,500 ($1,500 less than stated on Elecnor Belco’s bid; see Bid Attachment).
Therefore, staff recommends that City Council authorize the City Manager to award a construction contract with Elecnor Belco Electric, Inc. for $316,500 and approve additional work, if necessary, for up to $31,650. Construction is anticipated to start in March 2019 and be completed by October 2019, with the long construction duration due to the extended lead time needed for ordering and delivery of the new steel signal poles.
PUBLIC OUTREACH/INTEREST:
Community outreach was conducted regarding this project through City Council Meetings in July 2012, July 2014, and January 2015. Updates on the project have also been provided during discussions at City Council Meetings and with representatives of Gelson’s Market.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to Section 15301 Class 1 (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines. A Notice of Exemption was 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. 19-0022
2. Agreement - Elecnor Belco Electric, Inc.
3. Bid Proposal
4. Plans and Specifications (Web Link Provided)
5. Budget and Expenditures Summary