HomeMy WebLinkAboutStaff Report 5.B 02/27/2017LU
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DATE: February 27, 2017
Agenda Item #5.B
TO: Honorable Mayor and M tubers of the City Council through City Manager
FROM: D SCE — Director, Public Works & Utilities
La Zi er, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Authorizing Award of Contract for the Traffic Signal Infrastructure
Capital Replacement Program to DC Electric Group, Inc.
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing Award of
Contract for the Traffic Signal Infrastructure Capital Replacement Program to DC Electric
Group, Inc.
BACKGROUND
The City owns and maintains over 5,000 streetlights of which approximately 130 are currently
reported as not working. The community regularly reports streetlight outages and usually the
repair requires a straightforward fix by the City's Traffic Signal Technicians. On average, City
technicians repair 37 streetlights per month with problems related to bulb, fuse, or ballast
replacement. Staff estimates approximately 60 of the non - working streetlights have problems
with power supply or other components that City staff is unable repair cost effectively. The
twelve streetlights included in this project have been out of service for several years and one has
been out of service since 2010.
The Traffic Signal Infrastructure Capital Replacement Program was established to repair,
replace, and or upgrade signals and streetlights that are beyond the abilities of the City's signal
technicians. The Council approved $200,000 towards the Traffic Signal Infrastructure Capital
Replacement Program, Project No. C16101301, which is included in the FY 16/17 CIP budget.
Capital Projects Division developed plans and specifications for public bid.
DISCUSSION
The approved Traffic Signal Infrastructure Capital Replacement Program budget includes
funding for items such as signal poles, controllers, and pedestrian push buttons, on an as- needed
basis. The budget also includes funding for replacement of lights. City staff performs annual
preventive maintenance inspections of its traffic signal systems and determines what, if any,
equipment requires maintenance and /or replacement. In recent years, City staff has been able to
rely on operating budgets and project grants to upgrade traffic signal infrastructure as needed to
keep the City's traffic signal system operating reliably. Meanwhile, a number of key streetlight
outages have been reported that require construction work, rather than simply replacing a lamp
or its components. These streetlights, for example, require street trenching, and installation of
underground conduit and wiring. Therefore, it is recommended that the current traffic signal
capital improvement project funds be prioritized for use on these particular streetlights.
At the time of bid, additional non - working streetlights were discovered that are considered a
higher priority than those locations included in the original bid. Rather than award the contract as
originally intended, an assessment of non - working street lights was performed in order to best
use the available funds. The awarded contractor will be required to change certain locations, to
address these higher priority locations. These locations include lights along arterial streets,
business areas, parks, safety lights, and higher use pedestrian travel ways. Bid award was based
on unit cost to perform the work and not on specific locations. While some of the locations of the
work have changed from the bid documents, the quantity, type, and method of work remain the
same, as will the contract cost.
On August 11, 2016, four (4) bids were received as follows:.
Name of Bidder
.Base Bid
DC Electric Group, Inc. $144,560.00 Lowest Responsible Bidder
Long Electric Co. $145,386.00
West Coast Electric Service $159,279.00
Mike Brown Electric $224,440.00
Engineer's Estimate 1 $157,500.00
The lowest responsive bidder, DC Electric Group, Inc., has performed similar projects for the
cities of Novato and Petaluma, and the County of Marin. Staff verified that DC Electric Group,
Inc. possesses a valid Class A and C -10 California Contractor's License, number 949934,
expiring on 10/31/2017, which is appropriate for the work to be performed.
Construction is anticipated to begin in April 2017 and to be completed by August 2017. City
staff will conduct construction management and inspection services.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits ".
FINANCIAL IMPACTS
CIP project C16101301 is included in the FY 16/17 Budget with an approved total project
budget of $200,000. Funding for the project is from the Street Maintenance Fund. The following
table shows, the breakdown of the FY 16/17 CIP Budget and of the current budget.
N
ATTACHMENTS
1. Resolution
FY 16/17 CIP
Project Budget
Design
$25,000
Administration
$0
Construction Contract
$175,000
Construction Management
$0
Contingency
$0
CIP Overhead
$0
Total
$200,000
ATTACHMENTS
1. Resolution
Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR
THE TRAFFIC SIGNAL INFRASTRUCTURE CAPITAL REPLACEMENT
PROGRAM TO D.C. ELECTRIC GROUP, INC.
WHEREAS, City staff prepared construction bid documents and advertised for
construction of this Project; and
WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code,
California Public Contract Code Section 20162 and other applicable law, City staff solicited bids
for the Project; and
WHEREAS, the project was bid on July 21 and 28, 2016, and four (4) bids were
received and opened on August 11, 2016 in accordance with applicable law; and
WHEREAS, the lowest responsive bid for the Project was submitted by DC Electric
Group, Inc., from Cotati, CA for $144,560.00; and
WHEREAS, staff has determined that the Contractor's bid satisfies the bidding
requirements for the Project; and
WHEREAS, staff has verified that DC Electric Group, Inc., possesses a valid California
Contractor's License, Class A and C -10, number 949934 that is appropriate for the work to be
performed for the Project; and
WHEREAS, the Project is categorically exempt pursuant to California Environmental
Quality Act ( "CEQA ") and Title 14, the California Code of Regulations ( "CEQA Guidelines "),
Section 15301, because the project consists of the operation, repair, maintenance or minor
alteration of existing public structures involving negligible or no expansion of use beyond that
previously existing.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Awards the contract for the Traffic Signal Infrastructure Capital Replacement Program,
Project No. C16101301 to DC Electric Group, Inc., in the amount of $144,560.00, the
amount of the lowest responsive bid, conditioned on DC Electric Group's timely
executing the project contract and submitting all required documents, including but not
limited to, executed bonds, certificates of insurance, and endorsements, in accordance
with the project bid documents.
2. Directs staff to issue a Notice of Award to DC Electric Group, Inc.
3. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by DC Electric Group, Inc., of the signed
project contract and all other required documents, including but not limited to, executed
bonds, certificates of insurance, and endorsements, in accordance with the project bid
documents.
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